[Privacy Act Issuances (2001)] [From the U.S. Government Publishing Office, www.gpo.gov] UNITED STATES AIR FORCE How Systems of Records are Arranged In the Air Force, records are grouped by subject series. Each series has records about a specific activity or function to which a subject title and number is given. Systems of records are grouped in the same way. For example, a system of records on personnel security clearances may be found in 'Security - 31,' and one about psychiatry in 'Medical Service - 44.' These numbers are part of the system identification which precede the notices. They look like this: F031 AF SP A or F044 AFSG A. The letter 'F' means Air Force. The first three digits (031 and 044) show that the records pertain to Security and the Medical Service respectively. The letters that follow indicate to whom the system applies and/or the Office of Primary Responsibility (OPR). For example, in system F031 AF SP A, AF indicates that this is an Air Force-wide system, with SP denoting Security Police as the OPR. The last alpha designation is for internal management control. In the records system F044 AFSG A, (without a space between the AF and SG) indicates this is a Surgeon General System and applies to the office of the Surgeon General only. Using the Index Guide The systems of records maintained by the Air Force are contained within the subject series that are listed below. This list identifies each series in the order in which it appears in this issuance. Use the list to identify subject areas of interest. Having done so, use the series number (for example 031 for Security) to locate the systems of records grouping in which you are interested. System Identification Series Subject Series Flying Operations 011 Maintenance 021 Supply 023 Transportation 024 Security 031 Civil Engineering 032 CA Communications 033 Services 034 Public Affairs 035 Personnel 036 Manpower and Organization 038 Medical 044 Law 051 Chaplain 052 Scientific/Research Development 061 Finance Management 065 Special Investigations 071 Command Policy 090 Safety 091 REQUESTING RECORDS Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. BLANKET ROUTINE USES Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. LAW ENFORCEMENT ROUTINE USE In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. CONGRESSIONAL INQUIRIES ROUTINE USE Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. PRIVATE RELIEF LEGISLATION ROUTINE USE Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law. COUNTERINTELLIGENCE PURPOSES ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. F010 AFXO A System name: Civil Aircraft Landing Permit Case Files. System location: Associate Directorate for Civil Aviation, Directorate of Operations and Training, Deputy Chief of Staff for Air and Space Operations, 1480 Air Force Pentagon, Washington, DC 20330-1480. Categories of individuals covered by the system: Civil aircraft owners and/or operators. Categories of records in the system: A revocable license for use of Air Force real property consisting of a Civil Aircraft Certificate of Insurance, a Civil Aircraft Landing Permit, and a Civil Aircraft Hold Harmless Agreement. Authority for maintenance of the system: 49 U.S.C. 44502, General facilities and personnel authority, as implemented by Air Force Instruction 10-1001, Civil Aircraft Landing Permits. Purpose(s): To maintain a directory on those individuals who are authorized to operate civil aircraft at Air Force airfields. Routine uses of records maintained in the system, including categories of users and the purpose 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: The DoD `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by persons responsible for processing applications to operate civil aircraft on Air Force airfields in performance of official duties and by other authorized personnel who are properly screened and cleared for need-to-know. Records are stored in cabinets in a vaulted office. Retention and disposal: Expired records are destroyed by tearing into pieces and burning. System manager(s) and address: Chief, Permits and Agreements, Civil Aviation Office, Directorate for Civil Aviation, Directorate of Operations and Training, Deputy Chief of Staff for Air and Space Operations, 1480 Air Force Pentagon, Washington, DC 20330-1480. Notification procedure: Individuals seeking to determine whether information about themselves should address inquiries to the Directorate for Civil Aviation, Directorate of Operations and Training, Deputy Chief of Staff for Air and Space Operations, 1480 Air Force Pentagon, Washington, DC 20330-1480. Record access procedures: Individuals seeking to determine whether information about themselves should address inquiries to the Directorate for Civil Aviation, Directorate of Operations and Training, Deputy Chief of Staff for Air and Space Operations, 1480 Air Force Pentagon, Washington, DC 20330-1480. Contesting record procedures: The Air Force rules for accessing records and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is provided by the applicant and insurance company. Exemptions claimed for the system: None. F011 ACC A System name: Air-to-Air Weapon System Evaluation Program. System location: 83d Fighter Weapons Squadron, Analysis Division, Building 1801, 1287 Florida Avenue, Tyndall Air Force Base, FL 32403-5217. Categories of individuals covered by the system: Fighter and attack aircrew members who have live-fired missiles in the Air-to-Air Weapon System Evaluation Program. Categories of records in the system: Name, Social Security Number, unit of assignment, and flying experience information. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; Powers and Duties, delegation by; as implemented by Air Force Regulation 55-11, Programming of Requirements and Reporting Expenditures for Missile/ Targets in Noncombat Firing Programs, and E.O. 9397 (SSN). Purpose(s): Used to measure program goals that dictate maximizing aircrew participation during their first fighter assignment tour. Personal data is also used to determine the effects of experience and training on air-to-air weapons employment. 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: The `Blanket Routine Uses' published at the beginning of the Air Force'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: Maintained in file folders, in computers and on computer output products. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms, safes and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Paper records are retained for one year after data is entered in computer then destroyed by tearing into pieces, shredding, macerating, or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: 83d Fighter Weapons Squadron, Analysis Division, Building 1801, 1287 Florida Avenue, Tyndall Air Force Base, FL 32403-5217. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to 83d Fighter Weapons Squadron, Analysis Division, Building 1801, 1287 Florida Avenue, Tyndall Air Force Base, FL 32403-5217. When appearing in person a military identification card is required for positive identification. Record access procedures: Individuals seeking access to records about themselves contained in this system should address requests to 83d Fighter Weapons Squadron, Analysis Division, Building 1801, 1287 Florida Avenue, Tyndall Air Force Base, FL 32403-5217. When appearing in person a military identification card is required for positive identification. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information for this system is obtained from forms completed by aircrew members. Exemptions claimed for the system: None. F011 AF AFMC A System name: Contractor Flight Operations. System location: All Air Force activities that approve contractor aircraft flight and ground operations procedures or utilize contractor personnel who operate aircraft for the government. Categories of individuals covered by the system: All contractor personnel who operate aircraft for the Air Force, for which the government assumes some risk of loss or damage. It covers both flight crewmember and non-crewmember personnel designated by a contractor to conduct flights, perform functions while the aircraft is in flight, or perform ground operations in support of such flights. Categories of records in the system: Name; Social Security Number; home address and telephone number; date of birth; security clearance data; education; military service data; flight qualification, proficiency, training, and experience records; standardization and evaluation data; safety and mishap records, and medical and physiological data. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; Air Force Regulation 55-22, Contractor's Flight and Ground Operations, and E.O. 9397 (SSN). Purpose(s): Used to monitor and manage individual contractor flight and ground personnel records. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, notebooks, in computers and on computer output products. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Records are maintained in the system until contract termination, at which time they will be destroyed when no longer needed. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Headquarters, Air Force Materiel Command/DOO, Wright Patterson Air Force Base, OH 45433-5001. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to Headquarters, Air Force Materiel Command/DOO, Wright Patterson Air Force Base, OH 45433-5001, or to the system location where the flight certification is recorded. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. For personal visits, the individual may be asked to show a valid identification card or a driver's license as proof of identity. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to Headquarters, Air Force Materiel Command/DOO, Wright Patterson Air Force Base, OH 45433-5001, or to the system location where the flight certification is recorded. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. For personal visits, the individual may be asked to show a valid identification card or a driver's license as proof of identity. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is provided by the individual or from training, evaluation, and examination records. Exemptions claimed for the system: None. F011 AF XO A System name: Air Force Operations Resource Management Systems (AFORMS). System location: Headquarters United States Air Force and major command headquarters. Host, tenant and squadron Operations System Management offices at Air Force installations, and McDonnell Douglas Training Systems, McDonnell Aircraft Company, 12301 Missouri Bottom Road, Hazelwood, MO 63042. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Air Force active duty military personnel, Air Force civilian employees, or contractors, Air Force Reserve and Air National Guard personnel, Army, Navy and Marine Corps active duty military personnel and those foreign military personnel who are assigned to aviation duties by competent authority and attached to the USAF for flying support or who have been suspended from flying duties for a period of not more than 5 years. Categories of records in the system: The AFORMS data base contains a master file of flying records for each individual in categories listed above, a month-to-date transaction file and a twelve month history file. A centralized file of selected information from each individual's master record is also maintained at HQ USAF. In addition to automated data files, this system uses manual files for maintaining historical data and important source documents. An Individual Flight Record Folder (FRF) is established for each category of fliers listed above and is the prime repository for a computer listing which itemizes each individual's flight accomplishments as well as various source documents which serve to validate information entered into the computer data base for the system. Each Host Operations System Management (HOSM) office maintains a file of Aeronautical Orders and Military Pay Orders to provide source documentation of flying pay actions initiated by the flight manager. Information which is maintained in the automated files is derived directly from the AFORMS master file or from subsequent processing of information entered into the master file. Categories of information maintained in the master file are: IDENTIFICATION DATA - provides individual identifiers and other information directly related to each individual in the file. DUTY ASSIGNMENT DATA - Includes information such as the major command of assignment for the individual, the Air Force Specialty Code indicating professional duties, the unit, the responsible Operations system manager, base of assignment, etc. AIRCREW TRAINING AND QUALIFICATION DATA - includes information such as flight and ground professional flying training accomplishments, aircrew qualification status, physical status for flight duties, types of aircraft assigned, etc. FLYING PAY ENTITLEMENT DATA - Includes information needed to administer the payment of flying incentive pay for each individual. LOCAL USE DATA - contains information used by major or local command to supplement general system information as needed to meet unique unit requirements within the categories of information listed herein. SYSTEM CONTROL DATA - Contains computer data used to automatically control internal system functions. Authority for maintenance of the system: 37 U.S.C. 301a, Incentive pay: Public Law 92-204 (Appropriations Act for 1973), Section 715; Public Law 93-570 (Appropriations Act for 1974); Public Law 93-294 (Aviation Career Incentive Act of 1974; DOD Directive 7730.57 (Aviation Career Incentive Act and Required Annual Report); Air Force Instruction 11-401, Flight Management; Air Force Instruction 11-402, Aviation and Parachutist Service, Aeronautical Ratings and Badges; and E.O. 9397 (SSN). Purpose(s): The AFORMS provides information and automated data processing capabilities used to manage and administer Air Force operations such as aircrew training and evaluation, flight scheduling functions, flying safety and related functions needed to attain and maintain combat or mission readiness. All information is entered into the system at the air base level. This information is then processed for use by flying resource managers at all levels through periodic computer product reports or automated systems interfaces. The specific uses of information and user categories for this system are: BASE LEVEL ACTIVITIES - (1) To establish each member's flying pay entitlement status and to monitor continuing entitlement in accordance with existing directions; (2) To record each individual's flying activities, both hours and specific events, and provide indications of successful attainment of standards or deficiencies; (3) To establish each individual's Aviation Service code for use in indicating type of flying activity or reason for inactive status if applicable; (4) To determine each rated member's eligibility to perform operational flying in accordance with existing USAF directives; (5) To provide an indication of each rated member's total operational flying time in terms of total aviation career duties; (6) To establish `suspense lists' for use in scheduling flying personnel for flights, schools, tests and similar events directly related to their duties as professional airmen; (7) To provide each applicable individual and manager with all aviation career profile information needed to monitor flying career development, professional qualifications and training deficiencies; (8) To provide information requested by the Air Staff, major command, or other base functions, which relates to the flying duties and accomplishments of all personnel in the file; (9) To provide statistical data for management analysis and review of all aspects of each base's flying programs. OTHER BASE USERS: MILTARY PERSONNEL FLIGHT - uses information provided by this system, through an automated data interface, to report the flying status of all individuals in the files; provides flying career background information used for assignment actions. ACCOUNTING AND FINANCE OFFICE - uses Military Pay Orders, prepared by flight management offices, to start and stop flying incentive pay in accordance with each individual's flying status and eligibility as reflected by the information in the system; uses the files to perform payment audits to identify individuals being paid improperly. BASE SUPPLY - uses flying status information to determine which individuals are qualified to draw all authorized flying equipment. BASE MEDICAL FACILITY - uses system data to determine projected workloads associated with scheduled flight physical examinations. MAJOR COMMANDS - use all system data to measure the effectiveness of subordinate unit training programs and to check command-wide flying effectiveness. AIR FORCE PERSONNEL CENTER - uses AFORMS information to establish assignment objectives and career development programs for USAF military personnel in the system. HQ USAF - uses various identification and flying data to establish statistical data needed to verify the effectiveness of standard procedures, determine the need for policy modification, provide a timely and accurate census of various types of flyers and provide a centralized point for collection and collation of data used by all levels of management. The Defense Finance and Accounting Service uses AFORMS information to validate all flying payments. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, on computer magnetic tapes, magnetic disks, and CD-ROM. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by custodian of the record system, by person(s) responsible for servicing the record system in performance of their official duties and individuals in files. Access is specifically controlled by the Host Operations System Management office. Records are stored in locked cabinets or rooms. Computer terminals are locked when not in use or kept under surveillance. Retention and disposal: Disposition pending (no records will be destroyed until authorized by the National Archives and Records Administration). System manager(s) and address: Chief, Operational Training Division, Directorate of Operations and Training, Deputy Chief of Staff/Air and Space Operations, 1480 Air Force Pentagon, Washington, DC 20330-1480. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquires to or visit the Chief, Operational Training Division, Directorate of Operations and Training, Deputy Chief of Staff/Air and Space Operations, 1480 Air Force Pentagon, Washington, DC 20330-1480 or to the local HOSM office of the individual. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Include name and Social Security Number. Make base level inquiries to or visit the local servicing HOSM office of the individual. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Chief, Operational Training Division, Directorate of Operations and Training, Deputy Chief of Staff/Air and Space Operations, 1480 Air Force Pentagon, Washington, DC 20330-1480 or to their local HOSM office. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from individuals, aircrew managers, automated system interfaces and from source documents such as reports. Exemptions claimed for the system: None. F011 ANG A System name: Progress Report, Undergraduate Pilot Training. System location: Office of Director, Air National Guard, Washington, DC 20330. Categories of individuals covered by the system: Air National Guard Undergraduate Pilot Trainees. Categories of records in the system: Evaluation of pilot training progress. Authority for maintenance of the system: 10 U.S.C. 275, Personnel records. Purpose(s): Used at National Guard Bureau level to determine individual capability to perform safely in home unit weapons systems. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are stored in safes. Retention and disposal: Retained in office files until graduation or elimination from training, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Director of Air National Guard, Headquarters United States Air Force, Washington, DC 20330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Director of Air National Guard, Headquarters United States Air Force, Washington, DC 20330. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Director of Air National Guard, Headquarters United States Air Force, Washington, DC 20330. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from UPT Flying Training DCO. Exemptions claimed for the system: None. F021 AF IL A System name: Core Automated Maintenance System (CAMS). System location: All Air Force installation utilizing CAMS. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Individuals assigned to organizations involved in the maintenance of aircraft missiles, communications electronics and associated equipment. Categories of records in the system: Maintenance personnel records related to an individual on-the-job training certification and qualifications. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; Air Force Instruction 21-101, Air Force Aircraft and Equipment Maintenance; Air Force Instruction 36-2232, Maintenance Training Policy, and E.O. 9397 (SSN). Purpose(s): Used to establish and maintain data and on-the-job training records pertaining to a specific individual assigned to a maintenance organization. Used by work center supervisors maintenance training and administrative personnel and other members of the chief of maintenance staff (or equivalent) to maintain basic data relating to an individual's training certification and qualifications and to monitor the overall manning status of an organization. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained on disks or tapes. Retrievability: Retrieved by name, man number, or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Records are controlled by computer system software. Retention and disposal: Maintained until purpose has been served or for 1 month whichever is sooner then destroyed by tearing into pieces, pulping, burning, shredding, or macerating. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Non-commissioned officer in charge of the maintenance documentation or files maintenance section at each unit utilizing CAMS. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Non-commissioned officer in charge of the maintenance documentation or files maintenance section at each unit utilizing CAMS. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Non-commissioned officer in charge of the maintenance documentation or files maintenance section at each unit utilizing CAMS. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from automated system interfaces and source documents such as reports. Exemptions claimed for the system: None. F021 AFSPC A System name: Cable Affairs Personnel/Agency Records. System location: Intercontinental Ballistic Missile Cable Affairs Offices at missile bases reporting to Headquarters Air Force Space Command. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Non-United States Air Force personnel/agencies who cross or could cross, inundate, or otherwise affect the Hardened Intersite Cable System (HICS) and/or its right-of-ways (ROW). The personnel/agencies include landowners, tenants, highway/road departments, public and private utility companies, contractors, farm agencies (federal, state, and local), municipal offices, and railroads. Categories of records in the system: Records reflecting information on personnel/agencies who affect or are affected by the HICS and its ROW and/or actions on the HICS and its ROW. Landowners and/or tenants information will include name, home address and home telephone number. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Used to track and monitor all agency activities that affect the HICS and its ROW (such as highway crossings, utility crossings, construction, earth moving, etc.) and could impair HICS hardness integrity. Also used to maintain contact with personnel/agencies to coordinate HICS or HICS ROW maintenance/construction actions performed by the United States Air Force (USAF) or USAF contractors. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, in computers and computer output products. Retrievability: Records may be retrieved by name, address, phone number, ROW track number, ROW legal description, ZIP code, and missile flight areas. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Retained in office files until no longer needed for reference. Paper records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting, or overwriting. System manager(s) and address: Director of Maintenance, Deputy Chief of Staff/Logistics, Headquarters United States Air Force, 1030 Air Force Pentagon, Washington, DC 20330-1030, and Chief, Systems Management Division, Headquarters AFSPC, 150 Vandenberg Street, Suite 1105, Peterson Air Force Base, CO 80914- 4400. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the Director of Maintenance, Deputy Chief of Staff/Logistics, Headquarters United States Air Force, 1030 Air Force Pentagon, Washington, DC 20330-1030, or to the Chief, Systems Management Division, Headquarters AFSPC, 150 Vandenberg Street, Suite 1105, Peterson Air Force Base, CO 80914- 4400. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Director of Maintenance, Deputy Chief of Staff/Logistics, Headquarters United States Air Force, 1030 Air Force Pentagon, Washington, DC 20330-1030, or to the Chief, Systems Management Division, Headquarters AFSPC, 150 Vandenberg Street, Suite 1105, Peterson Air Force Base, CO 80914- 4400. Contesting record procedures: The Air Force rules for accessing records, and for contesting and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Survey information obtained through replies from personnel/ agencies as defined in Categories of individuals above. The surveys are sent to these personnel/agencies (usually via mail) at least every two years. Exemptions claimed for the system: None. F023 AF IL A System name: Government Furnishings Issue Records. System location: Housing Supply Offices at all Air Force installation which issue furnishings. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Active duty military and DOD civilians to whom government furnishings are issued. Categories of records in the system: PCS orders, rental agreement, receipt for furnishings. Authority for maintenance of the system: 10 U.S.C. 9832, Property accountability: Regulations. Purpose(s): To maintain authority for issue and accountability of Government furnishings. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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 records stored in vertical file folders, and computer and computer output products. Retrievability: Retrieved by name in manual file systems. Retrieved by Social Security Number in computer storage. Safeguards: Stored in file cabinets in locked rooms. Records are accessed by custodian of the record system and by persons responsible for servicing the record system in performance of their official duties. Retention and disposal: Retained in file until furnishings are returned and then destroyed or returned to the individual. System manager(s) and address: Deputy Chief of Staff/Logistics, headquarters of each major command which issues furnishing or Chief of Housing Supply Office at issuing base. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Deputy Chief of Staff/Logistics, headquarters of each major command which issues furnishing or Chief of Housing Supply Office at issuing base. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Deputy Chief of Staff/Logistics, headquarters of each major command which issues furnishing or Chief of Housing Supply Office at issuing base. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from individual. Exemptions claimed for the system: None. F023 AF IL B System name: Base Service Store/Tool Issue Center Access. System location: Retail Sales Section at Air Force installations. Official mailing addresses are published as an appendix to the agency's compilation of systems of records notices. Categories of individuals covered by the system: Active duty and reserve military and civilian personnel. Categories of records in the system: Identification data on individuals authorized access to purchase Base Service Store/Tool Issue items. Authority for maintenance of the system: 10 U.S.C. 9832; Property Accountability Regulations; and E.O. 9397 (SSN). Purpose(s): Control access to Base Supply's Base Service Store and Tool Issue Center Units at each Air Force installation. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintain on computer and computer output products, and in paper form. Retrievability: Access is by Social Security Number for military members. Access is by Social Security Number or civilian identification card number for civilian employees and foreign nationals. Safeguards: Access to the records is controlled by computer system software and is limited to individuals responsible for servicing the system. Retention and disposal: Retained until superseded or canceled by individual's commander. System manager(s) and address: Deputy Chief of Staff/Logistics and Engineering, Headquarters United States Air Force, Washington, DC 20330-5130. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address inquiries to or visit the Deputy Chief of Staff/Logistics and Engineering, Headquarters United States Air Force, Washington, DC 20330-5130. Record access procedures: Individuals seeking access to records about themselves contained in this system should address requests to the Deputy Chief of Staff/ Logistics and Engineering, Headquarters United States Air Force, Washington, DC 20330-5130. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from the individual or from the individual's commander. Exemptions claimed for the system: None. F023 AF IL C System name: Personal Clothing and Equipment Record. System location: Individual Equipment Units at Air Force installations. Official mailing addresses are published as an appendix to the agency's compilation of systems of records notices. Categories of individuals covered by the system: Active duty and reserve military and civilian personnel. Categories of records in the system: Expendable and non-expendable individual personal clothing and equipment records. Authority for maintenance of the system: 10 U.S.C. 9832; Property Accountability Regulations; and E.O. 9397 (SSN). Purpose(s): Accounting for authorized clothing and equipment issued to members and employees. Periodically reviewed by supply personnel and certified by the individual. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Recorded electronically in a microcomputer. Maintained as paper records and stored in vertical file folders. Retrievability: Access is by Social Security Number for military members. Access is by Social Security Number or civilian identification card number for civilian employees and foreign nationals. Retrieved by last name, first initial, and last four digits of Social Security Number. Safeguards: Access to the microcomputer records for the purpose of making adds, changes, or deletions will be controlled using passwords assigned to individuals assigned to the Individual Equipment Unit. Paper records will be stored in file cabinets in locked rooms. Records are accessed by person(s) responsible for servicing the records system in performance of their official duties. Retention and disposal: Microcomputer records will be programmatically deleted 180 days after an individual has returned accountable items to the Individual Equipment unit. Paper records will be retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. When the individual is discharged, the signed copy of the record is forwarded to the Consolidated Base Personnel Office for disposition. The originals are retained by the Individual Equipment Unit and destroyed after the turn-in of all equipment by the individual. Records are then destroyed by tearing into pieces, shredding, macerating, pulping or burning. System manager(s) and address: Deputy Chief of Staff/Logistics and Engineering, Headquarters United States Air Force, Washington, DC 20330-5130. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address inquiries to or visit the Deputy Chief of Staff/Logistics and Engineering, Headquarters United States Air Force, Washington, DC 20330-5130. Record access procedures: Individuals seeking access to records about themselves contained in this system should address requests to the Deputy Chief of Staff/ Logistics and Engineering, Headquarters United States Air Force, Washington, DC 20330-5130. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from the individual. Exemptions claimed for the system: None. F024 AF AMC A System name: Global Air Transportation Execution System (GATES). System location: Headquarters, Air Mobility Command, Scott Air Force Base, IL 62225-5302; Aerial Ports of Embarkation and Debarkation; Military Transportation Offices; Air Mobility Support Flights; Passenger Gateways; Navy Operated Air Terminals and Aerial Ports; Military airfields or installations (all services); any activity or agency responsible for initiating or receiving a request for movement of personnel and their baggage, manifesting, tracing, billing actions, or statistical data collection; and deployed fixed and non-fixed airfields throughout the globe. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Any individual (military or civilian) who is a passenger on a military or civilian contracted aircraft. Categories of records in the system: Travel order, transportation authorizations, and passenger name records. Categories of information in the passenger name record include, but are not limited to: name, grade, seats required; reservation identification code, which is assigned by a requesting activity or individual passengers and is the Social Security Number or pseudo Social Security Number or Passport Number; origin; destination; requested travel dates, routing indicator (identifies the activity/installation requesting the reservation); cancellation and standby codes (identifies the reason the passenger did not depart as scheduled); flight number; departure date and reporting time, and other administrative coding as determined by a Service activity or HQ AMC to facilitate the completion of travel to include baggage tracer and billing actions. The passenger name record is a complete listing of all transportation related administrative actions related to individual passengers. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force and E.O. 9397 (SSN). Purpose(s): Passenger name records are used to prepare aircraft manifests for passenger identification processing and movement on military aircraft, commercial contract (charter) aircraft, and on seats reserved (blocked) on regularly scheduled commercial aircraft at military and civilian airports. Records in this system are also used to: (a) Develop billing data to the user Military Services or other organizations; (b) Determine passenger movement trends; (c) Forecast future travel requirements; and (d) Identify, research, and resolve transportation related problems. 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 customs officials for the purpose of notifying foreign countries of personnel and equipment arrivals. Records from the system are routinely disclosed to other Federal agencies and offices providing transportation, and to civilian airlines and airports for transportation services, developing billing data, manifesting passengers, and for forecasting future transportation requirements. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, notebooks/binders, card files, computers, computer output products, paper printouts, computer magnetic tapes, disks, microfiche or rolled microfilm. Retrievability: Records on this system may be retrieved by any of the following means: Name; Reservation Identification Code; Social Security Number; flight number; movement channel; type transaction; type travel; special passenger category; type standby code, or passenger cancellation reason code. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Transportation authorizations and orders are retained in office files for two years after the annual cutoff, then destroyed. Other records in the system are retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed. These records are destroyed by one of the following means: tearing into pieces, shredding, pulping, macerating, burning, or degaussing in the case of magnetic computer media. System manager(s) and address: Director, Aerial Port Operations, Headquarters, Air Mobility Command, 402 Scott Drive, Unit 3A1, Scott Air Force Base, IL 62225- 5302. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to or visit the Headquarters, Air Mobility Command/Aerial Port Operation (DON), 402 Scott Drive, Unit 3A1, Scott Air Force Base, IL 62225- 5302. Full name, reservation identification code, and movement channel are required for inquiries. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Headquarters, Air Mobility Command/Aerial Port Operation (DON), 402 Scott Drive, Unit 3A1, Scott Air Force Base, IL 62225-5302. Full name, reservation identification code, and movement channel are required for inquiries. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from military transportation and personnel activities, individuals requesting air travel or from other agencies designated to arrange air passenger reservations. Exemptions claimed for the system: None. F024 AF DP A System name: Application for Early Return of Dependents. System location: All overseas host base Central Base Personnel Office (CBPO) outbound assignments sections (DPMU). Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records. Categories of individuals covered by the system: Command sponsored dependents of military personnel assigned overseas. Categories of records in the system: Members name, grade, Social Security Number, initial date of sponsor entry into overseas theater, date of separation, date of rotation (DEROS); names, relationships, sexes, dates of birth, passport, numbers, and addresses of dependents. Authority for maintenance of the system: 37 U.S.C. 401, Chapter 7 and E.O. 9397 (SSN). Purpose(s): Used by the Unit Commander, CBPO personnel, and the approval authority to approve/disapprove requests for early return of dependents. Under the provisions of Air Force Regulation 75-8, Vol II, member or spouse may request early return of dependents to their country of origin if desired, prior to the time PCS orders are required. If member declines to initiate request for early return of dependents, the spouse may request early return for self but not for minor children. Documentation must be provided by the applicant to substantiate the existence of a situation which required dependents to be returned (Joint Federal Travel Regulation (JFTR) U5240, D1-De, Items a-h). 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: The `Blanket Routine Uses' that appear at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved alphabetically by name. Safeguards: Records are stored in locked cabinets, rooms, or buildings. Records are accessed by the custodian and personnel responsible for servicing the record system in performance of their official duties. Access is controlled by the system manager and restricted to authorized personnel. Retention and disposal: Early return of dependents case files are retained in office files for one year after the annual cutoff, then destroyed. These records are destroyed by one of the following means: Tearing into pieces, shredding, pulping or burning. System manager(s) and address: Chief, Personnel Utilization (DPMU), host base CBPO. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to or visit the Chief, Personnel Utilization (DPMU), host base CBPO. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records. Full name and Social Security Number of sponsor are required for inquiries. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to or visit the Chief, Personnel Utilization (DPMU), host base CBPO. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from individuals requesting early return of dependents, personnel, legal, chaplain, or other agencies providing pertinent information for the case file. Exemptions claimed for the system: None. F024 AF IL A System name: Household Goods Nontemporary Storage System (NOTEMPS). System location: At all Air Force bases having personal property responsibility. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Active duty and retired military personnel or their dependents, and civilian employees. Categories of records in the system: Applications for storage, travel orders, substantiating documents. Authority for maintenance of the system: 10 U.S.C. 133, Secretary of Defense: Powers and duties; delegation by. Purpose(s): Used by base level traffic management offices (AFO) and local commercial contractors in managing, controlling and payment of contractors for services rendered for storage services. Information used by TMO to maintain, identify lots, determine excess cost and perform payment actions for storage accounts. AFO will use information to process invoices for payment. Contractors will use data to verify and certify invoices for payment for services rendered against individual storage lots. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, card files, or computer and computer output products. Retrievability: Retrieved by name and/or Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms and controlled by personnel screening. Retention and disposal: Files are retained for 6 months to 3 years, depending on type, and destroyed by tearing, shredding, pulping, macerating or burning. System manager(s) and address: Deputy Chief of Staff, Logistics and Engineering, Headquarters United States Air Force, Washington, DC 20330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Deputy Chief of Staff, Logistics and Engineering, Headquarters United States Air Force, Washington, DC 20330. Base traffic management offices have individual record. Visitors must provide name, grade, Social Security Number and identification card. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Deputy Chief of Staff, Logistics and Engineering, Headquarters United States Air Force, Washington, DC 20330. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information from individuals, applications for storage of household goods, travel orders, and substantiating documents. Exemptions claimed for the system: None. F024 AF IL B System name: Personal Property Movement Records. System location: Traffic Management Office or Air Force controlled Joint Personal Property Shipping Offices at Air Force Activities. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Persons who shipped personal property through an Air Force controlled activity. Categories of records in the system: Application, orders, inventory, Government Bill of Lading, shipping documents, Certificates of Approval or Disapproval, Power of Attorney, carrier and/or contractor documentation, Inspection Report, and Counseling Checklist. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Traffic Management Officer uses these record to determine shipment eligibility and lawful entitlements, and as a basis for expenditure of public funds and contracts with commercial carriers. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are stored in locked cabinets or rooms and are accessed by person(s) responsible for servicing the record system in performance of their official duties. Retention and disposal: Retained in office files for three years after annual cutoff; transferred to Regional Federal Records Center for indefinite retention. System manager(s) and address: Deputy Chief of Staff, Logistics and Engineering, Headquarters United States Air Force, Washington, DC 20330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Deputy Chief of Staff, Logistics and Engineering, Headquarters United States Air Force, Washington, DC 20330. Include individual's name, service, Social Security Number, type of shipment, origin, destination, and the date of application. Any means of positive identification is acceptable. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Deputy Chief of Staff, Logistics and Engineering, Headquarters United States Air Force, Washington, DC 20330. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Government Inspector's Quality Control Report. Information also obtained from the individual. Exemptions claimed for the system: None. F024 AF IL C System name: Motor Vehicle Operators' Records. System location: Air Force Base Drivers Training and Qualification Section, Air Force Reserve units and Air National Guard activities. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: All military and civilian personnel issued a United States Government Motor Vehicle Operator's Identification Card. Categories of records in the system: Application, test results, medical evaluation, accident history, traffic citations and driver awards. Authority for maintenance of the system: 10 U.S.C. 133, Secretary of Defense; appointment; powers and duties; delegation by. Purpose(s): Determination of operator eligibility by Vehicle Operations fficer. Used as basis for issue of a Government motor vehicle operator's identification card. Releasable to Safety and Law Enforcement authorities for investigation and possible criminal prosecution or civil court action. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, and on computer and computer output products. Retrievability: Retrieved by name. Safeguards: Records are stored in locked cabinets or rooms and accessed by person(s) responsible for servicing the record system in performance of their official duties. Retention and disposal: Retained in office files until discharge, separation, or reassignment of the individual, then returned to servicing consolidated base personnel office for destruction. System manager(s) and address: Deputy Chief of Staff, Logistics and Engineering, Headquarters United States Air Force, Washington, DC 20330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Deputy Chief of Staff, Logistics and Engineering, Headquarters United States Air Force, Washington, DC 20330. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Deputy Chief of Staff, Logistics and Engineering, Headquarters United States Air Force, Washington, DC 20330. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from medical institutions, police and investigating officers, motor vehicles bureaus, state or local governments, witnesses, Department of Transportation. Exemptions claimed for the system: None. F031 AFMC A System name: AFMC Badge and Vehicle Control Records. System location: Headquarters Air Force Materiel Command/SP, Wright-Patterson Air Force Base, OH 45433-5320 and Air Force Materiel Command bases. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Air Force Materiel Command (AFMC) military and civilian personnel and visitors to AFMC headquarters and installations. Categories of records in the system: Badge and vehicle control records to include name; home address; home telephone; citizenship; grade or rank; Social Security Number; clearance level; company employed by; military address; vehicle state license tag data; vehicle make, year, type and color; decal number; revoked license status. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by, and E.O. 9397 (SSN). Purpose(s): Badge records are used to record building/area entry credential information, including information on the loss or theft of these credentials. Motor vehicle records are used to identify vehicles parked in an unsafe manner, enforce vehicle flow plan, notify owners in case of evacuation and maintain effective security plan. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in computers and computer output products, and in paper form. Retrievability: Records are retrieved by Social Security Number. Safeguards: Records are accessed by persons responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets, locked rooms, or buildings with controlled entry. Computer records are controlled by computer system software. Retention and disposal: Badge records are destroyed immediately after badge is permanently surrendered or confiscated. Vehicle records are destroyed immediately after termination of registration. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Headquarters Air Force Materiel Command/SP, Wright-Patterson Air Force Base, OH 45433-5320, or Chief of Security Police at AFMC installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to Headquarters Air Force Materiel Command/SP, Wright-Patterson Air Force Base, OH 45433-5320, or Chief of Security Police at AFMC installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to Headquarters Air Force Materiel Command/SP, Wright-Patterson Air Force Base, OH 45433-5320, or Chief of Security Police at AFMC installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from individuals and from automated system interface. Exemptions claimed for the system: None. F031 AF SP A System name: Correction and Rehabilitation Records. System location: Headquarters, Air Force Security Police Agency, 8201 H Avenue, Kirtland Air Force Base, NM 87117-5664, and elements; the Air Force Clemency and Parole Board, Office of the Secretary of the Air Force Personnel Council, 1662 Air Force Pentagon, Washington, DC 20330- 1662. Chief of Security Police at local installation where individual is assigned. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Records may also be at Headquarters, United States Air Force, Chief of Security Police, 1340 Air Force Pentagon, Washington, DC 20330-1340, and at the National Personnel Records Center, Military Personnel Records, 9700 Page Boulevard, St. Louis, MO 63132-2001. Categories of individuals covered by the system: Individuals placed in confinement at an installation or federal prison as the result of military criminal conviction. Individuals placed in confinement or rehabilitation and assigned to Headquarters, Air Force Security Police Agency (AFSPA) or any element of operating location. Categories of records in the system: Prisoner personnel records consisting of confinement orders, release orders, personal history records, medical examiners report, request and receipt for health and comfort supplies, recommendations for disciplinary action, inspection records, prisoner classification summaries and records pertaining to any clemency/parole actions. Corrections officers records including personal deposit fund records and related documents, disciplinary books, correction facility blotters and visitor registers; requests for interview and evaluation reports; prisoner records consisting of daily strength records and reports of escaped and returned from escaped prisoners. Psychological or rehabilitation test records. Clemency and Parole Board decisional documents and related records reflecting the action of the Board, the Board's recommendations to the Secretary and the rationale for actions taken or proposed. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and Duties; delegation by, as implemented by Air Force Instruction 31-205, Operation and Administration of Air Force Confinement and Correction Programs and Facilities, and E.O. 9397 (SSN). Purpose(s): To maintain a life file on the individual as a prisoner on an Air Force installation, or as an Air Force prisoner serving a sentence in a federal prison. The records are used to establish background for either disciplinary or good conduct action as well as general administration uses of the records concerning health and welfare of the individual, as well as clemency and parole actions. Historical records in microfilm are used as a research data base. 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: Information may also be disclosed Federal, state, and local law enforcement and investigation agencies for investigation and possible criminal prosecution, civil court actions or regulatory orders, confinement/correctional agencies for use in the administration of correctional programs, including custody classification, employment, training and educational assignments, treatment programs, clemency, restoration to duty or parole actions, verification of offender's criminal records, employment records, and social histories. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, in notebooks/binders, in card files, on computer and computer output products, and as photographs. Retrievability: Retrieved by any or a combination of name, Social Security Number and fingerprint classification, or by date of board hearing. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms and controlled by visitor registers. Retention and disposal: Depending on the type of record within the system, it is either destroyed after release of the prisoner, maintained for one year after the release of the individual, or retained in the files at the facility in which the individual was confined for three months, after which time the record is forwarded to Headquarters, Air Force Security Police Agency, 8201 H Avenue, Kirtland Air Force Base, NM 87117-5664. Within two years after receipt, records are sent to the National Personnel Records Center, Military Personnel Records, St. Louis, MO. System manager(s) and address: Director of Correction, Headquarters, Air Force Security Police Agency, 8201 H Avenue, Kirtland Air Force Base, NM 87117-5664. Executive Secretary, Air Force Clemency and Parole Board, Office of the Secretary of the Air Force Personnel Council, 1662 Air Force Pentagon, Washington, DC 20330-1662. Chief of Security Police at local installation where individual is assigned. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Director of Correction, Headquarters, Air Force Security Police Agency, 8201 H Avenue, Kirtland Air Force Base, NM 87117-5664; Executive Secretary, Air Force Clemency and Parole Board, Office of the Secretary of the Air Force Personnel Council, 1662 Air Force Pentagon, Washington, DC 20330-1662, or Chief of Security Police at local installation where individual was last assigned. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written requests to the Director of Correction, Headquarters, Air Force Security Police Agency, 8201 H Avenue, Kirtland Air Force Base, NM 87117-5664; Executive Secretary, Air Force Clemency and Parole Board, Office of the Secretary of the Air Force Personnel Council, 1662 Air Force Pentagon, Washington, DC 20330-1662, or Chief of Security Police at local installation where individual was last assigned. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Financial and medical institutions, police and investigative officers, state or local government, witnesses or source documents. Installation level confinement facilities, courts-martial, and court-martial reviews, and submissions received directly from, or in behalf of the prisoner. Exemptions claimed for the system: Portions of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2), as applicable. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 806b. For additional information contact the system manager. F031 AF SP C System name: Complaint/Incident Reports. System location: Kept by the Chief of Security Police at the installation where an individual becomes involved in an incident or complaint, and by the Chief of Security Police at the installation where an individual is assigned if the incident occurs at a different location. Information copies of a report are kept at the individual's organization and other organizations which have an interest in a particular incident. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Persons who become involved in complaints or incidents on Air Force installations or Air Force active duty personnel who become involved in incidents regardless of the location. Categories of records in the system: Includes the incident or complaint report, statements by the subject or witness, information on seized or acquired property, if applicable, copies of forms referring cases to other agencies for final disposition, and other forms or reports required to complete basic report. Also includes an individual incident reference record. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by. Purpose(s): Used to record information on individual involvement in incidents or criminal activity. Reports are used to provide information to the appropriate individual within an organization who ensures corrective action is taken. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and card files. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Records are accessed by authorized personnel who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets. Records are stored in locked cabinets or rooms. Retention and disposal: Individual incident records are retained in the office of the Chief of Security Police and destroyed three years after close of year in which last entry was made. Information copies at other activities are destroyed when no longer needed. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Air Force Office of Security Police, Kirtland Air Force Base, NM 87117. Chief of Security Police at Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to the Air Force Office of Security Police, Kirtland Air Force Base, NM 87117, or the installation Chief of Security Police. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. When requesting information in writing, individual should include full name, Social Security Number, military status, and home address. For a personal visit, individual must have a military ID, if applicable, a valid drivers license, or other appropriate proof of identity. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Air Force Office of Security Police, Kirtland Air Force Base, NM 87117, or the installation Chief of Security Police. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from police and investigating officers, witnesses and from persons registering complaints or who become victims of a crime. Exemptions claimed for the system: None. F031 AF SP D System name: Field Interview Card. System location: Air Force installations. Categories of individuals covered by the system: Active duty military personnel and civilian employees, Air Force Reserve personnel, dependents of military personnel, and civilians not affiliated with DOD. Categories of records in the system: Field interview card which contains name, address, telephone number, physical description, age, date of birth, description of clothing worn, if an automobile is involved, the make, year, decal number license and style and color. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Purpose of system is to obtain and record information on the presence of individuals in a given location at specific time and date. Information is used by the Chief of Security Police and Security Police investigators at base level as an investigative tool in the identification of crime suspects and witnesses. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/ cabinets, and locked cabinets or rooms and are controlled by personnel screening. Retention and disposal: Retained in office files for three months after monthly cut-off, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Air Force Office of Security Police, Kirtland Air Force Base, NM 87117 and Chief of Security Police at base concerned. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief of Security Police at base concerned. Required information from individual will be name and address. Requester may visit the office of the Chief of Security Police at base concerned and must provide a current military identification card, or civilian identification card or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief of Security Police at the base concerned. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Source of information is individual interviewed, witnesses and interviewing security policemen. Exemptions claimed for the system: None. F031 AF SP E System name: Security Forces Management Information System (SFMIS). System location: DISA MegaCenter, Building 857, 401 E. Drive, Maxwell Air Force Base-Gunter Annex, AL 36114-3001; security forces units at all levels can access the system. Categories of individuals covered by the system: Individuals involved in incidents and accidents occurring on Air Force (AF) installations, or reportable incidents occurring off base, including all active duty military personnel, reserve and guard; DoD civilians and other civilians; and retirees, who may be victims, witnesses, complainants, offenders, suspects, drivers; individuals who have had tickets issued on base, or had their license suspended or revoked; those persons barred from the installation; and persons possessing a licensed firearm. Categories of records in the system: Data on individuals (victims, witnesses, complainants, offenders, suspects, and drivers) involved in incidents may include, but is not limited to, name; social security number; date of birth; place of birth; home address and phone; alias; race; ethnicity; sex; marital status; identifying marks (tattoos, scars, etc.); height; weight; eye and hair color; date, location, nature and details of the incident/ offense to include whether alcohol, drugs and/or weapons were involved; driver's license information; tickets issued; vehicle information; suspension/revocation or barment records; whether bias against any particular group was involved; if offense involved sexual harassment; actions taken by military commanders (e.g., administrative and/or non-judicial measures, to include sanctions imposed); referral actions; court-martial results and punishments imposed; confinement information, to include location of correctional facility, gang/cult affiliation if applicable; and release/parole/ clemency eligibility dates. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; DoDD 7730.47, Defense Incident Based Reporting System (DIBRS); Air Force Instruction 31- 203, Security Forces Management Information System; 18 U.S.C. 922 note, Brady Handgun Violence Prevention Act; 28 U.S.C. 534 note, Uniform Federal Crime Reporting Act; 42 U.S.C. 10601 et seq., Victims Rights and Restitution Act of 1990; and E.O. 9397 (SSN). Purpose(s): Serves as a repository of criminal and specified other non- criminal incidents used to satisfy statutory and regulatory reporting requirements, specifically to provide crime statistics required by the Department of Justice (DoJ) under the Uniform Federal Crime Reporting Act; to provide personal information required by the DoJ under the Brady Handgun Violence Prevention Act; and statistical information required by DoD under the Victim's Rights and Restitution Act; and to enhance AF's capability to analyze trends and to respond to executive, legislative, and oversight requests for statistical crime data relating to criminal and other high-interest incidents. Security Forces commanders will use criminal/statistical data for local law enforcement purposes. The system generates reports for use by the Air Force Security Forces at all levels of command, provides security forces commanders the ability to view criminal statistics and apply whatever actions are necessary for enforcement. 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 Department of Justice for criminal reporting purposes and as required by the Brady Handgun Violence Prevention Act. To courts and state, local, and foreign law enforcement agencies for valid judicial proceedings. To victims and witnesses to comply with the Victim and Witness Assistance Program, the Sexual Assault prevention and Response Program, and the Victims' Rights and Restitution Act of 1990. The DoD `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained on computers and computer output products; some paper reports are generated. Retrievability: Records are retrieved by name or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties, and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in computer storage devices which are protected by computer system software. Retention and disposal: Disposition pending. No records will be destroyed until authorization is granted from the National Archives and Records Administration. All records will be retained until approval is granted. System manager(s) and address: Reports and Analysis Program Manager, Police Services Branch, Headquarters Air Force Security Forces Center (HQ AFSFC/SFOP), 1720 Patrick Street, Lackland Air Force Base, TX 78236-5226. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the system manager at Headquarters Air Force Security Forces Center, Police Services Branch (HQ AFSFC/SFOP), 1720 Patrick Street, Lackland Air Force Base, TX 78236-5226. Official mailing addresses are published as an appendix to the Air Force's compilation of record system notices. Individuals must identify themselves by full name, rank, home address, and Social Security Number and present a military ID, valid driver's license, or some other form of identification when appearing in person. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to or visit the system manager at Headquarters Air Force Security Forces Center, Police Services Branch, (HQ AFSFC/SFOP), 1720 Patrick Street, Lackland Air Force Base, TX 78236-5226. Individuals must identity themselves by full name, rank, home address, and Social Security Number. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Contesting records procedures: The Air Force rules for accessing records, for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from individuals; DoD and civilian law enforcement authorities, security flight personnel, desk sergeants, operations personnel, staff judge advocates, courts-martial, correctional institutions and facilities, and administrative reports branch personnel. Exemptions claimed for the system: Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. An exemption rule for this exemption has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 806b. For additional information contact the system manager. F031 AF SP F System name: Notification Letters to Persons Barred From Entry to Air Force Installations. System location: Chief of Security Police at the installation where an individual is barred entry. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Persons prohibited from entering U.S. military installations for cause. Categories of records in the system: Copies of the letters to the individuals barring them from entry to a particular installation. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Record provides a list of personnel who have been barred from entry to the installation. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, note books/binders and in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms and protected by guards. Retention and disposal: Retained for three years after removal from barred list; then destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Air Force Office of Security Police, Kirtland Air Force Base, NM 87117. Installation Chief of Security Police. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the installation Chief of Security Police. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Individual should include full name, Social Security Number, and home address. During a personal visit individual must provide a valid driver's license or other appropriate proof of identity. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the installation Chief of Security Police. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Individual should include full name, Social Security Number, and home address. During a personal visit individual must provide a valid driver's license or other appropriate proof of identity. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from police and investigating officers. Exemptions claimed for the system: None. F031 AF SP G System name: Pickup or Restriction Order. System location: Chief of Security Police at those installations where the order was issued. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Any Air Force member whose actions result in the unit commander issuing a pickup or restriction order. Some examples of actions that warrant an order being issued include AWOL, suspicion of an offense, etc. Categories of records in the system: The record provides a complete physical description of the individual as well as his name, rank, Social Security Number, organization and date of birth. It also includes the reason for the order being issued. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): The purpose of the record is to document the identity of a member of the Armed Forces whose actions justify the picking up or restriction of the member by his unit commander. The record is used as a notification bulletin for the pickup or restriction by Security Police until disposition is made by the member's unit commander. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of systems of records notices apply to this system. Records from this system of records may be provided to other law enforcement agencies to assist in pickup of individuals. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, note books/binders, visible file binders/cabinets and card files. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms and protected by guards. Retention and disposal: Record is retained until member is picked up or until the order is canceled by the issuing authority, at which time all copies are destroyed by tearing into pieces, shredding, pulping or burning. System manager(s) and address: Air Force Office of Security Police, Kirtland Air Force Base, NM 87117. The Installation Chief of Security Police Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief of Security Police at the installation where the order was issued or to the member's unit commander at that installation. Visitors requesting information must provide proof of identity (e.g., identification card, or drivers license). Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief of Security Police at the installation where the order was issued or to the member's unit commander at that installation. Visitors requesting information must provide proof of identity (e.g., identification card, or drivers license). Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from police and investigating officers, from witnesses and from source documents such as reports. Exemptions claimed for the system: None. F031 AF SP H System name: Provisional Pass. System location: Chief of Security Police at those installations where the pass was issued to the individual, as well as the unit commander at the members final destination. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: This form is issued to any enlisted member of the Armed Forces when delays might result in failure to report to proper station within the time limit specified in orders or pass; or when a pass has expired or the individual does not have a pass or leave orders or leave orders. Categories of records in the system: A written pass provided to the member to enable him or her to travel legally without any restriction; contains name, rank, Social Security Number of member and unit. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Purpose of the record is to document the travel of a member who is without a regular pass or orders are not available. Use of the record by Security Police to notify the member's commander that he or she is travelling to a specific destination; may be used for follow-up on individuals travelling without regular passes or leave orders if the member does not arrive at the final destination within specified time limit. The original copy is given to the individual, the second copy is forwarded to the individual's unit commander, and the third copy is maintained at the issuing Chief of Security Police's office. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, note books/binders, visible file binders/cabinets and in card files. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms. Retention and disposal: The original and duplicate copies are retained for 90 days after date of issue and then destroyed by tearing into pieces, shredding, macerating, pulping, or burning. The member's copy is destroyed when the member reports to final destination. System manager(s) and address: Air Force Office of Security Police, Kirtland Air Force Base, NM 87117. The Chief of Security at the issuing installation or the unit commander at the member's final destination. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief of Security Police at the issuing installation or the unit commander at the member's final destination. Visitors making requests must provide proof of identity (e.g., identification card, or drivers license). Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief of Security Police at the issuing installation or the unit commander at the member's final destination. Visitors making requests must provide proof of identity (e.g., identification card, or drivers license). Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from police and investigating officers, witnesses and source documents such as reports. Exemptions claimed for the system: None. F031 AF SP I System name: Registration Records (Excluding Private Vehicle Records). System location: Chief of Security Police at the installation where an individual registers personal property. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Persons who register firearms, pets, certain types of personal property, bicycles, etc. Categories of records in the system: Registration forms for each particular item registered with the Security Police activity. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Used to record information on make, model, type, kind, etc., of property. Information is used to identify lost or stolen property and to insure proper control of privately owned firearms maintained on an Air Force installation. The firearm registration form is also used to maintain accountability (logging weapons in/out) of privately owned firearms stored in government firearm storage facilities. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and card files. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets and locked cabinets or rooms. Retention and disposal: Records are kept in the Office of the Chief of Security Police for one year after departure of owner and then destroyed by tearing into pieces. System manager(s) and address: Air Force Office of Security Police, Kirtland Air Force Base, NM 87117. Installation Chief of Security Police. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Installation Chief of Security Police for information. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. When requesting information in writing, individual should include full name, Social Security Number, military status, and home address. During a personal visit, individuals will be required to produce military ID, if applicable, a valid drivers license, or other appropriate proof of identity. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Installation Chief of Security Police for information. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. When requesting information in writing, individual should include full name, Social Security Number, military status, and home address. During a personal visit, individuals will be required to produce military ID, if applicable, a valid drivers license, or other appropriate proof of identity. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from individual. Exemptions claimed for the system: None. F031 AF SP J System name: Serious Incident Reports. System location: Chief of Security Police at an installation where a crime or serious incident occurred or where an Air Force member, employee or dependents became involved in a crime or serious incident regardless of location. Reports are forwarded through the different levels of command to the appropriate Major Command Headquarters. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Persons who become involved in crimes or serious incidents on Air Force installations or Air Force personnel and dependents who become involved in these incidents regardless of the location. Categories of records in the system: Information on the particular incident, and identification of persons involved to include information on final disposition of the crime or incident. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by and Chapter 47 - Uniform Code of Military Justice. Purpose(s): Used to report crimes or incidents which may evoke command or congressional interest or may result in unfavorable publicity to the Air Force. Also used to develop statistics, rates, and trends of certain crimes which occur on Air Force installations. May be used to evaluate command discipline rates, personnel quality control, and to monitor various drug and alcohol abuse programs. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and card files. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets and in locked cabinets or rooms. Retention and disposal: Retained in office files for one year after annual cut-off, transferred to staging area for two additional years, then destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Air Force Office of Security Police, Kirtland Air Force Base, NM 87117. Major Command Chief of Security Police and Installation Chief of Security Police. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the appropriate installation or Major Command Chief of Security Police. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. When requesting information in writing, individual should include full name, Social Security Number, military status, and home address. During a personal visit, individual will be required to produce military ID, if applicable, a valid driver's license or other appropriate proof of identity. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the appropriate installation or Major Command Chief of Security Police. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. When requesting information in writing, individual should include full name, Social Security Number, military status, and home address. During a personal visit, individual will be required to produce military ID, if applicable, a valid driver's license or other appropriate proof of identity. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from medical institutions. Information obtained from police and investigating officers. Information obtained from the public media. Information obtained from a state or local government. Information obtained from source documents (such as reports) prepared on behalf of the Air Force by boards, committees, panels, auditors, and so forth. Exemptions claimed for the system: None. F031 AF SP K System name: Vehicle Administration Records. System location: Chief of Security Police at the installation where an individual registers or frequently operates a vehicle. Information copies of some portions of this system may be kept at an individual's assigned unit. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Persons who frequently drive or register vehicles on an Air Force installation. Categories of records in the system: Vehicle registration records, driver records, letters of suspension or revocation as applicable, and forms or letters which are necessary in the vehicle administration program for driver improvement actions. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Power and duties; delegation by. Purpose(s): Used to record an individual's statement of understanding on financial responsibilities with regard to operation of a vehicle on an Air Force installation. Driver records are maintained to record information about motor vehicle accidents and moving traffic violations that are used to provide for traffic point assessment, suspension, or revocation, or other driver improvement actions affecting driving privileges on Air Force installations. NOTE: In the State of Alaska, the system is also used to ensure that individuals comply with state law pertaining to the Alaskan Emission Inspection Program. 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: Records from this system of records may be disclosed to state or local law enforcement agencies or to motor vehicle bureaus. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, card files and on computer and computer output products. Retrievability: Retrieved by name. Safeguards: Records are accessed by persons responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets and maintained on computer and computer output products. Manual records are stored in locked cabinets or rooms. Automated records are controlled by computer system software. Retention and disposal: Private vehicle registration documentation is destroyed after departure of the registrant to a new duty station, upon termination of an individual vehicle registration, or at the end of the particular registration period. Driver records on employees are transferred to gaining installations when an individual is reassigned or transferred. These are destroyed on permanent separation from active service, termination of employment, or upon deletion of all entries. Destruction of these forms is done by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Air Force Office of Security Police, Kirtland Air Force Base, NM 87117. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the installation Chief of Security Police for information. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. When requesting information in writing, individual should include full name, Social Security Number, military status, home address, and the letter must be notarized. During a personal visit, individual will be required to produce military ID, if applicable, a valid drivers license, or other appropriate proof of identity. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the installation Chief of Security Police for information. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. When requesting information in writing, individual should include full name, Social Security Number, military status, home address, and the letter must be notarized. During a personal visit, individual will be required to produce military ID, if applicable, a valid drivers license, or other appropriate proof of identity. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from police and investigating officers and from the bureau of motor vehicles. Exemptions claimed for the system: None. F031 AF SP L System name: Traffic Accident and Violation Reports. System location: Chief of Security Police at the installation where an individual becomes involved in a traffic violation or accident. Information copies of traffic accident reports are kept at the Ground Safety, Staff Judge Advocate, and Transportation offices (when a government vehicle is involved). Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Persons who become involved in traffic violations or accidents on an Air Force installation. Categories of records in the system: Traffic accident investigation report, statement of witnesses, alcohol influence reports, and reports of traffic violations to include notices or summons. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by and DODI 1000.19, Mishap Investigation, Reporting and Recordkeeping; DODI 6055.4, Department of Defense Traffic Safety Program and AFRs 125-3, Security Police Handbook and 125-14, Motor Vehicle Traffic Supervision. Purpose(s): Used to record information on traffic accidents and violations. Reports are forwarded to the appropriate individual within an organization who insures corrective action is taken, or to U.S. Magistrate as applicable. 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: Records from this system of records may be disclosed to law enforcement or investigatory authorities for investigation and possible criminal prosecution, civil court action, or statistical use. Additionally, accident reports may be provided to private attorneys, representatives of insurance companies and private citizens. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, card files and on computers and computer output products, magnetic media and printouts. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets and maintained on computer and computer output products. Manual records are stored in locked cabinets or rooms. Automated records are controlled by computer system software. Retention and disposal: Retain in the office of record. Destroy after two years by tearing into pieces, shredding, pulping, macerating, or burning. DD Form 1805, Violation Notice, will be destroyed according to instructions of the U.S. District Court. System manager(s) and address: Air Force Office of Security Police, Kirtland Air Force Base, NM 87117. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the installation Chief of Security Police for information. When requesting information in writing, individual should include full name, Social Security Number, military status, home address, and the letter will be notarized. During a personal visit, individual will be required to produce military ID, if applicable, a valid drivers license, or other appropriate proof of identity. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the installation Chief of Security Police for information. When requesting information in writing, individual should include full name, Social Security Number, military status, home address, and the letter will be notarized. During a personal visit, individual will be required to produce military ID, if applicable, a valid drivers license, or other appropriate proof of identity. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from police and investigating officers and from witnesses. Exemptions claimed for the system: None. F031 AF SP M System name: Personnel Security Access Records. System location: Offices of installation Chiefs of Security Police where individual is assigned or employed or at headquarters of Combatant Commands for which Air Force is Executive Agent. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Also at the National Personnel Records Center, Military Personnel Records, 9700 Page Boulevard, St. Louis, MO, 63132-2001, or Civilian Personnel Records, 111 Winnebago Street, St. Louis, MO, 63118-2001. Categories of individuals covered by the system: Air Force active duty military and civilian personnel, Air Force Reserve and Air National Guard personnel, Air Force Academy cadets, American Red Cross Personnel, Exchange Officers, and Foreign Nationals. Army, Navy, Air Force and Marine Corps active duty military and civilian personnel assigned to headquarters of Combatant Commands for which Air Force is Executive Agent. Categories of records in the system: System includes documentation pertaining to requesting, granting, and terminating access to classified information, including various special access programs; dates of briefings, debriefings; restricted area badge numbers; access to specific restricted areas; personnel security information and security clearance. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. 164, Commanders of Combatant Commands; and E.O. 9397 (SSN). Purpose(s): Records are used to record level of security clearance and level of access to classified information that has been authorized. Information is used by commanders, supervisors, and security managers to insure that individuals who receive classified information have been properly investigated, cleared, have a definite need-to-know, and have been properly debriefed. Records are also used to verify authorization for access to specific restricted areas. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, notebooks/binders, visible file binders/cabinets or card files. Also maintained in computers, computer output products or a combination of all. Retrievability: Retrieved by Name and/or Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/ cabinets, safes or vaults, or in locked cabinets or rooms. Those in computer storage devices are protected by computer system software. Retention and disposal: Retained in office files until reassignment or separation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. (Exception: Records on non-immigrant aliens are retained for two years after termination of access or employment, then destroyed, as above). Security Termination Statements are retired one year after termination of service or employment to the Director, National Personnel Records Center, Military Personnel Records, 9700 Page Boulevard, St. Louis, MO 63132-2001, or Civilian Personnel Records, 111 Winnebago Street, St. Louis, MO, 63118-2001. Records indicating that access to classified information has been withdrawn for cause are forwarded to installation Chief of Security Police for disposition. System manager(s) and address: Chief of Security Police, Headquarters United States Air Force. Commanders of organization units and the Director, National Personnel Records Center, Military Personnel Records, 9700 Page Boulevard, St. Louis, MO 63132-2001, or Civilian Personnel Records, 111 Winnebago Street, St. Louis, MO 63118-2001, and Combatant Command Security Manager where individual is assigned. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to or visit the Chief of Security Police, Headquarters United States Air Force; Commanders of organization units; Director, National Personnel Records Center, Military Personnel Records, 9700 Page Boulevard, St. Louis, MO 63132-2001, or Civilian Personnel Records, 111 Winnebago Street, St. Louis, MO 63118-2001, and Combatant Command Security Manager where individual is assigned. Personal visits require positive identification. Provide full name, Social Security Number, and military rank or civilian rating. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Chief of Security Police, Headquarters United States Air Force; Commanders of organization units; Director, National Personnel Records Center, Military Personnel Records, 9700 Page Boulevard, St. Louis, MO 63132- 2001, or Civilian Personnel Records, 111 Winnebago Street, St. Louis, MO 63118-2001, and Combatant Command Security Manager where individual is assigned. Personal visits require positive identification. Provide full name, Social Security Number, and military rank or civilian rating. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from medical institutions, from police and investigating officers, or from source documents such as reports and from the individual or individual's supervisor. Exemptions claimed for the system: None. F031 AF SP N System name: Special Security Files. System location: Commanders or Chiefs of Security Police at Air Force installations or units. Categories of individuals covered by the system: Air Force military and civilian personnel including Air Force Reserves and Air National Guard; Air Force Academy and Air Force ROTC Cadets; Air Force Contractor personnel requiring unescorted entry, Non-appropriated Fund Instrumentality personnel in sensitive positions at Air Force installations. Categories of records in the system: Investigative report, some of which are exempt under the Privacy Act of 1974, incident reports, police and law enforcement reports and records, reports of audit, medical evaluation records and reports, personnel record data or reports, disciplinary or administrative action data, records and reports, correspondence among local Air Force officials and between officials and other Air Force agencies or higher headquarters and/or the Air Force Security Clearance Office. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Files are temporary records used to collect and record data and documentation of actions taken on cases where the individual's security clearance status may be affected. Portions of the records may be referred to investigative agencies for further inquiry; to personnel officials for administrative action to legal personnel for disciplinary or judicial actions; to medical personnel for evaluation, testing or treatment; to commanders for denial or suspension of access to classified information or restricted areas; to other local Air Force officials for review, recommendation, advice, or assistance for resolution of the case file. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name and by Social Security Number. Safeguards: Records are accessed by custodian of the record system and person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know, and by commanders of medical centers and hospitals. Records are stored in security file containers/cabinets, safes or vaults, protected by guards and controlled by personnel screening. Retention and disposal: Records are temporary and are either sent to the Air Force Security Clearance Office for conversion to Special Security Case Files or are destroyed locally upon favorable determination by tearing into pieces, shredding, pulping or burning. System manager(s) and address: Chief of Security Police, Headquarters Air Force Office of Security Police, Kirtland, Air Force Base, New Mexico 87117. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief of Security Police or the Commander at the installation of current employment or assignment. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Written requests must be notarized and must provide the full name, Social Security Number, military or civilian grade or status. Personal visits require positive identification. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief of Security Police or Commander of the installation. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from investigative reports; incident reports; police, law enforcement and audit reports and records; financial institutions; employers; local government agencies; legal and judicial reports and records; individuals; witnesses, commanders and local officials. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(5), as applicable. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553 (b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 806b. F031 AF SP O System name: Documentation for Identification and Entry Authority. System location: Chief of Security Police at the installation where an individual is issued identification or entry authority credentials. Information copies of certain application forms for entry into certain restricted areas are also kept at an individual's duty assignment. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Persons who are issued identification credential for normal identity purposes or for entry into controlled or restricted areas. Categories of records in the system: Documentation used to request identification or entry credential, information reports on the loss, theft, or destruction of these credentials, certain types of entry authority lists, and various accountability records. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Used by the security police for issuing ID cards and these restricted or controlled area badges which authorize entry into certain areas. Some organizations may routinely keep copies of the above documentation in order to maintain control over persons authorized entry into certain areas. Accountability documents are used to insure proper control over the various forms utilized in these functions. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, note books/binders, card files and on computer and computer output products. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets and in locked cabinets or rooms. Records are controlled by computer system software. Retention and disposal: Accountability records are destroyed two years after issue of the last card or the last entry on a log, etc. Statements, certificates, and related correspondence reporting the loss, theft, or destruction of identification or entry credentials are destroyed one year after reported loss. Destruction of these items is by tearing into pieces. System manager(s) and address: Office of Security Police, Kirtland Air Force Base, NM 87117. Installation Chief of Security Police. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Office of Security Police, Kirtland Air Force Base, NM 87117. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Office of Security Police, Kirtland Air Force Base, NM 87117 or the installation Chief of Security Police. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. When requesting information in writing, individual should include full name, Social Security Number, military status, home address, and the letter must be notarized. During a personal visit, individual will be required to produce military ID, if applicable, a valid drivers license, or other appropriate proof of identity. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from source documents such as reports. Exemptions claimed for the system: None. F031 SAFPA A System name: Requests for Access to Classified Information by Historical Researchers. System location: Air Force OPA-MB, 1221 South Fern Street, Room D159, Arlington, VA 22202. Categories of individuals covered by the system: All persons outside the Executive Branch of the United States Government who request access to classified information for historical research purposes. Categories of records in the system: Basic biographical data on the requestor, letters of requests, letters granting access or denial and statement signed by the requestor explaining the conditions governing access. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Used to determine the trustworthiness of individuals for whom access is requested, authorize or deny access based on this determination and prescribe locations, schedules and circumstances in which research may be conducted. Biographical data is disseminated to the Defense Investigative Service, the Department of Justice, the Air Force Office of Special Investigations and the Air Force Security Clearance Office. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly cleared for need-to-know. Records are stored in safes. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Chief, Magazine and Book Branch, Secretary of the Air Force Office of Public Affairs. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief, Magazine and Book Branch, Secretary of the Air Force Office of Public Affairs. Written requests should be notarized. Personal visits require positive identification such as Military ID card, drivers license, Social Security Number, date of birth, etc. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief, Magazine and Book Branch, Secretary of the Air Force Office of Public Affairs. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from the individual, police and investigating officers, and the Department of Justice. Exemptions claimed for the system: None. F031 11 SPS A System name: Presidential Support Files. System location: Primary location: Detachment 1, 11 Security Police Squadron, 1330 Air Force Pentagon, Washington, DC 20330-1330. Decentralized locations: Security police offices for units having a Presidential Support mission and those units from which personnel are nominated or assigned to Presidential support duties. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Those Air Force military and civilian personnel who are nominated or assigned to authorized, designated positions involving Presidential Support duties on either a full or part-time basis. Categories of records in the system: Nomination Files include reports of investigation by the Defense Investigative Service and by other Federal investigative agencies; correspondence between the Air Force Security Clearance Office and units, installations, contractors and major commands, investigative agencies, security offices, Air Staff offices and offices of the Secretary of the Air Force, the office of the Military Assistant to the Special Assistant to the Secretary and Deputy Secretary of Defense, the Office of the Director, White House Military Office, medical evaluations, statements by nominees, summaries and evaluations of investigative information. Assignment Record Files include letters of notification of selection and quarterly rosters of all assigned personnel listed alphabetically by organization. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; implementing Department of Defense Directive 5210.55, Selection of DOD Military and Civilian Personnel and Contractor Employees for Assignment duties; and Department of Defense Regulation 5200-2R, DOD Personnel Security Program. Purpose(s): Nomination files are temporary files used to evaluate the background, character, suitability and qualifications of nominees being considered for selection to positions requiring regular or frequent contact with the President or access to Presidential facilities or modes of transportation. Files are reviewed and evaluated by staff members at each level in the selection process, by medical facility staff members, by the Air Force Security Clearance Office, and other appropriate Air Staff office, by the Office of the Administrative Assistant to the Secretary of the Air Force, and by the Office of the Military Assistant to the Special Assistant to the Secretary and Deputy Secretary of Defense. Files are reviewed by the Office of the Director, White House Military Office and contractor personnel files may be reviewed by the contractor and by the U.S. Secret Service. Assignment Record Files are originated from data in the Nomination Files to locate, identify, control, manage, and administer individuals selected for assignment to Presidential Support duties, to initiate assignment actions after final selection, to notify medical facilities, and to prepare the quarterly listing of individuals assigned to the program for submission to the Office of the Military Assistant to the Special Assistant to the Secretary and Deputy Secretary of Defense, to major command and units and Security Police offices having a Presidential support mission, and submission to the Office of the Director, White House Military Office and to contractors. Presidential Support mission. Assignment Record Files at locations other than the Air Force Security Clearance Office are merely duplicate copies of the file copy. File copies are retained at the Air Force Security Clearance Office to permit record access and to record the accountability of disclosures of the Nomination Files. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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 records maintained in file folders and on computer paper output products. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system, by person responsible for servicing the record system in performance of their official duties, and by authorized personnel who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets, in safes and vaults. Retention and disposal: Upon completion of final favorable determination of selection, Nomination Files are destroyed by tearing into pieces, shredding, pulping, or burning and are replaced by Assignment Record Files. Assignment Record Files for individuals are retained during the period of assignment or for five years, whichever is longer, as the disclosure accountability record, then are destroyed by tearing into pieces, shredding, pulping, or burning except for the file copy which is kept by the system manager for five years for disclosure accounting. Assignment Record Files in quarterly roster listing form are destroyed when superseded by the next quarterly roster by tearing into pieces, shredding, pulping, or burning. Nomination Files for personnel not selected are retained in the office of nonselection or at the Air Force Security Clearance Office for one year after the date of nonselection, at which time they are destroyed by tearing into pieces, shredding, pulping, or burning. System manager(s) and address: Presidential Support Security Specialist, Air Force Security Clearance Office, Washington, DC 20330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Presidential Support Security Specialist, Detachment 1, 11 Security Police Squadron, 1330 Air Force Pentagon, Washington DC 20330-1330. Request should contain the full name, military or civilian grade, date of birth, position in unit or contracting firm, the date of nomination or nonselection, or the unit or organization to which assigned, location and period of assignment. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Presidential Support Security Specialist, Detachment 1, 11 Security Police Squadron, 1330 Air Force Pentagon, Washington DC 20330-1330. Request should contain the full name, military or civilian grade, date of birth, position in unit or contracting firm, the date of nomination or nonselection, or the unit or organization to which assigned, location and period of assignment. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information from the individual, from reports from Federal investigative agencies, military and civilian contractor personnel records, and military medical records, correspondence from military and civilian law enforcement and Security Police offices, major command staff offices, Air Staff offices, offices of the Secretary of the Air Force, the Office of the Military Assistant to the Special Assistant to the Secretary and Deputy Secretary of Defense, Office of the Director, White House Military Office and other Federal agencies and office of the Executive and Legislative Branches. Exemptions claimed for the system: None. F031 11 SPS B System name: Personnel Security Clearance and Investigation Records. System location: Detachment 1, 11 Security Police Squadron, 1330 Air Force Pentagon, Washington, DC 20330-1330; Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703; United States Air Force Academy, 2304 Cadet Drive, Suite 233, USAF Academy CO 80840-5035; and Air Force Reserve Officer Training Corps (AFROTC), 20 North Pine Street, Maxwell Air Force Base, AL 36112-6110. Air Force units, personnel offices, Security Police elements at all Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Air Force military and civilian personnel and applicants including Air Force Reserve and Air National Guard personnel, Air Force Academy and Air Force ROTC Cadets, Air Force contractors requiring unescorted entry or special access, Non-appropriated Fund Instrumentality personnel at Air Force installations and overseas educators at Air Force installations. Categories of records in the system: System includes clearance status and eligibility records. Authority for maintenance of the system: E.O.s 9838; 10450; and 11652; 10 U.S.C. 8013 Secretary of the Air Force: Powers and duties; delegation by; as implemented by DOD Regulation 5200-2R, DOD Personnel Security Program. Purpose(s): Records are used to grant access to classified information or unescorted entry to restricted areas; to record completion of investigative requirements for enlistment, induction, appointment, commissioning, assignment to sensitive positions, duty or training; to grant special access for special programs or projects; to determine investigative requirements needed for assignment; to record status of investigative actions; to record date of separation; to record adjudicative determinations of ineligibility for enlistment, induction, commissioning, retention, appointment, assignment, clearance or access. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and on computer and computer output products. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms or in security file containers/cabinets or vaults, and controlled by computer system software and personnel screening. Retention and disposal: Records are retained in computer systems for two years after separation, deleted. A Reserve commitment are retained until commitment is fulfilled, then Computer printouts are temporary records and are destroyed when replaced by more recent listing. Paper records are destroyed by tearing into pieces, shredding, pulping or burning. Computer storage devices are overwritten or erased. System manager(s) and address: Commander, Detachment 1, 11 Security Police Squadron, 1330 Air Force Pentagon, Washington, DC 20330-1330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Commander, Detachment 1, 11 Security Police Squadron, 1330 Air Force Pentagon, Washington, DC 20330-1330. Provide full name, including maiden name if applicable, and Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Commander, Detachment 1, 11 Security Police Squadron, 1330 Air Force Pentagon, Washington, DC 20330-1330. Provide full name, including maiden name if applicable, and Social Security Number. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from the individual, investigative reports, medical facilities, police and law enforcement offices, personnel documents, Air Force Special Security Files and Special Security Case Files. Exemptions claimed for the system: None. F031 497IG A System name: Sensitive Compartmented Information (SCI) Personnel Records. System location: Personnel Security Division, Directorate of Security and Communications Management, Air Force Intelligence Support Agency, 1816 North Moore Street, Suite 400, Arlington, VA 22209-1809. Categories of individuals covered by the system: Air Force personnel, civil service employees, consultants, and contractor personnel with current access to SCI or who have had such access within past fifteen years except Air Force personnel assigned to Central Intelligence Agency, Office of the Secretary of Defense/ Defense Agencies, Office of the Joint Chiefs of Staff, and the National Security Agency. Categories of records in the system: Statements of Personnel History and allied papers prepared or submitted by individuals; statements by commanders, supervisors, medical, legal, and security officials, and related correspondence; Access Adjudication Records; Indoctrination Oaths; Termination Oaths; routine records/correspondence pertaining to access status or changes in status. Authority for maintenance of the system: E.O. 10450; as implemented by Air Force Regulation 205-32, USAF Personnel Security Program, and USAFINTEL 201-1; and E.O. 9397 (SSN). Purpose(s): To recommend/determine eligibility for access to SCI. Used to verify an individual's status with respect to SCI access or eligibility for such access. To answer official inquiries involving an individual's eligibility/noneligibility for access to SCI. 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: Only the `fact of' an individual's eligibility/noneligibility for SCI access is furnished to other authorized government agencies/ activities and only upon request. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and on microfiche. Retrievability: Retrieved by name, Social Security Number, and grade or rank. Safeguards: Records are accessed by custodian of the record system and person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need-to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Active records maintained as long as an individual is authorized access to SCI. Upon termination of access record is placed in inactive status where it is retained for fifteen years and then destroyed unless sooner returned to active status. Destruction is by burning or shredding. System manager(s) and address: Director of Security and Communications Management, Air Force Intelligence Support Agency, 1816 North Moore Street, Suite 400, Arlington, VA 22209-1809. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the Director of Security and Communications Management, Air Force Intelligence Support Agency, 1816 North Moore Street, Suite 400, Arlington, VA 22209-1809. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Director of Security and Communications Management, Air Force Intelligence Support Agency, 1816 North Moore Street, Suite 400, Arlington, VA 22209-1809. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Personnel Background Investigations conducted by Defense Investigative Service and/or Air Force Office of Special Investigations; statement of commanders, supervisors and medical, legal and security officials; records of adjudication processes. Exemptions claimed for the system: Portions of this system of records may be exempt from certain provisions of 5 U.S.C. 552a(k)(2) and (k)(5), as applicable. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 806b. For additional information contact the system manager. F031 497IG B System name: Special Security Case Files. System location: Detachment 1, 11 Security Police Squadron, 1330 Air Force Pentagon, Washington, DC 20330-1330. Decentralized segments at the Washington National Records Center, Washington, DC 20409. Categories of individuals covered by the system: Air Force civilian employees and applicants, and Air Force military members and prospective members, including Air Force Reserve and Air National Guard, Air Force contractor employees requiring unescorted access, Air Force Academy and ROTC Cadets and applicants, overseas educators involved in the education and orientation of military personnel, Non-appropriated Fund Instrumentality personnel and applicants for sensitive positions, personnel requiring DOD building passes, whose personnel security investigations contain significant unfavorable information, whose cases were previously processed or adjudicated under the Air Force Military or Civilian Security Programs, or who are the subject of Special Security Files initiated by commanders. Categories of records in the system: Files may include (1) requests for clearance, investigation, or waiver of investigative requirements, (2) determinations of eligibility for assignment to sensitive or nonsensitive positions, (3) medical records checks and evaluations, (4) personnel records information, (5) personnel security questionnaires, (6) correspondence between the Air Force Security Clearance individual, the individual, office of assignment, commanders, medical facilities and installations, personnel offices, investigative agencies, Air Staff offices, or offices of the Secretary of the Air Force, (7) clearance records, and (8) summaries, evaluations, recommendations and records of adjudication. Authority for maintenance of the system: 5 U.S.C. 7531, Definitions; 7532, Suspension and removal; 7533, Effect on other statutes; 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; E.O. 10450, Security requirements for government employment; implemented by Department of Defense Regulation 5200-2R, DOD Personnel Security Program. Purpose(s): Files are established to evaluate the security acceptability of Air Force military and civilian and contractor personnel, applicants, enlistees and nominees for appointment, assignment or retention in sensitive positions with access to classified defense information or to restricted areas and locations in the interest of national security. Files are used to record clearance adjudicative actions, eligibility determinations and investigative data. Investigative case file information may be reviewed by Air Force installation commanders, supervisors, personnel officers, medical, security, and investigative personnel, personnel of Air Staff offices and offices of the Secretary of the Air Force. Case files and cards are also used to answer inquiries from other Air Force offices and agencies, and from investigative, security and personnel representatives of other Federal agencies concerning the clearance status of individuals. Case records are maintained to prepare statistical accounting and to measure the effectiveness of the adjudicative programs and procedures. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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 records and microfiche maintained in file folders, card files, visible file binders/cabinets and notebooks/binders. Retrievability: Retrieved alphabetically by name. Safeguards: Records are stored in vaults, safes and security file containers/ cabinets. All records are stored, processed, transmitted and protected as the equivalent of classified information. Records are accessed by the custodian of the records system, by persons responsible for servicing the system in the performance of their official duties and by authorized personnel who are properly screened and cleared for need-to-know. Retention and disposal: Case files which result in a final, favorable adjudicative determination are retained in the office files for one year after annual cut-off then are destroyed by tearing into pieces, shredding, pulping, or burning. Case files resulting in an adverse adjudicative determination are retained in office files for two years after annual cut-off, then are retired to the Washington National Records Center, Washington, DC 20409. System manager(s) and address: Commander, Detachment 1, 11 Security Police Squadron, 1330 Air Force Pentagon, Washington DC 20330-1330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit Commander, Detachment 1, 11 Security Police Squadron, 1330 Air Force Pentagon, Washington DC 20330-1330. Individual should provide full name, including any former names, grade, date of birth and Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Commander, Detachment 1, 11 Security Police Squadron, 1330 Air Force Pentagon, Washington DC 20330-1330. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is received from investigative reports from federal investigative agencies, personnel and medical records, board reports, correspondence from offices and organizations of assignment, and from commanders, supervisors, witnesses and individuals, from security, and investigative personnel and from Air Staff offices, offices of the Secretary of the Air Force. Exemptions claimed for the system: Parts of this system may be exempt from section 552a(k)(5). An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 806b. For additional information contact the system manager. F031 497IG C System name: Security File for Foreign Intelligence Collection. System location: Air Force Special Activities Center/INOB, Fort Belvoir, VA 22060. Categories of individuals covered by the system: Air Force active duty officers, enlisted personnel, civilian employees and former employees, retired Air Force military personnel, and foreign nationals. Categories of records in the system: AFOSI records of investigation and AFIS correspondence incidental to AFOSI investigations. Correspondence reporting incidents having security ramifications bearing on U.S. collection activities abroad. Studies of compromised U.S. intelligence collection projects abroad and correspondence thereto. Authority for maintenance of the system: National Security Act of 1947, as amended and Air Force Regulation 205-3, Security Classification of Infrared, Visible and Ultraviolet Equipment, Components and Information. Purpose(s): Routine internal AFSAC/AFIS reference materials used for internal orientation and study for object lesson guides for routine instruction to support operational security in U.S. foreign intelligence collection operations. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in safes. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation. Destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: AFSAC/DA, Fort Belvoir, VA 22060. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFSAC/DA, Fort Belvoir, VA 22060. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFSAC/DA, Fort Belvoir, VA 22060. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from AFOSI reports, studies and source documents pertaining to foreign intelligence collection operations. Exemptions claimed for the system: None. F031 497IG D System name: Intelligence Applicant Files. System location: Headquarters, Air Force Special Activities Center, Fort Belvoir, VA 22060-5798 and subordinate units. Categories of individuals covered by the system: Active duty and retired military personnel, and civilian personnel and former employees who have applied for admission to or expressed interest in AFSAC programs. Categories of records in the system: Biographical data and records incidental to admission to AFSAC programs such as security clearance records, educational background, data on law violations or substance abuse, photographs, performance ratings. Authority for maintenance of the system: National Security Act of 1947, as amended (61 Stat. 495); and 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Used to evaluate personnel for entry into or retention in AFSAC intelligence programs. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Stored in file folders, on computer and computer output products, and in microform. Retrievability: By name or Social Security Number. Safeguards: Records are accessed by the custodian of the system and by persons servicing the records who are properly cleared for need-to- know. Records are stored in locked containers in government controlled facilities. Retention and disposal: Records are retained until the individual is no longer affiliated with the AFSAC program and then destroyed. System manager(s) and address: Headquarters, Air Force Special Activities Center, Fort Belvoir, VA 22060-5798 Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Headquarters, Air Force Special Activities Center, Fort Belvoir, VA 22060-5798. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Headquarters, Air Force Special Activities Center, Fort Belvoir, VA 22060-5798 Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from the individual and from source documents. Other sources may include former employers, personnel records, educational institutions, and federal, state and local government agencies. Exemptions claimed for the system: None. F032 AF CE A System name: Equal Opportunity in Off-Base Housing. System location: Each base level Housing Referral Office; Major Command (MAJCOM)/ Assistant for Family Housing Management. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Military member, Department of Defense (DOD) civilian employee, and adult dependent acting for military member submitting a housing discrimination complaint. Categories of records in the system: Consists of Complaint in Discrimination of off base housing and supporting documents submitted to the base level housing referral office alleging a housing discrimination complaint, case files, reports of investigation, and related correspondence. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; 42 U.S.C. 1982, Property rights of citizens; and 10 U.S.C. 133, Secretary of Defense: Appointment; powers and duties; delegation by. Purpose(s): Information copies held at base, MAJCOM, and Headquarters United States Air Force (HQ USAF) as a historical record of all actions taken in response to each housing discrimination complaint. Information used by Air Force officials, at all levels, to respond to Congressional, HUD, Department of Justice (DOJ), or related inquiries pertaining to the housing discrimination complaint. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: By installation and name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Director of Housing, Office of the Civil Engineer, Headquarters United States Air Force, 1260 Air Force Pentagon, Washington, DC 20330-1260. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Director of Housing, Office of the Civil Engineer, Headquarters United States Air Force, 1260 Air Force Pentagon, Washington, DC 20330-1260. Individuals may contact agency officials at the respective base level housing referral office in order to exercise their rights under the Act. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Director of Housing, Office of the Civil Engineer, Headquarters United States Air Force, 1260 Air Force Pentagon, Washington, DC 20330-1260. Individuals may contact agency officials at the respective base level housing referral office in order to exercise their rights under the Act. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual's voluntary application, witnesses of alleged incident, and other sources pertinent to alleged incident. Exemptions claimed for the system: None. F032 AF CE B System name: Off-Base Housing Referral Service. System location: Base Level Housing Referral Offices; Major Command/DEHH. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Military member, Department of Defense (DOD) civilian employee requesting off-base housing, and civilian landowner or agent listing facilities for rent. Categories of records in the system: Off-Base Housing Application, and Notification of Housing Selection. Data includes: Name, grade, address, family composition, age, housing requirements, and housing selected. Detailed Sales/Rental Listing. Form completed by civilian landowner or agent. Data includes: Name, address, details on rentals listed, and nondiscriminatory assurances. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Used to match housing desires with rentals listed. Used by base housing officials, military personnel and authorized civilians to locate housing matching needs/desires. Identifies type of housing selected by incoming personnel and used by base housing officials to monitor availability of off-base housing, housing selected, and individual's satisfaction with housing referral service provided. Used by AF officials to respond to inquiries on individual member's housing situation. 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: Referred to Department of Justice and Department of Housing and Urban Development if required by them in process discrimination complaint. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name and installation. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Deputy Chief of Staff/Logistics and Engineering, Headquarters United States Air Force. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Deputy Chief of Staff/Logistics and Engineering, Headquarters United States Air Force or individuals can contact the Housing Referral Office at the base at which they completed the applicable forms. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Deputy Chief of Staff/Logistics and Engineering, Headquarters United States Air Force or individuals can contact the Housing Referral Office at the base at which they completed the applicable forms. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual voluntary application. Exemptions claimed for the system: None. F032 AF CE C System name: Base Housing Management. System location: Headquarters United States Air Force, Washington, DC 20330. Headquarters of major commands and at all levels down to and including Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: All Military members desiring base family housing and eligible Department of Defense (DOD) civilian employees. Categories of records in the system: Application for and Assignment to Military Family Housing, contains the following data: Name, address, rank, Social Security Number, service data, family composition, and other information such as health problems. Other supporting documents-quarters condition inspection reports, assignment orders, etc. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Used to apply for family housing and provide information upon which eligibility can be determined. Used by base housing officials to respond to Congressional, Inspector General, and other inquiries on an individual basis pertaining to family member's housing situation. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets, computer and computer output products. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Records are controlled by personnel screening. Retention and disposal: Advance applications are retained by losing activity and destroyed after six months. Applications received by gaining activities are destroyed one year after termination of quarters. Applications are destroyed by tearing, burning, pulping, shredding or macerating. Supporting records are destroyed when no longer needed. System manager(s) and address: Deputy Chief of Staff/Programs and Resources, Headquarters United States Air Force, Washington, DC 20330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Deputy Chief of Staff/Programs and Resources, Headquarters United States Air Force, Washington, DC 20330 or contact agency officials at the Base Housing Office at the installation at which he completed the applicable form or the installation which will be providing military family housing. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Deputy Chief of Staff/Programs and Resources, Headquarters United States Air Force, Washington, DC 20330 or contact agency officials at the Base Housing Office at the installation at which he completed the applicable form or the installation which will be providing military family housing. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtain from individual's voluntary application. Exemptions claimed for the system: None. F032 AF CE D System name: On/Off-Base Housing Records. System location: Air Force installations. Categories of individuals covered by the system: Military members seeking advance applications for housing both incoming and outgoing. Categories of records in the system: Record contains Quarters Condition Inspection Report, Real Property Maintenance Request, and Application for and assignment to military housing. Authority for maintenance of the system: 10 U.S.C. 9775, Quarters assignment guidance. Purpose(s): To record data required to assign and terminate family housing, report noted deficiencies in area of housing occupants responsibility, status of waiting list, and listing of personnel occupying quarters. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, computer and computer output products and in card files. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Retention and disposal: Retained in office files until reassignment or separation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Deputy Chief of Staff/Logistics and Engineering, Headquarters United States Air Force, Washington, DC 20330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Deputy Chief of Staff/Logistics and Engineering, Headquarters United States Air Force, Washington, DC 20330. Send full name. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Deputy Chief of Staff/Logistics and Engineering, Headquarters United States Air Force, Washington, DC 20330. Send full name. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information derived from member's Permanent Change of Station Orders, Quad Leaders reports, and any other information voluntarily given by each applicant. Exemptions claimed for the system: None. F032 AF CE E System name: Visiting Officer Quarters-Transient Airman Quarters Reservation. System location: All Air Force installations with Visiting Officer and/or Transient Airman Quarters. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Personnel registering to obtain a room for the duration of visit. Categories of records in the system: Registration of transient personnel into quarters. Authority for maintenance of the system: 10 U.S.C. 8013 and E.O. 9397 (SSN). Purpose(s): To register occupants of base transient quarters and charge for billeting. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets and on computer and computer output products. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in office files for three months after monthly cutoff, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Deputy Chief of Staff, Logistics and Engineering, Headquarters, United States Air Force, Washington, DC 20330-5130. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to or visit the Deputy Chief of Staff, Logistics and Engineering, Headquarters, United States Air Force, Washington, DC 20330-5130. Full name and Social Security Number are required for inquiries. Record access procedures: Individuals seeking to access records about themselves contained in this record system should address written requests to or visit the Deputy Chief of Staff, Logistics and Engineering, Headquarters, United States Air Force, Washington, DC 20330-5130. Full name and Social Security Number are required for access. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: From individual registering. Exemptions claimed for the system: None. F032 AF CE F System name: Unaccompanied Personnel Quarters Assignment/Termination. System location: All Air Force Command bases. Located in the Base Billeting Operations Office and in the respective Squadron Orderly Room. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Unaccompanied military personnel who: (1) Apply for or who are entitled to occupy unaccompanied quarters, (2) accept or decline unaccompanied on-base quarters, (3) reside off-base at their own expense, (4) accept inadequate quarters, and/or (5) are identified as authorized to reside off-base with prescribed quarters allowance. Categories of records in the system: Records related to application, assignment, acceptance, declination, or termination of unaccompanied quarters; authorization for unaccompanied personnel to reside off-base at their own expense; voluntary acceptance of inadequate quarters; and/or authorization to reside off-base with prescribed quarters allowance. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Power and duties; delegation by. Purpose(s): To effectively manage unaccompanied personnel quarters; establish and maintain a record of application for unaccompanied personnel quarters assignment; terminate assignment to unaccompanied quarters; and grant authorization to reside off-base with or without specified quarters allowance. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of unit files and by personnel responsible for servicing the record system in performance of official duties. File folders are stored in locked rooms and drawers. Retention and disposal: Records are destroyed by tearing into pieces, shredding, burning, macerating, or pulping when superseded or when individual is reassigned. System manager(s) and address: Base Billeting Manager and Commanders of Squadrons on AF bases. Notification procedure: Individuals may contact the Base Billeting Manager or Commanders of Squadrons on AF bases. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Requests to determine existence of record should include full name and grade and approximate dates individual was assigned to or serviced by the Billeting Operation function on AF bases, subsequent to July 1, 1981. Record access procedures: Access is controlled by Base Billeting Manager at base level or by Squadron Commanders at squadron level. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is obtained from individual. Exemptions claimed for the system: None. F033 AFCA A System name: Military Affiliate Radio System (MARS) Member Records. System location: Air Force Communications Agency (AFCA), Air Force installations and Military Affiliate Radio System (MARS) member stations. Official mailing addresses are published as an appendix to the Air Force compilation of systems of records notices. Categories of individuals covered by the system: Amateur Radio Operators licensed by United States Air Force (USAF) Military Affiliate Radio System. Categories of records in the system: MARS Personnel Action Notification and Application for Membership in Military Affiliate Radio System. Information includes individuals name, MARS call sign, amateur call sign, mailing address, Federal Communications Commission license class, military status, telephone number, and date of birth. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of Air Force, powers and duties; delegation by; as implemented by Air Force Instruction 33-106. Purpose(s): To identify MARS members, to describe and update information concerning members, to assign call signs and designator, mailing address, amateur license, telephone number, and responsibilities. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained on computer diskettes. Retrievability: Retrieved by name, by call sign or designator and geographic location. Safeguards: Records are accessed by authorized personnel in the course of their official duties who are properly screened and cleared for need- to-know. Stored in locked file cabinets. Retention and disposal: Retained until reassignment or termination of membership, then destroyed by tearing to pieces, shredding, pulping, macerating or burning. System manager(s) and address: Director, Global Communications, HQ AFCA/GCGS, 203 W. Losey Street, Room 3065, Scott Air Force Base, IL 62225-5222. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Director, Global Communications, HQ AFCA/GCGS, 203 W. Losey Street, Room 3065, Scott Air Force Base, IL 62225-5222. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Director, Global Communications, HQ AFCA/GCGS, 203 W. Losey Street, Room 3065, Scott Air Force Base, IL 62225-5222. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual members and Military Affiliate Radio System officials. Exemptions claimed for the system: None. F033 AFCA B System name: Air Force Computer Based Training (CBT) System. System location: Defense Information Systems Agency, Regional Support Activity (DISA, RSA-DE/WE 65D), 6760 E. Irvington Place, Denver, CO 80279- 8000. Categories of individuals covered by the system: Air Force active duty, Air National Guard, Air Force Reserve, civilians and contractors. Categories of records in the system: Air Force communications and information Computer Based Training (CBT) system course completion, testing results and registration data. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force and Air Force Instruction 33-115 V2, Licensing Network Users and Certifying Network Professionals. Purpose(s): Used as a record of Air Force communications and information Computer Based Training system training completion. 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: The DoD `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained on computer and computer output products. Retrievability: Retrieved by name, student ID, course ID, MAJCOM, and base. Safeguards: Records are accessed by a registered student using student ID and password or by person(s) responsible for servicing the record system in performance of their official duties. Retention and disposal: Disposition pending (until NARA disposition is approved, treat as permanent). System manager(s) and address: Chief, Training Management Branch, Communications and Information Management Training Branch, Air Force Communications Agency (HQ AFCA/ XPFT), 203 W. Losey Street, Scott Air Force Base, IL 62225-5222. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should access the Air Force Computer Based Training System central repository at https:// afcbt.den.disa.mil/usafcbt. The Air Force Computer Based Training System only maintains records on registered students. Record access procedures: Individuals seeking to access records about themselves contained in this record system may review their records by accessing the Air Force Computer Based Training System central repository at https:// afcbt.den.disa.mil/usafcbt. The Air Force Computer Based Training System only maintains records on registered students. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 33-332; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from registered students. Exemptions claimed for the system: None. F033 AF CIC A System name: Automated Orders Data System. System location: Any location where temporary orders are published at all levels down to and including squadrons. Official mailing addresses are published as an appendix to the Air Force compilation of systems of records notices. Categories of individuals covered by the system: All Air Force civilian employees and military members who perform temporary duty travel, including all Air Force reserve personnel who perform annual, school, special, and Military Personnel Appropriation (MPA) tours. Categories of records in the system: All temporary orders (temporary duty travel and reserve); identification data on individuals named in orders; accounting records for Personnel/Travel/Budgeting Accounting System (PBAS/TBAS); accounting records for man-days used, and orders log containing data found in administrative orders including name, Social Security Number, order number, and effective dates. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Power and Duties; delegation by; as implemented by Joint Federal Travel Regulation, Vol I; Joint Travel Regulation, Vol II; Air Force Regulation 10-7, Administrative Orders; and E.O. 9397 (SSN). Purpose(s): Used to prepare temporary duty travel orders, including those ordering Air Force Reserve personnel to active duty for annual, school, special and MPA tours. Controls assignment of orders numbers and is a cross reference between orders, revocations, and amendments. Creates management reports. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained on computer. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and are properly screened for need-to-know. Passwords are established for computer system entrance. Retention and disposal: Identification data is maintained until the individual is reassigned. Orders are maintained for 1 to 56 years after the year in which they are published. System manager(s) and address: Director of Information Management, Office of the Administrative Assistant to the Secretary of the Air Force, Washington, DC 20330- 1000; Director of Information Management, Headquarters, Air Force Reserve, Robins Air Force Base, GA 31098-6001; Deputy Chief of Staff, Comptroller, Headquarters U.S. Air Force, Washington, DC 20330-5000; and Base Directors or Chiefs of Information Management. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the Director of Information Management, Office of the Administrative Assistant to the Secretary of the Air Force, Washington, DC 20330- 1000; Director of Information Management, Headquarters, Air Force Reserve, Robins Air Force Base, GA 31098-6001; Deputy Chief of Staff, Comptroller, Headquarters U.S. Air Force, Washington, DC 20330-5000; and Base Directors or Chiefs of Information Management. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system should address requests to the Director of Information Management, Office of the Administrative Assistant to the Secretary of the Air Force, Washington, DC 20330-1000; Director of Information Management, Headquarters, Air Force Reserve, Robins Air Force Base, GA 31098-6001; Deputy Chief of Staff, Comptroller, Headquarters U.S. Air Force, Washington, DC 20330-5000; and Base Directors or Chiefs of Information Management. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. A military or civilian identification card is required as proof of identity prior to disclosure. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is obtained from personnel records, automated system interfaces, individuals, and orders requests. Exemptions claimed for the system: None. F033 AF CIC B System name: Information Requests-Freedom of Information Act. System location: Air Force installations, and headquarters of unified and specified commands for which Air Force is Executive Agent. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: All persons who have requested documents under the provisions of the Freedom of Information Act (FOIA). Categories of records in the system: Administration of release of information to the public. Authority for maintenance of the system: 5 U.S.C. 552, The Freedom of Information Act as implemented by Air Force Regulation 12-30, Disclosure of Air Force Records to the Public. Purpose(s): To control administrative processing of requests for information used by FOIA managers. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, in computers and on computer output products. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Released records are retained in office files for two years after annual cut-off. Denied records are retained in office files for six years then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Director of Information Management, Office of the Administrative Assistant to the Secretary of the Air Force, Washington, DC 20330- 1000. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the local FOIA manager at a specific Air Force installation. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the local FOIA manager at a specific Air Force installation. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: FOIA manager as result of requests for information from members of the public. Exemptions claimed for the system: None. F033 AF CIC C System name: Privacy Act Request File. System location: At all levels of the Air Force having responsibility for systems of records under the Privacy Act. Includes Headquarters United States Air Force staff agencies; major commands; field operating agencies; installations and activities, and headquarters of unified and specified commands for which Air Force is Executive Agent. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: All persons who request access to, information from, or amendment of records about themselves under the provisions of the Privacy Act of 1974 (5 U.S.C. 552a) from the Department of the Air Force Activities, or from headquarters of unified and specified commands for which Air Force is Executive Agent. Categories of records in the system: Letters, memoranda, legal opinions, messages, and miscellaneous documents relating to an individual's request for access to or amendment of records concerning that person, including letters of denial, appeals, statements of disagreements, and related documents accumulated in processing requests received under the Privacy Act of 1974. Authority for maintenance of the system: 5 U.S.C. 552a, The Privacy Act of 1974, as implemented by Air Force Instruction 37-132, Air Force Privacy Act Program. Purpose(s): To record, process and coordinate individual requests for access to, or amendment of, personal records, and appeals on denials of requests for access or amendments to personal records; to prepare legal opinions and interpretations for system managers and the Secretary of the Air Force. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of systems of records notices apply to this system. May be disclosed to the Office of Management and Budget or other Government agencies having a direct interest in monitoring or evaluating compliance with the provisions of the Privacy Act by the Department of the Air Force, including the preparation of special studies or reports on the status of actions taken to comply with the Act, the results of those efforts, any problems encountered and recommendations for any changes in legislation, policies, or procedures. The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders and/or microfilm. Retrievability: Retrieved by name of requester. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Requests for information are destroyed when no longer needed; requests for access or amendment and appeals of denial are destroyed four years after final action or three years after adjudication by the courts, whichever is later. System manager(s) and address: Director of Information Management, Office of the Administrative Assistant to the Secretary of the Air Force; Director of Information Management at major commands or field operating agencies; Chief, Information Management at Air Force installations where the requested or disputed records are located, or records custodian at headquarters of unified and specified commands for which Air Force is Executive Agent. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the appropriate system manager. Written requests should include the person's full name, grade (if applicable), and some other personal information which could be verified from the person's file. For personal visits, the individual should present a valid identification card or driver's license and some verbal information which could be verified from the person's case file. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the appropriate system manager. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Records are obtained from the individual requester, Department of the Air Force organizations, other Department of Defense organizations, and agencies of Federal, state, and local governments, as applicable or appropriate for processing the case. Exemptions claimed for the system: None. F033 AF CIC D System name: Locator, Registration and Postal Directory Files. System location: Headquarters, United States Air Force; Air Force installations to include bases; units; offices and functions, and headquarters of unified commands for which Air Force is Executive Agent. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Air Force military and civilian personnel; Air Force Reserve and National Guard personnel; volunteer personnel; United States Armed Forces military and civilian personnel assigned to headquarters of unified and specified commands for which Air Force is Executive Agent, and contractor personnel. Dependents may also be included in this system. Categories of records in the system: Cards or listings may contain the individuals name, grade, military service identification number, Social Security Number, duty location, office telephone number, residence address and residence telephone number, and similar type personnel data determined to be necessary by local authority. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by, and E.O. 9397 (SSN). Purpose(s): Used to locate or identify personnel assigned/attached to, tenanted on, or on temporary duty at the specific installation, office, base, unit, function, and/or organization in response to specific inquiries from authorized users for the conduct of business. Portions of the system are used for directory service and forwarding individual personal mail received by Air Force postal activities, and for assignment of individual mail boxes. Files may be used locally to support official and unofficial programs which require minimal locator information, membership or user listings. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained on paper records in card or form media in visible file binders/cabinets or card files, in computers and on computer output products. Retrievability: Retrieved by name and/or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Retained in office files until reassignment or separation, or when superseded or no longer needed for reference. Postal directory files are destroyed for one year after permanently assigned personnel depart, or three months after transient personnel depart. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Director of Information Management, Office of the Administrative Assistant to the Secretary of the Air Force, 1680 Air Force Pentagon, Washington, DC 20330-1680. Local system managers: Records Custodians at the installation, base, unit, organization, office or function to which the individual is assigned, attached, tenanted on, performing volunteer service at, or on temporary duty. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address inquiries to or visit the local system manager. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written requests to the local system manager. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from automated system interfaces; the individuals, or from personnel records. Exemptions claimed for the system: None. F033 AF PC A System name: Congressional and Other High Level Inquiries. System location: Headquarters Air Force Military Personnel Center; major commands; field operating agencies; Consolidated Base Personnel Offices (CBPOs) at Air Force installations, and headquarters of unified and specified commands for which Air Force is Executive Agent. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Active duty Air Force military personnel; Air Force Reserve personnel, and personnel retired or discharged from the Air Force. Civilian personnel currently or formerly employed by the Air Force. Personnel attending Air Force training institutions or undergoing training under Air Force sponsorship. Army, Navy, Air Force and Marine Corps active duty military and civilian personnel assigned to headquarters of unified and specified commands for which Air Force is Executive Agent. Categories of records in the system: Background information and information reflecting Air Force personnel policies and procedures; copies of inquiries received from the Office of the President, members of Congress and other high level sources requesting information on behalf of a constituent; copies of replies to such inquiries including transmittal media used enroute from and to the Secretary of the Air Force, Office of Legislative Liaison (SAF/LL). Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; and 10 U.S.C. 8032, The Air Staff, general duties; implemented by Air Force Regulation 11-7, Air Force Relations with Congress. Purpose(s): Information pertinent to an inquiry forwarded to SAF/LL for preparation of the reply to the high level requester. In some instances response may be direct to the requester without referral through SAF/LL. However, when required by directives, copies of such responses are furnished SAF/LL. The records may be used in responding to subsequent inquiries concerning the same individual. The record system is audited periodically to determine trends on the nature of complaints and questions and for statistical purposes. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by the custodian of the record system and by persons responsible for servicing the records in performance of their official duties who are properly cleared for need-to-know. Records are stored in security file containers/cabinets, locked cabinets or rooms. Retention and disposal: Retained for up to 18 months depending on category, then destroyed by tearing into pieces, shredding, macerating, pulping or burning. System manager(s) and address(es): Deputy Chief of Staff for Personnel, Headquarters United States Air Force; commanders of major air commands, numbered air forces or comparable level activities, and commanders of headquarters of unified and specified commands for which Air Force is Executive Agent. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the system manager or respective local system manager. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Requests from individuals must contain reasonable identifying particulars about the subject in question. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the system manager or local respective system manager. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Individual's request must contain reasonable identifying particulars about the subject in question. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information provided by major command or consolidated base personnel office personnel, manual or automated personnel records, Air Force policies and procedures, copies of inquiries, congressional/high level officials'/constituents' comments or requests and Air Force replies thereto. Exemptions claimed for the system: None. F033 AFRE A System name: Inquiries (Presidential/Congressional). System location: Headquarters United States Air Force, Washington, DC 20330, Personnel Division, Office of Air Force Reserve (AF REPX). Categories of individuals covered by the system: Present and former Air Force civilian employees, Air Force Reserve and Air National Guard personnel, and Retired Air Force military personnel. Categories of records in the system: Individual inquiries, research material and replies. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Used by the Office of Secretary of Air Force and Air Reserve Personnel Center to reply to 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(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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by authorized personnel who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets. Retention and disposal: Retained in office files for one year after annual cut-off, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Chief of Air Force Reserve, Personnel Division, Headquarters USAF, Washington, DC 20330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief of Air Force Reserve, Personnel Division, Headquarters USAF, Washington, DC 20330. Requests should include the full name and Social Security Number. Individuals may visit the Personnel Division, Office of the Air Force Reserve, Pentagon, Washington, DC and should provide military identification card or driver's license as means of identification. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief of Air Force Reserve, Personnel Division, Headquarters USAF, Washington, DC 20330. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from source documents such as reports. Exemptions claimed for the system: None. F033 AFSG A System name: High Level Inquiry File. System location: Headquarters, United States Air Force, Surgeon General, (SGI), Washington, DC 20330. Categories of individuals covered by the system: Individuals who make high level inquiries regarding medical criteria for Air Force accession; separation; retirement; continued active duty; and medical waivers for flying duty. Categories of records in the system: Medical opinions generated as a result of high level inquiries regarding Air Force accession, separation, retirement, continued active duty, and medical waivers for flying duty. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Used as a cross reference to determine if action has been taken in response to high level inquiry. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Surgeon General, United States Air Force, Washington, DC 20330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Surgeon General, United States Air Force, Washington, DC 20330. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Surgeon General, United States Air Force, Washington, DC 20330. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from medical institutions. Exemptions claimed for the system: None. F033 AFSG B System name: Professional Inquiry Records System. System location: At Headquarters United States Air Force, Office of the Surgeon General, Assistant for Congressional and Public Affairs, Bolling Air Force Base, Washington, DC 20332. Categories of individuals covered by the system: Persons who have corresponded with a member of Congress, White House, or other high level federal or state executive officials concerning the professional aspects of care provided in Air Force medical facilities. Categories of records in the system: File contains copies of all correspondence concerning the inquiry; substantiating documents, such as correspondence or memorandums of telephone conversations with the appropriate medical facility, draft replies, medical records and any other background data. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Records are used as background data for statistical presentations, and historical evidence for repeat inquiries by the same individuals. Portions of records may be loaned or copies provided to the Department of Defense activities for use as background data in evaluating 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(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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties. Records are protected by guards. Retention and disposal: Retained in office files for two years after annual cut-off, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: The Surgeon General, Headquarters, United States Air Force, Washington, DC 20330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Surgeon General, Headquarters, United States Air Force, Washington, DC 20330. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Surgeon General, Headquarters, United States Air Force, Washington, DC 20330. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from medical institutions and from source documents. Exemptions claimed for the system: None. F033 ARPC A System name: Background Material. System location: Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000. Categories of individuals covered by the system: Air Force Reserve personnel. Categories of records in the system: Letter request for orders, amendments, including justification on files on special authorizations when required by order publishing activity. Authority for maintenance of the system: 10 U.S.C. 1162, Reserves: discharge, and E.O. 9397 (SSN). Purpose(s): Used for publication of discharge orders and to verify that discharge orders were published. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders. Retrievability: Retrieved by name, and Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are protected by guards. Retention and disposal: Retained in office files for 1 year after annual cut-off, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Commander, Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/ IMD, Denver, CO 80280-5000. Written requests should contain full name, Social Security Number, current mailing address, and the case (control) number on correspondence received from the Center, if applicable. Record access procedures: Individuals seeking to access records about themselves contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000. Records may be reviewed in the Records Review Room, Headquarters Air Reserve Personnel Center, Denver, CO, between 8:00 a.m. and 3:00 p.m. on normal workdays. Requester must be able to provide sufficient proof of identity, with an Armed Forces identification card or a drivers license. Contesting record procedure: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from medical institutions, police and investigating officers, witnesses and source documents such as reports. Exemptions claimed for the system: None. F033 ARPC B System name: Locator or Personnel Data. System location: Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000. Categories of individuals covered by the system: Air Force Reserve and Air National Guard personnel. Retired and former Air Force military personnel. HQ ARPC civilian personnel. Air Force active duty military personnel. Categories of records in the system: Cards, forms, ledgers, record request, computer listings containing individual's name or names, Social Security Number, Air Force service number, grade, Reserve status, present and former address, record of employer, work production statistics, parent and other relevant Reservist or personnel data, Veterans Administration claim number, education institutes Reservist attended, school affiliations, correspondence to and from Federal agencies and employers trying to establish current address of Reservists, vouchers for medical service, final payment of medical service bills, medical action required, notes indicating if individual is authorized to earn point credit, and other personnel data. Documents which contain a summary of action taken or to be taken. Authority for maintenance of the system: 10 U.S.C. 267, Ready Reserve; Standby Reserve; Retired Reserve: placement and status of members; 268, Ready Reserve; 270, Ready Reserve: training requirements; 271, Ready Reserve: continuous screening; 273, Standby Reserve: composition, inactive status list; 275, Personnel records; 278, Dissemination of information; 591, Reserve components: qualifications; 592, Commissioned officer grades; 593, Commissioned officers: appointment, how made; term; 594, Commissioned officers: original appointment; limitation; 8013, Secretary of the Air Force: powers and duties, delegation by, and E.O. 9397 (SSN). Purpose(s): Used to control records distribution; to record location of record, actions taken or/to be taken; used to manage individual's records and Management Information System data; to answer inquiries from individual and Air Force units to which individuals are assigned or are to be assigned or other agencies with a need-to-know of action taken; to verify if author of a letter was a member/or is a member of Reserve and what his or her Social Security Number should be; to search for good address and stop computer mail from going to bad address; used to refer for administrative discharge action on Reservist that cannot be located, advise Reservist or civilian of Reserve matters or Center actions; to provide comprehensive record of all medical actions taken by Surgeon's Office and record authorization for physical examinations at Government expense or no expense and record voucher number; used in preparing point credit authorization and forwarding authenticated point credit forms to servicing personnel office. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, notebooks/binders, visible file binders/cabinets, card files, on paper, in computers and on computer output products. Retrievability: Retrieved by name, Social Security Number, system identifier and/ or voucher number, school affiliation, or by last address of Reservist. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms, cabinets, and in computer storage devices protected by computer system software. Records are protected by guards. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Commander, Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000. Written request for information should contain full name of individual, Social Security Number, current address, and the case (control) number shown on correspondence received from the Center (if applicable). For personal visits, the individual should provide current Reserve identification card and/or drivers license. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Records manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000. Records may be reviewed in the Records Review Room, Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000, between 8:00 a.m. and 3:00 p.m. on normal workdays. Requester must be able to provide sufficient proof of identity, with an Armed Forces identification card or a drivers license. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information provided by the individual, extracted from individual records, individual advanced personnel data computer system. For address information secured from last recorded employer, postmaster of city of last recorded address, telephone information operator at last city of good address, parents of Reservist, other relatives of Reservist, Veterans Administration if Reservist has a claim number listed in master personnel record, college or university Reservist attended, Selective Service Board, Internal Revenue Service, public utilities or any other lead that may be found in the master personnel record of the Reservist, military pay records at Defense Finance Accounting System (DFAS), log books and from Consolidated Base Personnel Offices. Medical information is also secured from medical facilities, physicians, medical specialists. Exemptions claimed for the system: None. F033 CVAE A System name: Secretary of the Air Force Historical Records. System location: Washington National Records Center, Washington, DC 20409. Modern Military Branch Military Archives Division, National Archives and Records Administration, Washington, DC 20408. Categories of individuals covered by the system: Employees and former employees of the Secretary of the Air Force, and anyone who has corresponded with the Secretary of the Air Force. Categories of records in the system: Secretary of the Air Force correspondence files covering calendar years 1947 through March, 1972, most of which does not contain personal information. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Used for research by Air Force Historian, other government agencies and private institutions. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Access is authorized by the Secretary of the Air Force only. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Chief of Staff, Headquarters United States Air Force, Washington, DC 20330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief of Staff, Headquarters United States Air Force, Washington, DC 20330. Record access procedures: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief of Staff, Headquarters United States Air Force, Washington, DC 20330. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from previous employers, educational institutions, medical institutions, police and investigating officer, the public media, a corporation, and source documents such as reports. Exemptions claimed for the system: None. F033 SAFLL A System name: Congressional/Executive Inquiries. System location: Office of the Secretary of the Air Force, Washington, DC 20330- 1160. Categories of individuals covered by the system: Air Force active duty and retired military personnel, present and former civilian employees, Air Force Reserve and Air National Guard personnel, Air Force Academy nominees/applicants and cadets, Senior and Junior Air Force Reserve Officers, dependents of military personnel, and anyone who has written to the President or a Member of Congress regarding an Air Force issue. Categories of records in the system: Copies of applicable Congressional/Executive correspondence and Air Force replies. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force. Purpose(s): Information is used as a reference base in the case of similar inquiries from other Members of Congress, in behalf of the same Air Force issue and/or follow-up by the same Member. Information may also be used by appropriate Air Force offices as a basis for corrective action and for statistical 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in computer/imaging system. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records in computer storage devices are protected by computer system software. Retention and disposal: Current year plus 2 years of records will be retained in the records system, then deleted from the computer database. System manager(s) and address: Director of Legislative Liaison, Office of the Secretary of the Air Force, Headquarters, U.S. Air Force, Washington, DC 20330-1160. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Director of Legislative Liaison, Office of the Secretary of the Air Force, Headquarters, U.S. Air Force, Washington, DC 20330-1160. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Director of Legislative Liaison, Office of the Secretary of the Air Force, Headquarters, U.S. Air Force, Washington, DC 20330-1160. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Congressional and Executive inquiries and information from Air Force offices and organizations. Exemptions claimed for the system: None. F034 AF SVA A System name: Non-Appropriated Fund (NAF) Civilian Personnel Records. System location: Civilian personnel offices. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Air Force Manpower and Personnel Center/DPMS, Randolph Air Force Base, TX. Categories of individuals covered by the system: Air Force civilian employees paid from non-appropriated funds. Categories of records in the system: Life cycle personnel actions and related documents related to employment and pay of NAF employees including documents related to employees benefits. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): To document and record personnel action on individual employees and to determine pay and other benefit entitlements. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by authorized personnel who are properly screened and cleared for need-to-know. Retention and disposal: Retired to National Personnel Records Center upon separation of individual from employment. System manager(s) and address: Deputy Chief of Staff/Manpower and Personnel, Headquarters United States Air Force. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the servicing civilian personnel office. Identifying information is required to satisfy custodian of record. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the servicing civilian personnel office maintaining record. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from previous employers, financial institutions, educational institutions, police and investigating officers, personnel documents requesting and appointing and paying individual, and from documents related to designation of benefits and beneficiaries. Exemptions claimed for the system: None. F034 AF SVA B System name: Non-appropriated Fund (NAF) Civilian Personnel Records-Manpower. System location: Headquarters, United States Air Force, Air Force Morale, Welfare, and Recreation Center, Randolph Air Force Base, TX 78150-7000, all major commands and Human Resources offices. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Pending, current and former Air Force non-appropriated fund civilian employees assigned to billeting and morale, welfare, and recreation Non-appropriated Fund Instrumentalities (NAFI). Categories of records in the system: Employment information including position authorization, personnel data to include name, grade, Social Security Number and date of birth, suspense information, position control information, projected and historical information. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by as implemented by Air Force Regulation 40-7, Non- appropriated Funds Personnel Management and Administration, and E.O. 9397 (SSN). Purpose(s): To provide system support to HQ AFMWRC and other serviced activities required to maintain a personnel management and records keeping system that pertains to evaluation, authorization and position control, position management, staffing, inventory, career management, benefits and the suspensing and processing of personnel actions; to provide information to all levels of management; to provide information for the transfer between NAFIs, and to provide information to employee unions as prescribed by negotiated contracts. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation apply to this system. Records may also be disclosed to employee unions as prescribed by negotiated contracts. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in computers and on computer output products. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Master personnel records for pending employees are transferred to the active file upon appointment of the employee; master personnel records for active employees are transferred to the separated employee history file where they are retained for two years subsequent to separation, then transferred to the National Personnel Records Center. The AF Form 2545, NAFI Notification of Personnel Action, is disposed of in accordance with AFR 40-7. Coding forms, on- line terminal message sheets, system quality control products, computer printouts, employee career brief, locator files and personnel and position control registers are destroyed after use. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: HQ AFMWRC/MWOSB, Randolph Air Force Base, TX 78150-7000. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the system manager or the servicing Civilian Personnel office. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the system manager or the servicing Civilian Personnel office. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from previous employers; financial institutions; educational institutions; police and investigating officers; documents requesting, paying and appointing individual; documents related to designation of benefits and beneficiaries. Information obtained from subject of the record and official personnel folder. Exemptions claimed for the system: None. F034 AF SVA C System name: Child Development/Youth Programs Records. System location: Headquarters Air Force Military Personnel Center, Directorate of Morale and Welfare Operations, Randolph Air Force Base, Texas 78150- 6001, Major Command Headquarters, and each Air Force installation with Child Development/Youth Activities programs. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Eligible children and youths enrolled in Air Force Child Development or Youth Activities programs, their parents/guardians, and Family Child Care (FCC) Providers. Categories of records in the system: Enrollment/registration records; record of injuries; medication permission records; permanent register; staff and child record; weekly activity plans; incident reports; annual and semiannual program reports; parents/guardians and program surveys; parents'/ guardians authorization for testing/field trips; student progress reports; test results; forwarding of school records; daily reservation logs; daily attendance records, and volunteers applications. The system will also contain FCC Providers' license application; license, and home approval records. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; implemented by Air Force Instruction 34-701, Child Development Programs; and Air Force Instruction 34-801, Youth Programs. Purpose(s): Used by child development and youth program personnel to enroll children/youths in the child development/youth programs; locate parents/guardians in case of emergency; monitor and properly report injuries and accidents; receive documentation and permission to dispense medications; record and monitor staff-to-child ratio; report program participation and activities; report financial data; assess program needs; enroll and license FCC Providers; record, reserve, and monitor daily attendance; and maintain information for waiting lists. Routine uses of records maintained in the system, including categories of users and the purpose 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: Records from this system may be disclosed to civilian physicians or hospitals in the course of obtaining emergency medical attention for children. The `Blanket Routine Uses' published at the beginning of the Air Force's 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 and card stock records maintained in file folders. Data will also be maintained in computer files. Retrievability: Retrieved by family name or FCC Providers' name. Safeguards: Records are maintained in locked file cabinets, locked desk drawers or locked offices. Computers and disks will be stored in locked cabinets or locked rooms. Records are accessed by the program directors, assistant directors, family day care coordinators/out- reach workers and clerks/administrative personnel responsible for servicing the records in performance of their official duties who are properly screened and cleared for need-to-know. Retention and disposal: Retained in office files for one year after child/youth leaves program or until parent/FCC provider requests transfer of records to another base, whichever comes first. In the event the records are not transferred, they will be destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Chief, Child Development Branch, Headquarters Air Force Services Agency, 10100 Reunion Place, Suite 402, San Antonio, TX 78216-4138. Child Development/Youth Directors at Air Force installations with Child Development/Youth programs. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the Chief, Child Development Branch, Headquarters Air Force Services Agency, 10100 Reunion Place, Suite 402, San Antonio, TX 78216-4138, or Child Development/Youth Directors at Air Force installations with Child Development/Youth programs. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. The full name of the person/provider will be required to determine if the system contains a record about him or her. A military identification card or drivers license will be required as proof of identity. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written requests to the Chief, Child Development Branch, Headquarters Air Force Services Agency, 10100 Reunion Place, Suite 402, San Antonio, TX 78216-4138, or Child Development/Youth Directors at Air Force installations with Child Development/Youth programs. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. A military identification card or drivers license will be required as proof of identity. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from parents, volunteers, FCC applicants, and documentation by authorized child development and/or youth activities personnel. Exemptions claimed for the system: None. F034 AF SVA E System name: Check Cashing Privilege Files. System location: Commissaries, Services, Clothing Sales Stores and any other check cashing facilities at Air Force installations. Official mailing addresses are as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Persons whose checks, presented at these facilities, have been dishonored and or whose check cashing privileges have been suspended or revoked. Categories of records in the system: Letters, cards and listings on individuals who have cashed bad checks at base facilities. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Identify individuals whose check cashing privileges are suspended or revoked and to refuse check cashing services to such individuals. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained on paper records in card or listing media. Documents are filed in folders or card boxes and posted in or near the cashier's cage or cash register box at the check cashing facility. Retrievability: By name and/or Social Security Number. Safeguards: Records are accessed by custodian of the record system and stored in locked cabinets, containers, or rooms. Retention and disposal: Retained until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: For commissaries and clothing sales stores; Director, Engineering and Services, Deputy Chief of Staff, Programs and Resources, Headquarters United States Air Force, Washington, DC 20330; and Chief, Services Division at the installation having jurisdiction over commissary or clothing sales store. For all other check cashing facilities; Chief of the activity having the check cashing facility. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the appropriate system manager. Record access procedures: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the appropriate system manager. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information received from check cashing sources. Exemptions claimed for the system: None. F034 AF SVA F System name: Automated Air Force Library Information System. System location: At all Air Force bases, stations, laboratories, and centers operating automated library systems. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: All military personnel and dependents; civilian personnel (including contractors) and dependents who are authorized to use Air Force libraries. Categories of records in the system: Social security number, library card number, name, base and/or home address, privilege code, statistical code, base organizational affiliation code, telephone number(s), expiration date, registration date, issuing library, number of cards issued, service code (if appropriate), and graduate school code (if appropriate) for special borrowers; on-line patron registration which may include at some locations security clearance level/special accesses; need-to-know subject areas, and citizenship. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties, delegation by, as implemented Air Force Regulation 215-15, Air Force Library and Information System, and E.O. 9397 (SSN). Purpose(s): This system is used to track accountability of materials charged via operation of the library's automated circulation control system; to follow up on delinquent borrowers by generation of overdue notices, to clear departing patrons and delete their names from the file, to issue library cards, and to ensure proper control of classified and limited distribution material. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in computer and computer output products, and on paper application forms. Retrievability: Social Security Number, name, library card number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Records are destroyed when expended, when material is returned, on consolidation of records, or on other proper settlement of responsibility. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Air Force Morale, Welfare, Recreation and Services Agency, Library Services Division, Randolph Air Force Base, TX 78150-4534. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to the Air Force Morale, Welfare, Recreation and Services Agency, Library Services Division, Randolph Air Force Base, TX 78150-4534, or to library officials at location of assignment. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Air Force Morale, Welfare, Recreation and Services Agency, Randolph Air Force Base, TX 78150-4534, or to library officials at location of assignment. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Personal information obtained from the individual. Exemptions claimed for the system: None. F035 AF AFNEWS A System name: Hometown News Release Background Data File. System location: Headquarters Air Force News Agency, 203 Norton Street, Kelly Air Force Base, TX 78241-6105. Subsystems of the main system may be located at the Public Affairs Office at the Army/Air Force Base, Army/Air National Guard or Army/Air Force Reserve or similar installation to which an individual is assigned. Categories of individuals covered by the system: All Army/Air Force active duty military personnel, Army/Air Force Reserve Army/Air National Guard personnel recently selected for promotion, reassigned, awarded a medal or decoration, or who otherwise participated in a newsworthy event. Under certain categories, DoD civilians are also authorized to participate. Categories of records in the system: Biographical information including, but not necessarily limited to name, Social Security Number, current grade, marital status, local address, name and address of parents or guardians, educational background and military history, photographs. Information is usually, but not necessarily, contained in an Information for Hometown News Release Form, DD form 2266, or similar form. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force, and 8034, and E.O. 9397 (SSN). Purpose(s): Preparation of news releases for distribution to newspapers and broadcast stations throughout the United States. 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: Information from this system of records may be disclosed to the media as part of a news release. The `Blanket Routine Uses' that appear at the beginning of the Air Force's compilation of systems of records apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders and visible file binders/cabinets, as well as on computers and computer output products. Retrievability: Retrieved by name and Social Security Number within date of release. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties, and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked cabinets and rooms. Those in computer storage devices are protected by computer system software. Retention and disposal: Disposition pending. No records will be destroyed until authorization is granted from the National Archives and Records Administration. All records will be retained until approval is granted. System manager(s) and address: Chief, Print Division, Army and Air Force Hometown News Service, Kelly Air Force Base, TX 78241-6105. Notification procedure: Individual seeking to determine whether this system of records contains information about themselves should address written requests to or visit the Print Division, Army and Air Force Hometown News Service, 203 Norton Street, Kelly Air Force Base, TX 78241-6105. Inquiries about a subsystem should be addressed to the Public Affairs Officer at the base or installation of the individual's assignment. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to or visit the Print Division, Army and Air Force Hometown News Service, 203 Norton Street, Kelly Air Force Base, TX 78241-6105 or the installation Public Affairs Officer. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records. Contesting record procedures: The Air Force rules for accessing records and contesting contents and appealing initial determinations are published in Air Force Instruction 37-132, 32 CFR part 806b, or maybe obtained from the system manager. Record source categories: Information obtained from the individual. Exemptions claimed for the system: None. F035 SAFAA A System name: Public Affairs References. System location: Office of the Secretary of the Air Force, Secretary Staff Group, 1670 Air Force Pentagon, Washington, DC 20330-1670. Categories of individuals covered by the system: Military and civilian officials of the Federal Government (including Presidential Appointees), prominent Americans in and out of government who are involved in defense matters, and reporters and syndicated columnists or commentators who write on defense matters. Categories of records in the system: For military and civilian officials of the Department of Defense and for Presidential Appointees: Copies of official biographies released by the Department of Defense or by the White House. A speech subsystem may contain copies or excerpts of speeches by military and civilian Federal Government officials speaking about defense matters. A clippings subsystem may contain news media clippings about activities or statements of prominent Americans. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force. Purpose(s): To respond to requests from Air Force and Department of Defense officials for any of the following information: Biographical material about key government officials; public statements by government officials about defense matters; defense related statements or activities of prominentAmericans, as reported in news media; or publishing history of writers on defense 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 permittedunder 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and note books/binders. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and stored in locked cabinets or rooms. Retention and disposal: Disposition pending. No records will be destroyed until authorization is granted from the National Archives and Records Administration. All records will be retained until approval is granted. System manager(s) and address: Administrative Assistant to the Secretary of the Air Force, 1720 Air Force Pentagon, Washington, DC 20330-1720. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Administrative Assistant to the Secretary of the Air Force, 1720 Air Force Pentagon, Washington, DC 20330-1720. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Administrative Assistant to the Secretary of the Air Force, 1720 Air Force Pentagon, Washington, DC 20330-1720. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from the public media and from source documents such as reports. Exemptions claimed for the system: None. F035 AF SAFPA A System name: Special Events Planning - Protocol. System location: Office of the Secretary of the Air Force, Public Affairs (SAF/ PAC); Air Force installations and USAF Recruiting Service offices, and headquarters of unified and specified commands for which Air Force is Executive Agent. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Non-Air Force civilians, generally, but not limited to civilian leaders of the local community. Segments of the system may be specialized; e.g., active and retired military persons identified by special interests, teachers or other persons in governmental agencies qualified or considered to lecture in Air Force training courses, winners of AF-sponsored Science Fairs. Categories of records in the system: Biographical data usually including, but not limited to: name; business and home address and telephone numbers; name of spouse and family; description of positions in business and community affiliations with Air Force-oriented civic organizations and photographs. For Science Fair winners: Name/date of fairs; name of school; year in school; name of project; judging category, previous selection as Air Force winner with year and name of fair. May include summaries of circumstances of visits to the installation. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by. Purpose(s): Used by Public Affairs Officers, Executive Officers, Protocol Officers, or Commanders as reference for planning official functions, reporting to higher headquarters, selecting lecturers for training courses, and submitting nominations for Air Force or Department of Defense conferences or other functions. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders and in notebooks/binders. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Office of the Secretary of the Air Force, Office of Public Affairs (SAF/PAC), Washington, DC 20330-1000, or the Executive Officer in the office of Public Affairs at the Air Force installation concerned. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the appropriate system manager or to the Executive Officer in the office of Public Affairs at the Air Force installation concerned. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the appropriate system manager or to the Executive Officer in the office of Public Affairs at the Air Force installation concerned. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from the public media, a state or local government, source documents such as reports, Federal agencies staff recommendations, and Science Fair questionnaires. Exemptions claimed for the system: None. F035 AF SAFPA C System name: Official Biographies. System location: Biographies of active duty general officers and high-level civilian personnel of the Department of the Air Force Service Information and News Center, Kelly Air Force Base, TX 78241 (AFSINC/ IIB). Record system segments or duplicates pertaining to active duty general officers may be found at the Office of Public Affairs, Office of the Secretary of the Air Force, Washington, DC 20330; Headquarters of major commands and at all levels down to and including Air Force installations. Also at Air Force libraries, offices of air attaches to United States Embassies, Air Force sections of Military Assistance Advisory Groups and missions; unified activities and unified commands. Additional locations include the Air Force Chief Historian (AF/CHO), Washington, DC 20330; Assistant for General Officer Matters (AF/MPG), Washington, DC 20330; and the Aerospace Historical Foundation, University of KS. Biographies of retired Air Force general officers are located at the Media Relations Division, Secretary of the Air Force Office of Public Affairs (SAF/PAM), Room 5C879, The Pentagon, Washington, DC 20330, and at the Retired Activities Section, Assistant DCS/Personnel, Air Force Manpower and Personnel Center (AFMPC/AFPMSDMI), Randolph Air Force Base, TX 78150. Biographies of key civilian employees of the Office of the Secretary of the Air Force and of Headquarters, United States Air Force, relocated at the Director of Civilian Personnel, Washington, DC 20330. Biographies of key civilian employees at subordinate organizational levels may be found at the office of the Director of Civilian Personnel. Biographies of Air Reserve general officers are at Headquarters, USAF/REL, Washington, DC 20330. Record segments or duplicates may be found at the Office of Public Affairs, Headquarters, of the United States Air Force, major commands an major subordinate commands. Air Force Manpower and Personnel Center (AFMPC/ DPMYR), Randolph Air Force Base, TX 78150; Headquarters, Air Force Reserve (Commander and Public Information Office), Robins Air Force Base, GA 31098; Air Reserve Personnel Center (Commander and Public Affairs Office), Denver, CO 80280; Headquarters, Military Airlift Command (CSB), Scott Air Force Base, IL 62225; Secretary of the Air Force, Manpower and Reserve Affairs (MRR), Washington, DC 20330; the Reserve Forces Policy Board, Washington, DC 20330; and the offices of all Air Reserve general officers. Biographies of Air National Guard general officers are located at the National Guard Bureau, Washington, DC 20310. Records system segments of duplicates may be found at Department of the Army major divisions and installations. Headquarters of the major commands and separate operating agencies. Army readiness regions; the offices of Army Guard and Air National Guard Liaison Officers; the Aerospace Audio-Visual Service, Norton Air Force Base, CA 92404; the Office of the Secretary of Defense; the Office of the Secretary of the Navy; the Library of Congress; the Air Force Association; the Army Association; the Reserve Officers Association; Air Force libraries; the Air War College, the offices of all National Guard and Air National Guard general officers, and the offices of state Adjutants General. Specific addresses may be obtained form the National Guard Bureau. Biographies prepared under the official biographies program for key military and civilian personnel of other Air Force organizations may be found at the Office of Public Affairs. Headquarters of major commands and at all levels down to and including Air Force installations. Headquarters United States Space Command (HQ USSPACECOM). Categories of individuals covered by the system: The Secretary of the Air Force, Under Secretary and assistant secretaries of the Air Force, Air Force general officers on active duty or retired, Air Reserve and Air National Guard general officers, Air Force personnel assigned as pilots to the Manned Space Program, and key military and civilian personnel at all Air Force organizations. Key personnel in Office of the Secretary of Defense (OASD), military departments, and HQ USSPACECOM. Categories of records in the system: Includes, but not limited to, summary of military service (including dates and locations of assignments and dates of promotions), military honors and awards, educational background, date and place of birth, marital status, name of spouse and family, and any additional personal information provided by the general. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties delegation by. Purpose(s): Biographies are prepared to support the Air Force policy to keep its members and the public informed about the Air Force and its leaders. Biographies may be used as resource documents in preparing news releases or other public information material and are included in the official personnel records of all general officers. 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: In their final form the biographies are considered published, public domain material may be released to any requester on an as needed or as requested basis. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: No specific safeguards required. Retention and disposal: Retained in office files until superseded obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Commander, Air Force Service Information and News Center (AFSINC/ CC), Kelly Air Force Base, TX 78241. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Commander, Air Force Service Information and News Center (AFSINC/CC), Kelly Air Force Base, TX 78241, for all biographies of active duty general officers and key civilians assigned to the Office of the Secretary of the Air Force or to Headquarters Air Force. Biographies for Air Reserve general officers at Headquarters USAF/REL; Air National Guard general officers at the National Guard Bureau, and retired officers from the Media Relations Division (SAF/PAM). All other biographies: Office of Public Affairs at the appropriate level. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Commander, Air Force Service Information and News Center, the National Guard Bureau, Headquarters, USAF/REL, Media Relations Division (SAF/PAM) or the Office of Public Affairs at the appropriate level. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from the public media and information obtained from source documents such as reports. Subject to final review before publication. Exemptions claimed for the system: None. F035 SAFPA A System name: Biographies of Officers and Key Civilians Assigned to Secretary of the Air Force/Public Affairs. System location: Secretary of the Air Force, Office of Public Affairs (SAF/PA), Room 4D926, Washington, DC 20330. Categories of individuals covered by the system: Officers and key civilians (grade GS-10 or higher) currently assigned to positions in the Secretary of the Air Force Office of Public Affairs and its component divisions. Categories of records in the system: Biographical information including summary of military service, educational background, marital status and special interests. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Serves as a ready reference of assigned personnel for the Director of Public Affairs, Office of the Secretary of the Air Force; used in preliminary personnel evaluations for reassignment within the Secretary of the Air Force Office of Public Affairs and throughout the Public Affairs field. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in safes. Retention and disposal: Retained in office files until reassignment or separation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Director of Public Affairs, Office of the Secretary of the Air Force (SAF/PA). Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Executive, Secretary of the Air Force Office of Public Affairs (SAF/PA), Washington, DC 20330. Personal visit may be made to the system location in Room 4D926, The Pentagon, Washington, DC. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Executive, Secretary of the Air Force Office of Public Affairs (SAF/PA), Washington, DC 20330. Personal visit may be made to the system location in Room 4D926, The Pentagon, Washington, DC. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from previous employers, financial institutions, trade associations, automated system interfaces and from the public media. Exemptions claimed for the system: None. F035 SAFPA B System name: Mobilization Augmentee Training Folders. System location: Office for Plans and Resources, Secretary of the Air Force Office of Public Affairs (SAF/PAX), Room 5C941, The Pentagon, Washington, DC 20330; Washington National Records Center, Washington, DC 20409. Categories of individuals covered by the system: Members of the Air Force Reserve assigned to Mobilization Augmentation (MA) positions within the Secretary of the Air Force Office of Public Affairs. Categories of records in the system: Applications for mobilization augmentee status, training, or assignment; orders to training or active duty; training completion certificates; pertinent correspondence. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Serves as a training record for, `Participation and Assignment Within the Reserve Components;' used by supervisory personnel to determine eligibility for promotion or reassignment. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in safes. Retention and disposal: Retained in office files for two years after the individual completes or discontinues a training course, then retired to Washington National Records Center, Washington DC 20409, and, after 28 additional years, they are then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Director of Public Affairs, Office of the Secretary of the Air Force (SAF/PA), Washington, DC 20330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Assistant for Reserve Affairs, Secretary of the Air Force Office of Public Affairs (SAF/PAX), Room 5C941, The Pentagon, Washington, DC 20330. Individuals inquiring by mail should furnish their name and service number. Individuals making personal visits to the Office for Plans and Resources should have in their possession a valid identification card (DD Form 2AF(RES)). Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Reserve Forces Liaison Officer, Office for Resources and Projects, Secretary of the Air Force Office of Public Affairs (SAF/ PAX) Washington, DC 20330. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from source documents such as reports. Exemptions claimed for the system: None. F035 SAFPA C System name: Graduates of Air Force Short Course in Communication (Oklahoma University). System location: Academic Detachment, Secretary of the Air Force Office of Public Affairs (SAF/PAOL), 780 Van Vleet Oval, Room 334, Norman, OK 73069. Categories of individuals covered by the system: Individuals who are scheduled to attend, are attending, or have attended the Air Force Short Course in Communication at the University of Oklahoma. Categories of records in the system: Name, current active duty grade, and Social Security Number; class dates, copies of orders; copy of application to the University of Oklahoma; copies of transcripts from prior education; copies of final grades in the Short Course in Communication. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Provides the Academic Detachment Liaison Non-Commissioned Officer in Charge and the Chief, Office for Plans and Resources, Secretary of the Air Force Office of Public Affairs (SAF/PAX) with historical background on the conduct of the course; serves as a ready reference for students to verify or resolve questions concerning their attendance at the Short Course. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in safes. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Director of Public Affairs, Office of the Secretary of the Air Force (SAF/PA). Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Academic Detachment Liaison Non- Commissioned Officer (SAF/PAOL), 780 Van Vleet Oval, Room 334, University of Oklahoma, Norman, OK 73069. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Academic Detachment Liaison Non-Commissioned Officer or the Chief, Office for Plans and Resources, Secretary of the Air Force Office of Public Affairs (SAF/PAX), Washington, DC 20330. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from educational institutions, especially the Office of Admissions and Records, University of Oklahoma; Information obtained from source documents such as reports. Exemptions claimed for the system: None. F035 SAFPA D System name: Information Officer Short Course Eligibility File. System location: Academic Detachment, Secretary of the Air Force Office of Public Affairs (SAF/PAOL), 780 Van Vleet Oval, Room 334, Norman, OK 73069. Categories of individuals covered by the system: Active duty Air Force Public Affairs Officers in the grades of 2nd Lieutenant through Colonel. Categories of records in the system: Brief service history (including current grade and duty location), educational background, and information on previous attendance at the Air Force Short Course in Communication. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Used by the Public Affairs Career Management Staff Officer, Air Force Manpower and Personnel Center (AFMPC/DPMROS4D), Randolph Air Force Base, TX 78150, and by the Chief, Office for Plans and Resources, Secretary of the Air Force Office of Public Affairs (SAF/ PAX), Washington, DC 20330, to determine eligibility of Public Affairs Officers to attend future classes in the Air Force Short Course in Communication. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in card files. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in office files until reassignment or separation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Director of Public Affairs, Office of the Secretary of the Air Force (SAF/PA). Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Academic Detachment Liaison Non- Commissioned Officer (SAF/PAOL), 780 Van Vleet Oval, Room 334, University of OK, Norman, OK 73069. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Academic Detachment Liaison Non-Commissioned Officer or from the Chief, Office for Plans and Resources Projects, Secretary of the Air Force Office of Public Affairs, addresses as given. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Data extracted from surveys of all Public Affairs Officers provided by major commands and separate operating agencies on all assigned Public Affairs Officers. Updated annually. Exemptions claimed for the system: None. F036 ACC A System name: Special Awards File. System location: Director of Personnel, Headquarters Air Combat Command, 114 Douglas Street, Suite 214, Langley Air Force Base, VA 23665-2773. Categories of individuals covered by the system: Air Force active duty military personnel, civilian employees and retired Air Force officers who are or were formerly assigned to Air Combat Command (ACC), formerly Tactical Air Command. Categories of records in the system: Alphabetical file containing limited award and biographical data on command personnel where awards have been approved and may be used for reference in future. File is informational in nature and action does not result therefrom. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by and 8074, Commands: Territorial organization. Purpose(s): Used by Command Awards Branch for reference. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Director of Personnel, Headquarters Air Combat Command, 114 Douglas Street, Suite 214, Langley Air Force Base, VA 23665-2773. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to the Director of Personnel, Headquarters Air Combat Command, 114 Douglas Street, Suite 214, Langley Air Force Base, VA 23665-2773. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Director of Personnel, Headquarters Air Combat Command, 114 Douglas Street, Suite 214, Langley Air Force Base, VA 23665-2773. Contesting record procedures: The Air Force rules for accessing records and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b, or may be obtained from the system manager. Record source categories: Information obtained from previous employers and source documents such as reports. Exemptions claimed for the system: None. F036 ACC B System name: Operations Training Development Evaluation. System location: Detachment 13, Air Combat Command Training Support Squadron, 41 Orville Wright Avenue, Suite 001, Barksdale Air Force Base, LA 7110- 3000. Categories of individuals covered by the system: Air Combat Command aircrew members, pilots, copilots, navigators, radar navigators, electronic warfare officers, who are attending, or have attended a course of instruction conducted by the 11 Bomb Squadron, Barksdale Air Force Base, LA 7110-3000. Categories of records in the system: Computerized information file compiled from questionnaires about training accomplished while attending a course of instruction; to include the responder's name, Social Security Number, base of assignment and subjective assessment of the training received. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; Air Force Manual 36-92234, Instructional Systems Development; Air Combat Command Instruction 36-92250, Operations Training Development Program, and E.O. 9397 (SSN). Purpose(s): Used to tabulate and compare data; and to identify strengths and weaknesses of the training programs. Will also be used to score trainee within-course test performances. Identification of specific responders in the records will only be used by the custodian to evaluate and assess quality of Air Force Training Programs. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, and in computers and on computer products. Retrievability: Retrieved by Social Security Number. Information may also be retrieved by groupings of data from such elements as type airframe, course attended, crew position, or base of assignment. Safeguards: Records are accessed by custodian of the record system and personnel responsible for servicing the record system in performance of their official duties. Records are stored on diskettes kept in a locked room whenever office is not manned. Original questionnaire responses will be maintained in a locked container when the office is not manned. Retention and disposal: Paper records are destroyed by tearing into pieces, shredding, burning, macerating, or pulping, and diskettes will be destroyed by degaussing, when superseded or when the individual is reassigned from Air Combat Command. System manager(s) and address: Education Training Officer, Detachment 13, Air Combat Command Training Support Squadron, 41 Orville Wright Avenue, Suite 001, Barksdale Air Force Base, LA 7110-3000. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to the: Education Training Officer, Detachment 13, Air Combat Command Training Support Squadron, 41 Orville Wright Avenue, Suite 001, Barksdale Air Force Base, LA 7110-3000. Requests to determine existence of record should include full name, and grade, Social Security Number and approximate dates individual attended a course of instruction. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Education Training Officer, Detachment 13, Air Combat Command Training Support Squadron, 41 Orville Wright Avenue, Suite 001, Barksdale Air Force Base, LA 7110-3000. Requests should include full name, and grade, Social Security Number and approximate dates individual attended a course of instruction. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is obtained from questionnaires completed by students, graduates or Flight Instructors, and current combat crew training instructors. Exemptions claimed for the system: None. F036 AETC A System name: Lead Management System (LMS). System location: Headquarters, Air Force Recruiting Service, 550 D Street, Suite 01, Randolph Air Force Base, TX 78150-4527, and a contracted advertising agency provide recruitment advertising for the Air Force - location depends on the contractor. Air Force Opportunity Center (AFOC); (duties at this center are performed by a civilian contractor who is engaged by the Air Force to provide lead fulfillment services. Contact the system manager for specific locations). Air Force Recruiting activities. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of records in the system: Respondent's inquiry record containing name, address, date of birth, sex, telephone number, advertising medium, recruiting program in which interested, and source of referral, including name and Air Force base assigned. Recruiter contact records containing success of contact efforts, reason for not contacting, how contact was made, confirmation of educational level, qualification and status of individual. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. 503, Enlistments; Air Education and Training Command Instruction 36-2002; and E.O. 9397 (SSN). Purpose(s): The contractor fulfills requests from respondents for information about the Air Force and notifies appropriate recruiting activities of respondent's interest. Contractor develops statistical summaries which are used by U.S. Air Force Recruiting Service to evaluate the effectiveness of the advertising and referral programs. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in paper form, in file folders and in computers and on computer products. Retrievability: Retrieved primarily by name or Social Security Number. May be retrieved by recruiting program or any category in the data base. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms, cabinets, and computers. Those in computer storage devices are password protected and encrypted by computer system software prior to transmission. Retention and disposal: Retained by contractor at the AFOC for two years after end of fiscal year in which all actions are completed, then records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Chief, Advertising Branch, Headquarters, U.S. Air Force Recruiting Service, 550 D Street West, Suite 01, Randolph Air Force Base, TX 78150-4527. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the Chief, Advertising Branch, Headquarters, U.S. Air Force Recruiting Service, 550 D Street West, Suite 01, Randolph Air Force Base, TX 78150-4527. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Director of Advertising and Promotion, Headquarters, U.S. Air Force Recruiting Service, 550 D Street West, Suite 01, Randolph Air Force Base, TX 78150-4527. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual respondent and automated system interfaces. Exemptions claimed for the system: None. F036 AETC B System name: Air Force Junior ROTC (AFJROTC) Applicant/Instructor System. System location: Air Force Junior Reserve Officer Training Corps, 551 East Maxwell Boulevard, Maxwell Air Force Base, AL 36112-6110. Categories of individuals covered by the system: Air Force Junior Reserve Officer Training Corps (AFJROTC) instructor applicants and instructors. Categories of records in the system: Application for AFJROTC instructor duty, processing checklist, applicant evaluation forms, interview record, last 10 Airman Performance Reports or Officer Effectiveness Reports or summary of last 10 reports which includes period of supervision and overall evaluation, letter requesting Defense Central Index of Investigation (DCII) name check, photograph, Report of Separation from Active Duty, Retirement Order (if applicable), Commander's recommendation (for noncommissioned officers on active duty only), miscellaneous correspondence such as resume and letter of recommendation, copy of AF retirement physical and Physical Evaluation Board Findings if applicant is retired with 30 percent or more disability awarded by VA, letter requesting medical evaluation of AFJROTC instructor applicants for personnel retired with 30 percent or more disability, letter verifying dependents, instructor preference card, instructor intent letter, contract data cards, termination letters, certification certificates, AFROTC Form 0-217, Change in AFJROTC Instructor Status, AFROTC Form 0-214, AFJROTC Instructor Contract Card, AFROTC Form 98 or 0-218, Air Force Junior ROTC Instructor Evaluation Report, letters pertaining to appeals of ratings and/or comments on AFROTC Form 98 or 0-218 and instructor termination questionnaire. Authority for maintenance of the system: 10 U.S.C. 102, Junior Reserve Officers' Training Corps; Air Force Instruction 36-2010, Air Force Junior Reserve Officers' Training Corps; and E.O. 9397 (SSN). Purpose(s): Used to evaluate applicant qualifications for employment as AFJROTC instructors. Also used to determine if instructor is meeting Air Force standards. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, and on computer magnetic tape and computer printouts. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms. Those in computer storage devices are protected by computer system software. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Computer records are destroyed by erasing, deleting and overwriting. System manager(s) and address: Commander, Air Force Junior Reserve Officer Training Corps, 551 East Maxwell Boulevard, Maxwell Air Force Base, AL 36112-6110. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to the Commander, Air Force Junior Reserve Officer Training Corps, 551 East Maxwell Boulevard, Maxwell Air Force Base, AL 36112-6110. Individuals who write must furnish name, grade, Social Security Number, unit of assignment and address. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Commander, Air Force Junior Reserve Officer Training Corps, 551 East Maxwell Boulevard, Maxwell Air Force Base, AL 36112-6110. Individuals who write must furnish name, grade, Social Security Number, unit of assignment and address. Visitors must show armed forces identification card and some additional source of positive identification. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from previous employers, financial institutions, educational institutions, police and investigating officers, the bureau of motor vehicles, a state or local government, witnesses and from source documents (such as reports) prepared on behalf of the Air Force by boards, committees, panels, auditors, and so forth. Exemptions claimed for the system: None. F036 AETC C System name: Air Force Reserve Officer Training Corps Qualifying Test Scoring System. System location: Air Force Reserve Officer Training Corps, 20 North Pine Street, Maxwell Air Force Base, AL 36112-6110, and portions pertaining to each AFROTC detachment located at the respective detachments. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Air Force Human Resources Laboratory, Brooks Air Force Base, TX 78235-5601 is official repository for permanent record of all Air Force Officer Qualifying Test scores. Categories of individuals covered by the system: Air Force applicants testing at Air Force detachments. Categories of records in the system: Name, detachment, date of test, test scores, Social Security Number, air science year, number of test administrations, institution category, race, sex, marital status, education level, and program applying for. Authority for maintenance of the system: 10 U.S.C. Chapter 103, Senior Reserve Officers' Training Corps; Military Selective Service Act of 1967, Section 6, (50 U.S.C. 456); 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; and Air Force Instruction 36-2011, Air Force Reserve Officer Training Corps (AFROTC), and E.O. 9397 (SSN). Purpose(s): Scores are used to evaluate applicants against criteria for entrance into AFROTC, and as a measure of quality. Scores are entered in cadet records. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, visible file binders/cabinets, in computers and on computer output products. Retrievability: Retrieved by name and Social Security Number, location of test administration and date of testing. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: HQ AFROTC/RRAF will maintain records of scores attained on tests administered at AFROTC detachments for a period of four years or when no longer needed for research. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Chief, Cadet Appointments and Special Actions Branch, Air Force Reserve Officer Training Corps, 20 North Pine Street, Maxwell Air Force Base, AL 36112-6110. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the Chief, Cadet Appointments and Special Actions Branch, Air Force Reserve Officer Training Corps, 20 North Pine Street, Maxwell Air Force Base, AL 36112-6110, or to agency officials at detachment of assignment. Requests should include full name, Social Security Number, location of test administration, and date of testing. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Chief, Cadet Appointments and Special Actions Branch, Air Force Reserve Officer Training Corps, 20 North Pine Street, Maxwell Air Force Base, AL 36112-6110, or to agency officials at detachment of assignment. Requests should include full name, Social Security Number, location of test administration, and date of testing. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual's test results. Exemptions claimed for the system: None. F036 AETC D System name: Basic Trainee Interview Record. System location: United States Air Force Recruiting Service Liaison Office, 900 Voyager Drive, Suite 4, Lackland Air Force Base, TX 78236-5724. Categories of individuals covered by the system: United States Air Force Basic Trainees who register complaints concerning their enlistment in the United States Air Force. Categories of records in the system: Records resulting from personal interviews with basic trainees who file complaints about their enlistment, including, but not limited to, investigations on each complaint, conclusions and recommendations. Authority for maintenance of the system: 10 U.S.C. 503, Enlistments: recruiting campaigns; Air Education and Training Command Regulation 33-2, Recruiting Procedures for the United States Air Force, and E.O. 9397 (SSN). Purpose(s): Provides a record of interviews with basic trainees who register complaints about the enlistment procedure. The data is used by the Recruiting Service Liaison Office to investigate the complaints and keep the Commander, United States Air Force Recruiting Service advised of the nature of complaints being received. It is also used as the basis for making procedural changes in the United States Air Force Recruiting Service when a trend develops in a specific area. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Records are cut off at the end of each calendar year in which case files are closed, held for one additional year, then destroyed. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Superintendent, United States Air Force Recruiting Service Liaison Office, 900 Voyager Drive, Suite 4, Lackland Air Force Base, TX 78236-5724. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the Superintendent, United States Air Force Recruiting Service Liaison Office, 900 Voyager Drive, Suite 4, Lackland Air Force Base, TX 78236-5724. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Superintendent, United States Air Force Recruiting Service Liaison Office, 900 Voyager Drive, Suite 4, Lackland Air Force Base, TX 78236-5724. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Records contain specific complaints/allegations made by the individual and responses to the complaints/allegations by appropriate Air Force Recruiting Service personnel. Exemptions claimed for the system: None. F036 AETC E System name: Recruiting Activities Management Support System (RAMSS). System location: Headquarters United States Air Force Recruiting Service, 550 D Street West, Randolph Air Force Base, TX 78150-4527, Directorate of Recruiting, and recruiting activities. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Air Force enlisted personnel entering active duty. Individuals tested and processed for Air Force enlistment. Potential Air Force enlistees qualified through the Armed Services Vocational Aptitude Battery (ASVAB) high school testing program. Other military services Delayed Enlistment Program (DEP) and active duty enlistees. Applicants for Air Force officer commissioning programs. Air Force enlisted personnel on recruiting duty. Categories of records in the system: Air Force enlistment processing records showing name, Social Security Number, scores on all qualification tests, physical job qualifications, job preferences, jobs offered, jobs accepted, other personal data relevant to jobs offered, recruiting and processing locations, education data, and dates of processing. Airman trainee history records containing name, Social Security Number, and other personnel data for assignment from basic military training, revised job preferences, security clearance investigations, dependent data, education, test scores, grade and promotions, biographical history, physical information, drug abuse history, enlistment personal and guaranteed training enlistee program data, separation data, classification data, service dates, technical school eliminations, separations, honor graduates, and Article 15/courts- martial actions. Records for high school seniors who are ASVAB tested and meet the basic Air Force enlistment criteria showing name, mailing address, test scores, and high school where tested. Enlistment processing records for other military services showing Social Security Number, name, state and county of residence, test scores, educational level, physical profile, processing date and location, prior service, and other personal data such as age, sex, race, marital status, and number of dependents. Officer applicant records showing Social Security Number, name, and other educational and personal data necessary for the processing of candidates for commissioning as Air Force Officer. Air Force enlisted recruiter individual records showing such items as Social Security Number, name, recruiting office assigned, and date assigned to Recruiting Service. Authority for maintenance of the system: 10 U.S.C. 503, Enlistments: recruiting campaigns, Air Education and Training Command Regulation 33-2, Recruiting Procedures for the United States Air Force, and E.O. 9397 (SSN). Purpose(s): To furnish leads to the field recruiters derived from the high school ASVAB testing program, evaluate Air Force recruiters on effectiveness of screening out potential under/overweight applicants, evaluate recruiter's and job counselor's activity and efficiency levels, analyze pre-enlistment job cancellations for common reasons, analyze post-enlistment training pipeline attritions for common reasons, evaluate Air Force job reservation pool and past enlistments for effect of potential changes in enlistment policies in areas such as mental qualifications and physical qualifications, evaluate interservice recruiting performance, screen other service enlistees from Air Force advertising lead files, determine pass/fail rates for mental and physical testing, track training performance of Air Force enlistees, study the correlation of job held with performance on the job, study correlation of quality indicators with post-enlistment performance, feedback to field recruiters of individual records on all training attritions, and analyze advertising responses. Used by the personnel record maintenance activity to cross-check file completeness and accuracy. Individual records are aggregated into various statistical analyses for all levels to ascertain recruiting and seasonal procurement trends, to predict future potential developments, and to assist in the development of procurement, classification, and assignment policies for Air Force military personnel. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored in computers and on computer output products. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Enlistment processing records and recruiter records are retained until no longer needed; recruiter personnel records are retained for one year after individual is removed from recruiter production status; potential enlistee records and high school test records are retained for two years or when no longer needed, whichever is sooner; advertising lead records are retained for two years after end of FY and interservice recruiting records are retained for three months after the end of the month case file was received by the recruiter. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. These retentions are built into the computer system program with automatic software controlled deletions from the machine-readable record. System manager(s) and address: Directorate of Recruiting Operations, Headquarters United States Air Force Recruiting Service, 550 D Street West, Randolph Air Force Base, TX 78150-4527. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the Directorate of Recruiting Operations, Headquarters United States Air Force Recruiting Service, 550 D Street West, Randolph Air Force Base, TX 78150-4527. Request must contain full name, Social Security Number and current mailing address. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Directorate of Recruiting Operations, Headquarters United States Air Force Recruiting Service, 550 D Street West, Randolph Air Force Base, TX 78150-4527. Request must contain full name, Social Security Number and current mailing address. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: The source of all records in the system are from automated system interfaces. Exemptions claimed for the system: None. F036 AETC F System name: Recruiting Research and Analysis System. System location: Headquarters United States Air Force Recruiting Service, 550 D Street West, Randolph Air Force Base, TX 78150-4527. Categories of individuals covered by the system: Air Force enlisted personnel entering active duty. Individuals tested and processed for Air Force enlistment. Potential Air Force enlistees qualified through the Armed Services Vocational Aptitude Battery (ASVAB) high school testing program. Applicants for the Officer Training School. Air Force active duty officer and enlisted personnel. Categories of records in the system: Survey analysis records containing such items as Social Security Number, biographical and opinion survey data, supervisor's ratings, achievement, aptitude, reading, vocational interest and adjustment and temperament inventory scores, Air Force tech training class score, statistics and trend analysis. Authority for maintenance of the system: 10 U.S.C. 503, Enlistments: recruiting campaigns, Air Education and Training Command Regulation 33-2, Recruiting Procedures for the United States Air Force, and E.O. 9397 (SSN). Purpose(s): Research statistical reference file used by Headquarters United States Air Force Recruiting Service. Specific uses are to: (1) evaluate the quality of Air Force military personnel procured by Air Force Recruiting Service; (2) develop a more objective screening process for entry into recruiting duty; and (3) develop opinion-based recommendations for recruiting effort improvements. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored in file folders, in computers and on computer output products. Retrievability: Retrieved by Social Security Number, study control number or name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Records are retained until no longer needed. ASVAB records are destroyed after two months. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Director of Recruiting Operations, Headquarters United States Air Force Recruiting Service, 550 D Street West, Randolph Air Force Base, TX 78150-4527. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the Director of Recruiting Operations, Headquarters United States Air Force Recruiting Service, 550 D Street West, Randolph Air Force Base, TX 78150-4527. Social Security Number and full name are required to determine if the system contains a record relative to any specific individual. Valid proof of identity is required. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Director of Recruiting Operations, Headquarters United States Air Force Recruiting Service, 550 D Street West, Randolph Air Force Base, TX 78150-4527. Social Security Number and full name are required to determine if the system contains a record relative to any specific individual. Valid proof of identity is required. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from individuals, supervisors, from Air Force Technical Training Centers and from the Recruiting Activities Management Support System (RAMSS). Exemptions claimed for the system: None. F036 AETC G System name: Status of Ineffective Recruiter. System location: Deputy Chief of Staff for Personnel, Headquarters Air Education and Training Command, 1851 1st Street East, Suite 1, Randolph Air Force Base, TX 78150-4315, and Headquarters United States Air Force Recruiting Service, 550 D Street West, Randolph Air Force Base, TX 78150-4527. Categories of individuals covered by the system: Active duty ATC enlisted and officer recruiter personnel relieved from duty. Categories of records in the system: Individual military record containing active case data. Authority for maintenance of the system: 10 U.S.C. 503, Enlistments: Recruiting Campaigns, and Air Education and Training Command Regulation 33-2, Recruiting Procedures for the United States Air Force.' Purpose(s): DCS/P and USAFRS use data to monitor relief actions. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Stored in locked building. Retention and disposal: Retained in office files for one year after annual cutoff, then destroyed. System manager(s) and address: Deputy Chief of Staff for Personnel, Headquarters Air Education and Training Command, 1851 1st Street East, Suite 1, Randolph Air Force Base, TX 78150-4315. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the Deputy Chief of Staff for Personnel, Headquarters Air Education and Training Command, 1851 1st Street East, Suite 1, Randolph Air Force Base, TX 78150-4315. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Deputy Chief of Staff for Personnel, Headquarters Air Education and Training Command, 1851 1st Street East, Suite 1, Randolph Air Force Base, TX 78150-4315. Contesting record procedures: The Air Force rules for accessing records and contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132, 32 CFR part 806b, or may be obtained from the system manager. Record source categories: Information is obtained from source documents, such as reports. Exemptions claimed for the system: None. F036 AETC H System name: Processing and Classification of Enlistees (PACE). System location: Headquarters Air Education and Training Command, 550 D Street East, Randolph Air Force Base, TX 78150-4433, input/output remote at 394 Personnel Processing Squadron, 2320 Carswell Ave, Suite 1, Lackland Air Force Base, TX 78236-5605, and Headquarters United States Air Force Recruiting Service, 550 D Street West, Randolph Air Force Base, TX 78150-4527. Categories of individuals covered by the system: Air Force active duty enlisted personnel. Attached records for Air National Guard and Air Force reserve personnel attending basic military training and the Officer Training Group. Active duty enlisted personnel attending Officer Training Group in TDY status. Categories of records in the system: Airmen trainee records containing name, Social Security Number, and other personal data for assignment from basic military training, security investigation, job preferences, dependent data, education, test scores, grade and promotions, biographical history, physical data, drug abuse history, enlistment personnel and guaranteed training enlistee program data, separation information, classification data, service dates, and basic training flight, squadron, entry and graduation dates. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; and Air Force Instruction 36-2108, Airman Classification. E.O. 9397 (SSN). Purpose(s): To create an initial record for the Base Level Military Personnel Data System (BLMPS); to provide Air Force Military Personnel Center (AFMPC) with initial accession information on non-prior service enlistees; provide for improved classification and assignment procedures using computer processes; provide necessary information to Joint Unit Military Pay System (JUMPS) and Lackland Entering Pay System (LEAPS) for establishment of military pay records; interface the data ring process to the maximum extent with other functional areas; and to standardize and simplify personnel processing for the 3700 Mission Support Squadron, Lackland Air Force Base, TX, so that they may more effectively control record preparation, processing, and classification actions necessary to transition civilian enlistees to military status. Aptitude tests are administered; biographical history and job and assignment preferences are collected; and personal data is collected from enlistment records to establish a mechanized record necessary to support classification and assignment of trainees. Accession and update data is furnished through automatic interface to the advanced Personnel Data System (PDS) at AFMPC and Air Training Command, Randolph Air Force Base, TX; to JUMPS at Defense Accounting and Finance Center, Denver, CO, and to LEAPS at accounting and finance, Lackland Air Force Base, TX. History records are furnished monthly to the Human Resources Laboratory, Personnel Research Division (HRLPRD) Brooks Air Force Base, TX, for statistical analysis and to HQ USAF Recruiting Service/ RSO, Randolph Air Force Base, TX, for use in the enlistee quality control monitoring system. Data is used to prepare forms, processing schedules, reassignment and promotion orders, classification actions, transaction and error rosters, autodin lists, and management products necessary to administer trainees while at Lackland Air Force Base, TX. Standard BLMPS products such as JUMPS transaction registers, strength balance reports, and suspense lists are prepared. Changes in basic data, promotions, reassignments, separations, and duty status changes are reported to PDS, JUMPS, and LEAPS as the action occurs. History records used at HRLPRD and the enlistee quality control monitoring system are augmented by additional data from PDS and technical training centers and are used to evaluate the quality of airmen enlisted in the USAF and the effects of changes in procurement and classification policies. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in computers and on computer output products. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Records for basic trainees are retained in active file until departure from basic military training is confirmed then transferred to history file on magnetic tape for one year. Records for Officer trainees are maintained in the active file until end of fiscal year in which they enter training and then transferred to history file on magnetic tape for one year. History file is destroyed when no longer needed. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Commander, 394 Personnel Processing Squadron, 2320 Carswell Ave, Suite 1, Lackland Air Force Base, TX 78236-5605. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the Commander, 394 Personnel Processing Squadron, 2320 Carswell Ave, Suite 1, Lackland Air Force Base, TX 78236-5605. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Commander, 394 Personnel Processing Squadron, 2320 Carswell Ave, Suite 1, Lackland Air Force Base, TX 78236-5605. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from automated system interfaces, from source documents such as reports, and from forms prepared during enlistment processing and completed during interviews and testing at 3731 Personnel Processing Squadron. Exemptions claimed for the system: None. F036 AETC I System name: Cadet Records. System location: Air Force Reserve Officer Training Corps, 20 North Pine Street, Maxwell Air Force Base, AL 36112-6110, and portions pertaining to each Reserve Officer Training Corps detachment located at respective detachments. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Air Force Reserve Officer Training Corps (AFROTC) cadets applying for, or enrolled or previously enrolled within the past three years, in the professional officers course or the general military course, if the latter participation was in a scholarship status. Categories of records in the system: Applications for enrollment in the Air Force Reserve Officers' Training Corps (AFROTC) courses, applications for the AFROTC scholarship program, substantiation records of qualification for the courses or programs, acceptances of applications, awards of scholarships, records attesting to medical, academic, moral and civic qualifications, records recording progress in flying instruction, Euro-NATO Joint Jet Pilot Training (ENJJPT) application data, academic curriculum and leadership training, counseling summaries, records of disenrollment from other officer candidate training; records of separation or discharge from officer candidate training; records of separation or discharge of prior service members; financial record data, certification of degree requirements; Regular appointment nomination data, records tendering and accepting commissions, records verifying national agency checks or background investigation, records required or proffered during investigations for disenrollment, legal opinions, letters of recommendations, corroboration by civil authorities, awards, citations; and allied papers. Field training administration records consist of student assignment/orders, in-processing checklist, counseling records, drill evaluation, weekly quarters inspection, discrepancy reports, student performance reports. Flight instruction program records consist of student eligibility, grade sheets and performance records, training certificates, waiver and elimination actions. Authority for maintenance of the system: 10 U.S.C. 33, Appointment in Regular Component; 10 U.S.C. 103, Senior Reserve Officers' Training Corps; Air Force Instruction 36- 2001, Air Force Reserve Officers' Training Corps (AFROTC); Air Force Regulation 45-3, Air Force Reserve Officer Training Corps Field Training Program and E.O. 9397 (SSN). Purpose(s): Used for recruiting and qualifying a candidate for acceptance as an AFROTC cadet, continuing the cadet in the program and awarding an Air Force commission. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, note books/binders, in computers and on computer output products. Retrievability: Retrieved by name, Social Security Number and detachment number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Records at unit of assignment are destroyed one year after acceptance of commission or one year after disenrollment. Records at HQ AFROTC for disenrolled cadets are destroyed after three years. Computer records are destroyed when no longer needed. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Director of Senior Program, Air Force Reserve Officer Training Corps, 20 North Pine Street, Maxwell Air Force Base, AL 36112-6110, and Commander of appropriate AFROTC detachment. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to the AFROTC Detachment Commander at location of assignment. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Request for information involving an investigation for disenrollment should be addressed to Commander, Air Force Reserve Officer Training Corps, 20 North Pine Street, Maxwell Air Force Base, AL 36112-6110. Requests should include full name and SSN. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the AFROTC Detachment Commander at location of assignment. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Request for information involving an investigation for disenrollment should be addressed to Commander, Air Force Reserve Officer Training Corps, 20 North Pine Street, Maxwell Air Force Base, AL 36112-6110. Requests should include full name and SSN. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Sources of records in the system are educational institutions, secondary and higher learning; government agencies; civilian authorities; financial institutions; previous employers; individual recommendations, interviewing officers; and civilian medical authorities. Exemptions claimed for the system: Portions of this system may be exempt under the provisions of 5 U.S.C. 552a(k)(5), as applicable, but only to the extent that disclosure would reveal the identity of a confidential source. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 806b. For additional information contact the system manager. F036 AETC J System name: Four-Year Reserve Officer Training Corps (AFROTC) Scholarship Program Files. System location: Central records maintained at Four-Year AFROTC Scholarship Branch (RRUF), Maxwell Air Force Base, AL 36112; computer printout summary data sent to AFROTC and Air Force Junior Reserve Officer Training Corps (AFJROTC) detachments; AFROTC area admission counselors located at selected AFROTC detachment, and congressmen at their request. Addresses are maintained by the AFROTC Commandant, Maxwell Air Force Base, AL 36112. Categories of individuals covered by the system: High school students or graduates who apply for the four-year scholarship. Categories of records in the system: AFROTC administrative unit; applicant's address; AFROTC detachment located at the educational institution to be attended by the applicant; AFROTC detachment which the applicant desires to attend; AFJROTC unit attended by applicant; college entrance examination board scores; applicant's class standing and size of class; applicant disqualification causes; personal interview actions and associated waivers as required; applicant medical status; applicant's full name; AFROTC program qualification; applicant medical remedial requirements; applicant scholarship status; applicant Social Security Number; applicant test qualification; civil air patrol wing attended; applicant's high school and address; applicant high school decile placement; applicant grade point average; applicant telephone number; applicant date of birth; applicant statement of understanding and intent; medical testing facility; AFROTC area admission counselor's areas of responsibilities; applicant scholarship choices; AFROTC four-year central scholarship selection board results; applicant's designated scholarship; civil involvement information and associated waivers as required; name of educational institution to be attended by applicant; applicant's high school principal evaluation; AFJROTC instructor evaluation of a cadet; high school transcripts; application forms. Authority for maintenance of the system: 10 U.S.C. 2107, Financial assistance program for specially selected members; and Air Force Regulation 45-48, Air Force ROTC. Purpose(s): Used by AFROTC scholarship program office, AFROTC detachments, and AFROTC area admission counselors for processing and awarding of AFROTC 4-year scholarships; counseling applicants concerning application difficulties and problems; and the recruiting of applicants into the AFROTC program. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, visible file binders/cabinets, and on computer and computer output products. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms and controlled by computer system software. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Chief, Four-Year Scholarship Branch, Maxwell Air Force Base, AL 36112. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief, Four-Year Scholarship Branch, Maxwell Air Force Base, AL. Requests should include the full name, military-applicant status, and Social Security Number or military service number. Individuals may visit the AFROTC scholarship Programs Office, Maxwell Air Force Base, AL 36112. Individuals must provide their full name, military applicant status, and Social Security Number or service number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief, Four-Year Scholarship Branch, Maxwell Air Force Base, AL. Requests should include the full name, military-applicant status, and Social Security Number or military service number. Individuals may visit the AFROTC scholarship Programs Office, Maxwell Air Force Base, AL 36112. Individuals must provide their full name, military applicant status, and Social Security Number or service number. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from educational institutions, automated system interfaces, police and investigating officers and from source documents such as reports. Exemptions claimed for the system: None. F036 AETC K System name: Officer Training Group (OTG) Resource Management System - Officer Trainees. System location: 3700 Officer Training Group, Lackland Air Force Base, TX 78236- 5000. Categories of individuals covered by the system: Officer trainees while attending OTG. Categories of records in the system: Officer trainee record showing name, Social Security Number; demographic data such as college degree, major institution, and year awarded; OTG selection data such as Air Force Officer Qualifying Test scores; performance data such as test scores, measurement evaluation, merits and demerits earned, involvement in remedial programs; health data to include height, weight aerobic program requirements and performance; injuries that require waivers to training or delay of commissioning; student disposition indicators showing in-training, eliminated, recycled, holdover or graduated. Authority for maintenance of the system: 10 U.S.C. Chapter 907 - Schools and camps as implemented by Air Force Instruction 36-2013, Airman Commissioning Programs and Officer Training School; Air Education and Training Command Regulation 53-3, Administration of the Officer Training School (OTS) Program, and E.O. 9397 (SSN). Purpose(s): To track attrition to the OTG program by cause and type comparing that against demographic and performance data of the individual, and to monitor the progress of an individual toward completion of the program. Records may be grouped by class, squadron, flight, a demographic or performance factor in the accomplishment of evaluations of the program or the individual in relation to peers. Studies, analyses, and evaluations that use these records are intended to improve the quality of the training program, and develop a more accurate profile of those individuals who can be expected to accomplish the OTG program. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored on magnetic tape, disk units, in computers and on computer output products. Retrievability: Retrieved by Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Records are retained for two years after class graduation then destroyed. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Registrar, 3700 Officer Training Group (OTG/MT), Lackland Air Force Base, TX 78236-5000. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the Registrar, 3700 Officer Training Group (OTG/MT), Lackland Air Force Base, TX 78236-5000. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to or visit the Registrar, 3700 Officer Training Group (OTG/MT), Lackland Air Force Base, TX 78236-5000. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from the individual, flight commanders, OTG instructors, personnel specialists and members of the registrar's office. Exemptions claimed for the system: None. F036 AETC L System name: Community College of the Air Force Student Record System. System location: The system is centrally administered by the Community College of the Air Force, 130 East Maxwell Boulevard, Maxwell Air Force Base, AL 36112-6307. Computer processing for the system is performed by the Systems Development Branch. Categories of individuals covered by the system: The system may have a record for any person who since January 1, 1968 has completed a formal course of instruction conducted by one of the Air Force schools identified in the current Community College of the Air Force General Catalog. Such courses do not include pre- commissioning courses and courses conducted exclusively for officers or their civilian counterparts. The system includes records reflecting Air Force courses completed before 1968 and other educational accomplishments for persons who as enlisted members of the Air Force registered in programs of study leading to credentials awarded by the college. Both here and where appropriate below, the general term Air Force includes the regular Air Force, the Air Force Reserve, and the Air National Guard. Categories of records in the system: Individual academic records and, where necessary to serve airmen registered in study programs leading to credentials awarded by the college, a variety of source or substantiating records such as copies of registration applications and document control records derived from such applications, civilian college transcripts, college level examination program score reports; copies of educational records originated by other Air Force and non-Air Force agencies external to the college (such as the Federal Aviation Agency, the United States Armed Forces Institute, and the Defense Activity for Non-traditional Education Support), copies of a variety of Air Force personnel records (such as documents derived from master records maintained by the Air Force Manpower and Personnel Center and microfiche records of locator data); and records of credentials awarded to graduates. The college also maintains copies and related records of communications from, to, or regarding persons interested in the college, its educational programs, its student record system, and related matters. Copies of and statistical records derived from individual responses to surveys, questionnaires, and similar instruments authorized by HQ USAF may also be maintained as needed for managerial evaluation and planning by officers of the college. Authority for maintenance of the system: 10 U.S.C. 9315, Community College of the Air Force: associate degree; Air Force Instruction 36-2304, Community College of the Air Force, and E.O. 9397 (SSN). Purpose(s): Records originated in the system document, in terms of credit awarded or accepted in transfer by the college, individual educational accomplishments which satisfy curricular requirements of study programs leading to an Associate in Applied Science degree offered by the college. Transcripts of records in the college are, at the written request of persons concerned, furnished to any recipient(s) designated in such requests. Such recipients typically include Air Force Education Services Centers, other offices where Air Force personnel are stationed, educational institutions, and potential or current employers. CCAF transcripts and copies of other records originated in the college are also used to support educational and occupational counselling, planning, and development; admission to other colleges; and related individual affairs. Disclosures of information recorded in the system may be made to employees of civilian contractors engaged by the Air Force to provide services which directly or indirectly support the record system. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Permanent student computer records are maintained on and as necessary reproduced from magnetic media. Paper records are maintained in file folders, card files, and special binders/cabinets designed for computer listings. Retrievability: Computer records are retrievable by a combination of Social Security Number and certain letters of last name. Paper records are retrievable by either Social Security Number or name. Safeguards: Records maintained in the college are normally disclosed only upon written request from the subject of the records or upon written request from an Air Force officer or employee responsible to provide educational or related services to Air Force personnel. Disclosures to non-Air Force agencies not requested by the subject of the records require approval of an officer of the college. Except for disclosures within the college as may be necessary to its operations, requests by telephone and other unwritten means will not be honored unless in the judgment of a responsible member of the college staff the requester is a member or employee of the Air Force acting on behalf of, or is, the person whose record is requested. Special care is exercised to ensure complete identification of the requester, the person whose record is to be disclosed, and intended use. Other systematic safeguards to ensure integrity of records include secure storage of successive generations of computer master files, existence and long- term retention in other Air Force facilities of records needed to rebuild the entire system in the event of catastrophe, and traditional measures to ensure the security of Air Force facilities. All records in the system are attended by responsible Air Force personnel during duty hours and stored in locked facilities under constant or periodic surveillance by Air Force security police during non-duty hours. Those in computer storage devices are protected by computer system software. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference. Specific rules for retention of permanent microfiche have not yet been determined. It is anticipated that such records may need to be retained for not less than 30 and not more than 50 years beyond the latest entries on each such record. Active master file records on the computer are by their nature evolutionary and will be maintained permanently. Paper records maintained to serve students registered in study programs are retained so long as a registrant remains active in his or her program. Such records are destroyed 1 year after a registrant completes his or her study program. Other records are typically retained only so long as they may serve a useful purpose, which is typically between 30 and 90 days. No rule has yet been defined for retaining records which verify awards of credentials by the college, but it is expected that such records will need to be archival. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: President, Community College of the Air Force, 130 East Maxwell Boulevard, Maxwell Air Force Base, AL 36112-6307. Notification procedure: Persons who have not registered in the college should address inquiries regarding records maintained by the college to Chief, Student Records Branch, Community College of the Air Force, 130 East Maxwell Boulevard, Maxwell Air Force Base, AL 36112-6307. Persons who have registered in the college may address inquiries as above or to Chief, Academic Programs Division also at Maxwell Air Force Base. Such inquiries will need to include the full name (and former names if appropriate), Social Security Number, and birth date of the inquirer, and should include a full return address (including ZIP Code). Visits to the college are welcomed, and visitors seeking information about personal records should first visit the Office of the Registrar. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the System Manager, or to addresses listed above. Visits to the college are welcomed, and visitors seeking information about personal records should first visit the Office of the Registrar. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from educational institutions, automated system interfaces and from source documents submitted to the college by or at the request of individuals concerned, or by other Air Force agencies acting on behalf of individuals concerned. Exemptions claimed for the system: None. F036 AETC M System name: Air University Academic Records. System location: Air University, Maxwell Air Force Base, AL 36112. Subsystems are located and maintained at the Air Force Institute of Technology/RR, Wright-Patterson Air Force Base, OH 45433; Extension Course Institute/EDOR, Gunter Air Force Station, AL 36118. Categories of individuals covered by the system: Graduates, students currently or previously enrolled in AFIT, AU PME schools or ECI. Categories of records in the system: Education records which include transcripts; test scores; completion/noncompletion status; training reports; rating of distinguished, outstanding or excellent graduate as appropriate; and other documents associated with academic records. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; Air Force Regulation 50-12, Extension Course Program; Air Force Regulation 53-8, USAF Officer Professional Military Education System; and E.O. 9397 (SSN). Purpose(s): Individuals seeking academic or certification credit for courses completed may request applicable Registrar to send a record of courses completed to school or activity desired. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders at Air Force Institute of Technology, and in microform and on computer at Extension Course Institute. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in vaults and locked cabinets or rooms and are controlled by personnel screening. Retention and disposal: Retained for 30 years or until no longer required at ECI; master transcripts of resident schools are kept 50 years at AFIT. System manager(s) and address: Registrar, Air Force Institute of Technology, Wright-Patterson Air Force Base, OH 45433; Air University Registrar, Extension Course Institute, Gunter Air Force Station, AL 36118. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Registrar, Air Force Institute of Technology, Wright-Patterson Air Force Base, OH 45433; Air University Registrar, Extension Course Institute, Gunter Air Force Station, AL 36118. Include full name, Social Security Number and class designation. Individuals may visit Office of the Registrar. Identification is required. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Registrar, Air Force Institute of Technology, Wright-Patterson Air Force Base, OH 45433; Air University Registrar, Extension Course Institute, Gunter Air Force Station, AL 36118. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from educational institutions, source documents such as reports, testing agencies, student, and on-the-job training officials. Exemptions claimed for the system: None. F036 AETC N System name: Student Record Folder. System location: Air University, Maxwell Air Force Base, AL 36112 and at each Air University Professional Military School/Course at Maxwell Air Force Base, and Gunter Air Force Base, AL 36118. Categories of individuals covered by the system: Military and civilian students. Categories of records in the system: Individual student folder containing test results, speech and writing critiques, interview/counseling record, faculty rating, and other documents pertaining to student administration. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; and Air Force Regulation 53-8, USAF Officer Professional Military Education System. Purpose(s): Used by faculty and staff of applicable school/course to evaluate and record performance/progress of student, and to determine suitability for future faculty position. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in office files until graduation or elimination from training, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Director of Curriculums. Submanagers: Director of Administration (DA) at each school/course. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Director of Administration at the applicable school. Provide name, Social Security Number. May visit the office of the Director of Administration and present acceptable identification. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Director of Administration. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual student, instructor and source documents such as reports. Exemptions claimed for the system: None. F036 AETC O System name: Defense English Language Management Information System (DELMIS). System location: Defense Language Institute English Language Center, 1370 Selfridge Avenue, Lackland Air Force Base, TX 78236-5231. Categories of individuals covered by the system: International Military Students (IMS) and active duty military personnel assigned to the program. Categories of records in the system: Name and Social Security Number; demographic data such as date of birth, sex, marital status, ethnic group; educational data; performance data such as test scores; measurement data; individual training progress and proficiency; class schedule; locator, and academic status. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; as implemented by Air Force Instruction 16-103/ OPNAVINST 1550.11/MCO 1550.24, Management of the Defense English Language Program; and E.O. 9397 (SSN). Purpose(s): To track attrition of the program by cause and type, and to compare that against demographic and performance data of the individual, and to monitor the progress of each individual toward completion of the program. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored in computer and computer output products. Retrievability: Retrieved by name or student control number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Access to the computer system requires user code and password. Retention and disposal: Output products are retained until no longer needed; computerized records will be retained for ten years after individual completes or discontinues training. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Chief, Operations Branch, Defense Language Institute English Language Center, 1370 Selfridge Avenue, Lackland Air Force Base, TX 78236-5231. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the Chief, Operations Branch, Defense Language Institute English Language Center, 1370 Selfridge Avenue, Lackland Air Force Base, TX 78236- 5231. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Chief, Operations Branch, Defense Language Institute English Language Center, 1370 Selfridge Avenue, Lackland Air Force Base, TX 78236-5231. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from the individual, source documents, commanders. Exemptions claimed for the system: None. F036 AETC P System name: Student Questionnaire. System location: Air University, Maxwell Air Force Base, AL 36112. Subsystems are located at the Air War College, Air Command and Staff College, Squadron Officers School, Maxwell Air Force Base, AL 36112. Categories of individuals covered by the system: All students attending Air War College (AWC), Air Command and Staff College (ACSC), and Squadron Officers School (SOS). Categories of records in the system: Questionnaire including military data such as name, Social Security Number, grade, age, flying data, education data, personal data and locator data. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; and Air Force Regulation 53-8, USAF Officer Professional Military Education System. Purpose(s): Primary use is to gather statistical data for analysis by management analysis personnel, subsequent publication of data in AU quarterly program summary. Used by applicable PME school for locator and other administrative 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Class designator and filed by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in office files until graduation or elimination from training, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Director of Management Analysis at HQ USAF Submanager at each applicable school, AWC, ACSC, and SOS. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Director of Administration at the applicable school. Provide name, Social Security Number and class. Individuals may visit the office of the Director of Administration at the applicable school. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Director of Management Analysis at HQ USAF Submanager at each applicable school, AWC, ACSC, and SOS. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual student. Exemptions claimed for the system: None. F036 AETC Q System name: Institutional Research Analysis System. System location: Headquarters Air University, Curriculum and Research Directorate (HQ AU/XPZ), Maxwell Air Force Base, AL 36112-5001. Categories of individuals covered by the system: All students attending any of the following Air University (AU) schools in residence, Air War College; Air Command and Staff College; Squadron Officer School; the USAF Senior Noncommissioned Officer Academy; Ira C. Eaker Center for Professional Development; Center for Aerospace Doctrine, Research and Education, and all faculty and staff of these schools. Categories of records in the system: Education and assignment history, information on school curriculum, facilities, and budgets by organization within AU and manpower data for AU organizations. Selected demographic data on students, faculty, and staff assigned to AU to include evaluation data, personnel data and school curricula data. Data on AU facilities, selected budget information and historical data regarding the operations of AU schools. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and Duties; delegation by; as implemented by DOD Instruction 1430.5; Air Force Regulation 53-8, USAF Officer Professional Military Education System; and E.O. 9397 (SSN). Purpose(s): The system will be used to generate statistical summaries of unclassified data for use by action officers as part of their normal duties, and to enable programming of simple applications for use by other AU organizations and headquarters personnel. Additional capabilities of the system will consist of word processing and statistical analyses necessary for producing summaries and reports as needed by the Air University Commander and Air Force senior leadership. The system will be used to support the mission of Air University. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are maintained on computer in an automated medium. Retrievability: Records may be retrieved by any of the following, Social Security Number, name, date of birth, specialty or occupation code, rank/ grade, aeronautical rating, branch of service, service status, educational level, advanced degrees, professional military education school attended, status (student/faculty/staff), or academic rank (if faculty). Safeguards: The room containing the IRAS computer system and all storage media has two lockable entrances which will be secured after duty hours. A checklist of authorized users will be placed by each entrance. Individual user codes/passwords will be required for access onto the system. Backup copies of all disks will be labeled and placed in a designated location in the room. Tapes and disks will be securely stored when not in use. The system manager will assign passwords to all users. HQ AU/XPZ will maintain security logs, run logs, and incident reports used to provide audit trails for the system. Retention and disposal: Records are maintained for a period of 10 years and then destroyed. Principal means of destruction of data on magnetic media will be degaussing or overwriting. System manager(s) and address: HQ AU, Chief of Computer Applications or the HQ AU Curriculum Coordinator, Austin Hall, Maxwell Air Force Base, AL 36112-5001. Notification procedure: Individuals seeking to determine if records about themselves are contained in this system should address written inquiries to or visit HQ AU, Chief of Computer Applications, or the HQ AU, Curriculum Coordinator, Austin Hall, Maxwell Air Force Base, AL 36112-5001. The request should contain the full name, current address, phone number, current military/civilian (DOD) status, date(s) of attendance at Air University, Social Security Number, and proof of identity with an Armed Forces identification card or driver's license. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to or visit HQ AU Chief of Computer Applications or the HQ AU Curriculum Coordinator, HQ AU/XPZ, Austin Hall, Maxwell Air Force Base, AL 36112-5001. The request should contain the full name, current address, phone number, current military/civilian (DOD) status, date(s) of attendance at Air University, Social Security Number, and proof of identity. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system managers. Record source categories: Information in the system will be provided by the individual concerned; by each Air University organization; and from local organizational data bases. Exemptions claimed for the system: None. F036 AETC R System name: Student Records. System location: Professional Military Education Centers, NCO Academies and schools at Air Force Major Commands and bases. Categories of individuals covered by the system: Military personnel assigned to the centers or schools as students. Categories of records in the system: Student records including academic standing, evaluations, training and testing results, counseling, locator information. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by as implemented by Air Force Regulation 50-39, Noncommissioned Officer Professional Military Education and Civilian Initial Supervisory Training. Purpose(s): Used as a record of attendance and training, class standing, completion or elimination, as locator, and as a source of statistical information. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in paper files, and on computer and computer output products. Retrievability: Retrieved by name. Safeguards: Records are stored in security file containers/cabinets or rooms. Records are accessed by the custodian of the system or persons responsible for maintenance of the records in course of their official duties. Retention and disposal: Retained for 10 years. System manager(s) and address: Superintendent for PME at each Major Command, commandant at each academy or leadership school or director of personnel at each base where a school is located. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Superintendent for PME at each Major Command, commandant at each academy or leadership school or director of personnel at each base where a school is located. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Superintendent for PME at each Major Command, commandant at each academy or leadership school or director of personnel at each base where a school is located. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from students and staff. Exemptions claimed for the system: None. F036 AETC S System name: Flying Training Records. System location: 12th Flying Training Wing, 1st Flight Screening Squadron, Lackland Air Force Base, TX 78236-5000, and 557th Flying Training Squadron, United States Air Force Academy (USAF Academy), CO 80840- 5001. Categories of individuals covered by the system: All students entered in T41 training at Hondo Municipal Airport, Hondo, TX, and the USAF Academy, CO. Categories of records in the system: Flying training grades and records. Complete record of training including class number, flying and academic course completed, flying hours, whether graduated or eliminated and date, reason for elimination. Training Review Board proceedings, student performance in each category of training, including grades, evaluations and performance documentation, background information including name, grade and Social Security Number. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; Air Training Command Regulation 51-10, Student Administration; 10 U.S.C. 903, United States Air Force Academy, and E.O. 9397 (SSN). Purpose(s): To Determine flying training potential and to Document and record performance, and manage training. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, in computers and on computer output products. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Student training records are destroyed 1 year after completion of the Flight Screening Program. Student training records for Air Force Reserve Officer Training Corp cadets are destroyed 2 years after completion of training. Student grade books are destroyed 18 months after class graduates (June). Training Review Board records are destroyed one year after closeout. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Commander, 1st Flight Screening Squadron, Lackland Air Force Base, TX 78236-5000 and Commander, 557th Flying Training Squadron, USAF Academy, CO 80840-5001. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the Commander, 1st Flight Screening Squadron, Lackland Air Force Base, TX 78236-5000 or to the Commander, 557th Flying Training Squadron, USAF Academy, CO 80840-5001. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Commander, 1st Flight Screening Squadron, Lackland Air Force Base, TX 78236-5000 or to the Commander, 557th Flying Training Squadron, USAF Academy, CO 80840- 5001. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Internally generated. Information from source documents such as grade sheets, written examinations, and flight examinations; from reports by instructors and from the individual. Exemptions claimed for the system: None. F036 AETC T System name: Flying Training Records - Nonstudent. System location: Columbus Air Force Base, MS 39701-5000; Lackland Air Force Base, TX 78236-5001; Laughlin Air Force Base, TX 78843-5000; Mather Air Force Base, CA 95655-5000; Randolph Air Force Base, TX 78150-5000; Reese Air Force Base, TX 79489-5000; Sheppard Air Force Base, TX 76311-5000; Williams Air Force Base, AZ 85240-5000; United States Air Force Academy (USAF Academy), CO 80840-5001, 50th Airmanship Training Squadron (50ATS), USAF Academy, CO 80840-5566, and Peterson Air Force Base, CO 80914-5000. Headquarters Air Force Systems Command (AFSC), and AFSC Divisions, Centers, Laboratories and Bases. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Aircrew personnel of Air Training Command (ATC), academic instructors in flying training courses; trainer instructors; aircrew personnel; academic and staff instructors attached to the Deputy Commandant for Operations in support of Airmanship and 50ATS flying programs; and students entered into AFSC flight training program. Categories of records in the system: Records which document aircrew training, evaluations, performance, and accomplishments. Taped radio transmissions. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; Air Training Command Regulation 51-27, Academic Training; 10 U.S.C. 903, United States Air Force Academy; and Air Force Systems Command Manual 51-1, Aircrew Flying Training, and E.O. 9397 (SSN). Purpose(s): To document the training, performance, and qualifications of aircrew and synthetic trainer personnel. Taped radio communications are used to investigate aircraft accidents, and to document aircrew training, evaluations, and performance. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, microform, magnetic tape, in computers and on computer output products. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Flight Evaluation Folders are maintained for the duration of the individual's assignment in Air Training Command or at the USAF Academy. Outdated material is returned to the individual. Aircrew instruction records and students flight training records are destroyed after 1 year, or on discontinuance of activity, whichever is sooner. Radio tapes are destroyed after 15 days unless circumstances dictate otherwise. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Deputy Chief of Staff Operations, Headquarters, Air Training Command (HQ ATC/DOV), Randolph Air Force Base, TX 78150-5001. Deputy Commandant for Operations, USAF Academy, CO 80840-5001; Commander, 50ATS, USAF Academy, CO 80840-5566; and Noncommissioned Officer in Charge, Operations System Management, Peterson Air Force Base, CO 80914-5000. Detachment 24, HQ AFSC/OSE, Eglin Air Force Base FL 32542-5000. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the Deputy Chief of Staff Operations, Headquarters, Air Training Command (HQ ATC/DOV), Randolph Air Force Base, TX 78150- 5001; Deputy Commandant for Operations, USAF Academy, CO 80840-5001; Commander, 50ATS, USAF Academy, CO 80840-5566; and Noncommissioned Officer in Charge, Operations System Management, Peterson Air Force Base, CO 80914-5000; Detachment 24, HQ AFSC/OSE, Eglin Air Force Base FL 32542-5000. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Deputy Chief of Staff Operations, Headquarters, Air Training Command (HQ ATC/DOV), Randolph Air Force Base, TX 78150-5001; Deputy Commandant for Operations, USAF Academy, CO 80840-5001; Commander, 50ATS, USAF Academy, CO 80840- 5566; and Noncommissioned Officer in Charge, Operations System Management, Peterson Air Force Base, CO 80914-5000; Detachment 24, HQ AFSC/OSE, Eglin Air Force Base FL 32542-5000. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information from source documents prepared by personnel administering training or evaluating performance; voice radio communications. Information is obtained from the individual, from instructor supervisors, and personnel involved in the evaluation and analysis of training effectiveness. Exemptions claimed for the system: None. F036 AETC U System name: Flying Training Records - Student. System location: Headquarters, Air Training Command (HQ ATC), Randolph Air Force Base TX, 78150-5001; Washington National Records Center, Washington, DC 20409; 94th Airmanship Training Squadron (94 ATS), United States Air Force Academy (USAF Academy), CO 80840-5001, and 50th Airmanship Training Squadron (50 ATS), USAF Academy, CO 80840- 5566. All ATC pilot and navigator training Wings. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Students entered into undergraduate pilot and navigator training; students entered into airmanship flying training courses at USAF Academy, and students entered in Aviation Science courses at USAF Academy who fly the T-43A as part of these courses. Categories of records in the system: Complete record of training including class number, flying and completed, flying hours, whether graduated or eliminated and date, reasons for elimination, Training Review Board proceedings, student's performance in each category of training, including grades, evaluations and performance documentation; background information including name, grade, Social Security Number; source of commission, college, subject matter, etc; past training unit of assignment; class standing prior to 31 Dec 74; progress records on minority students academic course completed; complete record of evaluations including section number, student name, grades on each phase of flight evaluations and overall flight evaluation grades. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; Air Training Command Regulation 51-9, Training Review Process; Air Training Command Regulation 51-10, Student Administration, and 10 U.S.C. 903, United States Air Force Academy, and E.O. 9397 (SSN). Purpose(s): Document and record student performance, analyze student performance in follow-on training in order to evaluate training and revise course content; provide background information; report to Air National Guard/Air Force Reserve and other Air Force training units on qualifications of graduates; used to monitor student performance by source of entry, education level, and minority status; record and document Training Review Board proceedings; used to monitor student performance and as a record in the event of Training Review Board proceedings. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, note books/binders, card files in computers and on computer products. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Student grade books are destroyed one year after completion of training; summary training Records are retained in office files for two years after completion or discontinuance of course, then retired to Washington National Records Center, Washington, DC, for eight years; other records are retained in office files until superseded, obsolete, no longer needed for reference or on inactivation. Training Review Board records are retained for one year. Student cadet records are destroyed after graduation. Student grade books are retained for 1 year after course completion. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Deputy Chief of Staff Operations, Headquarters, Air Training Command (HQ ATC/DOTF), Randolph Air Force Base, TX 78150-5000. Commander, 94 ATS (94 ATS/CC), USAF Academy, CO 80840-8876. Commander, 50 ATS (50 ATS/CC), USAF Academy, CO 80840-5566. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the Deputy Chief of Staff Operations, Headquarters, Air Training Command (HQ ATC/DOTF), Randolph Air Force Base, TX 78150- 5000; Commander, 94 ATS (94 ATS/CC), USAF Academy, CO 80840-8876; or the Commander, 50 ATS (50 ATS/CC), USAF Academy, CO 80840-5566. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Deputy Chief of Staff Operations, Headquarters, Air Training Command (HQ ATC/DOTF), Randolph Air Force Base, TX 78150-5000; Commander, 94 ATS (94 ATS/ CC), USAF Academy, CO 80840-8876; or the Commander, 50 ATS (50 ATS/ CC), USAF Academy, CO 80840-5566. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information comes from source documents such as grade sheets, written examinations, and flight examinations, and flight grade sheets; from reports by instructors and students, automated system interfaces, and from the individual. Exemptions claimed for the system: None. F036 AETC V System name: Potential Faculty Rating System. System location: Squadron Officer School, Maxwell Air Force Base, AL 36112-6424. Categories of individuals covered by the system: Former Squadron Officer School students being considered for faculty duty. Categories of records in the system: Individual rating of students. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; and Air Training Command Regulation 53-1, Faculty Boards and Administrative Withdrawals and Losses. Purpose(s): Used to evaluate individuals for potential assignment as faculty members. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in note books/binders. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and stored in locked cabinets or rooms. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Director of Student Operations, Squadron Officer School, Maxwell Air Force Base, AL 36112-6424. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Director of Student Operations, Squadron Officer School, Maxwell Air Force Base, AL 36112-6424. Requests should include the individual's name and Social Security Number. Individuals may visit Office of the system manager and present Military ID Card. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Director of Student Operations, Squadron Officer School, Maxwell Air Force Base, AL 36112-6424. Requests should include the individual's name and Social Security Number. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from source documents such as reports. Exemptions claimed for the system: None. F036 AFAA B System name: Air Force Audit Agency Office Training File. System location: Headquarters, Air Force Audit Agency, 1125 Air Force, The Pentagon, Washington, DC 20330-1125, and all Air Force Audit Agency area offices. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Air Force Audit Agency active duty and reserve officer and enlisted personnel, and civilian employees. Categories of records in the system: Training Control Record, Training Achievement Report, Certificate of Training, Record of Training or Certification of Equivalency, College Transcripts, General Military Training Record, Training Completion Notices, Training Progress Reports, Course Evaluation, Requests for Training/Tuition Assistance, Roster of Interns, Summary of Region/Division Training Requirements, Memorandums of Training Approvals, Roster of Personnel Scheduled for Training. Authority for maintenance of the system: 10 U.S.C. 8032(b)(1), General duties. Purpose(s): Used by Air Force Audit Agency headquarters personnel, Area Audit Office Chiefs, supervisory auditors, training officers, and region/ division chiefs to schedule training and evaluate training progress and results. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: The Auditor General, Air Force Audit Agency, Norton Air Force Base, CA 92409. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Auditor General, Air Force Audit Agency, Norton Air Force Base, CA 92409. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Auditor General, Air Force Audit Agency, Norton Air Force Base, CA 92409. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from educational institutions and from automated system interfaces. Exemptions claimed for the system: None. F036 AFAA C System name: Employee Training and Career Development File. System location: Air Force Audit Agency Training Division (AFAA/RMT), March Air Force Base, CA 92518-1852. Categories of individuals covered by the system: Air Force Audit Agency military and civilian employees. Categories of records in the system: Records include but are not limited to: Correspondence and application documents requesting, approving, disapproving, recommending and coordinating the assignment of personnel to: Long- term, full-time training programs; short-term government and non- government schools, seminars, short courses and symposiums; certified public accounting review courses; certified internal auditor review courses; non-government job-related, off-duty training, and the grades, completion certificate, and budget information related thereto. Includes information on prior academic achievements. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force. Purpose(s): Provides basis for determining those selected for training programs; record of individuals who applied for the programs; progress reports of those in the programs; and history of the training received by 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, 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: Information is given to the Office of Personnel Management through the Air Force Civilian Personnel Management Information System, and, in the case of CPA candidates, to state boards of accountancy. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, and on computer and computer output products. Retrievability: Retrieved by name, course name or course number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: The Auditor General, Secretary of the Air Force (SAF/AG), 1120 Air Force Pentagon, Washington, DC 20330-1120. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Auditor General, Secretary of the Air Force (SAF/AG), 1120 Air Force Pentagon, Washington, DC 20330-1120. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Auditor General, Secretary of the Air Force (SAF/AG), 1120 Air Force Pentagon, Washington, DC 20330-1120 and the Director of Resource Management, Headquarters Air Force Audit Agency, (HQ AFAA/ RM), Washington, DC 20330-1126. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from individual, source of training, school, and automated system interface. Exemptions claimed for the system: None. F036 AFCA B System name: Individual Academic Training Records. System location: Air Force Command, Control, Communications and Computers Agency (AFC4A) System Evaluation School, 1815 Operational Test and Evaluation Squadron, Wright-Paterson Air Force Base, OH 45433-6346; AFC4A Engineering Installation Academy, Communication Systems Center, Tinker Air Force Base, OK 73145-6343; AFC4A Engineering Installation organizations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Active duty military, Air Force Reserve, Air National Guard, Army National Guard, and Department of Defense civilian personnel, and others who apply for this training. Categories of records in the system: Personnel index; class pre-graduation/graduation roster; absentee report; attendance record; student questionnaires, individual academic standing; record of individual training. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): To record emergency data and course completion information, and to report student absences to the school commandant. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folder and card files, and on computer and computer output products. Retrievability: Retrieved by name and/or class number. Safeguards: Records are accessed by custodian of the records system and by person(s) responsible for servicing the records system in performance of official duties. Stored in file cabinet. Automated records are controlled by computer system software. Retention and disposal: Retained for ten years after individual completes or discontinues training course. Records of individual training at EI organizations are retained until individual no longer performs EI duties, then are destroyed. System manager(s) and address: Commandant, AFC4A System Evaluation School, 1815 Operational Test and Evaluation Squadron, Wright-Paterson Air Force Base, OH 45433- 6346; Commandant, AFC4A Engineering Installation Academy, Communication Systems Center, Tinker Air Force Base, OK 73145-6343, and Commandants, AFC4A Engineering Installation organizations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Commandant, AFC4A System Evaluation School, 1815 Operational Test and Evaluation Squadron, Wright-Paterson Air Force Base, OH 45433-6346; Commandant, AFC4A Engineering Installation Academy, Communication Systems Center, Tinker Air Force Base, OK 73145-6343, or Commandants, AFC4A Engineering Installation organizations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Commandant, AFC4A System Evaluation School, 1815 Operational Test and Evaluation Squadron, Wright-Paterson Air Force Base, OH 45433-6346; Commandant, AFC4A Engineering Installation Academy, Communication Systems Center, Tinker Air Force Base, OK 73145-6343, or Commandants, AFC4A Engineering Installation organizations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information from individuals and instructors. Exemptions claimed for the system: None. F036 AFCA D System name: Training Progress. System location: Headquarters, Air Force Intelligence Command, Noncommissioned Officer Professional Military Education Center, Goodfellow Air Force Base, TX 76908-5000. Categories of individuals covered by the system: Air Force active duty enlisted personnel assigned to the Intelligence Command Noncommissioned Officer Professional Education Center. Categories of records in the system: In-processing forms, containing personal data such as name, Social Security Number, grade, home address and home phone. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by. Purpose(s): Used by military training instructors to evaluate student progress. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Destroy 10 years after student completes training by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Air Force Intelligence Command Noncommissioned Officer Professional Military Education Center, Goodfellow Air Force Base, TX 76908-5000. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to the Air Force Intelligence Command Noncommissioned Officer Professional Military Education Center, Goodfellow Air Force Base, TX 76908- 5000. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Air Force Intelligence Command Noncommissioned Officer Professional Military Education Center, Goodfellow Air Force Base, TX 76908-5000. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from educational institutions. Exemptions claimed for the system: None. F036 AF CIC A System name: Biographical Data and Automated Personnel Management System. System location: Headquarters United States Air Force; headquarters of major commands; field operating agencies; direct reporting units; headquarters of unified and specified commands for which Air Force is Executive Agent, and all Air Force installations and units. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Active duty Air Force military personnel, and Air Force Reserve and Air National Guard personnel. Air Force civilian employees and contractors may be included when records are created which are identical to those on military members. Army, Navy, and Marine Corps Active duty military and civilian personnel may be included when assigned to unified and specified commands for which Air Force is the Executive Agent. Records may be maintained in this system on personnel in a Temporary Duty (TDY) status for the duration of the TDY. Categories of records in the system: Biographical information which may include name, rank, Social Security Number, service dates, date of birth, civilian employment, military and civilian education, military and civilian experience, program specialties, hobbies, and names of family members, religion, professional expertise and appointments, membership in professional societies, civic activities and state of license. Limited locator type information which may include home address, home phone, home of record and name and address of next of kin. Records relating to assignment to include unit of assignment, authorized and assigned grade, duty title, duty Air Force Specialty Code and Military Occupation Code, position number, date assigned to organization, estimated date of departure, control tour code, assignment availability date, overseas tour start date, short tour return date, supervisor's name and date supervision began. Performance data, i.e. date of last report and date next report due. May also contain limited routine administrative training information consisting of application for training, name and date of course completion, and educational level, when not filed in a separate system. Limited routine correspondence on promotions, military honors and awards, security and letters of appreciation, when not filed in a separate system. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by, and E.O. 9397 (SSN). Purpose(s): This system is established as a management tool to provide commanders and supervisors with ready reference information file for managing their personnel, manpower and resources. To assist in determining and scheduling workload requirements in support of their organization's assigned mission. This system serves a ready reference locator and can be used to produce manpower reports. Used to determine eligibility/suitability for assignment/ reassignment; determine eligibility for retirement related action, to make determinations on discharges or mobilization, deferments, and fulfillment of local or statutory requirements. Records maintained as a historical file while individual is assigned to the unit. Used to answers correspondence/telephone inquiries; updating and/ or changing information in computer and/or individual record. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, in computers and on computer output products. Retrievability: Retrieved by name and/or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Retain in office files until superseded, obsolete, no longer needed for reference, reassignment, separation or retirement of the individual or inactivation of the organization. Records on TDY personnel will be destroyed upon completion of the individual's TDY. Records are destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Director of Information Management, Office of the Administrative Assistant to the Secretary of the Air Force, Washington, DC 20330- 1000. Local system managers: Commanders/supervisors at the installation, base, unit, organization, office or function to which the individual is assigned. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address inquiries to or visit the system manager or to respective unit commander or supervisor who maintains the records. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the system manager or to respective unit commander or supervisor who maintains the records. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: The individual, personnel or training records and records created by commander/supervisor. Exemptions claimed for the system: None. F036 AFDP A System name: Files on General Officers and Colonels Assigned to General Officer Position. System location: Headquarters, United States Air Force, Washington, DC 20330. Categories of individuals covered by the system: Reserve General Officers. Categories of records in the system: File contains resume of civilian and military experience, correspondence and orders, records Reserve participation, and listings with personnel data. Data includes: Name, grade, Social Security Number, date of birth, current address, telephone numbers, education, professional military education, and civilian occupation. An assignment folder is also used for initial review for a GO position. This file contains a copy of the Air Force (AF) Form 11, last five Officer Effectiveness Reports (OERs). When reviewed by the Chief of Air Force Reserve, a record of the personal interview and assignment recommendations are included with the file. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): These documents are maintained for initial assignments, reassignment and participation of officers assigned to Reserve GO positions, and to determine qualifications for initial and continued assignment to Reserve GO positions. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Files are maintained until no longer required for actions relating to the Reserve GO program and are then destroyed by tearing to pieces, shredding, pulping, macerating or burning. System manager(s) and address: Deputy Chief of Staff/Manpower and Personnel, Headquarters United States Air Force. Notification procedure: See exemption. Record access procedures: See exemption. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Air Force forms, military personnel records, and correspondence generated or received in Personnel Division, Air Force Reserve, Headquarters United States Air Force (HQ USAF/REP). Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(7). An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 806b. For additional information contact the system manager. F036 AFDP B System name: Air Force Academy Appointment and Separation Records. System location: Headquarters United States Air Force, Washington, DC 20330. Categories of individuals covered by the system: Nominees for Air Force Academy appointment and cadets in training at the Air Force Academy for each Member of Congress, the Vice President, Governors of Territories, and all other nominating sources. Categories of records in the system: DD Form 1870 - `Nomination for Appointment to the United States Air Force Academy, Military Academy, Naval Academy' containing nominee's name, address, date of birth, Social Security Number, telephone number, temporary address (if any), type of nomination (principal or competitive), numbered vacancy, and date submitted, name and signature of Member of Congress or other authorized nominating source submitting the nomination; AFHQ Form 0-339 - `Air Force Academy Nominee Record' containing the names of the nominees of each Member of Congress, the Vice President, and other authorized nominating sources. (Each Member may nominate a total of ten for each vacancy available.) The card also indicates whether a nominee withdraws from consideration for Academy appointment or is medically disqualified and the nominating system used by the nominating authority; `Chargeable and Nonchargeable Air Force Academy Appointment Record' listing the names of the cadets entering each year for each Member of Congress and other nominating sources showing charged or not charged to their quota (5 allowed at any one time) - 10 U.S.C. 9342, year of scheduled graduation or separation date and reason, and reapportionment actions; each year after the class enters, a `Congressional Report of Candidate Status U.S. Air Force Academy' is sent to each Member of Congress advising status of each nominee, charged, non-charged, appointed through other sources, qualified-no vacancy and those nominees in complete or disqualified - `Report of Separation from the United States Air Force Academy' showing name, cadet number, scheduled graduation date, reason for separation, name of congressional sponsor and whether the separation action provides an additional vacancy for the Congressional sponsor; `Report of United States Air Force Academy' containing spaces to insert names of cadets in training who are charged to the quota of a Member of Congress. Authority for maintenance of the system: 10 U.S.C. Chapter 903, United States Air Force Academy; and Senate Resolution 154. Purpose(s): When a cadet separates from the Academy, the Cadet Branch Personnel uses the system to determine who nominated the cadet so that notification of the separation can be made to the Congressional sponsor. Also used in making reply to any Member of Congress who requests information concerning who nominated a cadet for Academy entrance (10 U.S.C. 9342(h)). A form is maintained annually on each Member of Congress, the Vice President, and other authorized nominating sources. Upon receipt of nominations from Members of Congress, only the name of the nominee is entered on the Form and the nominating system used by the member. The form is used to show withdrawal of a nominee or medical disqualification in order to determine the number of active candidates at any given time (10 allowed per vacancy (10 U.S.C. 9342)). Cadet Branch uses the system to answer inquiries from nominating sources. AFHQ Form 0-851 (card) is maintained on each Member of Congress, the Vice President, and other authorized nominating sources. Upon entrance of each new class to the Air Force Academy, the names of the cadets entering for each Member of Congress, etc. is posted to the individual Congressional sponsor's card. This record card is used by Cadet Branch to determine the number of vacancies available to all authorized nominating sources so that notification of vacancy information can be furnished to Members of Congress annually. Upon separation of an Academy cadet, the name is crossed out and a notation made of the date of graduation/separation and reason for separation. Another form is used as an attachment to a letter of notification to the Congressional sponsor when a cadet is separated. Upon special request from Member of Congress, another form is used to provide the names of charge cadets (principals) to their authorized quota and the year of scheduled graduation. Also used to notify new Members of Congress of the chargeable cadets upon entering Congress. Cadet Separation Case Files - A cadet separation case file is maintained on every cadet separated for the period of time his class is in training and for one year after class graduates from the Air Force Academy. The case files are maintained since this office is the responsible staff office for implementing the Secretary of the Air Force instrument of separation/ discharge action. The case files are further used to reply to Congressional inquiries concerning separation actions. The data contained in the separation case file are: Copy of cadet's resignation/separation action; copy of Academy Superintendent's letter to Secretary of the Air Force containing recommendation on type of separation action; copy of Secretary of the Air Force Memorandum directing type of separation; copy of `Report of Separation from United States Air Force Academy'; copy AF/MPPA notification letter to Congressional sponsor concerning separation; copy of AF/MPPA notification letter to United States Air Force Academy Commandant of Cadets effecting the decision of the Secretary of the Air Force; copy of, `Disenrollment From Officer Candidate-Type Training.' (Prepared by Commandant, Air Force Academy); copy of, `Certificate of Release or Discharge From Active Duty.' (Prepared by Commandant, Air Force Academy); copy of Special Orders effecting separation/discharge action. 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: Information in the record/records system is provided Members of Congress, the Vice President, DC Delegate to the U.S. Congress, Governors of Territories and countries sponsoring foreign cadets and the Philippines on candidate nominations, cadet vacancies, appointments, and separations. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Upon entry of the class each year, forms are destroyed on unsuccessful candidates by tearing into pieces, shredding, pulping, macerating, or burning. The forms on appointed cadets are maintained permanently. Records on separated or discharged cadets are maintained for one year after class graduates. System manager(s) and address: Deputy Chief of Staff/Manpower and Personnel, Headquarters United States Air Force. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Deputy Chief of Staff/Manpower and Personnel, Headquarters United States Air Force. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Deputy Chief of Staff/Manpower and Personnel, Headquarters United States Air Force. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Members of Congress, the Vice President and other nominating sources. Exemptions claimed for the system: None. F036 AF DP A System name: Family Support Center (FSC) Accountability and Data Collection System. System location: At servicing Family Support Centers on Air Force installations. Portions of the system will be maintained at Headquarters, United States Air Force/DPPH and by Family Program Managers at headquarters of major commands. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Active duty Air Force personnel and family members; DOD civilian employees and their family members in overseas areas or when authorized by local commander, and Air National Guard and Reserve Forces and their family members when on active duty. Categories of records in the system: Intake data on client contact and time expended; client interview and assessment, referrals to other agencies, and compiled data on these two categories. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; as implemented by Air Force Regulation 30-7, Family Support Center (FSC) Program; and E.O. 9397 (SSN). Purpose(s): To compile information on client's visits to enable the Center to refer clients to the appropriate support activity, i.e., Mental Health Clinic, Chaplain, Air Force Aid, etc. Information is compiled for statistical reporting to base, major commands, Headquarters United States Air Force, Department of Defense, and Congress. Reports and for program planning and evaluation. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in paper form, in computers and on computer output products. Retrievability: Individual files are retrieved by name or Social Security Number. Mass retrieval may be made by grade, type service received, a specific time period, etc. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Records are destroyed 1 year from date of last visit to FSC, unless needed as background for case files supporting a separation or other action in which case disposition will be the same as the file which they support. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Chief Air Force Family Matters Branch, Human Resources Development Division, Directorate of Personnel Plans, HQ USAF; Directorate of Personnel Programs at major command headquarters; and Director, Family Support Center at Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to or visit the Chief Air Force Family Matters Branch, Human Resources Development Division, Directorate of Personnel Plans, HQ USAF; Directorate of Personnel Programs at major command headquarters; or Director, Family Support Center at Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Proof of identity such as an Armed Forces Identification Card will be required for personal visits. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Chief Air Force Family Matters Branch, Human Resources Development Division, Directorate of Personnel Plans, HQ USAF; Directorate of Personnel Programs at major command headquarters; or Director, Family Support Center at Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Proof of identity such as an Armed Forces Identification Card will be required for personal visits. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from individual, medical institutions, and personnel records. Exemptions claimed for the system: None. F036 AF DP B System name: Colonels Assignment File. System location: Air Force Colonels Group, Headquarters United States Air Force, 1040 Air Force Pentagon, Washington, DC 20330-1040. Categories of individuals covered by the system: All active duty colonels (grade 06) and former active duty colonels (grade 06), who have retired, and who have been retired for 90 days or less. Categories of records in the system: Official photograph; Air Force Form 620, Colonel Resume; copies of correspondence generated by Headquarters USAF/DPO pertaining to the subject of the file; correspondence received by Headquarters USAF/DPO pertaining to the subject of the file; memoranda of assignment, and related personnel actions contemplated/completed on the subject of the file. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; powers and duties; delegation by; as implemented by Air Force Instruction 36-2402, Officer Evaluations. Purpose(s): Assignment considerations. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets and rotary file bins (lectriever). Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Retain until first anniversary of effective date of retirement/ separation from the United States Air Force of the subject of the file, at which point the office file is destroyed by shredding. System manager(s) and address: Chief, Air Force Colonels Group, Headquarters United States Air Force, 1040 Air Force Pentagon, Washington, DC 20330-1040. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address inquiries to the Chief, Air Force Colonels Group, Headquarters United States Air Force, 1040 Air Force Pentagon, Washington, DC 20330-1040. Record access procedures: Individuals seeking to access records about themselves contained in this system should address inquiries to the Chief, Air Force Colonels Group, Headquarters United States Air Force, 1040 Air Force Pentagon, Washington, DC 20330-1040. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Subject of the file; AFMPC/MPCO personnel; other Air Force and outside agency originators of correspondence relating to subject of the file, and any additional information which has/could have bearing on assignability of the subject. Exemptions claimed for the system: None. F036 AF DP C System name: Family Services Volunteer Record. System location: Family Services offices at all Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: All volunteers participating in the program and former participants. Categories of records in the system: As a minimum, the file contains forms and general correspondence by name, Social Security Number, address, and associated information relating to an individual volunteer's training, honors/awards, participation, and associated actions. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; and Air Force Regulation 211-24, Family Services Program. Purpose(s): To document an individual volunteer's training, honors/awards, participation, and associated actions. 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: The `Blanket Routine Uses' that appear at the beginning of the Air Force's compilation of systems of records apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in visible file binders/cabinets or card files. Retrievability: Retrieved by name. Safeguards: Records from this system of records may be accessed by person(s) in performance of official duties who are properly screened and cleared for need-to-know. Records will be maintained in locked rooms. Retention and disposal: In active volunteer status, retained indefinitely or until superseded. The record of a volunteer who transfers or who has not been credited with participation in a 90-day period is placed in an inactive file and destroyed after 2 years by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Assistant Deputy Chief or Staff/Personnel for Military Personnel, Randolph Air Force Base, TX 78150-6001. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to or visit the Family Services Office of the Air Force installation in question or to the Assistant Deputy Chief or Staff/ Personnel for Military Personnel, Randolph Air Force Base, TX 78150- 6001. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records. Record access procedures: Individuals seeking access to records contained in this system of records should address written inquiries to or visit the Family Services Office of the Air Force installation in question or to the Assistant Deputy Chief or Staff/Personnel for Military Personnel, Randolph Air Force Base, TX 78150-6001. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from individual volunteer or is based on program participation as documented by other means. Exemptions claimed for the system: None. F036 AF DP D System name: Individual Class Record Form. System location: At Air Force Installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Military and civilian personnel who are enrolled in educational programs conducted on base. Categories of records in the system: Identifies courses, sources of funding, tuition payments. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; as implemented by Air Force Regulation 213-1, Operation and Administration of the Air Force Education Services Program. Purpose(s): Used by educational services personnel to compile reports, to expedite return of borrowed books or equipment, and to control tuition payments. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in card files. Retrievability: Retrieved by name. Safeguards: Records are accessed by authorized personnel who are properly screened and cleared for need-to-know. Records are controlled by personnel screening. Retention and disposal: Retained in office files until classes are completed or until borrowed materials are returned and all monies are paid. Then destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Chief, Education Branch. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief, Education Branch. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief, Education Branch. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individuals. Exemptions claimed for the system: None. F036 AF DP F System name: Employee Assistance Program Case Record Systems. System location: Consolidated civilian personnel offices. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Copies are maintained by supervisors and other Air Force installation offices. Categories of individuals covered by the system: All civilian employees in appropriated and non-appropriated fund activities who are referred by management for, or voluntarily request, counselling assistance. Categories of records in the system: Case records on employees which are maintained by counselors, supervisors, civilian personnel offices and Social Action offices and consist of information on condition, current status, and progress of employees or dependents who have alcohol, drug, emotional, or other job performance problems. Authority for maintenance of the system: Drug Abuse Office and Treatment Act of 1972, as amended by Pub. L. 93-282; Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment, and Rehabilitation Act of 1970, as amended by Pub. L. 93- 282; Subchapter A of Chapter I, 42 CFR; 5 U.S.C. Chapter 43, Performance Rating. Purpose(s): Used by the counselor in the execution of his/her counselling function as it applies to the individual employee. With specific written authority of the employee, selected information may be provided to and used by other counselors or medical personnel, research personnel, employers, representatives such as legal counsel, and to other agencies or individuals when disclosure is to the employee's benefit, such as for processing retirement applications. 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: The Routine Uses are limited to the uses published in the Authorities cited above. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by authorized personnel who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Records are purged of identifying information within five years after termination of counselling or destroyed when they are no longer useful. Destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Deputy Chief of Staff/Manpower and Personnel, Headquarters United States Air Force or comparable official of the Civilian Personnel Office servicing the Air Force activity/installation. Notification procedure: Request by correspondence should be addressed to servicing civilian personnel office or to the appropriate Employee Assistance Program administrator at the activity. The letter should contain the full name and signature of the requester and the approximate period of time, by date, during which the case record was developed. Record access procedures: Requests from individuals should be addressed to the same address as above. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Counselors, other officials, individuals or practitioners, and other agencies both in and outside of Government. Exemptions claimed for the system: None. F036 AF DP G System name: Military Equal Opportunity and Treatment. System location: Headquarters United States Air Force, headquarters of major commands, Numbered Air Forces, field operating agencies, direct reporting units; headquarters of combatant commands for which Air Force is Executive Agent, and all Air Force installations and units. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Military personnel (and family members), to include the National guard and Reserve Forces, and civilian employees who are involved in complaints or investigations relating to the Military Equal Opportunity and Treatment Program. Categories of records in the system: Correspondence and records concerning incidents or compliant data, endorsements and recommendations, formal and informal complaints of unlawful discrimination or sexual harassment, and clarifications/investigations concerning aspects of equal opportunity. Authority for maintenance of the system: 10 U.S.C. 8013; Pub. L. 105-85, section 591; AFPD 36-27, `Social Actions'; Air Force Instruction 36-2706, Military Equal Opportunity and Treatment Program; and E.O. 9397 (SSN). Purpose(s): To investigate and resolve complaints of unlawful discrimination and sexual harassment under the Military Equal Opportunity and Treatment Program, and to maintain records created as a result of formal initial filing of allegations, and appeal actions of unlawful discrimination because of race, color, religion, sex, or national origin. To report information as required by the FY 98 National Defense Authorization Act, and used as a data source for descriptive statistics. 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(3) as follows: In cases of confirmed sexual harassment, identification of complainant and offender will be provided to congressional committees as required by the FY 98 National Defense Authorization Act. The `Blanket Routine Uses' published at the beginning of the Air Force's compilations 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 records in file folders. Retrievability: Retrieved by case number, last name, or Social Security Number of complainant. Safeguards: Records are maintained in locked file cabinets, locked desk drawers or locked offices. Records are accessed by personnel responsible for servicing the records in performance of their official duties who are properly screened and cleared for need-to- know. Retention and disposal: Retained for two years and then destroyed. System manager(s) and address: Deputy Chief of Staff for Personnel, Human Resources Division, Headquarters United States Air Force, 1040 Air Force Pentagon, Washington DC 20330-1040. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquires to or visit the Human Resources Division, 1040 Air Force Pentagon, Washington, DC 20330-1040, or social actions (Military Equal Opportunity) offices at Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notice. Individuals should provide their full name and proof of identity to determine if the system contains a record about him or her. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written requests to the Human Resources Division, 1040 Air Force Pentagon, Washington, DC 20330-1040, or social actions (Military Equal Opportunity) offices at Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Individuals should provide their full name and proof of identity such as military identification card or driver's license. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from the individual, investigative reports, witness statements, Air Force records and reports. Exemption claimed for the system: Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 806b. For additional information contact the system manager. F036 AF FM A System name: Leave Request and Approval System (LeaveWeb). System location: Base Financial Services Offices (FSO) at Air Force installations and units. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: All Air Force active duty personnel. Categories of records in the system: Name, Social Security Number, home address and phone, unit, leave address and emergency telephone number, leave days requested, leave days taken, leave balance, grade, and approving official's name. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; implemented by Air Force Instruction 36-3003, Military Leave Program; and E.O. 9397 (SSN). Purpose(s): To document the request and authorization of military leave, and the administration of leave, to document the start and stop of such leave; record address and telephone number where the member may be contacted while on leave; and certify leave days chargeable to the member. Routine uses of records maintained in the system including categories of users and the purpose 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 American Red Cross for emergency assistance to members or dependents and relatives in emergency conditions. The DoD ``Blanket Routine Uses'' set forth at the beginning of the Air Force's 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: Maintained on computer and computer output products. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by custodians of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly authorized. When under direct physical control by authorized individuals, records will be electronically stored in computer storage devices protected by computer system software. Computer terminals are located in supervised areas with terminal access controlled by password or other user code systems. Retention and disposal: Disposition pending (until NARA disposition is approved, treat as permanent). System manager(s) and address: Chief, Programs and Analysis Division, Financial Management Directorate Headquarters Air Mobility Command, (HQ AMC/FMP), 402 Scott Drive, Unit 1K1, Scott Air Force Base, IL 62225-5300. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to their unit administrator, or the base financial services office customer service desk. Written requests must contain the full name, Social Security Number, signature of the requester and duty phone. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to their unit administrator, or the base financial services office customer service desk. Written requests must contain the full name, Social Security Number, signature of the requester and duty phone. Contesting records procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Fore Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Records in this system are obtained from the Defense Joint Military Pay System and from the individual. Exemptions claimed for the system: None. F036 AFFSA A System name: USAF Air Traffic Control (ATC) Certification and Withdrawal Documentation. System location: Headquarters Air Force Flight Standards Agency, headquarters of major commands and at all levels down to and including Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Air Force active duty military personnel, and Air Force Reserve and Air National Guard personnel assigned ATC duties. Categories of records in the system: Records on individuals by name and Social Security Number, Air Traffic Control Certificate Numbers (ATCS) military status (active duty, reserve, or air guard), requested action (issue, reissue, or cancellation of certificate), and justification. Contains documentation compiled by requesting unit to justify withdrawal of the ATCS. Includes evaluation by medical authorities; Staff Judge Advocate (legal); Office of Special Investigation results; serious incident reports; and statements by supervisory personnel, co-workers and the individual. Contains copies of officer effectiveness/airman performance (OER/APR) reports and unfavorable information files. Includes headquarters staff evaluation and all files maintained by the system user. Computer reports pertaining to withdrawal of ATCS, Certificates, master roster of ATCS certificate members and Air Traffic Control experience level report. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by, as implemented by Air Force Instruction 13-203, Air Traffic Control, and E.O. 9397 (SSN). Purpose(s): Documentation used to evaluate request for withdrawal of ATCS certification. Permits immediate access to name, Social Security Number, certificate number, date of issuance, and category of service. A master alphanumeric roster is maintained at Headquarters AFCC/DOOF and the units maintain certificate information in the individual's on-the-job training record. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders note books/binders and on computer paper printouts and microfiche. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Records are controlled by computer system software. Retention and disposal: Individual withdrawal microfiche case files are kept for 6 years after end of the year in which case closed. Official withdrawal book, long, and to by name and Social Security Number will be kept for 20 years. Other computer reports are superseded monthly. Files are destroyed by tearing into pieces, shredding, pulping, macerating of burning. Retained for one year after end of year in which the case was closed, transferred to a staging area for one additional year, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Commander, Air Force Flight Standards Agency, Scott Air Force Base, IL 62225-5219. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Commander, Air Force Flight Standards Agency, Scott Air Force Base, IL 62225-5219. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Commander, Air Force Flight Standards Agency, Scott Air Force Base, IL 62225-5219. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from source documents such as reports, and from medical institutions, trade associations, police and investigating officers, state and local governments, and witnesses. Exemptions claimed for the system: None. F036 AFMC A System name: Personnel Management Information System for Air Force Materiel Command (AFMC) Commanders. System location: Air Force Materiel Command Headquarters, Divisions, Centers, and Laboratories. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Air Force officer, enlisted, and civilian personnel assigned to or scheduled for assignment to various Air Force Materiel Command (AFMC) organizations. Categories of records in the system: Resumes and other data elements to record name, date of birth, service dates, assignment status, grade, salary, promotion and step increase dates, occupational series, Air Force Materiel Command, skill level, position title, educational level, professional/ scientific status, special training, awards, publications, handicap, minority and sex codes. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; and E.O. 9397 (SSN). Purpose(s): Provides data concerning the professional qualifications for selection and utilization of assigned personnel, for position management, and to perform certain scientific and technical research efforts in program support. Used to prepare nominations for honors and awards, and as background for evaluating requests for admission to professional societies or professional training. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in computers and computer output products and in binders or file cabinets. Retrievability: Retrieved by name, Social Security Number or Position Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Retained in computer file or secured office file until reassignment or separation, then destroyed by tearing into pieces, shredding, pulping, macerating or burning. Upon reassignment or separation, information in the computer file relating to the individual is deleted from the data base. System manager(s) and address: Commanders, Executive Officers, Product Managers of various Air Force Materiel Command subordinate organizations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the system manager or Record Custodian at subordinate Air Force Materiel Command organizations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to or visit the system manager or Record Custodian at subordinate Air Force Materiel Command organizations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information will be obtained from military and civilian personnel records, managers and supervisors of individuals on a voluntary basis. Exemptions claimed for the system: None. F036 AFMC B System name: Systems Acquisition Schools Student Records. System location: Air Force Materiel Command, Systems Acquisition School, 6575th School Squadron, Brooks Air Force Base, TX 78235-5000. Categories of individuals covered by the system: Active duty military personnel, DOD civilian employees, contractor personnel, Air National Guard and Air Force and Army Reserve personnel. Categories of records in the system: Student record includes personnel locator information, individual academic standings, subjects studied, hours, final grades, graduation data and related training data. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by, as implemented by Air Force Regulation 50-5, USAF Formal Schools (Policy, Responsibilities, General Procedures, and Course Announcements); and E.O. 9397 (SSN). Purpose(s): Record individual attendance, grades and locator information. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in paper form, on computer and computer output products, and microfilm. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by the custodian of the record system and by persons responsible for servicing the records in performance of their official duties. Records are stored in locked cabinets and rooms. Those in computer storage devices are protected by computer system software. Retention and disposal: All records are retained for five years, then retired to the Washington National Records Center for an additional 25 years. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Commander, 6575th School Squadron, Brooks Air Force Base, TX 78235-5000. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the Commander, 6575th School Squadron, Brooks Air Force Base, TX 78235- 5000. Name, Social Security Number or course number is required to identify files. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, 6575th School Squadron, Brooks Air Force Base, TX 78235- 5000. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Data is obtained from the individual, existing personnel records, testing and performance at the school. Exemptions claimed for the system: None. F036 AFMC D System name: Education/Training Management System (ETMS). System location: Defense Megacenter Dayton, 2721 Sacramento Street, Building 271, Wright-Patterson Air Force Base, OH 45433-5061. Education and Training Flights at Air Force Material Command (AFMC) subordinate units. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: AFMC active duty personnel, AFMC civilian employees, and Air Force active duty personnel and civilian employees serviced by AFMC personnel flights. Categories of records in the system: The principal digital record maintained in ETMS is the Individual Training Plan, which contains the following categories of information: Education and training data, describing the level and type of education and training, civilian or military (academic education level, major academic specialty, professional specialty courses completed, professional military education received). Active duty personnel and civilian employee information including personnel data, position information; historical files covering job experience, Acquisition Professional Development Program (APDP) certification, certification requirements, individual qualifications, and corps status relation to the APDP; education and training data for statistical analysis and employee assistance; extract files from which to produce statistical reports in hard copy, or for immediate access display on remote computer terminals, and miscellaneous files. Miscellaneous work files and records, files with a less than 45 day retention period, intermediate records, and processes relating to statistical compilations, computer operation, quality control and problem diagnosis. Although they may contain individual-identifying data, they do so only as a function of system operation, and are not used in making personnel decisions. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; AFMC Policy Directive 36-2, Education and Training, and E.O. 9397 (SSN). Purpose(s): The AFMC's education and training management is decentralized and encompasses a population that is diverse in terms of qualifications, experience, military status and needs. AFMC centers perform operational tasks pertaining to the population for which they serve. The structure of the AFMC, and its goals and objectives demand a dynamic data system that is capable of supporting the needs of functional management and the education and training communities at the major command and each center. It is to this purpose that the data in the ETMS is collected, maintained, and used. USES WITH THE AIR FORCE MATERIEL COMMAND EDUCATION AND TRAINING COMMUNITY HQ AFMC, Wright-Patterson Air Force Base, OH: Data from the ETMS is used by Command Training and Resources Managers to develop long- term plans and programs and track progress toward established goals. Individual data is used to support actions taken on certain categories of persons managed by offices in the headquarters. Education and Training Flights: Provide personnel management support to center commanders, functional managers, and supervisors on a daily basis. Acting on policy and guidance provided by higher headquarters, they develop and execute center education and training management plans. Execution includes the development or acquisition, delivery, and the evaluation of centers' education and training programs. USES WITHIN THE AIR FORCE MATERIEL COMMAND - EXTERNAL TO THE EDUCATION AND TRAINING COMMUNITY AFMC Functional Communities: Functional managers, supervisors, and unit training monitors within AFMC use ETMS to identify individual training requirements and schedule training for their active duty personnel and civilian employees. Center acquisition professional development managers use ETMS to compare acquisition certification requirements with work force qualifications, manager training requirements, and courses completed related to acquisition certification. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' set forth at the beginning of the Air Force's 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: Maintained on computer disks and on magnetic tapes. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by functional users of the record system and by person(s) responsible for servicing the record system in performance of their official duties where authorized, properly screened, and cleared for need-to-know. ETMS and system generated magnetic data tapes are stored within a controlled area. Computer records are controlled by computer system software using C2 compliant security safeguards. Records are stored in locked rooms and cabinets. Retention and disposal: Data stored digitally within the system is retained only for the period required to satisfy recurring processing requirements and/or historical requirements. Backup data files will be retained for a period not to exceed 45 days. Backup files are maintained only for system restoration and are not to be used to retrieve individual records. No permanent files are maintained. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Chief of Education and Training, Directorate of Personnel, Headquarters Air Force Materiel Command, 4225 Logistics Avenue, Suite 17, Wright-Patterson Air Force Base, OH 45433-5756. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to their supporting Education and Training Flight. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to their supporting Education and Training Flight. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Identification will be required before release and will be based on presentation of DD Form 2, U.S. Armed Forces Identification Card or equivalent component issued civilian identification card (e.g. AF Form 345, Department of the Air Force Civilian Identification). Authorizations for a person other than the subject to have access to an individual's records must be based on a notarized statement or an unsworn declaration made in accordance with 28 U.S.C. 1746, signed by the subject. Contesting record procedures: The Air Force rules for accessing records, and for contesting and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Education and training, personal, and manpower information is obtained from approved automated system interfaces. Information will also be obtained from supervisors, unit training monitors, education and training personnel, and subject of the record. Exemptions claimed for the system: None. F036 AFOSI A System name: Career Development Folder. System location: Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Categories of individuals covered by the system: All officers on active duty and all reservists assigned to the Air Force Office of Special Investigations (AFOSI). Also includes those AFOSI officer special agents assigned to any Department of Defense (DOD) activity or DOD sponsored program. Categories of records in the system: Records concerning officers on active duty include records of counseling, Officer Career Objective Statements, career development patterns, military special orders, pertinent certificates of courses attended. Records concerning reservists include biographical information (personal and military), employment information, unique or special skills, and applicable career correspondence. Authority for maintenance of the system: 10 U.S.C. 275, Personnel Records, and Air Force Regulation 23-18, Air Force Office of Special Investigations. Purpose(s): To monitor and develop career progression. Used by career monitors to ascertain individual career objectives, to recommend job and school assignments, and to counsel personnel. Used by the Commander, supervisors, and personnel specialists in the assignment selection process based on individual eligibility, desires, and special qualifications. User determines if reservist is qualified to perform special reserve tour. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and on computer and computer output products. Retrievability: Retrieved by name and by Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets and in locked rooms. Records are controlled by personnel screening. Retention and disposal: Retained in office files until reassignment outside of AFOSI or separation/retirement; records are destroyed within 90 days after such actions by tearing into pieces, shredding, pulping, macerating, burning or erasing magnetic disk. System manager(s) and address: Director, Plans, Programs and Resources (XP), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief, Information Release Division (XPU), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief, Freedom of Information/Privacy Acts Release Branch (DADF), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Data is extracted from individual training and military/civilian personnel records and voluntary data submissions by individual. Exemptions claimed for the system: None. F036 AFOSI B System name: Informational Personnel Records. System location: Air Force Office of Special Investigations, Washington, DC 20314. Categories of individuals covered by the system: All fraud, criminal, polygraph, technical services, and counterintelligence trained Air Force Office of Special Investigations (AFOSI) and USAF Defense Investigative Service (DIS) special agents. Categories of records in the system: Records for each special agent listing investigative schools attended and experience level attained, polygraph examiner training and performance records, records indicating personnel who have volunteered for the Counterintelligence Program and special agents in the program, and technical services training records. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Used by the Director of Fraud Investigations to program personnel for advanced fraud training and to identify personnel for assignment as fraud specialists, used by the Director of Criminal Investigations to evaluate polygraph examiner performance and to select polygraph examiners. Also used to determine polygraph examiner qualification for retention or termination as a certified Department of Defense polygraph examiner, used by the Director of Special Operations to program personnel for counterintelligence training and to identify volunteers for training in that area, and used by the Director of Technical Services to program personnel for advanced technical training and to identify personnel for assignment as technical services specialists. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and in card files. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in security file containers/cabinets, safes and in locked cabinets or rooms. Retention and disposal: Retained in office files until reassignment or separation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Commander, Air Force Office of Special Investigations, Washington, DC 20314 Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Commander, Air Force Office of Special Investigations, Washington, DC 20314 Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Commander, Air Force Office of Special Investigations, Washington, DC 20314 Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Data is extracted from individual training and military/ civilian personnel records. Exemptions claimed for the system: None. F036 AFOSI C System name: Internal Personnel Data System. System location: HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Categories of individuals covered by the system: All personnel assigned to the Air Force Office of Special Investigations (AFOSI) and all Air Force military personnel assigned to the Defense Investigative Service (DIS). Categories of records in the system: Records reflecting unit authorized positions and unit assigned personnel. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by, and Air Force Regulation 23-18, Air Force Office of Special Investigations. Purpose(s): To manage AFOSI and DIS personnel resources. Used by personnel specialists in all assignment and manning actions. Used to monitor special agent experience level at each operating installation. Used to publish strength accounting reports. Used by the Director of Fraud Investigations to manage fraud coded positions and personnel assigned to fraud operations. Also used to program personnel for advanced fraud training. Used by the Director of Criminal Investigations to manage criminal coded positions and to identify personnel for assignment as criminal specialists. Also used to program personnel for advanced criminal training. Used by the Director of Special Operations to manage counterintelligence and counterespionage positions and to identify personnel for assignment as specialists in these areas. Also used to program personnel for advanced training in these areas. Used by Budget and Accounting Specialists for tracking anticipated personnel travel funds associated with permanent change of station moves. Used by the Commander for locator 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained on computer and on computer paper printouts. Retrievability: Retrieved by name, Social Security Number or Military Service Number. Safeguards: Records are accessed by custodian of the record system and Records are accessed by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets. Retention and disposal: Retained in office files until reassignment or separation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Director, Plans, Programs and Resources (XP), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief, Information Release Division (XPU), HQ Air Force Office of Special Investigations, Bolling, DC 20332. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief, Freedom of Information/Privacy Acts Release Branch (DADF), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Data is extracted from individual military/civilian personnel records. Exemptions claimed for the system: None. F036 AFOSI D System name: Air Force Special Investigations Academy Individual Academic Records. System location: HQ Air Force Office of Special Investigations (AFOSI), Bolling Air Force Base, DC 20332-6001. Categories of individuals covered by the system: USAF, U.S. Coast Guard enlisted, Defense Investigative Service and foreign national students. Categories of records in the system: Records of individual training and education of each student indicating final grade or rating of proficiency obtained in each subject and/or the reason for noncompletion of the course of study. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by, and Air Force Regulation 23-18, Air Force Office of Special Investigations. Purpose(s): Verification of attendance and completion or noncompletion of training; develop historical data for analysis by personnel responsible for maintaining effectiveness of and developing training; and maintain a data base for long term studies involving graduate performance, career patterns, and possible selection for faculty duty. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in paper form, and on computer and computer output products. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets and in locked cabinets or rooms. Retention and disposal: Automated records are maintained until no longer needed. Individual student file folders are held for 25 years after course is completed. System manager(s) and address: Chief, Information Release Division, Directorate of Administration, HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332-6001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief, Information Release Division, Directorate of Administration, HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332-6001. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief, Information Release Division, Directorate of Administration, HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332-6001. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Data is obtained from student exercises, testing and performance. Exemptions claimed for the system: None. F036 AFPC A System name: Deceased Service Member's Dependent File. System location: Air Force Manpower and Personnel Center, Randolph Air Force Base, TX 78150. Categories of individuals covered by the system: Air Force widow/widowers or other next of kin. Categories of records in the system: Name, address, Social Security Number of widow/widower: Name, grade, Social Security Number, date of death/date of retirement of sponsor. Authority for maintenance of the system: 10 U.S.C. 8032, General duties; and Air Force Regulation 30-25. Purpose(s): Used only to identify Air Force widow/widowers for purpose of mailing copies of the bimonthly United States Air Force News for Retired Personnel, The Afterburner. Verification for issuance of ID cards or obtaining benefits. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Tape and card. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by persons responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need- to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Maintained permanently. System manager(s) and address: Assistant Deputy Chief of Staff/Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Widow/Widowers request, ID card application, casualty notices. Exemptions claimed for the system: None. F036 AFPC B System name: Civilian/Military Service Review Board. System location: Air Force Military Personnel Center, Randolph Air Force Base, TX 78150-6001. Categories of individuals covered by the system: Members of the Women's Air Force Service Pilots (a group of Federal Civilian employees attached to the United States Army Air Force during World War II), or any person in any other similarly situated group the members of which rendered service to the Armed Forces of the United States in a capacity considered civilian employment or contractual service (or their survivors) as recognized under provisions of Pub. L. 95-202. Categories of records in the system: Case Files containing individual's name and Social Security Number, date of application and summary of the case through final decision by the Service Review Board. Authority for maintenance of the system: Pub. L. 95-202, Women's Air Forces Service Pilots; as implemented by Air Force Regulation 30-45, Determination of Active Military Service and Discharge for Civilian or Contractual Personnel. Purpose(s): Case files are used by Service Review Board personnel to manage the collection of information requested by the applicant, to monitor the processing of each case through completion, and to respond to inquiries concerning the case. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Stored in secure building. Retention and disposal: Retained indefinitely. System manager(s) and address: Assistant Deputy Chief of Staff/Personnel for Military Personnel, Randolph Air Force Base, TX 78150-6001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Personnel for Military Personnel, Randolph Air Force Base, TX 78150-6001. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Personnel for Military Personnel, Randolph Air Force Base, TX 78150-6001. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Members' applications, supporting documents and certificates. Exemptions claimed for the system: None. F036 AFPC C System name: Indebtedness, Nonsupport Paternity. System location: Personal Programs Branch, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150- 4717. Categories of individuals covered by the system: Active duty military personnel who are the subject of complaints of indebtedness, nonsupport or inadequate support, or paternity allegations. Categories of records in the system: Correspondence relating to a complaint of indebtedness, nonsupport or inadequate support of dependents, or allegations of paternity with a report of the immediate commander's final action regarding same. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; Air Force Instruction 35-706, Personal Financial Responsibility; and E.O. 9397 (SSN). Purpose(s): Source of background information used for historical and statistical 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Retained for two years after end of year in which the case was closed, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Chief, Personal Programs Branch, Records and Special Programs Division, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4714. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Chief, Personal Programs Branch, Records and Special Programs Division, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4714. Individual should provide name, Social Security Number and date of birth. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Chief, Personal Programs Branch, Records and Special Programs Division, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4714. Individual should provide name, Social Security Number and date of birth. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individuals, private concerns, and government agencies with interests pursuant to subject records. Exemptions claimed for the system: None. F036 AFPC D System name: Correction of Military Records System. System location: Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Categories of individuals covered by the system: Active and retired or discharged officers and airmen. Next of kin of deceased officers and airmen. Categories of records in the system: Summary of application for correction of records request followed through to its final decision by the appropriate correction board. Authority for maintenance of the system: 10 U.S.C. Chapter 79 Correction of Military Records; as implemented by Air Force Instruction 36-2603, Air Force Board for the Correction of Military Records; and E.O. 9397 (SSN). Purpose(s): To monitor application by member and cocase by the appropriate correction board. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained on computer magnetic tapes, disks, or computer paper printouts, or microfiche. Retrievability: Retrieved by Social Security Number or Air Force Service Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms and computer system software. Retention and disposal: Maintained in computer system for five years. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Assistant Deputy Chief of Staff for Personnel, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Assistant Deputy Chief of Staff for Personnel, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Assistant Deputy Chief of Staff for Personnel, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150- 4703. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Member's application, Master Personnel Records. Exemptions claimed for the system: None. F036 AFPC E System name: Disability Retirement Records. System location: Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4708. Categories of individuals covered by the system: Officers and airmen on the Temporary Disability Retired List. Categories of records in the system: Copies of medical histories, Secretarial determinations, retirement forms, routine correspondence files, case files, disability retain folders. Authority for maintenance of the system: 10 U.S.C. Chapter 6l, Retirement or Separation for Physical Disability; as implemented by Air Force Instruction 36-2902, Physical Evaluation for Retention, Retirement and Separation. Purpose(s): To provide information on retirement cases and to allow appropriate case processing. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Stored in secure building. Retention and disposal: Disability retain files are retained for 30 days after case is finalized; case files are retired to Master Personnel Records Group when disability retirement action has been completed. System manager(s) and address: Assistant Deputy Chief of Staff for Personnel, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Assistant Deputy Chief of Staff for Personnel, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Assistant Deputy Chief of Staff for Personnel, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150- 4703. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Correspondence and forms generated in Retirements Branch, Headquarters Air Force Military Personnel Center (AFMPC); military hospitals; HQ USAF Surgeon General; HQ AFMPC Surgeon; consolidated base personnel offices; major air commands; by the members themselves, and by the general public on retirement-related matters. Exemptions claimed for the system: None. F036 AFPC F System name: Health Education Records. System location: Headquarters Air Force Military Personnel Center, Chief, Medical Service Officer Utilization Division, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Categories of individuals covered by the system: All airmen and officers of the United States Air Force who have applied for training to Air Force Military Personnel Center/Medical Service Officer Utilization Division. Categories of records in the system: PHYSICIAN EDUCATION BRANCH: Undergraduate Selection Folders: Application; Medical College Admission Test; Letter of acceptance to approved medial school; Dean's letter of recommendation; DD Form 398, Personal History Statement; Health Professions Scholarship Program (HPSP); Uniformed Services University of the Health Sciences service obligation contracts; Air Reserve Personnel Center order; Privacy Act Statement; Photo; HPSP selection notification letter; Physical exam; Separation order. Graduate Medical Education Folders: Medical College Admission Test; final medical school transcript; Dean's letter from medical school; hospital agreement form; Privacy Act Statement; photo; application for training; AFMPC Form 131, Education Summary; Program Director's letter; other letters of recommendation; memos for record; Congressional inquiries; general correspondence; legal opinions for correction of military records; essay on career intention and professional goals; residency/fellowship resignation letters; select notification letter; Active Duty Service Commitment statement; redeferred statement of understanding. MEDICAL SERVICE CORPS UTILIZATION AND EDUCATION BRANCH: Air Force Institute of Technology Sponsored Graduate Education Folders: Transcripts; chronological listings of work experience (VITAE); letters of recommendation; graduate record examination results; Graduate Management Admission Test results; officer career briefs. Education With Industry Fellowship Application Folders: Military Facility Fellowship Application Folders; Professional Military Education Application Folders: VITAE; letters of recommendation; officer career briefs. DENTAL UTILIZATION AND EDUCATION BRANCH: Graduate Dental Education Folders: Application for sponsored training; graduate record examination results; essay on why program is desired; letters of recommendation; general correspondence with applicant; select/non-select/alternate letter; Dean's letter; Active Duty Service Commitment statement. Authority for maintenance of the system: 10 U.S.C. 105, Armed Forces Health Professions Scholarship and 10 U.S.C. 9301, Members of Air Force: detail as students, observers, and investigators at educational institutions, industrial plants, and hospitals. Purpose(s): Used by the Medical Service Officer Utilization Division/Branches and Medical Education Selection Boards in selecting individuals to attend undergraduate and graduate educational programs. Such programs include medical school, residencies and fellowship programs for physicians, graduate dental education and graduate education for Medical Service Corps officers. Another use of the system is to monitor the individual's progress in an educational program after selection until completion of program. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Undergraduate and graduate medical education records are retained until the individual separates or retires from the Air Force. Air Force Institute of Technology (AFIT) selection folders are maintained until the end of the calendar year with the exception of transcripts which are returned to AFIT within 60 days of board completion. Dental graduate education folders are maintained while member is in program. Upon graduation, only transcripts, letters of recommendation, Graduate Record Examination results and Active Duty Service Commitment statements are maintained until member separates, retires or is promoted to colonel. When promoted to colonel, records are transferred to the Colonel's Group. System manager(s) and address: Chief, Medical Service Officer Utilization Division, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Chief, Medical Service Officer Utilization Division, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Chief, Medical Service Officer Utilization Division, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150- 4703. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Member's application, supervisor's evaluation, master personnel records (board use only), Career Brief (board use only), transcripts, test scores, Deans' letters of recommendation, Standard Form (SF) 88 and SF 93. Exemptions claimed for the system: None. F036 AFPC G System name: Medical Officer Personnel Utilization Records. System location: Headquarters Air Force Military Personnel Center, Medical Service Officer Utilization Division, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Categories of individuals covered by the system: All Air Force active duty medical service officers. Categories of records in the system: Personnel Utilization records containing: Career briefs; Print- outs; Letters from individuals; Letters from Utilization Branch to individuals Letters concerning medical service education and training; Copy of application for Indefinite Reserve Status; Copy of request to join spouse; Copy of Specified Period of Time Contract (SPTC) requests; Copy Air Force Manpower and Personnel Center (AFMPC) Form 8, Assignment/Actions Worksheet; Air Force Manpower and Personnel Center (AFMPC) Form 138, Officer Reassignment; Memorandum of Official Contact; Officer Career Objective Statement; Personnel Action Request; Application for Appointment in the AF Reserve; Recall to Active Duty; Supplement to Application for Commission in the United States Air Force (U.S.) Medical Services; Assignment Notification of Medical Service Officer; Constructive Credit Computation; Personal Interview-USAF Nurse Application; Air Force Institute of Technology (AFIT) Education Plan; Messages; Department of Defense Notification of change in service members official records; Master Personnel Record Fiche; Training/Specialty Board Certification Records; Continuation Pay Contracts; Specialty Badge Award; Personnel Data Systems (PDS) transactions; Record of Office of Special Investigations (OSI) background checks; Resumes/special applications. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; as implemented by Air Force Instruction 36-2105, Officer Classification; Air Force Regulation 36-4, Special Pay for Medical Corps Officers; Air Force Instruction 36-2610, Appointment of Officers in the Regular Air Force; Air Force Instruction 36-2110, Continuation Pay for Dental Corps Officers; Air Force Regulation 36- 20, Officer Assignments; Air Force Regulation 36-21, Selective Continuation Program; Air Force Instruction 36-2107, Active Duty Service Commitments (PA); and Air Force Instruction 36-2107, Specified Period of Time Contracts (SPTC) (PA). Purpose(s): Verify current assignment; verify history of application for: Tour extension, tour curtailment, Specified Period of Time Contract, Indefinite Reserve Status, duty Air Force specialty code change, special duty application, formal school application, change of assignment reporting dates, join spouse application; Use AF Form 24 for obtaining date of birth and place of birth when processing assignment to academy or other highly sensitive area of assignment; to hold messages pertaining to assignment; to hold action notices and career briefs as a result of input from original office and any other office pertaining to an individual. This also includes career briefs and action notices from automatic actions (i.e., available assignment); pay computation; grade computation; to provide background information to answer correspondence. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. etc. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in office files for six months after the individual terminates military service, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Deputy Director of Medical Service Officer Management, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Deputy Director of Medical Service Officer Management, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Deputy Director of Medical Service Officer Management, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Applications for appointment, letters written by individual or on individuals by others. Computer print-outs, forms completed by individuals, Personnel Data Systems (PDS) transactions, other information pertinent to assignments or career development of the officer. Exemptions claimed for the system: None. F036 AFPC H System name: Medical Opinions on Board for Correction of Military Records Cases (BCMR). System location: Headquarters Air Force Military Personnel Center, Deputy Director, Medical Service Officer Management, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Categories of individuals covered by the system: Files are maintained on individuals making application to the Air Force Board for Correction of Military Records on which a medical opinion has been rendered. Categories of records in the system: Contains a copy of the medical advisory opinion rendered on Air Force Board for Correction of Military Records. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by, and 10 U.S.C. 79, Correction of Military Records; as implemented by Air Force Instruction 36-2603, Air Force Board for Correction of Military Records. Purpose(s): A historical reference, by name, to previous action taken regarding a specific BCMR application. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders in filing cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in cabinets and locked rooms. Retention and disposal: Retained in office files for one year or until no longer needed for reference, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Deputy Director, Medical Service Officer Management, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Deputy Director, Medical Service Officer Management, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Deputy Director, Medical Service Officer Management, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from medical institutions. Exemptions claimed for the system: None. F036 AFPC I System name: Airmen Utilization Records System. System location: Headquarters United States Air Force, Washington, DC 20330. Air Force Manpower and Personnel Center, Randolph Air Force Base, TX 78150. Categories of individuals covered by the system: Enlisted personnel on active duty who request reassignment or deferment from assignment under the Children Have A Potential (CHAP) humanitarian programs; or are nominated or volunteer for special assignment; or request information or action through high level channels; or are restricted, along with their dependents, from assignment to certain overseas areas; or are subject to special assignment procedures, such as: Reassignment of airmen with known deficiencies; reassignment of threatened airmen; disposition of airmen involved in disciplinary/legal problems en route to permanent change of station (PCS) assignment; or reassignment for trial; Curtailment of Overseas Tour for Cause or are permanently decertified from the Personnel Reliability Program and Master, Senior Master and Chief Master Sergeants on active duty in the Air Force who are considered/selected for an assignment. Enlisted club stewards on active duty in the Air Force. Categories of records in the system: Documentation of oral and written dialogue with airmen regarding assignment actions; notification to airman of assignment; oral and written dialogue with commanders regarding assignment actions; projected assignment actions; oral and written dialogue with Air Force multi-level functional managers regarding assignment actions; medical, legal and financial factors related to humanitarian assignment actions; personal assignment preferences, assignment limitations; final and executed assignment actions; high level interest and official Air Force responses; legal and investigative information regarding assignment restrictions; reassignment of airmen with known deficiencies, or involved in disciplinary or legal problems, or for cause, or for personal safety, or for convenience of litigation actions; permanent decertification from the Personnel Reliability Program and extracts from the Personnel Data System (PDS); Airman Career Briefs; Airman Performance Reports and Education Data; senior NCO Academy selection files. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; Air Force Regulation 35-99, Personnel Reliability Program, and Air Force Regulation 39-11, Airman Assignments. Purpose(s): Used to provide senior noncommissioned officers (NCOs) with personalized assignment service and to provide tracking and background data with which to reply to queries from the NCOs. Information is used by the PALACE Non-appropriated Fund resource manager to develop the career and broaden the experience of club stewards and to staff club steward assignment actions. Also used to staff assignments on those airmen who have applied for humanitarian - Children Have A Potential (CHAP) assignments; Used to track-select airmen for special assignments, to document responses to high-level inquiries and to provide the rationale for approving or disapproving a request for assignment. Used to document special assignment actions to certain overseas areas and in those actions involving disciplinary or legal problems, threatened airmen, airmen with known deficiencies, curtailment for cause and when reassignment is required for trial purposes. To monitor assignment restrictions on airmen decertified from Personnel Reliability Program duties. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms, protected by guards and controlled by personnel screening and by visitor registers. Retention and disposal: Destroyed at the end of the calendar year or 18 months after final action on requests for humanitarian assignment, by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Assistant Deputy Chief of Staff/Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information generated by the Air Force office of primary responsibility; from PDS by inquiry or action notice; law enforcement agencies; investigative agencies; or Air Staff inputs. Exemptions claimed for the system: None. F036 AFPC J System name: Promotion Documents/Records Tracking (PRODART) and Airman Promotion Historical Records (APHR) System. System location: Promotion Documents/Records Tracking (PRODART) files are maintained in the Board Support Branch, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Airman Promotion Historical Records (APHR) are maintained in the Airman Promotion Branch, Selection Board Secretariat, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Categories of individuals covered by the system: PRODART: Air Force active duty enlisted personnel in the grade of E-7 and E-8 and active duty officers in grades O-1 through O-5. APHR: Active duty airmen in grade E-4 through E-8 at time of promotion consideration. Categories of records in the system: PRODART portion of this system is made up of six files: Active duty enlisted file, active duty officer file, document/record required, document/record receipt file, selection board eligibility file, and derogatory information file. These files contain name, Social Security Number, grade data, service data, and selection board eligibility data. APHR records consist of Microfiche files reflecting individual historical promotion data for a specific cycle which is no longer maintained within the automated personnel data system. Contains member identification, promotion eligibility status, select/nonselect status, and critical personnel data. Microfiche files for members in grades E-4 through E-6 contain relative standing and weighted factor scores. Contains worksheets used to manually compute individual promotion status (select/nonselect) for the Weighted Airman Promotion System for those members not considered during the computerized selection process; master listings for each specified promotion cycle reflecting all members in the applicable grade and their specific status: select, nonselect, nonweighable, or ineligible; and listing of promotion sequence numbers assigned to all selectees for a specific cycle. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; as implemented by Air Force Instruction 36-2608, Military Personnel Records Systems; Air Force Instruction 36-2402, Officer Evaluation System; Air Force Instruction 36-2403, Enlisted Evaluation System; Air Force Manual 36-2622, Base Level Military Personnel System; Air Force Instruction 36-2502, Promotion of Airmen, and E.O. 9397 (SSN). Purpose(s): Records technicians use the PRODART system to identify documents missing from the United States Air Force Selection Records Group and to account for documents received. Personnel technician use system to produce statistical digest data for management analysis functions. The AHPR are used by Promotion Branch as the master record of promotion status for a specified cycle. Used to respond to inquiries (including congressional inquiries), for Air Staff advisories to the Air Force Board for Correction of Military Records, to manage the Airman Promotion Program, to recreate promotion status, and to provide statistical data for official use. Used to provide supplemental promotion consideration and to research and/or correct promotion status for a previous cycle. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: PRODART records are maintained in file server. APHR are maintained in visible file binders/cabinets, in computers and on computer output products, and on microfilm. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or secured building. Those in computer storage devices are protected by computer system software. Retention and disposal: PRODART records are maintained until member is selected for promotion to Chief Master Sergeant (E-9) or Colonel (0-6) or when member is no longer on active duty. AHPR are maintained for 10 years, computed from the date of the original selection process. Manual computation work sheets are maintained for one year and then select/nonselect data are listed on a roster which is maintained for an additional nine years. After the specified retention period, the records are destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: PRODART: Chief, Board Support Branch, Secretariat, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. AHPR: Chief, Airman Promotion Branch, Selection Board Secretariat, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Chief, Board Support Branch, Selection Board Secretariat, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703 for PRODART records, or to the Chief, Board Support Branch, Selection Board Secretariat, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703 for AHPR records. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Chief, Board Support Branch, Selection Board Secretariat, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703 for PRODART records, or to the Chief, Board Support Branch, Selection Board Secretariat, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703 for AHPR records. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: PRODART data is extracted from the master personnel files. AHPR data is extracted from the active interim eligible file (promotion file) which is a subsystem of the Personnel Data System. Exemptions claimed for the system: None. F036 AFPC K System name: Historical Airman Promotion Master Test File (MTF). System location: Air Force Manpower and Personnel Center, Randolph Air Force Base, TX 78150. Categories of individuals covered by the system: Active duty airmen in grades E-4 through E-8. Air Force Reserve and Air National Guard airmen in grade E-7. Categories of records in the system: Contains historical Specialty Knowledge Test (SKT), Promotion Fitness Examination (PFE) and United States Air Force Supervisory Examination (USAFSE) data which is no longer maintained within the personnel data systems. Includes member identification, test identification, date tested, score and item responses. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; as implemented by Air Force Regulation 35-8, Air Force Military Personnel Testing System. Purpose(s): Used by Air Force Manpower and Personnel Center/Airman Promotion Division (AFMPC/MPCAW) to research and/or correct promotion status for previous cycles. Data used to resolve inquiries, provide supplemental consideration, prepare Air Staff advisories to the Air Force Board for Correction of Military Records, and manage the Airman Promotion Program. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets and on microfiche. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are stored in vaults. Retention and disposal: Maintained for 10 years computed from the date of the original selection process, then destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Assistant Deputy Chief of Staff/Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: See Exemption. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(6). An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 806b. For additional information contact the system manager. F036 AFPC L System name: Recorder's Roster. System location: Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Washington National Records Center, Washington, DC 20409. Categories of individuals covered by the system: Records are maintained on all Air Force officers who are eligible for competitive consideration and officers considered for Regular Air Force appointment and Officers considered for involuntary separation, and any other special board directed by the Secretary of the Air Force or the Chief of Staff. Categories of records in the system: Listing containing record number, name, Social Security Number, date of roster, program control number, component, competitive category, select/non-select status, FOR OFFICIAL USE ONLY statement and name and year of board. A numerical/chronological listing of all changes to competitive file data base after initial build. Listing of special follow items/OPR letters. Authority for maintenance of the system: 10 U.S.C. 531, Original appointment, and 611, Convening of selection boards; as implemented by Air Force Instruction 36-2501, Promotion of Active Duty List Officers. Purpose(s): These records are used to determine whether individuals were considered by the convening board. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Records are accessed by identification of board of consideration and then by inverted Social Security Number of subject by competitive category. Safeguards: Records are accessed by authorized personnel who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: The records are retained in the Selection Board Secretariat for five calendar years and then retired to the National Archives, Washington, DC. System manager(s) and address: Assistant Deputy Chief of Staff for Personnel, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Assistant Deputy Chief of Staff for Personnel, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Assistant Deputy Chief of Staff for Personnel, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150- 4703. Request must include name, grade, Social Security Number, board identification, competitive category, and zone of consideration as applicable. Contesting record procedures: The Air Force rules for accessing records and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: The information in these records is extracted from the Selection Board Support File, and from data compiled from individual board member inputs. Exemptions claimed for the system: None. F036 AFPC M System name: Officer Utilization Records System. System location: Headquarters United States Air Force, Washington, DC 20330. Air Force Manpower and Personnel Center, Randolph Air Force Base, TX 78150. National Personnel Records Center, Military Personnel Records, 9700 Page Boulevard, St. Louis, MO 63132. Categories of individuals covered by the system: Officer personnel on active duty who are eliminated from flying or technical training; or apply for separation or retirement prior to completion of their active duty service commitment (ADSC); or apply for accelerated entry on extended active duty (EAD); or are available for active duty; or are identified for special career monitoring; or are selected or volunteer for Air Staff training (ASTRA); or are selected for below the zone promotion to major and lieutenant colonel; or are former ASTRA officers below the grade of major and selectees, designees and attendees of Intermediate Service Schools (ISS) and Senior Service Schools (SSS); or are volunteers or are selected for the Air Force Institute of Technology (AFIT) or are designees, attendees and graduates of Squadron Officers School (SOS), Academic Instructor Courses (AIC), ISS and SSS; or request reassignment or deferment from assignment under the Children Have A Potential (CHAP) Humanitarian Programs; or request information or action through Congressional sources; or apply or are being considered for Air Staff extensions; or possess or are candidates for PHD degrees; or are the subject of a request to change their Duty Air Force Specialty Code (DAFSC); or apply for early release; or have attended AFIT education programs; or are AFIT graduates and request or are identified for a directed duty assignment; or are attending or are recent graduates of Professional Military Education (PME) institutions; or apply for special duty per Chapter 8, Air Force Regulation 36-20; or apply for undergraduate pilot (UPT) or navigator training (UNT); or apply for or are attending test pilot school; or apply for Officer School Training; or are former prisoners of war (POW) as a result of the Southeast Asia (SEA) conflict; or file reclamas regarding flying time computations in support of the aviation Career Incentive Act; or visit or write the Air Force Manpower and Personnel Center (AFMPC)/Directorate of Personnel Resources and Distribution, Officer Career Management Division for career counselling; or are selected for assignment or reassignment; or are nominated for assignment or are currently assigned to agencies outside the Air Force; or are permanently disqualified from the Human/ Personnel Reliability Programs (HRP/PRP); or are identified for special monitoring due to unique or special qualifications; or apply or are identified for levy exempt status; or Reserve officer personnel not on EAD who: Apply for accelerated entry on active duty; or Reserve officers and Air Force Reserve Officers Training Corps who apply for reserve duty in lieu of extended active duty (EAD); on assignment who received late assignment notification. Categories of records in the system: Documentation of: Actions related to entry, including accelerated; on active duty, special career monitoring; actions related Air Staff Training (ASTRA) selectees or volunteers; special assignments for individuals who demonstrate well above average performances; actions of the AFIT Selection Board and disposition of AFIT applications: Elimination actions accomplished by training activities; Reclassification actions following elimination from training; disposition of applications with justification for levy exempt status; Command comments regarding specific assignment actions; Recommendations regarding retirement or separation prior to ADSC; Disposition of applications for reserve duty in lieu of EAD; Individual career objectives, assignment preferences, limitations; Promotion board reports for major, lieutenant colonels and colonels; Medical, legal and financial factors related to humanitarian assignment actions; Oral and written dialogue with officers regarding assignment actions; High level interest and official Air Force responses; Disposition of applications for Air Staff tour extensions with summary of findings; Award of PHD or pursuit of PHD degree; Request for, staffing of, and disposition of DAFSC changes; Staffing, Early Release Board action summaries and disposition of early release requests; Assignments of personnel who have attained advanced AFIT degrees; Directed duty assignments (DDA) considered because of AFIT education; Assignment considerations of PME students and graduates; Staffing and other actions related to consideration of requests for special duty or UPT or UNT or Test Pilot School or Officer School Training; Assignment actions pertinent for former POW of the SEA conflict; Response to reclamas regarding flying time computations; Assignment and career development counselling actions; Assignment to Department of Defense and Joint Chiefs of Staff activities; Disqualification from HRP or PRP; Special monitoring actions of individuals with unique or special qualifications; and the following forms and documents: Air Force (AF) Form 112, Officer Counselling Data Card; AF Form 11, Officers Military Record; AF Form 215, Application for Officer Training; AF Form 2095, Assignment - Personnel Action; AFMPC Form 93, Assignment for AFIT Graduate; PDS extract related to flying or technical training, education, experience and other assignment factors; Assignment action cards; Assignment work sheets; Career Briefs; Officer Career Objective Statements; Tracking Log; Record of Assignment Action Number (AAN); Assignment Orders; Precision Measurement Equipment (PME) and special category summary forms; Background checks; Officer Palace Manning Report; Short Tour Return Date Roster; Eligible for Overseas Roster; Officer Effectiveness Report; PDS Action Notices Regarding Assignment Factors/Considerations on assignment who received late assignment notification. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; as implemented by Air Force Regulation 36-20, Officer Assignments. Purpose(s): To make a determination regarding the retention and/or reclassification of those officers eliminated from flying or technical training. To make a determination on requests for levy exempt status for officers who have been selected to perform duty on special projects and the individual or major command (MAJCOM) request that the individual be deferred from assignment selection. To make a determination regarding applications for accelerated active duty and on applications for duty with the Air Force Reserves in lieu of extended active duty (EAD). The basis on which to make a recommendation to the Air Force Manpower and Personnel Center (AFMPC), Directorate of Personnel Program Actions (DPMA) regarding waiver of Active Duty Service Commitment (ADSC) for those officers who have applied for separation or retirement. To monitor and staff the initial assignment for officer accessions. To track those officers identified for special career monitoring. To confirm that Air Staff Training (ASTRA) volunteer status has been updated in the Personnel Data System (PDS), also used by Resource Managers to staff extensions of tour, curtailment of tour, Duty Air Force Specialty Code (DAFSC) changes and follow-on assignments. Used by career and Resource Managers to insure that officers who have demonstrated above average performance are considered for challenging and responsible positions. Used by AFIT Selection Board to answer inquiries concerning the status of an application; to monitor officers currently in AFIT; and to work extensions or program changes. Used to nominate and monitor officers for attendance at Intermediate and or Senior Service Schools. Data is also used to track graduates of the Squadron Officer School (SOS) and Academic Instructor Courses (AIC). To staff assignments on those individuals who have applied for humanitarian - CHAP assignments. To fully document the response to an inquiry and to provide the rationale for approval or disapproval of a requested assignment. To staff and make a determination regarding tour extensions. To monitor holders of doctorate degrees and candidates thereof to insure proper utilization of those officers holding doctorate degrees. To staff DAFSC change requests and to make a determination regarding retraining. JI20To make a determination by the Early Release Board regarding an officer's request for early release. To monitor and or assign those officers possessing advanced AFIT degrees; action is essential for proper utilization of advanced degree holders. To make a determination regarding a Directed Duty Assignment (DDA) change on those officers who incurred the DDA as a result of AFIT education. To monitor and staff assignments for Professional Military Education (PME) attendees and or graduates. To monitor and select officers for special duties. To monitor officers who have applied for undergraduate pilot and- or navigator training; used along with the master military personnel record in the selection process. To monitor officers who have applied for and-or are currently attending Test Pilot School. To monitor officers who have applied for Officer School Training. To monitor the utilization of former prisoners of war of the Southeast Asia conflict. Used as backup reference for Aviation Career Incentive Act reclamas. To staff assignments and related actions. Used in the counselling of officers and as background reference documentation for visits of officers to the Air Force Manpower and Personnel Center (AFMPC) and for the response to correspondence between the officer and the AFMPC Resource Manager. Data are used in the assignment selection process to insure fair and equitable assignment selection. Additionally, the information and-or computer products are used to determine unique or specific qualifications for particular assignment. Used by resource teams to nominate officers for assignment to Department of Defense and Joint Chiefs of Staff activities outside the Air Force including release of military personnel records and data to those agencies. To monitor those officers disqualified from Human and-or Personnel Reliability Programs (HRP-PRP) duties. It is also used to insure these individuals are not placed in HRP-PRP positions. Officer assignment block records are used by the interested office to tract individual assignment actions. The blocks are also used in identifying individuals with unique or special qualifications. Used to determine if officers are receiving minimum assignment notification in accordance with established policy. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. name. Safeguards: Records are accessed by custodian of the record system and by persons responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need- to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Documentation records are destroyed after 12 months; or retained until officer leaves ASTRA program; or destroyed when superseded; or destroyed upon individual's completion of AFIT program or upon nonselection to AFIT whichever occurs first; or destroyed when officer is separated or retires; or destroyed 18 months after approval of CHAP request or 12 months after disapproval; or destroyed when officer completes Air Staff tour extension or after 12 months whichever is longer; or destroyed after completion of DDA; or destroyed 12 months after graduation from PME or Officer School Training; or destroyed when application for special duty is withdrawn; or destroyed after completion of UPT/UNT or when eligibility for training expires; or destroyed 3 months after graduation from Test Pilot School; or POW records will be retired to a permanent storage facility on January 1, 1977; or destroyed when Departmental or Joint activity tour is completed; or retained permanently if related to HRP/PRP disqualification but not after separation. Methods of destruction are burning, pulping, shredding, macerating, or tearing into small bits. System manager(s) and address: Assistant Deputy Chief of Staff/Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: PDS inquiries or action notices; Information generated by the Air Force multi-level offices of primary responsibility; Extracts or copies of military personnel records; Air Staff inputs. Exemptions claimed for the system: None. F036 AFPC N System name: Air Force Personnel Test 851, Test Answer Sheets. System location: Air Force Military Personnel Center, Randolph Air Force Base, TX 78150-6001. Categories of individuals covered by the system: Active duty airmen in grades E-4 through E-8. Air Force Reserve and Air National Guard airmen in grade E-7. Categories of records in the system: Item responses (answers) for Specialty Knowledge Tests (SKT), Promotion Fitness Examinations (PFE) and United States Air Force Supervisory Examinations (USAFSE). Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; as implemented by Air Force Regulation 35-8, Air Force Military Personnel Testing System, Chapters 14, 15, and 16. Purpose(s): Used by Air Force Military Personnel Center/Airman Promotion Branch (AFMPC/DPMAJW) to score tests. The percent correct score on the SKT, PFE, and USAFSE, are weighted factors in the Weighted Airman Promotion System (WAPS) to advance airmen (E-4 to E-8) to the next higher enlisted grade. The percentile score on the 9-level upgrade exam is used as an eligibility criterion for promotion to grade E-8 and award of the superintendent (9) Air Force Specialty Code (AFSC) skill level, for ANG and AFRES. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by Electronic Scanner Index Number (cross-referenced to Social Security Number). Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in vaults. Retention and disposal: Maintained for 12 months following completion of promotion cycle for which member was tested, then destroyed by burning or shredding. System manager(s) and address: Assistant Deputy Chief of Staff/Manpower and Personnel for Military Personnel, Randolph Air Force Base TX. Notification procedure: See Exemption. Record access procedures: See Exemption. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: See Exemption. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(6). An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 806b. For additional information contact the system manager. F036 AFPC O System name: Aviation Service Historical Data File. System location: Deputy Chief of Staff for Plans and Operations, Headquarters, United States Air Force, Pentagon, Washington, DC 20330-5054. Categories of individuals covered by the system: Active and inactive duty Air Force officers and airmen. Categories of records in the system: Records concerning any qualification/disqualification for aviation service action and determination of eligibility for aeronautical badges; documentation on rated officers removed from or returned to flying status; officers granted United States Air Force aeronautical rating as a result of aeronautical rating boards, and records of non-rated officers and enlisted personnel who request action or consideration for flying status. Authority for maintenance of the system: 10 U.S.C. 8691, Flying officer rating: qualifications, as implemented by Air Force Regulation 60-13, Aviation Service, Aeronautical Ratings, and Badges. Purpose(s): Provides an historical data base for USAF aviation service actions. Used to respond to inquiries regarding past and current aviation service actions on individuals by officials within the Office of the Secretary of the Air Force; the Air Force Board for Correction of Military Records, the Office of the Chief of Staff, USAF, the Office of the Air Force Deputy Chief of Staff for Personnel; the Office of Assistant Deputy Chief of Staff for Military Personnel, wherein a rated officer's qualification for aviation service is in question, the record is reviewed within the Training and Warrior Management Division, Directorate of Operations, Deputy Chief of Staff for Plans and Operations, for final decision by the Director of Operations. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Records are maintained as precedent files in accordance with Air Force Regulation 12-50, Volume II, Disposition of Air Force Documentation - Policies, Procedures and Responsibilities. Records are destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Chief, Aviation Service Branch, Warrior Management Division, Directorate of Operations, Deputy Chief of Staff for Plans and Operations, Headquarters, United States Air Force, Washington, DC 20330-5054. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the system manager. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the system manager. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Correspondence generated at base level, major air command or Air Staff level. Exemptions claimed for the system: None. F036 AFPC P System name: Separation Case Files (Officer and Airman). System location: Air Force Military Personnel Center, Randolph Air Force Base, TX 78150-6001. National Personnel Records Center, Military Personnel Records Center, Military Personnel Records, 9700 Page Boulevard, St. Louis, MO 63132-5000. Air Reserve Personnel Center, Denver, CO 80280- 5000. Duplicate copies may be retained temporarily at each level requiring review or action on the case. Categories of individuals covered by the system: Officers and Airmen who have requested voluntary separation, who have been recommended or identified for involuntary separation under 10 U.S.C. 617(b) (including Reserve officers as a matter of Air Force Policy). Individuals who, under Pub. L. 95-202, Section 401, have requested review of service performed with the Army Air Force or U.S. Air Force to determine if such service was equivalent to active duty for purposes of laws administered by the Department of Veterans Affairs. Categories of records in the system: Member's application, letter from commander initiating separation action with indorsements, supporting documents, and record of final action take. If congressional inquiry involved, request for information and reply provided is also filed by those offices involved. Authority for maintenance of the system: 10 U.S.C. Chapter 59, Separations, 10 U.S.C. Chapter 36, Promotion, Separation and Involuntary Retirement of Officer on the Active-Duty List, Chapter 60, Separation of Regular Officers for Substandard Performance of Duty or for Certain Other Reasons, and 38 U.S.C., Veteran's Benefits; as implemented by Air Force Regulation 36-2, Administrative Discharge Procedures (For Sub-standard Performance of Duty, Misconduct, Moral or Professional Dereliction, or in the Interest of National Security); 36-12, Administrative Separation of Commissioned Officers; and 39-10, Administrative Separation of Airmen. Purpose(s): The original document is retained as a permanent record of action taken. The duplicate copies are retained to provide a temporary record of actions being taken for responding to inquiries concerning the status of a particular case. Occasionally, a case file is retained as a precedence file for later reference inrevising separation directives Routine uses of records maintained in the system, including categories of users and the purpose 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: Individual case files may be released to a governmental body or agency or health care professional society or organization if such record is needed to perform licensing or professional standards monitoring related to credentialed health care practitioners or licensed, noncredentialed health care personnel who are or were formerly members of the Armed Forces. Case files may also be released to medical institutions or organizations wherein such member has applied for or been granted authority or employment to provide health care services if such record is needed to assess the professional qualifications of such member. The `Blanket Routine Uses' published at the beginning of the Air Force's compilation apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. At National Personnel Records Center. Cases and correspondence are filed with Master Personnel Records. Transitory copies are filed alphabetically by general subject categories, i.e., involuntary officer separations, involuntary airman separations, etc. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need-to-know. Records are stored in locked rooms and cabinets. File cabinets and power files are secured during nonduty hours. Retention and disposal: Master copies are retained permanently. Temporary files are disposed of within three years after final action is taken. Files are disposed of by shredding. System manager(s) and address: Assistant Deputy Chief of Staff/Personnel for Military Personnel, Randolph Air Force Base, TX 78150-6001. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the Assistant Deputy Chief of Staff/Personnel for Military Personnel, Randolph Air Force Base, TX 78150-6001. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Assistant Deputy Chief of Staff/Personnel for Military Personnel, Randolph Air Force Base, TX 78150-6001. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Member's application, correspondence from unit commander's initiating separation action. Exemptions claimed for the system: None. F036 AFPC Q System name: Educational Delay Action Notification. System location: Air Force Military Personnel Center, Randolph Air Force Base, TX 78150-6001. Categories of individuals covered by the system: Air Force Reserve Officers' Training Corps (AFROTC) Cadets and/or AFROTC graduates (officers). Categories of records in the system: Applications for delay in entering extended active duty status to pursue advanced degrees. Authority for maintenance of the system: 10 U.S.C. 2108, Advanced standing; interruption of training; delay in starting obligated service; release from program, and 50 Appendix 456, Deferments and exemptions from training and service, as implemented by Air Force Regulation 33-3, Enlistment in the United States Air Force. Purpose(s): Used to inform applicants of results of Board action on their request for delay. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by persons responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need- to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Disapproved applications are destroyed after 6 months; approved applications are destroyed on completion of delay. System manager(s) and address: Assistant Deputy Chief of Staff/Personnel for Military Personnel, Randolph Air Force Base, TX 78150-6001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Personnel for Military Personnel, Randolph Air Force Base, TX 78150-6001. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Personnel for Military Personnel, Randolph Air Force Base, TX 78150-6001. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Member's application. Exemptions claimed for the system: None. F036 AF PC A System name: Effectiveness/Performance Reporting Systems. System location: Headquarters United States Air Force, 1040 Air Force Pentagon, Washington, DC 20330-1040; Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703; and National Military Personnel Records Center, 9700 Page Boulevard, St. Louis, MO 63132-2001. Headquarters Air Reserve Personnel Center, 6760 E. Irvington Place (6600), Denver CO 80280-6600. Headquarters of major commands and field operating agencies; consolidated base personnel offices; each State Adjutant General Office, and Air Force Reserve and Air National Guard units. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Military personnel only. Officers: Applies to Active Duty/Air National Guard/Air Force Reserve personnel serving in grades Warrant Officer (W-1) through Colonel (0-6). Enlisted: Applies to active duty personnel in grades Airman Basic (E-1) through Chief Master Sergeant (E-9), and to Air Force Reserve personnel in grades Staff Sergeant (E-5) through Chief Master Sergeant (E-9). Categories of records in the system: Officer Effectiveness Reports; Education/Training Reports; Colonels and Lieutenant Colonels Promotion Recommendation Reports; Enlisted Performance Reports for Airman Basic (E-1) through Chief Master Sergeant (E-9); Description of data contained therein: Name; Social Security Number; active and permanent grades; specialty data; organization location and Personnel Accounting Symbol; period of report; number of days of supervision; performance evaluation scales; assessment of potential, and comments regarding ratings. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; as implemented by Air Force Regulation 36-9, General Officer Promotions and Evaluations; Air Force Instruction 36-2402, Officer Evaluation System; Air Force Instruction 36-2403, Enlisted Evaluation System, and E.O. 9397 (SSN). Purpose(s): Used to document effectiveness/duty performance history; promotion selection; school selection; assignment selection; reduction-in-force; control roster; reenlistment; separation; research and statistical analyses, and other appropriate personnel actions. Routine uses of records maintained in the system, including categories of users and the purpose 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: Non-exempt records from this system may be disclosed to other federal agencies in anticipation of an individual's assignment or upon actual assignment to that agency, to the extent that the information is relevant and necessary to the agency's decision on the matter. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Copies of effectiveness reports are retained until separation or retirement. At separation or retirement, data subject is presented with field and command record copies of his or her reports. The Headquarters Air Force (HAF) copy is a permanent record that is forwarded to the National Military Personnel Records Center, 9700 Page Boulevard, St. Louis, MO 63132-2001. In the event the member has a Reserve commitment, the HAF copy is sent to Headquarters Air Reserve Personnel Center, 6760 E. Irvington Place (6600), Denver, CO 80280-6600. The following exceptions apply: Officers Field Record: Remove and give to individual when promoted to Colonel, when separated or retired, or destroy when voided by action of the Officer Personnel Records Review Board. When voided by action of the Air Force Board for Correction of Military Records, forward all copies of report to Headquarters United States Air Force (HQ USAF) when directed. Command Record: The command custodian will destroy the reports when voided by action of Officer Personnel Records Review Board. When voided by action of the Air Force Board for Correction of Military Records, forward all copies of report to HQ USAF when directed. HAF Record: Remove reports voided by action of the Officer Personnel Records Review Board from the selection folder and file in the board recorder's office until destruction. Remove reports voided by action of the Air Force Board for Correction of Military Records from selection folder and submit to Board's Secretariat with duplicate and triplicate copies for custody and disposition. Promotion Recommendation Reports are temporary documents maintained only at HQ Air Force level and are destroyed after their purpose has been served. Active Duty Enlisted: Grades E-3 through E-6: On separation or retirement, Enlisted Performance Reports (EPRs) are forwarded to the National Personnel Records Center, St. Louis, MO unless data subject holds a reserve obligation, in which case they are forwarded to Air Reserve Personnel Center. Grades E-7 through E-9: On separation or retirement, original copies, those retained in Senior NCO selection folders and those in field record closing before 1 January 1967, are forwarded to the National Personnel Records Center, or to Air Reserve Personnel Center if data subject holds a reserve obligation. Duplicate copies closing 1 January 1967 or later (field record) are returned to the member at separation or retirement. Non-Active Duty Reserve Enlisted: Air Force Reserve Forces Noncommissioned Officers Performance Report; upon separation, retirement or assignment to a non-participating reserve status, they are forwarded to Air Reserve Personnel Center for file in the master personnel record and disposed of as a part of that record. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Deputy Chief of Staff for Personnel, Headquarters United States Air Force, 1040 Air Force Pentagon, Washington, DC 20330-1040; Chief of Air Force Reserve, Headquarters United States Air Force, 1150 Air Force Pentagon, Washington, DC 20330-1150; and Director, Air National Guard, 2500 Army Pentagon, Washington, DC 20310-2500. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Deputy Chief of Staff/Personnel, Headquarters United States Air Force, Washington DC 20330-5060; or to the Chief of Air Force Reserve, Headquarters United States Air Force, Washington, DC 20330-1000; or to the Director, Air National Guard, Washington, DC 20310-2500; or directly to agency officials at the respective system location. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written inquiries to the Deputy Chief of Staff/Personnel, Headquarters United States Air Force, Washington DC 20330-5060; or to the Chief of Air Force Reserve, Headquarters United States Air Force, Washington, DC 20330-1000; or to the Director, Air National Guard, Washington, DC 20310-2500; or directly to agency officials at the respective system location. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: The basis of the ratings is observed on-the-job performance or by the education/training progression of the individual. Further, effectiveness reports may have as an additional source of information Letters of Evaluation. Exemptions claimed for the system: Brigadier General Selectee Effectiveness Reports and Colonel and Lieutenant Colonel Promotion recommendations with close out dates on or before January 31, 1991, may be exempt under the provisions of 5 U.S.C. 552a(k)(7) from subsections of 5 U.S.C. 552a(c)(3); (d); (e)(4)(H); and (f), as applicable, but only to the extent that disclosure would reveal the identity of a confidential source. For additional information contact the system manager. An exemption rule has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in the 32 CFR part 806b. F036 AF PC B System name: Geographically Separated Unit Copy Officer Effectiveness/Airman Performance Report. System location: Headquarters of major subordinate commands and numbered Air Force. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Officers (Lt. Colonel and below) and Airmen. Categories of records in the system: Officer Effectiveness Report; Education/Training Report; Airman Performance Report; Technical Sergeant, Staff Sergeant, and Sergeant Performance Report; and Chief Master Sergeant, Senior Master Sergeant, and Master Sergeant Performance Report. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; as implemented by Air Force Regulation 36-10, Officer Evaluations, and Air Force Regulation 39-62, Active Duty Noncommissioned Officer and Airman Performance Reports and E.O. 9397 (SSN). Purpose(s): Used as a record of individual's past job performance. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders. Retrievability: Information in the system is retrieved by name. Safeguards: Records are accessed by authorized personnel who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in office files until reassignment or separation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Headquarters at Major Subordinate Commands and numbered Air Forces. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit Headquarters at Major Subordinate Commands and numbered Air Forces. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to or visit the Headquarters at Major Subordinate Commands and numbered Air Forces. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Officer and airman evaluation report data. Exemption claimed for the system: None. F036 AF PC C System name: Military Personnel Records System. System location: Primary locations: Headquarters United States Air Force, 1040 Air Force Pentagon, Washington, DC 20330-1040. Headquarters Air Force Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Air Reserve Personnel Center, 6760 East Irvington Place 4000, Denver, CO 80280-4000. National Personnel Records Center, Military Personnel records, 9700 Page Boulevard, St. Louis, MO 63132-5100. Headquarters of major commands and field operating agencies; consolidated base personnel offices; State Adjutant General Office of each respective state, District of Columbia and Commonwealth of Puerto Rico, and Air Force Reserve and Air National Guard units. Official mailing addresses are published as an appendix to the Air Force compilation of records systems notices. Secondary locations: Officer Correspondence and Miscellaneous Document Group for active duty officers at Headquarters Air Force Personnel Center (HQ AFPC), and at Headquarters, United States Air Force (HQ USAF); Officer Selection Record Group (OSRGp) at HQ USAF, General Officer Group and at HQ USAF and HQ AFPC Air Force Colonel's Group; retired general officers Master Personnel Record Group (MPerRGp) at AFPC; Officer Command Selection Record Group (OCSRGp) at the respective Air Force base of assignment servicing Military Personnel Flight (MPF), and respective Air Force major command; Air Force active duty enlisted personnel MPerRGp and senior NCO selection folder at AFPC; Field Personnel Records Group (FPerRGp) at the respective unit of assignment or servicing MPF or Consolidated Reserve Personnel Office (CRPO); personnel in Temporary Disability Retired List, Missing in Action (MIA), Prisoner of War (POW), Dropped From Rolls status MPerGp at AFPC; Reserve officers MPerRGp at Air Reserve Personnel Center (ARPC); Reserve airmen MPerRGp at ARPC and FPerRGp at the respective unit of assignment or servicing MPF/CRPO; United States Air National Guard (ANGUS) officers MPerRGp at ARPC, OCSRGp at the respective State Adjutant General Office, and FPerRGp at the respective unit of assignment; ANGUS airmen MPerRGp at the respective State Adjutant General Office and FPerRGp at the respective unit of assignment; retired and discharged Air Force military personnel MPerRGp at National Personnel Records Center; and Air Force Academy cadets MPerRGp at unit of assignment MPF. Categories of individuals covered by the system: Air Force active duty military, Air Force Reserve and Air National Guard personnel. Categories of records in the system: System contains substantiating documents such as forms, certificates, administrative orders and correspondence pertaining to appointment as a commissioned officer, warrant officer, Regular AF, AF Reserve or ANGUS, enlistment/reenlistment/extension of enlistment, assignment, Permanent Change of Station, Temporary Duty (TDY), promotion and demotion; identification card requests; casualty; duty status changes--Absent Without Leave/MIA/POW/Missing/Deserter; military test administration/results; service dates; separation; discharge; retirement; security; training; Professional Military Education (PME); On-The-Job Training; Technical, General Military Training; commissioning; driver; academic education; performance/ effectiveness reports; unfavorable communications in the OSRGp; records corrections; formal/informal medical or dental treatment/ examination; flying/rated status administration; extended active duty; emergency data; line of duty determinations; human/personnel reliability; career counseling; records transmittal; AF reserve administration; Air National Guard administration; board proceedings; personnel history statements; Veterans Administration compensations; disciplinary actions; record extracts; locator information; personal clothing/equipment items; passport; classification; grade data; Career Reserve applications/cancellations; traffic safety; Unit Military Training; travel voucher for TDY to Republic of Vietnam; dependent data; professional achievements; Geneva Convention card; Federal insurance; travel and duty restrictions; Conscientious Objector status; decorations and awards; badges; Favorable Communications (colonels only); Inter-Service transfers; pay and allowances; combat duty; leave; photographs, and Personnel Data System products. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; as implemented by Air Force Instruction 36-2608, and E.O. 9397 (SSN). Purpose(s): Military personnel records are used at all levels of Air Force personnel management within the agency for actions/processes related to procurement, education and training, classification, assignment, career development, evaluation, promotion, compensation, sustentation, separation and retirement. 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: Records may be disclosed to the Department of Veterans Affairs for research, processing and adjudication of claims, and providing medical care. To dependents and survivors for determination of eligibility for identification card privileges. To the Civilian Health and Medical Program of the Uniformed Services (CHAMPUS) for determination of eligibility and benefits. To local Immigration/Naturalization Office for accountability and audit purposes. To State Unemployment Compensation offices for verification of military service related information for unemployment compensation claims; Respective local state government offices for verification of Vietnam `State Bonus' eligibility. To the Office of Personnel Management for verification of military service for benefits, leave, or Reduction in Force purposes, and to establish Civil Service employee tenure and leave accrual rate. To the Social Security Administration to substantiate applicant's credit for social security compensation; Local state office for verification of military service relative to the Soldiers and Sailors Civil Relief Act. Information as to name, rank, Social Security Number, salary, present and past duty assignment, future assignments that have been finalized, and office phone number may be provided to military financial institutions who provide services to DOD personnel. For personnel separated, discharged or retired from the Air Force, information as to last known address may be provided to the military financial institutions upon certification by a financial institution officer that the facility has a dishonored check or defaulted loan. To the Selective Service Agencies for computation of service obligation. To the American National Red Cross for emergency assistance to military members, dependents, relatives or other persons if conditions are compelling. To the Department of Labor for claims of civilian employees formerly in military service, verification of service-related information for unemployment compensation claims, investigations of possible violations of labor laws and for pre-employment investigations. To the Armed Forces Retirement Home to determine eligibility. To Federal agencies, their contractors and grantees, and to private organizations, 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. The DoD `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file folders/binders, cabinets and on computer and computer output products. Retrievability: Information in the system is retrieved by last name, first name, middle initial and Social Security Number. Records stored at National Personnel Records Center are retrieved by registry number, last name, first name, middle initial and Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the records system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records stored in locked room, cabinets, and in computer storage devices protected by computer system software. Retention and disposal: Those documents designated as temporary in the prescribing directive remain in the records until their obsolescence (superseded, member terminates status, or retires) when they are removed and provided to the individual. Unfavorable communications in the OSRGp are transferred to Air Reserve Component and retained for one year following an officer's termination of status, or destroyed if officer retires or dies. Those documents designated as permanent remain in the military personnel records system permanently and are retired with the master personnel record group. System manager(s) and address: Commander, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Commander, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Individuals may also appear in person at the responsible official's office or the respective repository for records for personnel in a particular category during normal duty hours any day except Saturday, Sunday or national and local holidays. The Saturday and Sunday exception does not apply to Reserve and National Guard units during periods of training. The system manager has the right to waive these requirements for personnel located in areas designated as Hostile Fire Pay areas. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Commander, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Individuals may also appear in person at the responsible official's office or the respective repository for records for personnel in a particular category during normal duty hours any day except Saturday, Sunday or national and local holidays. The Saturday and Sunday exception does not apply to Reserve and National Guard units during periods of training. The system manager has the right to waive these requirements for personnel located in areas designated as Hostile Fire Pay areas. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is obtained from the subject of the file, supervisors, correspondence generated within the agency in the conduct of official business, educational institutions, and civil authorities. Exemptions claimed for the system: None. F036 AF PC D System name: Officer Performance Report (OPR)/Enlisted Performance Report (EPR) Appeal Case Files. System location: Air Force Military Personnel Center, Randolph Air Force Base, TX 78150-6001; Air Reserve Personnel Center, Denver, CO 80280-5000, and Consolidated Base/Reserve Personnel Offices. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Present and former officers and airmen of the Regular Air Force, the Air Force Reserve and the Air National Guard who appeal for correction of records. Categories of records in the system: Copy of individual application, supporting documents, endorsements by the CBPOs/CRPOs and correspondence reflecting the board's decision on the case, and other official records. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; implemented by Air Force Regulation 31-11, Correction of Airman and Officer Evaluation Reports. Purpose(s): To answer individual inquiries concerning a particular appeal. At AFMPC and ARPC levels, records are used as a basis for consideration in preparation of Air Staff advisory opinions on OPR/EPR appeals. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the systems: Storage: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system, and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: AFMPC and ARPC case files are maintained for three calendar years from date of last action as indicated in the file, then destroyed. At CBPOs/CRPOs files are maintained for two calendar years from date of last action as indicated in the file, then destroyed. Destruction is by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Assistant Deputy Chief of Staff for Personnel, Randolph Air Force Base, TX 78150-6001. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the Assistant Deputy Chief of Staff for Personnel, Randolph Air Force Base, TX 78150-6001 or to the CBPO/CRPO where appeal was processed. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Assistant Deputy Chief of Staff for Personnel, Randolph Air Force Base, TX 78150-6001 or to the CBPO/CRPO where the appeal was processed. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Member's application, endorsements by CBPO/CRPO, official records and documents from other sources, and correspondence reflecting the appeal board's decision. Also, when applicable, Air Staff advisory opinions furnished the Air Force Board for Correction of Military Records under the provisions of Air Force Regulation 31-3, Air Force Board for Correction of Military Records.' Exemptions claimed for the systems: None. F036 AF PC E System name: United States Air Force (USAF) Airman Retraining Program. System location: Headquarters United States Air Force, Air Force Manpower and Personnel Center (AFMPC), major command headquarters, and consolidated base personnel offices. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Air Force active duty enlisted personnel who apply for or are in retraining programs. Categories of records in the system: Request for Retraining/Lateral Training 7301: This mechanized report contains a broad spectrum of retraining data to track retraining movement between specialties; it also identifies individuals and Major Commands (MAJCOMs) involved; this data can provide detailed identification of retrainees, type of training, type of specialties and other desired data on retraining movement. Authority for maintenance of the system: 10 U.S.C. Chapter 901, Training Generally; implemented by Air Force Regulation 39-4, Airman Retraining Program. Purpose(s): Used by military personnel officials at base, major command, and Headquarters AFMPC to evaluate decisions on retraining applications. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are accessed by commanders of medical centers and hospitals. Retention and disposal: Retained until training programs are completed or individual leave the Air Force. System manager(s) and address: Assistant Deputy Chief of Staff, Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff, Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff, Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual's application and official personnel records. Exemptions claimed for the system: None. F036 AF MP F System name: Request for Selective Reenlistment Bonus (SRB) and/or Advance Payment of SRB. System location: Consolidated base personnel offices at Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Enlisted members who are receiving Selective Reenlistment Bonus payments and/or request advance payment of one or more remaining installments. Categories of records in the system: Requests for Selective Reenlistment Bonus (SRB) and/or Advance Payment of SRB. Authority for maintenance of the system: 37 U.S.C. 308, Special pay: Reenlistment bonus; implemented by Air Force Regulation 35-16, Volume I, USAF Reenlistment, Retention, and NCO Status Program. Purpose(s): Used by immediate commander, major command headquarters Retention/Reenlistment office, United States Air Force Deputy Chief of Staff/Personnel, Reenlistments Branch, Randolph Air Force Base, TX 78150 to manage advance payment of Selective Reenlistment Bonus monies due in subsequent fiscal years. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Retained for two years after end of year in which the case was closed, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Assistant Deputy Chief of Staff, Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the servicing Consolidated Base Personnel Office. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the servicing Consolidated Base Personnel Office. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Member's application. Exemptions claimed for the system: None. F036 AF PC G System name: Selective Reenlistment Consideration. System location: Air Force Manpower and Personnel Center, Randolph Air Force Base, TX 78150 and consolidated base personnel offices at Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Initial enlistees within 15 months of original expiration term of service; second term career Airmen within 13 months of ETS. Categories of records in the system: Documentation of selective reenlistment consideration process. Authority for maintenance of the system: 10 U.S.C. Chapter 833, Enlistments. Purpose(s): Used by member's immediate supervisor, member's immediate commander, unit career advisor, base career advisor to determine member's reenlistment eligibility. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Retrieved temporarily in member's Unit Personnel Records prior to reenlistment; permanently filed in Master Personnel Records at time of reenlistment, separation, discharge or retirement. System manager(s) and address: Assistant Deputy Chief of Staff, Manpower and Personnel for Military Personnel, Randolph Air Force Base, Texas 78150. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff, Manpower and Personnel for Military Personnel, Randolph Air Force Base, Texas 78150 or agency officials at the servicing Consolidated Base Personnel Office. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff, Manpower and Personnel for Military Personnel, Randolph Air Force Base, Texas 78150 or agency officials at the servicing Consolidated Base Personnel Office. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Entries are made by the supervisor and commander, and acknowledged by the member. Exemptions claimed for the system: None. F036 AF PC H System name: Air Force Enlistment/Commissioning Records System. System location: Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703; Headquarters United States Air Force Recruiting Service, 550 D Street W, Randolph Air Force Base, TX 78150-4527; recruiting offices; Military Entrance Processing Stations, and Liaison Noncommissioned Officer offices in all states. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Applicants for enlistment or commissioning programs. Categories of records in the system: Individual's application, personal interview record (PIR) and supporting documents containing name, Social Security Number, finger prints, historical background, education, medical history, physical status, employment, religious preferences (optional), marital and dependency status, linguistic abilities, aptitude test results, parental consent for minors. Authority for maintenance of the system: 10 U.S.C. 31, Enlistments, implemented by Air Force Instruction 36-2002, Regular Air Force and Special Category Accessions; 10 U.S.C. 34, Appointment as reserve officers; 10 U.S.C. 103, Senior reserve officer's training corps; 10 U.S.C. 8358, Commissioned officers; original appointment; service credit, and 10 U.S.C. 904, Schools and camps, as implemented by Air Force Instruction 36-2005, Appointment in Commissioned Grades and designation and Assignment in Professional Categories -- Reserve of the Air Force and United States Air Force (temporary); Air Force Instruction 36-2013, Officer Training School (OTS) and Airman Commissioning Program, and E.O. 9397 (SSN). Purpose(s): Information is collected by recruiters to determine enlistment/ commissioning eligibility, and process qualified applicants. Personnel managers use a hard copy documentation of data entered in Personnel Data Systems (PDS). Personnel managers also use certain documents to determine classification and assignment actions after enlistment or commissioning. All documents are source documents in determining benefits/entitlement. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Commissioning records at Headquarters United States Air Force Recruiting Service (USAFRS/RS) are maintained for one year. Files of applicants not enlisted are retained in the local recruiting office and destroyed after two years. Records of commissioned officers and enlistees that are not forwarded to Master and Unit Personnel Records files are destroyed after two years. Records are destroyed by tearing into pieces, burning, shredding, macerating or pulping. System manager(s) and address: Commander, Headquarters Air Force Military Personnel Center; 550 C Street W, Randolph Air Force Base, TX 78150-4703; and Commander, Headquarters United States Air Force Recruiting Service, 550 D Street W, Randolph Air Force Base, TX 78150-4527 Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the system manager or contact recruiting officials at respective recruiting office location. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the system manager or contact recruiting officials at respective recruiting office location. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual provides through written application or personal interview. Exemptions claimed for the system: None. F036 AF PC I System name: Incoming Clearance Records. System location: Consolidated base personnel offices at Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Record is established for each active duty Air Force member projected for arrival at a new duty location. Categories of records in the system: Records contains computer print-out, orders, documents received by the processing unit prior to members arrival. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; implemented by Air Force Regulation 35-17, Preparation of Personnel Selected for Relocation - Base Level Procedures. Purpose(s): To provide a central location for retaining documents received prior to a members physical arrival at joining installation of assignment. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Record system is retained until arrival of the member, in- processing has been completed, all documents/components are accounted for. The record is then destroyed by tearing into small bits, pulping, shredding, burning, or macerating. System manager(s) and address: Assistant Deputy Chief of Staff, Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff, Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff, Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Special Orders and information extracted from Personnel Data System (automated record system). Exemptions claimed for the system: None. F036 AF PC J System name: Absentee and Deserter Information Files. System location: Absentee and deserter documents are maintained in the Unit Personnel Record Group at consolidated base personnel offices. Deserter information files are maintained at major commands of the parent unit of assignment. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Case files are maintained at the Air Force Military Personnel Center, Randolph Air Force Base, TX 78150-6001. Permanently retained documents are located at the National Personnel Records Center, Military Personnel Branch, 9700 Page Boulevard, St. Louis, MO 63132 and the Air Reserve Personnel Center, Denver, CO 80280. Categories of individuals covered by the system: All active duty and inactive duty Air Force personnel who are or have been reported absent without leave or who have been administratively classified as a deserter. Categories of records in the system: Duty status change forms; Absentee Wanted by the Armed Forces forms; copy of unit commander's initial and follow-on Report of Inquiry. Includes information concerning circumstances surrounding the unauthorized absence and attempts to locate the individual; copy of notification letter to next of kin stating that member is considered in an administrative status of an unauthorized absentee or deserter; Federal Bureau of Investigation (FBI) and Office of Special Investigations (OSI) reports or extracts therefrom are included in some case files; correspondence administratively classifying the individual as a deserter, if appropriate; Report of Return of Absentee Wanted by the Armed Forces forms. Authority for maintenance of the system: 10 U.S.C. Chapter 47, Uniform Code of Military Justice, Sections 885, Desertion, 886, Absence without leave and 887, Missing movement; implemented by Air Force Regulation 35-73, Desertion and Unauthorized Absence. Purpose(s): Provides documentation and reference source for the administration of individuals administratively classified as deserters. Used as basis for preparing statistical reports required by DOD, managers of unauthorized absentee programs, e.g., Major Commanders. 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: Changes in individual's status are reported to military, federal and civil law enforcement agencies to facilitate apprehension. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved alphabetically by last name. Safeguards: Records are accessed by the custodian of the record system, and by persons responsible for servicing the records system in the performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in file cabinets in buildings that are either locked or have controlled access entry requirements. Retention and disposal: Documents originated at base level are maintained in the Military Personnel Records System. Major command files are maintained as temporary general correspondence files and destroyed by shredding one year after the calendar year in which the member returned to military control. Case files maintained at the Air Force Military Personnel Center (AFMPC/MPCAKP) are destroyed six months after the member is returned to military control; however, If additional accountable disclosures are made during that six month period the files are transferred to the Military Personnel Records System and retained permanently. System manager(s) and address: Assistant Deputy Chief of Staff/Personnel for Military Personnel, Randolph Air Force Base, TX 78150-6001. Notification procedure: During the period of unauthorized absence, no procedures exist for notifying individuals that a Deserter file is maintained on them unless address provided by requester. Subsequent to the member's return to military control individuals can contact the system manager or visit the locations identified above. Requests from individuals should be addressed to the Assistant Deputy Chief of Staff/Personnel for Military Personnel, Randolph Air Force Base, TX 78150-6001. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Personnel for Military Personnel, Randolph Air Force Base, TX 78150-6001. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Unit Commanders, Consolidated Base Personnel Office representatives, military and civilian law enforcement officials, and anyone who may report information concerning an absentee wanted by the Armed Forces. Exemptions claimed for the system: None. F036 AF PC K System name: Relocation Preparation Project Folders. System location: At Consolidated Base Personnel Offices (CBPOs) only. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Maintained on all active duty Air Force duty Air Force personnel selected for relocation as the result of retirement, separation, release from extended active duty, Permanent Change of Station (PCS), or Temporary Duty (TDY). Categories of records in the system: Relocation records may consist of checklist, orders and amendments, letters from agencies outside the CBPO regarding the member's relocation, record of emergency data, Records Transmittal/ Request, servicemen's request for compensation from the Department of Veterans Affairs, PCS or TDY Levy Notification Letter/Brief, duplicates of correspondence directing/authorizing the relocation, Assignment Instruction Worksheet, Basic Assignment Eligibility Checklist, Assignment Preference Statement, Medical/Dental Clearance for Assignment to short-tour area, Medical and Educational Clearance for Dependent Overseas Travel, Overseas Tour Election Statement, Cancellation/Diversion of Assignment or change of reporting month and components of the Field Records Group for consolidation and forwarding to new location. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by and 8032, General duties; implemented by Air Force Regulation 35-17, Preparation of Personnel Selected for Relocation - Base Level Procedures. Purpose(s): Each type of relocation of Air Force personnel requires specific actions described either on a checklist or by sending a form letter to the applicable base activity having a responsibility for insuring accomplishment of the action. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name within departure month. Safeguards: Records are accessed by authorized personnel in performance of their official duties who are properly screened and cleared for need- to-know. Records are stored in locked cabinets/or rooms. Retention and disposal: Records are maintained for a period of six months after departure of the member, then removed and destroyed by tearing into small bits, macerating, burning, shredding, or pulping. System manager(s) and address: Assistant Deputy Chief of Staff/Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Assistant Deputy Chief of Staff/Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Manpower and Personnel for Military Personnel, Randolph Air Force Base, TX 78150 or directly to agency officials at each respective location. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Individual can obtain assistance in gaining access from the system manager and individuals may deal directly with agency officials at each respective location. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Computer print-outs, information obtained from the unit personnel records, from the unit commander, the supervisor and from the member. Exemptions claimed for the system: None. F036 AF PC L System name: Unfavorable Information Files (UIF). System location: Complete UIFs are maintained in the Unit Orderly Room, the Military Personnel Flight (MPF), Headquarters Air Reserve Personnel Center (HQ ARPC), or HQ Air National Guard Readiness Center (HQ ANGRC). A copy of the UIF summary sheet is maintained at: Individual's unit of assignment; geographically separated units not co-located with a servicing MPF. For officers only the UIF Summary Sheet is also maintained at major command level; for colonels, colonel selects, and general officers at the Headquarters Air Force level; and the gaining unit for individuals selected for reassignment. For Reserve personnel, to the unit of assignment/ attachment. Official mailing addresses are published as an appendix to the Air Force's compilation of system of records notices. Categories of individuals covered by the system: All active or Reserve component (AF Reserve and Air National Guard) military personnel who are the subject of an Unfavorable Information File. Categories of records in the system: Derogatory correspondence determined as mandatory for file or as appropriate for file by an individual's commander. Examples include written admonitions or reprimands; court-martial orders; letters of indebtedness, or control roster correspondence and drug/alcohol abuse correspondence. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; as implemented by Air Force Instruction 36-2907, Unfavorable Information File Program. Purpose(s): Reviewed by commanders and personnel officials to assure appropriate assignment, promotion and reenlistment considerations prior to effecting such actions. UIFs also provide information necessary to support administrative separation when further rehabilitation efforts would not be considered effective. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets and in computers and on computer output products. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Computer records are protected by computer software. Retention and disposal: For enlisted personnel, UIFs are maintained for one year from the effective date of the most recent correspondence, except when the file contains documentation pertaining to Article 15, court-martial or certain civil court convictions, in which case the retention period is two years from the date of that correspondence. UIFs are automatically destroyed upon discharge (no military service obligation) or retirement and on an individual basis when the individual's commander so determines. UIFs are transferred to the active or reserve component to which the enlisted member is transferring, if known, or if unknown or upon separation to HQ AFRC or HQ ANGRC. For officer personnel UIFs are maintained for two years from the effective date of the most recent correspondence, except when the file contains documentation pertaining to court-martial convictions or civil court convictions, in which case the retention period is four years from the date of that correspondence or one year from the date of arrival at a new permanent change of station or one year after date of separation, whichever is longer. UIFs are transferred to the Reserve component to which the officer is transferring, if known or upon separation to HQ ARPC or HQ ANGRC. UIFs are automatically destroyed upon retirement. If a Reserve officer is discharged, (no military service, obligation), the UIF is destroyed. UIFs for regular officers discharged are maintained by HQ ARPC for one year from date of discharge and then destroyed. UIF records are destroyed on officer or enlisted personnel by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Assistant Deputy Chief of Staff/Personnel, Headquarters Air Force Personnel Center, 550 C Street W, Randolph AFB, TX 78150-4703. For Reserve system management: Headquarters Air Force Reserve Command/Directorate of Personnel, 155 2nd Street, Robins AFB, GA 31098-1635. Notification procedure: Personnel for whom optional UIFs exist are routinely notified of a file. In all cases personnel have had the opportunity or are authorized to rebut the correspondence in the file. Individuals seeking to determine whether this system of records contains information about themselves should address inquiries to the servicing Military Personnel Flight, Unit Orderly Room, Headquarters Air Reserve Personnel Center or Headquarters Air National Guard Readiness Center. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system should address inquiries to the servicing Military Personnel Flight, Unit Orderly Room, Headquarters Air Reserve Personnel Center, or Headquarters Air National Guard Readiness Center. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Supervisory reports or censures and documented records of poor performance or conduct. Exemptions claimed for the system: None. F036 AF PC M System name: Officer Promotion and Appointment. System location: Air Force Military Personnel Center, Randolph Air Force Base, TX 78150-6001 and headquarters of major commands and separate operating agencies. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Air Force officers selected/nonselected for active duty promotion or appointment; officers projected as eligible for promotion or appointment consideration. Categories of records in the system: Records may consist of (1) Officer Selection Brief File. This file contains information extracted from the mechanized USAF Master Personnel File to include basic personnel, flying, and education data for each officer to be considered by a selection board for promotion or Regular Air Force appointment. The preselection brief is provided to each eligible officer in advance of presentation to the selection board. An updated selection brief is produced for actual board use. Copies of selection briefs are retained on microfilm. Additionally, a record copy of documentation accepted for manual posting of updates/ corrections to the officer selection brief processed for board consideration is retained. (2) Officer Promotions and Appointments Administrative Files. At the Air Force Military Personnel Center (AFMPC), this file includes copies of staff advisories provided to Secretary of the Air Force Board for Correction of Military Records containing promotion and appointment related information in response to specific points in an application, and background information and proposed responses to Congressional and high-level inquiries in the officer promotions and appointments area. At all levels, the file will include information and background relative to any propriety of promotion or appointment action (not qualified recommendation, removal action, delaying action, etc.) processed, and listings of officers eligible for promotion or appointment consideration. (3) Regular Officer History Card File. This file contains a history card on each Regular Air Force Officer who was on active duty, Temporary Disability Retired List or missing in action as of January 1973. It contains name, Social Security Number, Promotion List Service Date (10 U.S.C. 8287), Adjusted Promotion List Service Date (PLSD) (10 U.S.C. 8303 or any other provision if applicable), source of commission, date of Regular Air Force acceptance, date of birth, promotion, category (Line, Medical Corps, etc.) (10 U.S.C. 8296), base retirement date (10 U.S.C. 8927), permanent grade history, temporary grade history to include dates of rank, effective dates and special orders announcing the promotion. Total Active Federal Commissioned Service Date, date officer was placed on or recalled from the Temporary Disability Retired List (if applicable). Regular Air Force Lineal Position Number, Presidential nomination date, Total Active Federal Service as of date of Presidential nomination, any commissioned service held prior to Regular Air Force appointment (if applicable), former service number if member of other than the Air Force, Public Law under which officer was appointed in the Air Force, remarks on correction to records from the Secretary of the Air Force Board for the Correction of Military Records, any adjustments to officer's record and reasons therefor. (4) Air Force Confirmed Nomination Lists. This file includes all Senate confirmation nomination lists for officer appointments and promotions through the grade of colonel. This file contains the only existing official signed document reflecting Senate confirmation. (5) Regular Air Force Officer Promotion List. The Regular Officer Promotion List (Lineal List) is a historical computer-generated product maintained at AFMPC displaying the names of all active duty Regular Air Force in lineal order (descending) by promotion category by permanent grade. (6) Regular Air Force Appointment Management File. This file includes individual locator cards reflecting a Regular officer selectee's progress from selection by a board of officers to either acceptance or declination; Regular Air Force declination statements, and Regular Appoint Board work rosters. Authority for maintenance of the system: 10 U.S.C. 35 and 837, Appointments as Reserve Officers; 10 U.S.C. 835, Appointment in the Regular Air Force; and 10 U.S.C. 839, Temporary Appointments. 37 U.S.C. 3, Basic Pay and Allowances of the Uniformed Services. 10 U.S.C. 79, Correction of Military Records; Section 628, Public Law 96-513, The Defense Officer Personnel Management Act, December 12, 1980, as implemented by Air Force Regulation 36-89, Promotion of Active Duty List Officers, and E.O. 9397 (SSN). Purpose(s): The Air Force operates basically a central selection process for active duty promotion of officers to grades 03-06, and all Regular Air Force appointments. Selection briefs are retained as a historical record of data presented to an officer selection board and, as such are used to validate completeness, accuracy, or omission of data reviewed by boards. Administrative files are used for research, precedence, and reference purposes. Promotion/appointment propriety files are used to monitor completeness, legality, and processing timeliness of the actions. Generally, this records system contains information necessary to manage a diverse promotion and appointment program in a centralized environment. Board results to include names of selectees and statistical analysis of those results are made a matter of public record after appropriate approval of board proceedings. Results of the board are updated to the individual subject record in the Personnel Data System (PDS) after public release of the board proceedings. Benchmark records are five records of officers from the lowest score category selected by each board and five records of officers from the highest score category not selected by each board captured on microfilm. For boards held prior to October 20, 1975, the benchmark records will consist of only the record for five officers from the lowest score category selected by the board. Benchmark records are used as directed by the Assistant Secretary to the DCS/ Personnel for Special Review Board considerations and for Special Selection Boards. 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: The names and Social Security Numbers of officers selected by central selection board for an active duty promotion, to grades above Captain, and Regular Air Force Appointment as well as officers to receive appointments in the Air Force requiring confirmation of such appointments by the Senate of the United States, are provided to the Office of the President of the United States for nomination and to the United States Senate for confirmation. This information will be published in the Congressional Record. The `Blanket Routine Uses' published at the beginning of the Air Force's compilation apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in visible file binders/cabinets, card files, on computer and computer output products. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by authorized personnel in performance of their official duties who are properly screened and cleared for need- to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in office files until superseded, obsolete, or no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Computer records will be destroyed by degaussing or overwriting. System manager(s) and address: Assistant Deputy Chief or Staff/Manpower and Personnel, Randolph Air Force Base, TX 78150-6001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Manpower and Personnel, Randolph Air Force Base, TX 78150-6001 or directly to agency officials at the respective system location. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Manpower and Personnel, Randolph Air Force Base, TX 78150-6001 or directly to agency officials at the respective system location. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: All data contained on the Officer Selection and Preselection Briefs and various selection board computer products is directly extracted from the Headquarters Air Force Master Personnel File. Selection brief documentation backup files in the form of official correspondence, letters, or messages, properly authenticated by an appropriate personnel official, are generated, normally at the officer's request from the servicing Consolidated Base Personnel office. Information is obtained from HQ USAF and major command officer selection folders from special orders, oath of office signed by data subject, memorandums from the Secretary of the Air Force Board for Correction of Military Records, selection board reports. Data is obtained from appointment applications from data subject and from the Master Record Group of the applicable Service Department as concerns data subject. Exemptions claimed for the system: None. F036 AF PC N System name: Unit Assigned Personnel Information. System location: Headquarters, U.S. Air Force; major command headquarters; all Air Force installations and units, and headquarters of unified and specified commands for which Air Force is Executive Agent. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Active duty military personnel, and Air Force Reserve and Air National Guard personnel. Air Force civilian employees may be included when records are created which are identical to those on military members. Army, Navy, Air Force and Marine Corps active duty military and civilian personnel assigned to headquarters of combatant commands for which Air Force is Executive Agent. Categories of records in the system: File copies of separation actions, newcomers briefing letters, line of duty determinations, assignment actions, retirement actions, in and out processing checklists, promotion orders, credit union authorization, disciplinary actions, favorable/unfavorable communications, record of counseling, appointment notification letters, duty status changes, applications for off duty employment, applications and allocations for school training, professional military and civilian education data, private weapons storage records, locator information including names of dependents, home address, phone number, training and experience data, special recognition nominations, other personnel documents, and records of training. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; as implemented by Air Force Manual 30-3, Vol III, Mechanized Personnel Procedures, Air Force Manual 30-130, Vol I, Base Level Military Personnel System, and E.O. 9397 (SSN). Purpose(s): Provides information to unit commanders/supervisors for required actions related to personnel administration and counseling, promotion, training, separation, retirement, reenlistment, medical examination, testing, assignment, sponsor program, duty rosters, and off duty activities. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, notebooks/binders, and card files and in computers and computer output products. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Retained in office files until superseded, no longer needed, separation or reassignment of individual on permanent change of assignment (PCA) or permanent change of station (PCS). On intercommand reassignment PCA or PCS the file is given to individual or destroyed. On intracommand reassignment PCA or PCS the file is given to individual, forwarded to gaining commander, or destroyed. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Deputy Chief of Staff/Personnel, Headquarters, U.S. Air Force, Washington, DC 20330-5060. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the system manager or to agency officials at location of assignment. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the system manager or to agency officials at location of assignment. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from the individual concerned, financial institutions, educational institution employees, medical institutions, police and investigating officers, bureau of motor vehicles, witnesses, reports prepared on behalf of the agency, standard Air Force forms, personnel management actions, extracts from the Personnel Data System (PDS) and records of personal actions submitted to or originated within the organization. Exemptions claimed for the system: None. F036 AF PC O System name: General Officer Personnel Data System. System location: Headquarters United States Air Force, 1040 Air Force Pentagon, Washington, DC 20330-1040, and Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150- 4703. Categories of individuals covered by the system: Retired, Active Duty, and Active Status Reserve of the Air Force General Officers. Categories of records in the system: Promotion board data; `Career Brief' data/cards; officer military record; photographs; biographies; retirement letters; dependent data; education data; promotion orders; assignment orders; demotion data; frocking letters; case studies; language data; effectiveness reports, and promotion recommendations. Authority for maintenance of the system: 10 U.S.C. 805, The Air Staff, and Air Force Regulation 36-9, General Officer Promotions and Evaluations. Purpose(s): To record active duty service and performance data about general officers for use in personnel management decisions and officer effectiveness, to include assignments, promotions and retirements. To provide source data for preparing or compiling personnel management data to include career profiles, seniority and retirement lists, memorandums for record concerning actions taken on general officers and statistical analyses. Routine uses of records maintained in the system, including categories of users and the purpose 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: Non-exempt records from this system may be disclosed to other federal agencies in anticipation of an individual's assignment or upon actual assignment to that agency, to the extent that the information is relevant and necessary to the agency's decision on the matter. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets/card files, on microfilm, in computers and on computer output products. Retrievability: Records are retrieved by last name and/or grade. Safeguards: Access to these records is given only to the Chief of Staff, Deputy chief of Staff/Personnel, Assistant for General Officer Matters, Chief of Air Force Reserve, Chief National Guard, and other persons responsible for servicing or reviewing the record system in performance of their official duties, who are properly screened and cleared for need-to-know. Retention and disposal: Retired General Officer records are maintained indefinitely; retired Lieutenant General, Major General, and Brigadier General Officer records are retained for 3 years, then reviewed to determine if there are any materials of historical value which warrant indefinite retention. If not, records are destroyed by tearing into pieces, shredding, pulping or macerating. Computer records are destroyed by degaussing or overwriting. System manager(s) and address: Deputy Chief of Staff for Personnel, Headquarters United States Air Force, 1040 Air Force Pentagon, Washington, DC 20330-1040. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address written inquiries to or visit the Deputy Chief of Staff/Personnel, Headquarters, United States Air Force, Washington, DC 20330-5060. For verification purposes, the individual should provide full name, Social Security Number, and active duty grade. Individuals may also visit the Office of the Assistant for General Officer Matters, Room 4E212, The Pentagon, Washington, DC, to obtain information. A requester should present a military identification card when appearing in person for information Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to or visit the Deputy Chief of Staff/Personnel, Headquarters, United States Air Force, Washington, DC 20330-5060. Individuals may also visit the Office of the Assistant for General Officer Matters, Room 4E212, The Pentagon, Washington, DC, to obtain information. A requester should present a military identification card when appearing in person for information. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Personnel data base; member, and Inspector General's investigations. Exemptions claimed for the system: Air Force General Officer Promotion and Effectiveness Reports with close out dates on or before January 31, 1991, may be exempt under the provisions of 5 U.S.C. 552a(k)(7) from subsections of 5 U.S.C. 552a(c)(3); (d); (e)(4)(H); and (f), as applicable, but only to the extent that disclosure would reveal the identity of a confidential source. For additional information contact the system manager. An exemption rule has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in the 32 CFR part 806b. For further information contact the system manager. F036 AF PC P System name: Application for Appointment and Extended Active Duty Files. System location: Headquarters United States Air Force, Washington, DC 20330-5120; Air Force Military Personnel Center, Randolph Air Force Base, TX 78150-6001; Air Reserve Personnel Center, Denver, CO 80280-5000; Headquarters Air Force Reserve Robins Air Force Base, GA 31098- 6001; United States Air Force Recruiting Service, Randolph Air Force Base, TX 78150-5421; Air National Guard Support Center, Andrews Air Force Base, Washington, DC 20331-6608. Categories of individuals covered by the system: (1) All applicants for appointment/reappointment as Reserves of the Air Force (ResAF) to United States Air Force Reserve (USAFR) or Air National Guard of the United States (ANGUS) affiliation; (2) all applicants for appointment/reappointment as ResAF to serve on extended active duty (EAD)-as medical service officers, chaplains, and judge advocates; (3) all USAFR and ANGUS members who apply for voluntary entry on EAD; (4) all commissioned officers of other uniformed services on EAD who apply for interservice transfer to serve on EAD with the USAF; (5) all commissioned officers and enlisted members of the USAF Reserve components, not on EAD, who apply for interservice transfer between Reserve components of the USAF. Categories of records in the system: Individual's application and supporting documents as applicable. Authority for maintenance of the system: 10 U.S.C. Chapter 837, Appointment as Reserve Officers; Chapter 839, Temporary Appointments implemented by Air Force Regulation 36- 15, Appointment in Commissioned Grades and Designation and Assignment in Professional Categories-Reserve of the Air Force and United States Air Force (Temporary). 10 U.S.C. 716, Commissioned officers transfer among the armed forces, the National Oceanic and Atmospheric Administration, and the Public Health Service, implemented by Air Force Regulation 35- 39, Interservice and Intraservice Transfer of Uniformed Service Members. 10 U.S.C. 672(d), Reserve components generally; 689, Reserve officers; grade in which ordered to active duty; 50 U.S.C. App 454, Selective Service Act, Persons liable for training and service; App 456, Deferments and exemptions from training and service; implemented by Air Force Regulation 45-26, Voluntary Entry on Extended Active Duty of Commissioned Officers of the Air Reserve Forces. Purpose(s): Used to select, appoint or designate persons for the USAFR or ANGUS, for interservice/intraservice transfer, Ready Reserve assignment, or EAD. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need- to-know. Records are stored in locked cabinets or rooms. Retention and disposal: If selected for appointment/reappointment, extended active duty, USAFR or ANGUS affiliation, or interservice/intraservice transfer, records become the Master Personnel Record Group (MPerRGp) and are forwarded to the appropriate MPerRGp custodian. An abbreviated reference file of selected documents is maintained by the applicable utilization and assignment branch. If not selected, documents are retained for one year by the selection or appointment authority. System manager(s) and address: Assistant Deputy Chief of Staff/Personnel, Randolph Air Force Base, TX 78150-6001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Personnel, Randolph Air Force Base, TX 78150-6001. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Personnel, Randolph Air Force Base, TX 78150-6001. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Regulation 12-35; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Member's application, letters of recommendation, results of National Agency Check and Military Personnel Records. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(5). An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 806b. For additional information contact the system manager. F036 AF PC Q System name: Personnel Data System (PDS). System location: Headquarters United States Air Force, 1040 Air Force Pentagon, Washington, DC 20330-1040; Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703; and Headquarters Air Reserve Personnel Center, 6760 E. Irvington Place (6600), Denver, CO 80280-6600. Headquarters of major commands and field operating agencies; consolidated base personnel offices; central civilian personnel offices; consolidated reserve personnel offices, and activity or squadron orderly rooms. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Air Force active duty and retired military personnel; Air Force Reserve and Air National Guard personnel; Air Force Academy cadets; Air Force civilian employees; certain surviving dependents of deceased members of the Air Force and predecessor organizations; potential Air Force enlistees; candidates for commission enrolled in college level Air Force Reserve Officer Training Corps (AFROTC) programs; deceased members of the Air Force and predecessor organizations; separated members of the Air Force, the Air National Guard (ANG) and United States Air Force Reserve (USAFR); ANG and USAFR technicians; prospective, pending, current, and former Air Force civilian employees, except Air National Guard technicians; current and former civilian employees from other governmental agencies that are serviced at CCPOs may be included at the option of servicing CCPO; Department of Defense (DOD) contractors and foreign military personnel on liaison or support duty. Categories of records in the system: The principal digital record maintained at each PDS operating level is the Master Personnel File, which contains the following categories of information: 1. Accession data pertaining to an individual's entry into the Air Force (place of enlistment source of commission, home of record, date of enlistment, place from which ordered to enter active duty (EAD)). 2. Education and training data, describing the level and type of education and training, civilian or military (academic education level, major academic specialty, professional specialty courses completed, professional military education received). 3. Utilization data used in assigning and reassigning the individual, determining skill qualifications, awarding Air Force Specialty Codes (AFSC), determining duty location and job assignment, screening/selecting individual for overseas assignment, performing strength accounting processes, etc. (Primary Air Force Specialty Code, Duty and Control Air Force Specialty Code, personnel accounting symbol, duty location, up to 24 previous duty assignments, aeronautical rating, date departed last duty station, short tour return date, reserve section, current/last overseas tour). 4. Evaluation Data on members of the Air Force during their career (Officer Effectiveness Report dates and ratings, Enlisted Performance Report dates and ratings, results of various qualifications tests, and `Unfavorable Information' indicator). 5. Promotion Data including promotion history, current grade and/ or selection for promotion (current grade, date of rank and effective date; up to 10 previous grades, dates of rank and effective dates; projected temporary grade, key `service dates'). 6. Compensation data although PDS does not deal directly with paying Air Force members, military pay is largely predicated on personnel data maintained in PDS and provided to Defense Finance and Accounting System (DFAS) as described in ROUTINE USES below (pay date, Aviation Service Code, sex, grade, proficiency pay status). 7. Sustentation data--information dealing with programs provided or actions taken to improve the life, personal growth and morale of Air Force members (awards and decorations, marital status, number of dependents, religious denomination of member and spouse, race relations education). 8. Separation and retirements data, which identifies an individual's eligibility for and reason for separation (date of separation, mandatory retirement date, projected or actual separation program designator and character of discharge). At the central processing site (AFMPC), other subsidiary files or processes are operated which are integral parts of PDS: (a) Procurement Management Information System (PROMIS) is an automated system designed to enable the United States Air Force to exercise effective management and control of the procurement personnel required to meet the total scheduled manpower requirements necessary to accomplish the Air Force mission. The system provides the recruiter with job requirement data such as necessary test scores, AFSC, sex, date of enlistment; and the recruiter enters personal data on the applicant--Social Security Number, name, date of birth, etc.--to reserve the job for him or her. (b) Career Airman Reenlistment Reservation System (CAREERS) is a selective reenlistment process that manages and controls the numbers by skill of first-term airmen that can enter the career force to meet established objectives for accomplishing the Air Force mission. A centralized data bank contains the actual number, by quarter, for each AFSC that can be allowed to reenlist during that period. The individual requests reenlistment by stating his eligibility (AFSC, grade, active military service time, etc). If a vacancy exists, a reservation--by name, Social Security Number, etc--will be made and issued to the CBPO processing the reenlistment. (c) Airman Accessions provides the process to capture a new enlistee's initial personal data (entire personnel record) to establish a personnel data record and gain it to the Master Personnel File of the Air Force. The initial record data is captured through the established interface with the Processing and Classification of Enlistees System (PACE) at Basic Military Training, Lackland Air Force Base, for non-prior service; for prior service enlistees the basic data (name, Social Security Number, date of enlistment, grade, etc.) is input directly by United States Air Force Recruiting Service and updated and completed by the initial gaining CBPO. (d) Officer Accessions is the process whereby each of the various Air Force sources of commissioning (AF Academy, AFROTC, Officer Training School, etc) project their graduates in advance allowing management to select by skill, academic specialty, etc--which and how many will be called to active duty when, by entering into the record an initial assignment and projected entry onto active duty date. On that date the individual's record is accessed to the active Master Personnel File of the Air Force. (e) Technical Training Management Information System (TRAMIS) is a system dealing with the technical training activities controlled by Air Training Command. The purpose of the system is to integrate the training program, quota control and student accounting into the personnel data system. TRAMIS consists of numerous files which constitute `quota banks' of available training spaces, in specific courses, projected for future use based on estimated training requirements. Files include such data as: Course identification numbers, class start and graduation dates, length of training, weapon system identification, training priority designator, responsible training centers, trainee names, Social Security Number (and other pertinent personnel data) on individuals scheduled to attend classes. (f) Training Pipeline Management Information System (TRAPMIS) is an automated quota allocating system which deals with specialized combat aircrew training and aircrew survival training. Its files constitute a `quota bank' against which training requirements are matched and satisfied, and through which trainees are scheduled in `pipeline' fashion to accommodate the individual's scheduled geographical movement from school to school to end assignment. Files contain data concerning the courses monitored as well as names, Social Security Numbers and other pertinent personnel data on members being trained. (g) Air Force Institute of Technology (AFIT) Quota Bank File reflects program quotas by academic specialty for each fiscal year (current plus two future fiscal years, plus the past fiscal year programs for historical purposes). Also, this file reflects the total number of quotas for each academic specialty. Officer assignment transactions process against the AFIT Quota Bank File to reflect the fill of AFIT Quotas. Examples of data maintained are: Academic specialty, program level, fiscal year, name of incumbent selected, projected, filling AFIT quota. (h) Job File is derived from the Authorization Record and is accessible by Position Number. Resource managers can use the Job File to validate authorizations by Position Number for assignment actions and also to make job offers to individual officers. Internal suspensing within the Job File occurs based upon Resource Managers update transactions. Data in the file includes: Position number, duty AFSC, functional account code, program element, location, and name of incumbent. (i) Casualty subsystem is composed of transactions which may be input at Headquarters Air Force and/or CBPOs to report death or serious illness of members from all components. A special file is maintained in the system to record information on individuals who have died. Basic identification data and unique data such as country of occurrence, date of incident, casualty group, aircraft involved in the incident and military status are recorded and maintained in this file. (j) Awards/Decorations are recorded and maintained on all component personnel in the headquarters Air Force master files. All approved decorations are input at CBPOs whereas disapproved decorations are input at Major Command/Headquarters Air Force (MAJCOM/HAF). A decorations statistical file is built at AFMPC which reflects an aggregation of approvals/disapprovals by category of decoration. This file does not contain any individually identifiable data. All individually identifiable data on decorations is maintained in the Master Personnel File. Such information as the type of decoration, awarding authority, special order number and date of award are identified in an individual's record. Several occurrences for all decorations are stored; however only specific data on the last decoration of a particular type is maintained. (k) Point Credit Accounting and Reporting System (PCARS). This system is an Air National Guard/Air Force Reserve unique supported by PDS. Its basic purpose is to maintain and account for retirement/ retention points accrued as a result of participating in drills/ training. The system stores basic personal identification data which is associated with a calendar of points, earned by participation in the Reserve program. Each year an individual's record is closed and point totals are accumulated in history, and a point earning statement is provided the individual and various records custodians. (l) Human Reliability/Personnel Reliability File: This file is maintained at Headquarters Air Force in support of Air Force Regulation 35-99. It is not part of the Master Personnel Files but a free standing file which is updated by transactions from CBPOs. The file was established to specifically identify individuals who have become permanently disqualified under the provisions of the above regulation. A record is maintained on each disqualified individual which includes basic identification data, service component, Personnel/Human Reliability status and date, and reason for disqualification. (m) Variable Incentive Pay (VIP) File for medical officers: Contains about 125 character record on all Air Force physicians and is specifically used to identify whether the individual is participating in the Continuation Pay or Variable Incentive Pay programs. Update to this file is provided by the Surgeon (AFMPC), changes to the Master Personnel File. Besides basic identification data an individual's record, includes source of appointment, graduate medical location status, amount of VIP or Continuation Pay and the dates of authorization and the dates and reason for separation. (n) Weighted Airman Promotion System (WAPS): (1) The Test Scoring and Reporting Subsystem (TSRS) provides for: Identifying at the CBPO individuals eligible for testing; providing output to the Base Test Control Officer and the CBPO to control, monitor, and operate WAPS testing functions; editing and scoring WAPS test answer cards at AFMPC; providing output for maintaining historical and analytical files at AFMPC and the Human Resources Laboratory (HRL) and includes the central identification of AFMPC of individuals eligible for testing. (2) The Personnel Data Reporting Subsystem (PDRS) provides for: Identifying promotion eligibles at AFMPC; verifying these eligibles and selected promotion data; merging test and weighted promotion data at AFMPC to effect promotion scoring, assigning the promotion objective and aligning selectees in promotion priority sequence; maintaining projects on promotion selectees at AFMPC, MAJCOM, and the CBPO; updating these projections monthly; creating output products to monitor the flow of data in the system; maintaining promotion historical and analytical files and reports at AFMPC. (3) Basically, identification data along with time in grade, test scores, decoration information, time in service, and airman performance report history is used to support this program. (o) Retired Personnel Data System (RPDS) is made up of four files - Retired Officer Management File and Retired Airman Management File containing records on members in retired status and the Retired Officer and Airman Loss Files containing records on former retirees who have been lost from rolls, usually through death. The RPDS is used to produce address listings for the Retired Newsletter and Policy letter, statistical reports for budgeting, to manage the Advancement Program, the Temporary Disability Retired List, Age 59 rosters, mobilization rosters and orders for ARPC, General Officer roster, and statistical digest data for management analysis functions. Data is extracted from the master files upon retirement from Active Duty or Reserve or obtained from member by ARPC via survey or from address changes submitted to the Defense Finance and Accounting System (DFAS). Data includes name, Social Security Number, grade data, service data, education data, retirement data, address, home and business phone numbers, state of medical license, expiration date of medical license. (p) Separated Officer File contains historical information on officers who leave the Air Force via separation, retirement, or death. Copies are sent to HRL and Washington offices for research purposes. The data comprises the Master Personnel File in its entirety and is captured 30 to 60 days after separation from the Air Force. (q) Airman Gain/Loss File includes data extracted from the Airman Master File when accession and separation (gains and losses) occur. This file, like the Separated Officer File, is used for historical reports regarding strength changes. Data includes name, Social Security Number, and other data that reflects strength, i.e., promotions, reassignment data, specialty codes, etc. (r) Officer and Airman Separation Subsystem is used to process, track, approve, disapprove and project separations from the Air Force and transfers between components of the Air Force. This subsystem uses the Active, Guard, and Reserve Master Personnel Files. Data includes that specifically related to separations, e.g., date of separation, separation program designator, waivers, etc. (s) The Retirements Subsystem is used to process and track applications for an approval/disapproval and projections of retirements. This subsystem uses the Master Files for active duty and Reserve officers and airmen. Data specifically related to retirements includes application data, date of separation, waiver codes, disapproval reason codes, separation program designator, Title 10 U.S.C. section, etc. (t) Retired Orders Log is a computer produced retirement orders routine. Orders are automatically produced when approval, verification of service dates, and physical clearance have been entered in system. The orders log contains data found in administrative orders for retirement, including name, Social Security Number, grade, order number, effective dates, etc. The log is used to control assignment of order number, and as a cross-reference between orders, revocations and amendments. (u) General Officer Subsystem of PDS contains data extracted from the Master Personnel File and language qualification data and assignment history data maintained by the Assistant for General Officer Matters. A record is maintained on each general officer and general officer selectee. The general officer files are updated monthly and are used to produce products used in the selection/ identification of general officers for applicable assignments. (v) Officer Structure Simulation Model (OSSM) provides officer force descriptions in various formats for existing, predictive or manipulated structures. It functions as a planning tool against which policy options can be applied so as to determine the impact of such policy decisions. The OSSM input records contain individual identifiable data from the Master Personnel Record, but all output is statistical. (w) Widow's File is maintained on magnetic tape and updated by the office of primary responsibility. When required, address labels and listings are produced by employing selected PDS utility programs. The address labels are used to forward the Retired Newsletter to widows of active duty and retired personnel. The listings are used for management control of the program. Contained in the file are the name, address, and Social Security Number of the widow. Additionally, the deceased sponsor's name, Social Security Number, date of death, and status at time of death are maintained. (x) Historical Files are files with a retention period of 365 days or more. They consist of copies of active master files, and are used primarily for aggregation and analysis of statistical data, although individual records may be accessed to meet ad hoc requirements. (y) Miscellaneous files, records, and processes are a number of work files, inactive files with a less-than-365-day retention period, intermediate records, and processes relating to statistical compilations, computer operation, quality control and problem diagnosis. Although they may contain individual-identifying data, they do so only as a function of system operation, and are not used in making decisions about people. (z) Civilian employment information including authorization for position, personnel data, suspense information; position control information; projected information and historical information; civilian education and training data; performance appraisal, ratings, evaluations of potential; civilian historical files covering job experience, training and transactions; civilian awards information, merit promotion plan work files; career programs files for such functional areas as procurement, logistics, civilian personnel, etc., civilian separation and retirement data for reports and to determine eligibility; adverse and disciplinary data for statistical analysis and employee assistance; stand-along files, as for complaints, enrollee programs; extract files from which to produce statistical reports in hard copy, or for immediate access display on remote computer terminals; miscellaneous files, as described in item (y) above. (aa) Aviator Continuation Pay: This file is used to identify where the officer is participating in the Continuation Pay Program. Update to this file is provided by Headquarters AFMPC/DPMAT, DFAS,and directly from changes to the Master Personnel File. Identification data on an individual record includes amount of continuation pay, active duty service computation, and bonus eligibility date. Authority for maintaining the system: 10 U.S.C. 265, policies and regulations: Participation of reserve officers in preparation and administration; 269, Ready reserve: Placement in; transfer from; 275, Personnel records; 278, Dissemination of information; 279, Training Reports; 31, Enlistments; 564, Warrant officers: Effect of second failure of promotion; 593, Commissioned Officers: Appointment, how made; term; 651, Members: Required service; 671, Members not to be assigned outside US before completing training; 673, Ready reserve; (47, Uniform Code of Military Justice, Section 835, Article 35, Service of Charges; Section 837, Article 37, Unlawfully influencing action of court; Section 885, Article 85, Desertion; Section 886, Article 86, Absence without leave; Section 887, Article 87, Missing movement); 972, Enlisted members: Required to make up time lost; 1005, Commissioned officers:Retention until completion of required service; 1163, Reserve components: Members; limitations on separation; 1164, Warrant officers; separation for age; 1166, Regular warrant officers: elimination for unfitness or unsatisfactory performance; 61, Retirement or Separation for Physical disability; 63, Retirement for Age; 1263--Age 62: Warrant officers; 65, Retirement for Length of Service; 1293, Twenty years or more: Warrant officers; 1305, Thirty years or more: Regular warrant officers; 67, Retired pay; 1331, Computation of years of service in determining entitlement to retired pay; 1332, Age and service requirements; 1333, Computation of years of service in computing retired pay; 79, Correction of Military Records; 165, Accountability and responsibility, 2771, Final settlement of accounts: Deceased members; 8013, Secretary of the Air Force: Powers and duties; delegation by; 805, The Air Staff, Sections 8032, General duties; and 8033, Reserve components of Air Force; policies and regulations for government of: Functions of National Guard Bureau with respect to Air National Guard; 831, Strength, Section 8224, Air National Guard of the United Status; 833, Enlistments; 835, Appointments in the Regular Air Force, 8284, Commissioned officers; Appointment, how made; 8285, Commissioned officers: Original appointment; qualifications; 8296, Promotion lists: Promotion-list officer defined; determination of place upon transfer or promotion; 8297, Selection boards; 8303, commissioned officers; Effect of failure of promotion to captain, major, or lieutenant colonel; 837, Appointments as Reserve Officers; 8360, Commissioned officers: Promotion service; 8362, Commissioned officers: Selection boards; 8363, Commissioned officers; Selection boards; general procedures; 8366, Commissioned officers; Promotion to captain, major, or lieutenant colonel; 8376, Commissioned officers: Promotion when serving in temporary grade higher than reserve grade; 839, Temporary Appointments, 8442, Commissioned officers; regular and reserve components: Appointment in higher grade; 8447, Appointments in commissioned grade: How made; how terminated; 841, Active Duty, 8496, Air National Guard of United States: Commissioned officers; duty in National Guard Bureau; 853, Rights and benefits, Section 8691, Flying officer rating: qualification; 857, Decorations and Awards; 859, Separation, 8786, Officer considered for removal: Voluntary retirement or honorable discharge; severance benefits; 8796, Officers considered for removal: Retirement or discharge; Separation or Transfer to Retired Reserve, 8846, Deferred Officers; 8848, 28 years: Reserve first lieutenants, captains, majors, and lieutenant colonels; 8851, Thirty years or five years in grade: Reserve colonels and brigadier generals; 8852, Thirty-five years or five years in grade: Reserve major generals; 8853, Computation of years of service; 865, Retirement for Age; 8883, Age 60; regular commissioned officers below major general; 8884, Age 60: Regular major generals whose retirement has been deferred; 8885, Age 62: Regular major generals; 8886, Regular major generals whose retirement has been deferred; 867, Retirement for Length of Service; 8911, Twenty years or more; regular or reserve commissioned officers; 8913, Twenty years or more: Deferred officers not recommended for promotion; 8914, Twenty to thirty years: Regular enlisted members; 8915, Twenty-five years: Female majors except those designated under section 8067(a)-(d) or (g)-(i) of this title; 8918, Thirty years or more: Regular commissioned officers; 8921, Thirty years or five years in grade: Promotion-list colonels; 8922, Thirty years or five years in grade: Regular brigadier generals; 8923, Thirty-five years or five years in grade: Regular major generals; 8924, Forty years or more: Air Force officers; 901, Training generally; 9301, Members of Air Force: Detail as students, observers and investigators at education institutions, industrial plants, and hospitals; and 9302, Enlisted members of Air Force: Schools; 903, United States Air Force Academy; 9342, Cadet: Appointment; numbers, territorial distribution; 9344, Selection of persons from Canada and American Republics; 9345, Selection of Filipinos; 1, Organization, 102, General policy; and 104, units; Location; organization; command; 3, Personnel, 307, Federal recognition of officers; Examination, certification of eligibility; 7, Services, supplies, etc., 709, Caretakers and clerks; 3, Basic Pay, 308, Special pay: Reenlistment bonus; 313, Special pay: Medical officers who execute active duty agreements; 7, Allowances, 407, Travel and transportation allowances: Dislocation allowance; 10; Air Force Manual 30-3, Vol I-V, Mechanized Personnel Procedures, Air Force Manual 30-130, Base Level Military Personnel System, and Air Force Manual 300-4, Standard Data Elements and Codes; and E.O. 9397 (SSN). Purpose(s): The Air Force operates a centralized personnel management system in an environment that is widely dispersed geographically and encompasses a population that is diverse in terms of qualifications, experience, military status and needs. There are three major centers of Air Force personnel management: Headquarters United States Air Force, Washington, DC, where most major policy and long-range planning/programming decisions are made; the Air Force Military Personnel Center at Randolph Air Force Base, TX, which performs most personnel operations-type functions for the active duty components of the force; and the Air Reserve Personnel Center at Denver, CO, which performs certain operational functions for the Reserve components of the force. Offices at major command headquarters, State Adjutant Generals, and Air Force bases perform operational tasks pertaining to the population for which they are responsible. The structure of the Air Force and its personnel management system, the composition of the force, and the Air Force's stated objective of treating people as individuals, i.e., giving due consideration to their desires, needs and goals, demand a dynamic data system that is capable of supporting the varying needs of the personnel managers at each echelon and operating locations. It is to this purpose that the data in the Personnel Data System is collected, maintained, and used. Uses within the Air Force Personnel Community: 1. Headquarters United States Air Force, Washington, DC: Deputy Chief of Staff, Personnel and his immediate staff; Director of Personnel Plans; Director of Personnel Programs; Assistant for General officer Matters; Assistant for Colonel Assignments; Reserve Personnel Division; Air National Guard Personnel Division; and The Surgeon General, the Chief of Air Force Chaplains and the Staff Judge Advocate, each of which perform certain personnel functions within their area of responsibility. Data from the central data base at the AFMPC is furnished Washington area agencies by retrieval from the computer at Randolph via remote access devices and by provision of recurring products containing required management information, including computer tape files which are used as input to unique systems with which PDS interfaces. Although most of the data is used by policy makers to develop long-term plans and programs and track progress toward established goals, some individual data is provided/ retrieved to support actions taken on certain categories of persons managed by offices in the headquarters, e.g. General Officers, Colonels, Air National Guard personnel, etc. 2. Air Force Military Personnel Center (AFMPC), Randolph Air Force Base, TX: Personnel managers at AFMPC use the data in PDS to make decisions on individual actions to be taken in areas such as personnel procurement, education and training, classification, assignment, career development, evaluation, promotion, compensation, casualty and personal affairs, separation and retirement. 3. Air Reserve Personnel Center (ARPC), Denver, CO: Personnel managers at ARPC perform many of the same functions for the Reserve components of the Air Force as the managers at AFMPC perform for the active duty force. As with the Washington area, ARPC obtains data from the central data base at AFMPC by retrieval through remote terminals and recurring output products containing information necessary to their management processes. 4. Major Command Headquarters: Major command headquarters personnel operation are supported by the standard content of PDS records provided them by AFMPC. In addition, there is provided in the PDS record an `add-on area' which the commands are authorized to use for the storage of data which will assist them in fulfilling unique personnel management requirements generated by their mission, structure, geographical location, etc. The standard functions performed fall generally under the same classifications as those in AFMPC, e.g., assignment, classification, separation, etc. Nonstandard usages include provisions of unique aircrew data, production of specially-tailored name listing, control of theater oriented training, etc. Some commands use PDS data--both standard and add-on as input to unique command systems, which are separately described in the Federal Register. 5. Consolidated Base Personnel Offices (CBPO): CBPOs, which represent the base-level aspect of PDS, are the prime point of system-to-people interface. Supplied with a standard data base and system, CBPOs provide personnel management support to commanders and supervisors on a daily basis. Acting on receipt of data from higher headquarters, primarily by means of transactions processed through PDS, they notify people of selection for reassignment, promotion, approval/disapproval of requests for separation and retirement, and similar personnel actions. When certain events occur to an individual at the local level, e.g., volunteer for overseas duty, reduction in grade, change in marital status, application for retirement, etc., the CBPO enters transactions into the vertical system to transmit the requisite information to other management levels and update the automated records resident at those levels. CBPOs too are allotted an `add-on' area in the computer record which they use to support local management unique requirements such as local training scheduling, unique locator listing urinalysis testing scheduling, etc. Uses within the Air Force--external to the Personnel Community. 1. Headquarters USAF/AFMPC Interfaces: Automated interfaces exist between the PDS central site files and the following systems of other functions: a. The Flight Records Data System (FRDS) maintained by the Air Force Safety Agency (AFSA) at Norton Air Force Base, CA. b. Certain personnel identification data on rated officers is transferred monthly to the FRDS. This data flow creates the basic identifying data in the FRDS, insures compatibility with the PDS, and precludes duplicative data collection and input generation by the AFSA. c. Update of the personnel data to the FRDS generates return flow of flying hour data which is used at AFMPC for rated resource distribution management. d. The Master Military Pay Account (MMPA), is the Joint Uniform Military Pay System (JUMPS) centralized pay file maintained by DFAS at Denver, CO. The PDS transfers certain pay related data as changes occur to update the MMPA, e.g., promotions, accessions, separations/ retirements, name, Social Security Number, grade. These data provide criteria for DFAS to determine specific pay entitlement. e. DFAS maintains a separate pay system for Air National Guard and Air Force Reserve personnel called the Air Reserve Pay and Allowances System (ARPAS). (1) PDS outputs certain pay related data to ARPAS as changes occur, e.g., retirements/separations, promotions, name, Social Security Number, grade. These data form the criteria for DFAS to determine specific Reserve pay entitlement. (2) ARPAS outputs data which affect accumulated point credits for Air National Guard/Reserve participation to AFMPC for update of the PCARS, a component of PDS. PCARS also receives monthly input from Headquarters Air University which updates point credits as a result of completing an Extension Courses Institute correspondence program. f. DFAS provides data on (VIP) for Medical Officers which is used to update a special control file within PDS and produce necessary reports for management of the VIP program. g. Air Training Command operates a system called PACE (Processing and Classification of Enlistees) at Lackland Air Force Base, TX. From that system data is fed to AFMPC to initially establish the PDS record on an Air Force enlistee. h. On a monthly basis, copies of the PDS Master Personnel File are provided to the Human Resources Laboratory at Brooks Air Force Base, TX, where they are used as a statistical data base for research purposes. i. On a quarterly basis, AFMPC provides the United States Air Force School of Aerospace Medicine with data concerning name, Social Security Number, and changes in base and command of assignment of flying personnel. The data reflects significant medical problems in the flying population. j. A complete printout of PDS data pertaining to an individual is included in his Master Personnel File when it is forwarded to National Personnel Records Center. k. PDS data is provided to the Contingency Planning Support Capability (CPSC) at five major command headquarters: Tactical Air Command, Military Airlift Command, Air Force Communications Command, United States Air Forces Europe, and Pacific Air Forces. A record identifiable by individual's name and Social Security Number provides contingency and/or manning assistance temporary duty (TDY) being performed by the individual. Record is destroyed upon completion of the TDY. Statistical records (gross statistics by skill and unit) are also generated for CPSC from PDS providing force availability estimates. CPSC is described separately in the Federal Register. 2. Consolidated Base Personnel Offices (CBPO) Interfaces: Certain interfaces have been established at base level to pass data from one functional system to another. The particular mode of interface depends on the needs of the receiving function and the capabilities of the system to produce the necessary data: a. The Flight Management Data System (FMDS) receives an automated flow of selected personal data on flying personnel as changes occur. This data consists primarily of assignment data and service dates which the base flight manager uses to determine appropriate category of aviation duty which is reflected by designation of an Aviation Service Code. The FMDS outputs aviation service data as changes occur to the BLMPS. These data subsequently flow to the PDS central site files at AFMPC so it is available for resource management decisions. b. The Medial Administration Management System (MAMS), currently being developed and tested, will receive flow of selected assignment data as changes occur for personnel assigned to medical activities. MAMS will use these data to align assigned personnel with various cost accounting work centers within the medical activity and thus be able to track manpower expenditure by subactivities. c. The Automated Vehicle Operator Record (AVOR) is being developed to support motor vehicle operator management. Approximately 115 characters of vehicle operator data will be incorporated into the BLMPS data base during FY76 for both military and civilian personnel authorized to operate government motor vehicles and selected personnel data items (basic identification data) will be authorized for access by the vehicle operator managers. d. Monthly, a magnetic tape is extracted from BLMPS containing selected assignment data on all assigned personnel. This tape is transferred to the base Accounting and Finance Office for input into the Accounting Operations System. This system uses these data to derive aggregate base manpower cost data. e. A procedure is designed into BLMPS to output selected background data in predefined printed format for personnel being administered military justice. This output is initiated upon notification by the base legal office. The data is forwarded to the major command where it is input into the Automated Military Justice Analysis and Management System (AMJAMS). f. The BLMPS output (on an event-oriented basis) pay-affecting transactions such as certain promotions, accessions, and assignments/ reassignments, to DFAS, where the data is entered into the JUMPS. Uses external to the Air Force, but within DOD. 1. To The Office Of The Secretary Of Defense (OSD): Individual information is provided to offices in OSD on a recurring basis to support top-level management requirements within the Department of Defense. Examples are the DOD Recruiter File to the Assistant Secretary for Manpower and Reserve Affairs (M&RA), a magnetic tape extract of military personnel records (RCS: DDM(SA)1221) to M&RA, input to the Reserve Component Common Personnel Data System to M&RA, and the Post Career Data File to M&RA. 2. To other Defense Agencies: PDS supports other components of DOD by provision of individual data in support of programs operated by those agencies. Examples are the Selected Officer List to Defense Intelligence Agency for use in monitoring a classified training program and the Defense System Management School (DSMS) Track Record System to DSMS for use in evaluating the performance of graduates of that institution. An extract file on Air National Guard Technicians is provided the National Guard Computer Center. Uses external to the Air Force: Information from the PDS supports a world-wide locator system which responds to queries as to the location of active duty or retired Air Force personnel. Uses external to the Air Force, with consent of the individual: Information from the PDS supports a world-wide locator system which responds to queries as to the location of active duty or retired Air Force personnel. Routine uses of records maintained in the system, including categories of users and the purpose 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: Other Government/Quasi-Government Agencies: Information used in analyzing officer/airman retention is provided RAND Corporation. Data on prior service personnel with military service obligations is forwarded to the National Security Agency. Lists of officers selected for promotion and/or appointment in the Regular Air Force are sent to the Office of the President and/or the Congress of the United States for review and confirmation. Certain other personnel information is provided these and other government agencies upon request when such data is required in the performance of official duties. Selected personnel data is provided foreign governments, United States governmental agencies, and other Uniformed Services on United States Air Force personnel assigned or attached to them for duty. Examples: the government of Canada, Federal Aviation Administration, U.S. Army, Navy, etc. Litigation/Miscellaneous: Lists of individuals selected for promotion or appointment, who are being reassigned, who die, or who are retiring are provided to unofficial publications such as the Air Force Times, along with other information of interest to the general Air Force public. Information from PDS support a world-wide locator system which responds to queries as to the location of individuals in the Air Force. Locator information pertinent to personnel on active duty may be furnished to a recognized welfare agency such as the American Red Cross or the Air Force Aid Society. For civilian personnel--to provide automated system support to Air Force officials at all levels from that part of the Office of Personnel Management required personnel management and records keeping system that pertains to evaluation, authorization and position control, position management, staffing skills inventory, career management, training, retirement, employee services, rights and benefits, merit promotion, demotions, reductions in force, complaints resolution, labor management relations, and the suspensions and processing of personnel actions; to provide for transmission of such records between employing activities within the Department of Defense--to provide individual records and reports to OPM; to provide information required by OPM for the transfer between federal activities; to provide reports of military reserve status to other armed services for contingency planning--to obtain statistical data on the work force to fulfill internal and external report requirements and to provide Air Force offices with information needed to plan for and evaluate manpower, budget and civilian personnel programs--to provide minority group designator codes to the Office of Personnel Management's automated data file--to provide the Office of the Assistant Secretary of Defense, Manpower and Reserve Affairs, with data to access the effectiveness of the program for employment of women in executive level positions--to obtain listings of employees by function or area for locator and inventory purposes by Air Force offices--to assess the effect or probable impact of personnel program changes by simulations and modeling exercises--to obtain employee duty locations and other information releasable under OPM rules and the Freedom of Information Act to respond to request from Air Force offices, other Federal agencies and the public--to provide individual records to other components of the Department of Defense in the conduct of their official personnel management program responsibilities--to provide records to OPM for file reconciliation and maintenance purposes--and to provide information to employee unions as required by negotiated contracts. Locator information pertinent to active duty or retired Air Force personnel may be disclosed to recognized welfare agencies, such as the American Red Cross or the Air Force Aid Society, in emergency situations.' The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of systems of records notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the systems: Storage: Maintained in visible file binders/cabinets, card files, on computer magnetic tapes, disks or computer paper printouts or microfiche. Retrievability: Retrieved by name or Social Security Number. The primary individual record identifier in PDS is Social Security Number. Some files are sequenced and retrieved by other identifiers; for instance, the assignment action record is identified by an assignment action number. Additionally, at each echelon there exists computer programs to permit extraction of data from the system by constructing an inquiry containing parameters against which to match and select records. As an example, an inquiry can be written to select all Captains who are F-15 pilots, married, stationed at Randolph Air Force Base, who possess a master's degree in Business Administration; then display name, Social Security Number, number of dependents and duty location. There is the added capability of selecting an individual's record or certain preformatted information by Social Security Number on an immediate basis using a teletype or cathode ray tube display device. High-speed line printers located in the Washington, DC area, at major command headquarters, and ARPC permit the transfer of volume products to and for the use of personnel managers at those locations. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in the performance of their official duties where authorized, and properly screened and cleared for need-to-know, and by commanders of medical centers and hospitals. Records are stored in security file containers/cabinets, safes, vaults and locked cabinets, safes, vaults or rooms. Records are protected by guards. Records are controlled by personnel screening visitor registers and computer system software. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Preceding retention statement applies to Analog output products of the PDS. Data stored digitally within system is retained only for the period required to satisfy recurring processing requirements and/or historical requirements. Files with a retention period of 364 days or less are automatically released at the end of their specified retention period. `Permanent history' files are retained for 10 years. Files 365 or more days old are defined as `historical files' and are not automatically released. Retention periods for categories of PDS files are as follows: If cycle in which a program or series of programs creating output is daily, and the created magnetic tape file will be used for processing of next daily, then the retention will be not greater than 10 days. If cycle in which a program or series of programs creating output is daily, and the created magnetic tape file will be used for processing of next daily, which is also used for processing of weekly runs, then the retention will be not greater than 20 days. If cycle in which a program or series of programs creating output is daily, and the created magnetic tape file will be used for processing of next weekly, which is also used for processing of monthly runs, then the retention will be not greater than 30 days. If cycle in which a program or series of programs creating output is weekly, and the created magnetic tape file will be used for processing of next weekly, then the retention will be not greater than 20 days. If cycle in which a program or series of programs creating output is weekly, and the created magnetic tape file will be used for processing of next weekly, which is also used for processing of monthly runs, then the retention will be not greater than 30 days. If cycle in which a program or series of programs creating output is monthly, and the created magnetic tape file will be used for processing of next monthly, then the retention will be not greater than 30 days. If cycle in which a program or series of programs creating output is monthly, and the created magnetic tape file will be used for processing of next monthly, which is also used for processing of quarterly runs, then the retention will be not greater than 90 days. If cycle in which a program or series of programs creating output is monthly, and the created magnetic tape file will be used for processing of next monthly, which is also used for processing of semi-annual run, the retention will be not greater than 190 days. If cycle in which a program or series of programs creating output is monthly, which is also used for processing of annual runs, then the retention will be not greater than 365 days. If cycle in which a program or series of programs creating output is monthly, and the created magnetic tape file will be used for processing of next monthly, which is also used for processing of permanent history, then the retention will be not greater than 999 days. If cycle in which a program or series of programs creating output is quarterly, and the created magnetic tape file will be used for processing of next quarterly, then the retention will be not greater than 90 days. If cycle in which program or series of programs creating output is quarterly, and the created magnetic tape file will be used for processing of next quarterly, which is also used for processing of semi-annual run, then the retention will be not greater than 190 days. If cycle in which a program or series of programs creating output is quarterly, and the created magnetic tape file will be used for processing of next quarterly, which is also used for processing of annual runs, then the retention will be not greater than 365 days. If cycle in which a program or series of programs creating output is quarterly, and the created magnetic tape file will be used for processing of next quarterly, which is also used for processing of permanent history, then the retention will be not greater than 999 days. If cycle in which a program or series of programs creating output is annual, and the created magnetic tape file will be used for processing of next annual, then the retention will be not greater than 365 days. If cycle in which a program or series of programs creating output is annual, and the created magnetic tape file will be used for processing of next annual, which is also used for processing of permanent history, then the retention will be not greater than 999 days. If the program or series of programs creating output is a one time run, and the file will be used for processing as required, then the retention will be lowest possible retention commensurate to job completion. If the program or series of programs creating output is compile card image or SOLT tapes, and the created magnetic tape file will be used for processing as required run, then the retention will be not greater than 90 days maximum. If cycle in which a program or series of programs creating output is as required runs, and the created magnetic tape file will be used for processing as required, the retention will be lowest possible commensurate to job completion. If the program or series of programs creating output is test files, and the created magnetic tape file will be used for processing as required, then the retention will be not greater than 30 days. If the program or series of programs creating output is print/punch backup and the created magnetic tape file will be used for processing as required, then the retention will be not greater than 10 days. In addition, for civilian personnel at base level (CCPO), master personnel files for prospective employees are transferred to the active file upon appointment of the employee or in the event the employee is not appointed and will no longer be considered a candidate for appointment, are destroyed by degaussing-master personnel files for active employees are transferred to the separated employee history file where they are retained for three years subsequent to separation and then destroyed by degaussing. The notification of personnel action--Standard Form 450--is disposed of as directed by OPM--work files and records such as the employee career brief, position survey work sheet, retention register work sheet, alphabetic and Social Security Number locator files, and personnel and position control register are destroyed after use by tearing into pieces, shredding, pulping, macerating, or burning--work sheets pertaining to qualification and retention registers are disposed of as directed by the Office of Personnel Management-- transitory files such as pending files, and recovery files are destroyed after use by degaussing--files and records retrieved through general retrieval systems are destroyed after use by tearing into pieces, shredding, pulping, macerating, or burning. Those records at AF Manpower and Personnel Center for the end of each fiscal year quarter are retained for five years before destroying by deletion--the separated employee file retains employee information at time of separation for five years after which the employee's record is destroyed by degaussing. System manager(s) and address: Deputy Chief of Staff, Personnel, Headquarters United States Air Force, Washington, DC 20330-1000. Subordinate system managers are: a. Director of Personnel Data Systems, Assistant Deputy Chief of Staff for Personnel, Headquarters Air Force Military Personnel Center (HQ AFMPC), Randolph Air Force Base, TX 78150-6001. He is responsible for overall PDS design, maintenance and operation, and is designated the Automated Data Processing system manager for all Air Force personnel data systems. b. The Director of Personnel Data Systems at each major command headquarters for systems operated at that level. c. The Chief, CBPO, at Air Force installations for systems operated at that level. d. The Civilian Personnel Officer at Air Force installations for civilian systems operated at that level. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the system manager of the operating level with which they are concerned. Persons submitting such a request, either personally or in writing, must provide Social Security Number, name, and military status (active, ANG/USAFR, retired, etc.) ANG members not on extended active duty may submit such requests to the appropriate State Adjutant General or the Chief of the servicing ANG CBPO. USAFR personnel not on extended active duty may submit such requests to ARPC, Denver, CO 80280-5000, or, if unit assigned, to the Chief of the serving CBPO or Consolidated Reserve Personnel Office. Personal visits to obtain notification may be made to the Military Records Review Room, Air Force Manpower and Personnel Center, Randolph Air Force Base, TX 78150-6001; The Military Records Room, Air Reserve Personnel Center, Denver, CO 80280; The Office of the Director, National Personnel Records Center (NPRC), 111 Winnebago Street, St. Louis, MO 63118; the office of the Director of Personnel Data Systems at the appropriate major command headquarters; or the office of the Chief of his servicing CBPO. Identification will be based on presentation of DD Form 2AF, Military Identification Card. Air Force civilian employees must provide Social Security Number, full name, previous names, if any, last date and location of Air Force civilian employment, if not currently employed by the Air Force--current employees should submit such requests to the CCPO--former employees of the Air Force should submit such requests to the CCPO for the last Air Force installation at which they were employed. Authorizations for a person other than the data subject to have access to an individual's records must be based on a notarized statement signed by the data subject. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the subordinate system manager at AFMPC, ARPC, NPRC, Major Command or CBPO/CRPO/CCPO. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Contesting records procedures: The Air Force rules for accessing records and for contesting and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from educational institutions, medical institutions, automated system interfaces, police and investigating officers, the bureau of motor vehicles, a state or local government and source documents such as reports. Exemptions claimed for the systems: None. F036 AF PC R System name: Casualty Files. System location: Air Force Manpower and Personnel Center (AFMPC), Randolph Air Force Base, TX 78150. Bases of assignment of casualty or which provide casualty assistance to next of kin. National Personnel Records Center, Military Personnel Records, 9700 Page Boulevard, St. Louis, MO 63132. At headquarters of major commands and at bases of assignment of casualty or which provide casualty assistance to next of kin. Categories of individuals covered by the system: Any United States Air Force (USAF) member who is or might become a casualty. Categories of records in the system: Record of Casualty. This pertains to all personnel on active duty, to Air Force Academy cadets, Air Force Reserve and Air National Guard personnel performing authorized inactive duty for training or traveling directly to or from such place of duty, and Air Force Reserve Officers Training Corps (AFROTC) applicants or members on annual training duty for 14 days or more or who are traveling to or from the designated place of such duty who become very seriously ill or injured (VSI), seriously ill or injured (SI), or suffer from an incapacitating illness or injury (III), or who become missing, missing in action, interned, captured or detained by a foreign power. These records pertain to certain civilian employees of the Air Force paid from appropriated funds who become missing, missing in action, interned, captured or detained by a foreign power while assigned overseas or who are on temporary duty from the Continental United States (CONUS) to overseas or who are traveling to or from the designated place of such duty under competent authority, certain unique situations on civilian employees and dependents of military personnel who become missing, missing in action, interned, captured or detained by a foreign power in mishaps while traveling aboard Military Airlift Command (MAC) or MAC-chartered flights or by other means of MAC overseas travel, and certain civilian employees in the CONUS when their missing status was the proximate result of their employment. Casualty Case File. These files pertain to all officers and airmen on active duty or extended active duty (including personnel in absent without leave, desertion, or dropped from the rolls status). The files also pertain to Air Force Academy cadets, all Air Force Reserve and Air National Guard officers and airmen performing authorized inactive duty for training or traveling directly to or from such place of duty, all AFROTC applicants or members on annual training duty for 14 days or more or traveling to or from the designated place of such duty, and certain civilian employees of the Air Force paid from appropriated funds who become casualties while assigned overseas or who are on temporary duty (TDY) from CONUS to overseas or who are traveling to or from the designated place of such duty under competent authority. They pertain to certain civilian employees and dependents of military personnel who become casualties in mishaps while traveling aboard MAC or MAC-chartered flights or by other means of MAC overseas travel and certain foreign nationals and certain employees in the CONUS when their missing status was the proximate result of their employment. A casualty is defined as any member of the armed forces or certain civilians who are lost to their organization by reason of having been declared missing, missing in action, interned in a foreign country; captured, beleaguered. or besieged by a hostile force; detained in a foreign country against their will; wounded; injured; or deceased. The casualty case file is comprised of messages pertaining to the member; a copy of the Record of Emergency Data, Department of Defense Form 93 or Air Force Form 246; Air Force Manpower and Personnel Center Form 238, CONUS Death/ Missing, Report of Casualty, Department of Defense Form 1300; copy of assignment of assistance responsibility letter; Servicemen's Group Life Insurance Election, Department of Veterans Affairs (VA) Form 29- 8286; correspondence from the base/AFMPC to/from the next of kin (NOK); Acknowledgment and/or Transfer of Casualty Assistance Case, Air Force Form 92; Statement of Service, Department of Defense Form 13; copy of notification message; Western Union messages; AF Form 25, Facts and Circumstances Report; and other related correspondence and forms which pertain to the file. Record of Emergency Data being maintained on all Air Force personnel on extended active duty (EAD) and Air Force Academy cadets. Missing Persons Case Files. Reports submitted on United States Air Force (USAF) personnel who become missing as defined in 37 U.S.C. 551. Convenience rosters of those persons, copies of communications from and to next of kin, items received through news media, and some films. Authority for maintenance of the system: 10 U.S.C. 2771, Armed Forces - Accountability and Responsibility; 37 U.S.C. 555 and 556, Pay and Allowances of the Uniformed Services, Payments to Missing Persons; implemented by Air Force Regulation 30- 25, Casualty Services. Purpose(s): Support of the Casualty Services Program. The information is used to assist the Air Force in effecting expeditious reporting, dignified and humane notifications, and efficient and thorough assistance to the next of kin of all casualties as previously defined. Primary user is the Office of the Assistant for Casualty Matters, bases of assignment and/or reporting installation and bases providing casualty assistance. Records created in the mortuary process, including the shipment of remains, details associated with the appointment of a summary court officer (SCOURT) officer (SCO), and cases involving positive identification procedures. Records contain histories of all known data surrounding the missing statuses, recording dealings with next of kin, and reflecting efforts to obtain all possible information through normal and intelligence channels as well as the results of those efforts. Contain record of personnel actions taken which involve the missing persons as well as actions taken in accordance with public law. Rosters are maintained for convenience of completing many actions. Primary users are personnel in the Office of the Assistant for Casualty Matters At the Air Force Military Personnel Center. Decentralized segment is maintained for rapid response to queries by high-level personnel in the Washington, DC (DC) area. The Record of Emergency Data is used to show the names and addresses of service member's spouse, children, parents and other persons the member wants notified should he/she become a casualty. Serves as an official document required by law (10 U.S.C. 2771) for designating beneficiaries for death gratuity and unpaid pay and allowances. Also used to designate a person to receive an allotment of pay if the member becomes missing, captured or interned. Primary user is the Office of the Assistant for Casualty 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, 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 `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders, cabinets, film canisters, and microfilm. Retrievability: Retrieved by name and Social Security Number. Safeguards: Casualty records at AFMPC are accessible only to authorized personnel assigned to the Office of the Assistant for Casualty Matters. Personnel are on duty 7 days per week, 24 hours a day. Access to the building after duty hours is controlled by Security Police personnel. Retention and disposal: Records may be temporary or permanent or supplemental in nature. They are retained in active file until the member's status is changed to deceased or returned to military control or no longer considered VSI, SI or III. One year after that time, selected temporary records are destroyed and all permanent records are retired to the National Personnel Records Center. Remaining temporary records are destroyed ten years after date of death or return to military control. Records of casualty and casualty case files are permanent records. They are retained in active file until application or receipt of all allowable benefits, then forwarded to the National Personnel Records Center, 9700 Page Boulevard, St. Louis, MO 63132. Case files pertaining to civilians; foreign nationals; very seriously ill or seriously ill persons; and dependents of military personnel are destroyed 90 days after administrative closing of the case. Records of emergency data are retained until the member is relieved from active duty, then retired to a history file. Destroyed by shredding, burning, or by tearing into pieces. Mortuary records are retired to the Washington National Records Center, 4205 Suitland Road, Suitland, MD 20409. System manager(s) and address: Assistant Deputy Chief of Staff/Manpower and Personnel for Military Personnel, Air Force Manpower and Personnel Center, Randolph Air Force Base, TX 78150. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Assistant Deputy Chief of Staff/Manpower and Personnel for Military Personnel, Air Force Manpower and Personnel Center, Randolph Air Force Base, TX 78150. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Air Force Manpower and Personnel Center/Office of the Assistant for Casualty Matters (AFMPC/MPCC), Randolph Air Force Base, TX 78150, or if records have been retired, the request will be forwarded to National Personnel Records Center (NPRC). Written requests should contain the full name and Social Security Number of the member as well as an identification as complete as possible of the desired material including, if known, its title, description, number, date and issuing authority. For personal visits, the individual must provide some acceptable identification; that is, drivers license, identification card, or give some verbal information that can be verified in the case folder. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information provided by next of kin, organization of assignment, information extracted from Master Personnel Records, documents generated within the Casualty Division, Air Force Manpower and Personnel Center, correspondence produced in providing casualty notification/ assistance/processing. Exemptions claimed for the system: None. F036 AF PC S System name: Contingency Operations System (COMPES). System location: Headquarters of major commands and headquarters of unified commands for which Air Force is Executive Agent. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Records are maintained on officer and enlisted personnel that are projected or departed on Temporary Duty (TDY) in support of contingency deployment or manning assistance projects. Categories of records in the system: Data maintained by individual Plan Identification (PID) consisting of data elements required to properly select and deploy members: Includes Plan Identification (PID); Force Requirement Line number (FRNLN); Air Force Specialty Code (AFSC); Required In-Place Date; Number of Days; Attached Consolidated Base Personnel Office; Duty Location Code (DLOC). Information is related to a specific PID that could be implemented in time of war, current on-going contingencies, or yearly exercises. When plans are implemented, the Personnel Data System (PDS) is updated and a TDY mini-record is generated and transmitted via AUTODIN. The system update is applied against the file at base level. Authority for maintenance of the system: 10 U.S.C. 8032, General duties; implemented by Air Force Manual (AFM) 28-626, Functional User Support Manual for the Contingency Operation/Mobility Planning and Execution System (COMPES) MAJCOM Level Manpower/Personnel (MANPER) Module, Users Manual; AFM 28-740, Vol 6, Contingency Operations/Mobility Planning and Execution System (COMPES) Operation Planning Module, Users Manual; AFM 28-740, Vol 3, Contingency Operations/Mobility Planning and Execution System (COMPES) Logistics Module -- Major Command (LOGMOD-M) Logistics Force packaging (LOGFOR) Sub-System: A200/ZG, Users Manual; and AFM 28-740, Vol 4, Contingency Operations/Mobility Planning and Execution System (COMPES) Logistics Module -- Logistics Planning (LOGPLAN) Sub-System: A200/ZR, Users Manual. Purpose(s): COMPES records provide information regarding manpower requirements necessary to deploy personnel. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in computers and on computer output products. Retrievability: Individual data records are not accessed nor displayed reflecting name or Social Security Number by standard CPSC programs. Retrieval programs available to major command personnel managers may be used to access individual data. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Records pertaining to a wartime plan are maintained until an updated plan is received. Records are maintained only for the duration of the TDY period then are programmatically deleted by computer. Computer output records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Deputy Chief of Staff for Personnel, Headquarters United States Air Force, Washington, DC 20330-5060. Director of Personnel Data Systems and Assistant Deputy Chief of Staff for Personnel, Headquarters Air Force Military Personnel Center, Randolph Air Force Base, TX, 78150-6001, or Director of Personnel Data Systems at each major command headquarters and headquarters of unified commands for which Air Force is Executive Agent. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to or visit the Deputy Chief of Staff for Personnel, Headquarters United States Air Force, Washington, DC 20330-5060. Director of Personnel Data Systems and Assistant Deputy Chief of Staff for Personnel, Headquarters Air Force Military Personnel Center, Randolph Air Force Base, TX, 78150-6001, and Director of Personnel Data Systems at each major command headquarters or headquarters of unified commands for which Air Force is Executive Agent. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Deputy Chief of Staff for Personnel, Headquarters United States Air Force, Washington, DC 20330-5060. Director of Personnel Data Systems and Assistant Deputy Chief of Staff for Personnel, Headquarters Air Force Military Personnel Center, Randolph Air Force Base, TX, 78150-6001, or Director of Personnel Data Systems at each major command headquarters and headquarters of unified commands for which Air Force is Executive Agent. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from automated system interfaces. Exemptions claimed for the system: None. F036 AF PC T System name: Civilian Appeal and Grievance System. System location: Air Force Appellate Review Office, 1535 Command Drive, Suite E309, Andrews Air Force Base, MD 20331-7002; all Civilian Personnel Flights where appeals and/or grievances are filed. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: United States citizen employees of the Air Force who are paid from appropriated funds and who are either nonbargaining unit employees or bargaining unit employees in a unit where no collective bargaining agreement has been negotiated. The system includes supervisors, civilian personnel officers, and other management officials of the Air Force. Categories of records in the system: Documents pertaining to the appeal or grievance filed by an employee or employee's representative which may contain personal information such as Social Security Number, date of birth, home address, home phone, and nature of appeal or grievance. Authority for maintenance of the system: 5 CFR part 771 and E.O. 9397 (SSN). Purpose(s): Appeal and grievance files are maintained by the Air Force Civilian Appellate Review Office pending administrative proceedings by management to resolve the matters in dispute including adjudication proceedings by the Office of Complaint Investigations Examiner and final Air Force decision by management officials authorized to act under current regulations. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in paper form. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Records are destroyed 3 years after case is closed. Records are destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Director, Air Force Civilian Appellate Review Office, 1535 Command Drive, Suite E309, Andrews Air Force Base, MD 20331-7002, and Chiefs of Civilian Personnel Flights where appeals and grievances are filed. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to the Director, Air Force Civilian Appellate Review Office, 1535 Command Drive, Suite E309, Andrews Air Force Base, MD 20331-7002, or Chiefs of Civilian Personnel Flights where appeals and grievances are filed. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Director, Air Force Civilian Appellate Review Office, 1535 Command Drive, Suite E309, Andrews Air Force Base, MD 20331-7002, or Chief of Civilian Personnel Flights where appeals and grievances are filed. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Documents created by the servicing Civilian Personnel Flight officer; information provided by the individual or representative; reports completed after formal hearings/inquiries; hearing proceedings and legal documentation. Exemptions claimed for the system: None. F036 AF PC U System name: Education Services Program Records (Individual). System location: Air Force Base Education Services Flights. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: All officers and airmen who participate in the Education Services Program and the Tuition Assistance Program. Categories of records in the system: Pertinent education data maintained in an educational file folder may be Air Force (AF) Form 63, Active Duty Service Commitment; AF Form 118, Notice of Student Withdrawal/Noncompletion; AF Form 186, Individual Record-Education Services Program; AF Form 204, Permissive Temporary Duty (TDY) Request - Operation Bootstrap; AF Form 1033, Academic Education Data; AF Form 1227, Authority for Tuition Assistance - Education Services Program; DD Form 114, Military Pay Order or Department of Defense (DD) Form 1131, Cash Collection for Voucher; DD Form 295, Application for the Evaluation of Educational Experiences During Military Service; DD Form 139, Pay Adjustment Authorization; Department of Veterans Affairs (VA) Form 22-8821, Application for Educational Assistance; VA Form 22-1990p, Service person's Application for Educational Benefits; Academic evaluations and/or transcripts from schools; Automated Air Force Tuition Assistance Program (AAFTAP); and Educational test results from testing agencies. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force powers and duties; delegation by; as implemented by Air Force Instruction 36-2306, Operation and Administration of the Air Force Education Services Program and E.O. 9397 (SSN). Purpose(s): Counseling/Advisement Guide and Educational Registration Record used by Education Services Center staff personnel, Promotion and/or classification boards, and other authorized personnel such as military service schools, civilian schools, and supervisors of military personnel. The principle purpose is to provide a record of education endeavors and progress of Air Force personnel participating in Education Services Programs, to manage the tuition assistance program and to track enrollments and funding. 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: Records may be disclosed to civilian schools for the purposes of ensuring correct enrollment and billing information. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file folders/cabinet, computers, and on backup tapes. Retrievability: Retrieved by name, Social Security Number, or tuition assistance document number. Safeguards: Records are accessed by custodian of the record system and by persons responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need- to-know. Records are stored in locked cabinets or rooms, and in computer storage devices and protected by computer system software. Records/information may be transferred outside the local area network (LAN). Records/information transferred outside the LAN will be encrypted using Entrust Technologies' Cryptographic Kernel V 2.4. This product meets the Federal Information Processing Standard (FIPS) 140-1 requirement. Retention and disposal: Records are retained and disposed of in the following ways: (1) Given to individual when released from EAD, discharged, or retired. Servicing MPF will destroy in case of death by tearing into pieces, shredding, pulping, macerating, or burning. (2) For records pertaining to the individual's education level and progress: Give to individual when released from EAD, discharged, or destroy when no longer on active duty. For records pertaining to requests for tuition assistance, records supporting consolidation grade sheets, and cases of non-compliance or failure: Destroy after invoices have been paid and final grades have been recorded in Individual Record Education Services form. (3) For records pertaining to funding documents, appropriation controls, supporting documents for monitoring obligations: Destroy two years after document's fiscal year appropriation has ended its 'expired year' status and applicable fiscal year appropriation has been cancelled. System manager(s) and address: Commander, Headquarters, Air Force Personnel Center, 550 C Street West, Randolph Air Force Base, TX 78150-4750. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the agency officials at the respective installation education center. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the agency officials at the respective installation education center. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Data gathered from the individual, data gathered from other personnel records, transcripts and/or evaluations from schools and test results from testing agencies. Exemptions claimed for the system: None. F036 AF PC V System name: Awards and Decorations. System location: Headquarters, United States Air Force, Washington DC 20330-1670. Directorate of Personnel Program Actions, Headquarters Air Force Military Personnel Center, Randolph Air Force Base, TX 78150-6001. Headquarters of major commands and at all levels down to and including Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Active duty military personnel. Air Force Reserve personnel. Air National Guard personnel. Civilian personnel employed by the Department of the Air Force who are recommended for awards. Categories of records in the system: Supervisory evaluation of duty performance with comments by commanders at intermediate levels. Authority for maintenance of the system: 10 U.S.C. Chapter 857, Decorations and Awards; as implemented by Air Force Regulation 900-48, Individual and Unit Awards and Decorations, and E.O. 9397 (SSN). Purpose(s): Used by award approval authorities to determine qualification for recognition of individuals through an award or a military decoration. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in visible file binders/cabinets, in computers and on computer output products. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Retained in office files for one year after annual cut-off, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Destroyed 1 year after completion by tearing into pieces shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Assistant Deputy Chief of Staff/Personnel, Headquarters, Air Force Military Personnel Center, Randolph Air Force Base, TX 78150- 6001. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address written inquiries to the System Manager or to agency officials at location of assignment. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Assistant Deputy Chief of Staff/Personnel, Headquarters, Air Force Military Personnel Center, Randolph Air Force Base, TX 78150-6001 or to the agency officials at location at location of assignment. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Supervisors' evaluations. Exemptions claimed for the system: None. F036 AFRE A System name: Statutory Tour Program. System location: Personnel Directorate, Office of Air Force Reserve, Headquarters U.S. Air Force, 1150 Air Force Pentagon, Washington, DC 20330-1150. Categories of individuals covered by the system: Reserve Component Officers (United States Air Force Reserve/Air National Guard United States) on Extended Active Duty. Categories of records in the system: Approval/disapproval on original correspondence relating to the application, Department of the Air Force Orders, comments from Deputy to the Chief of Air Force Reserve and Deputy Assistant Secretary of the Air Force (Reserve Affairs). Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. Chapter 11, Reserve Components; Chapter 805, The Air Staff; Chapter 841, Active Duty; 32 U.S.C. Chapter 7, Service, Supply and Procurement, Section 708 - Regulatory Authority; implemented by Air Force Instruction 36- 2116, Extended Active Duty for Reserve Component Officers. Purpose(s): Documentary support of tour applications; approval/disapproval; initiation, termination and extension of statutory tours; used as historical reference; used by Air Reserve Forces Advisors as record of approval/disapproval, authority to issue Department of the Air Force Special Orders, by the Deputy to the Chief of Air Force Reserve and Deputy Assistant Secretary of the Air Force (Reserve Affairs). 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets, and on electronic media for statistical analysis. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Controlled entry building. Database is password access only. Retention and disposal: Retained two years after completion of tour. Retained for two years after end of year in which the case was closed, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Chief, Senior Officer Management, Personnel Directorate, Office of Air Force Reserve, Headquarters U.S. Air Force, 1150 Air Force Pentagon, Washington, DC 20330-1150. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit Personnel Directorate, Office of Air Force Reserve, Headquarters U.S. Air Force, 1150 Air Force Pentagon, Washington, DC 20330-1150. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit Personnel Directorate, Office of Air Force Reserve, Headquarters U.S. Air Force, 1150 Air Force Pentagon, Washington, DC 20330-1150. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Member's application and correspondence generated in transmission and consideration of the application. Exemptions claimed for the system: None. F036 AFRE B System name: Personnel Files on Statutory Tour Officers. System location: Personnel Division, Office of Air Force Reserve (AF/REP), Headquarers, U.S. Air Force, Washington, DC 20330-2404 and Air Force Personnel Center (AFPC/DPWR), Randolph Air Force Base, TX 78150-4717. Categories of individuals covered by the system: United States Air Force Reserve Officers applying for or selected for assignment as statutory tour officer. Categories of records in the system: Application for extended active duty with United States Air Force, military career brief, resume of prior military and civilian experience, officer effectiveness report overall rating, correspondence and special orders relative to the tour. Authority for maintenance of the system: 10 U.S.C. 10211, Policies and regulations: Participation of reserve officers in preparation and administration. Purpose(s): Documentary support of tour applications; approval/disapproval; initiation, termination and extension of statutory tours; historical reference not to exceed two years after tour termination; used by Air Force Manpower and Personnel Center/Assistant for Personnel Plans, Programs and Analysis, Reserve Forces Division (AFPC/DPWR); used for AFPC/DPWR as record of approval/disapproval, authority to issue Department of the Air Force Special Orders (DAFSOs); by Office of the Air Force Reserve (AF/RE), Director Air National Guard, National Guard Bureau (NGB/CF) and SAF/MRR as record of approval/disapproval. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and computers for local statistical analysis. Retrievability: Retrieved by name. Safeguards: Records are accessed by authorized personnel who are properly screened and cleared for need-to-know and stored in security file containers/cabinets. Database is password access only. Retention and disposal: Retained in office files until reassignment or separation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Chief of Air Force Reserve, Headquarters United States Air Force, Washington, DC 20330-2404. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief of Air Force Reserve, Headquarters United States Air Force, Washington, DC 20330-2404. Include full name and Social Security Number. Individuals may visit the Personnel Division, Office of Air Force Reserve, 2404 Air Force Pentagon, Washington, DC 20330-2404. Military identification card or driver's license required for identification. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief of Air Force Reserve, Headquarters United States Air Force, Washington, DC 20330-2404. Include full name and Social Security Number. Individuals may visit the Personnel Division, Office of Air Force Reserve, 2404 Air Force Pentagon, Washington, DC 20330-2404. Military identification card or driver's license required for identification. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from source documents such as reports. Exemptions claimed for the system: None. F036 AFRE C System name: Files on Reserve General Officers; Colonels Assigned to General Officer Positions. System location: Headquarters United States Air Force, Washington, DC 20330 and Personnel Division Office of Air Force Reserve. Categories of individuals covered by the system: United States Air Force Reserve General Officers and Colonels assigned to General Officer positions. Categories of records in the system: Resume of prior military and civilian experience, correspondence and Special Orders, Record of Reserve participation, personnel data listings, last five officer effectiveness reports, record of personal interview and assignment recommendation made by Chief, Air Force Reserve. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): To determine qualifications for initial/continued assignment to General Officer positions. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by authorized personnel who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets. Retention and disposal: Retained in office files until reassignment or separation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Chief of Air Force Reserve, Headquarters United States Air Force, Washington, DC 20330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief of Air Force Reserve, Headquarters United States Air Force, Washington, DC 20330. Full name and Social Security Number must be provided. Individuals may visit the Personnel Division Office of Air Force Reserve, Pentagon, Washington, DC 20330. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief of Air Force Reserve, Headquarters United States Air Force, Washington, DC 20330. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from source documents such as reports from individual officers, and from personnel records. Exemptions claimed for the system: None. F036 AFRES A System name: Personnel Interview Record. System location: All Air Force Reserve recruiting locations. Categories of individuals covered by the system: All USAF Reserve non prior service and prior service applicants. Categories of records in the system: Data on military and civilian history for interviewing and tentatively qualifying a prospect. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by, and E.O. 9397 (SSN). Purpose(s): Used for interviewing. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in case files. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Retained in office files for 1 year after cutoff for permanently disqualified applicant, or 1 year after separation. System manager(s) and address: Commander, HQ AFRES/RS, Robins Air Force Base, GA 31098-6001. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the Commander, HQ AFRES/RS, Robins Air Force Base, GA 31098-6001. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Commander, HQ AFRES/RS, Robins Air Force Base, GA 31098-6001. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual. Exemptions claimed for the system: None. F036 AFRES B System name: Recruiters Automated Management System (RAMS). System location: Headquarters, Air Force Reserve (HQ AFRES), Robins Air Force Base, GA 31098-6001, and input and output terminals located at each Reserve recruiting operating location. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Current or former officers and enlisted personnel from all branches of the services making application for assignment to the Air Force Reserve; non prior service personnel making application for the Air Force Reserve; and Air Force personnel on Reserve recruiting duty. Categories of records in the system: Records for high school seniors who are Armed Services Vocational Aptitude Battery tested and meet the basic Air Force Reserve enlistment criteria showing name, mailing address, test scores, and location of high school. Enlistment processing records for prior service Air Force and other military services, and non prior service personnel, showing name, Social Security Number, mailing address, ZIP Code, educational level, processing date, lead source code, and other personal data such as date of birth, sex, phone number, number of years of prior service, Military Occupation (MOS) Specialty or Air Force Specialty Code (AFSC) held, duty AFSC, and date of enlistment. Resumes and other data elements to record name, date of birth, service dates, assignment status, grade, salary, promotion and step increase dates, occupational series, AFSC or MOS, skill level, position title, educational level, professional/scientific status, special training awards, publications, handicap, minority and sex codes. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by, and 10 U.S.C. 503, Enlistments: recruiting campaigns, and E.O. 9397 (SSN). Purpose(s): Provides data concerning the professional qualifications for selection and utilization of personnel, for position management and to perform certain scientific and technical research efforts in program support. To furnish leads to field recruiters from various advertising campaigns and other sources. To track leads to ensure follow-up by recruiters. To provide recruiters with management tools to follow-up on recruiting programs. To determine which sources of leads produce the greatest number of accessions. To provide a system by which resources areas may be mechanized and managed more efficiently. Used to prepare requests for enlistments data trends. Records are also used for statistical compilations to ensure quality review of recruiting work-flow/products. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records maintained in a mainframe computer system at HQ Air Force Reserve, Robins Air Force Base, GA and on paper output products at each Recruiting operating location. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed through computer run scheduling arrangements by persons responsible for servicing the system in performance of their official duties. Computer paper printouts are distributed only to authorized users. Records are physically safeguarded by controlled access to the computer facility, secured buildings, and locked rooms. Retention and disposal: Enlistment processing records are retained until no longer needed for recruiting purposes; recruiter records are retained for one year after individual is removed from recruiter production status. These retentions are built into the computer system program with automatic software controlled deletions from the machine-readable record. Recruiter information is retained in computer file or office file until reassignment or separation when it is destroyed. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Commander, HQ AFRES/RS, Robins Air Force Base, GA 31098. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the Commander, HQ AFRES/RS, Robins Air Force Base, GA 31098. Requests must contain full name and current mailing address. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Commander, HQ AFRES/RS, Robins Air Force Base, GA 31098. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is obtained from military and civilian personnel records, and managers and supervisors of individuals. Exemptions claimed for the system: None. F036 AFRES C System name: Air Reserve Technician (ART) Officer Selection Folders. System location: Headquarters Air Force Reserve/DPC Robins Air Force Base, GA 31098. Categories of individuals covered by the system: All civilian employees who apply and are eligible for promotion to ART officer positions. Categories of records in the system: Qualification statement, training and testing record, appraisal and ranking records. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): To evaluate and rank individuals for merit promotion to ART officer level positions. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by authorized personnel who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Deputy Chief of Staff/Personnel, Headquarters Air Force Reserve. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Deputy Chief of Staff/Personnel, Headquarters Air Force Reserve. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Deputy Chief of Staff/Personnel, Headquarters Air Force Reserve. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from official personnel folders, supervisory appraisals, tests, evaluations. Exemptions claimed for the system: None. F036 AFRES D System name: Reserve Medical Service Corps Officer Appointments. System location: Headquarters Air Force Reserve (AFRES), Robins Air Force Base, GA 31098. Categories of individuals covered by the system: Air Force Reserve medical service officer applicants. Categories of records in the system: Status and actions taken during the processing of applications for appointment. Authority for maintenance of the system: 10 U.S.C. 591, Reserve components: Qualifications; 2104, Advanced Training; eligibility for; 2107 Financial Assistance Program for Specially Selected Members; 8067, Designation: Officers to perform certain professional functions; and 9411, Establishment: Purpose. Purpose(s): Provides a ready reference and status of all applications and the actions accomplished during the processing of each. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in card files/folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by commanders of medical centers and hospitals and by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Command Surgeon, HQ AFRES, Robins Air Force Base, GA 31098. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Command Surgeon, HQ AFRES, Robins Air Force Base, GA 31098. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Command Surgeon, HQ AFRES, Robins Air Force Base, GA 31098. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from source documents such as reports. Exemptions claimed for the system: None. F036 AFRES E System name: Undergraduate Pilot and Navigator Training. System location: Headquarters Air Force Reserve (AFRES), Robins Air Force Base, GA 31098. Categories of individuals covered by the system: Personnel selected for Officer Training School, undergraduate pilot training, initial navigator training. Categories of records in the system: Data contained in standard AF military personnel file. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): To provide class number, reporting date, class starting date, graduation date and unit of assignment upon completion of training. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in card files. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Deputy Chief of Staff Personnel, HQ AFRES, Robins Air Force Base, GA 31098. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Deputy Chief of Staff Personnel, HQ AFRES, Robins Air Force Base, GA 31098. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Deputy Chief of Staff Personnel, HQ AFRES, Robins Air Force Base, GA 31098. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from source documents such as reports. Exemptions claimed for the system: None. F036 AFSPC A System name: Space Command Operations Training. System location: Operations flights at all units within Air Force Space Command, and training flights at all operations support squadrons within 20th Air Force. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Air Force Space Command military personnel currently assigned to operational duties with space, spacelift, intercontinental ballistic missile, warning and surveillance systems equipment. Categories of records in the system: Records related to qualifications, training/evaluation accomplishment, staff/crew alphanumeric identifier, type training/ evaluation, scores, proficiency rating, name, grade, unit assigned, and dates of training or evaluation. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by, and Air Force Space Command Instruction 36-2202, Operations Training and Standardization and Evaluation Programs. Purpose(s): To develop a record source of operations personnel qualifications, capabilities and historical data for analysis by unit and operations support squadrons to determine individual overall job qualifications. The files will provide a source of data to help ensure weapon system currency and adequacy of future training requirements. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders in computers and on computer output products. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Manual files are forwarded to gaining unit upon permanent change of station to another Space Command unit. If individual separates or transfers to another USAF major command, the file is returned to the individual. Computer records are deleted from the data base upon individual's departure from unit. System manager(s) and address: Director of Operations and Operations Training, Testing Standardization and Evaluation, and Configuration Control Division at Headquarters Air Force Space Command. Operations officers at Air Force Space Command units with a space, spacelift, intercontinental ballistic missile, warning, or surveillance mission. Operations officers at 20th Air Force operations support squadrons. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Director of Operations and Operations Training, Testing Standardization and Evaluation, and Configuration Control Division at Headquarters Air Force Space Command; Operations officers at Air Force Space Command units with a space, spacelift, intercontinental ballistic missile, warning, or surveillance mission; or Operations officers at 20th Air Force operations support squadrons. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Requests to determine existence of record should include full name, grade and approximate dates individual was assigned to Air Force Space Command, space, warning and surveillance duties after 1 Sep 1983, or intercontinental ballistic missile duties after 1 July 1993. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Director of Operations and Operations Training, Testing Standardization and Evaluation, and Configuration Control Division at Headquarters Air Force Space Command; Operations officers at Air Force Space Command units with a space, spacelift, intercontinental ballistic missile, warning, or surveillance mission; or Operations officers at 20th Air Force operations support squadrons. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Requests to access records should include full name, grade and approximate dates individual was assigned to Air Force Space Command, space, warning and surveillance duties after 1 Sep 1983, or intercontinental ballistic missile duties after 1 July 1993. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information will be obtained from the individual and from instructors or Standardization Evaluators. Exemptions claimed for the system: None. F036 AMC A System name: Training Instructors (Academic Instructor Improvement/ Evaluation). System location: Chief, Academic Training Branch, 1550th Technical Training Squadron, Kirtland Air Force Base, NM 87117-5000. Categories of individuals covered by the system: Academic instructors. Categories of records in the system: Forms for evaluating instructor performance in the classroom. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by. Purpose(s): Basic for instructor improvement. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Retained in office files until reassignment or separation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Chief, Academic Training Branch, 1550th Technical Training Squadron, Kirtland Air Force Base, NM 87117-5000. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the Chief, Academic Training Branch, 1550th Technical Training Squadron, Kirtland Air Force Base, NM 87117-5000. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Chief, Academic Training Branch, 1550th Technical Training Squadron, Kirtland Air Force Base, NM 87117-5000. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Supervisors. Exemptions claimed for the system: None. F036 AMC B System name: Training Progress (Permanent Student Record). System location: 1380th School Squadron, Air Mobility Command Noncommissioned Officer Academy-West, Norton Air Force Base, CA 92409-5446 and 1381st School Squadron, Air Mobility Command Noncommissioned Officer Academy-East, McGuire Air Force Base, NJ 08641-5000. Categories of individuals covered by the system: Enlisted personnel who are graduates of the Academy. Categories of records in the system: Name, grade, Social Security Number, duty title, security clearance, marital status, organization assigned, education level, photograph, date of birth, Airman Qualification Examination, evaluation of academic progress. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by. Purpose(s): To record student achievement. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in card files. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Destroy ten years after individual completes or discontinues a training course by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: 1380th School Squadron, Air Mobility Command Noncommissioned Officer Academy-West, Norton Air Force Base, CA 92409-5446 and 1381st School Squadron, Air Mobility Command Noncommissioned Officer Academy-East, McGuire Air Force Base, NJ 08641-5000. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to or visit the 1380th School Squadron, Air Mobility Command Noncommissioned Officer Academy-West, Norton Air Force Base, CA 92409-5446 or 1381st School Squadron, Air Mobility Command Noncommissioned Officer Academy-East, McGuire Air Force Base, NJ 08641-5000. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the 1380th School Squadron, Air Mobility Command Noncommissioned Officer Academy-West, Norton Air Force Base, CA 92409-5446 or 1381st School Squadron, Air Mobility Command Noncommissioned Officer Academy-East, McGuire Air Force Base, NJ 08641-5000. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: From Consolidated Base Personnel Offices and from evaluation of student progress. Exemptions claimed for the system: None. F036 AMC C System name: Training Systems Research and Development Materials. System location: 1550th Combat Crew Training Wing, Deputy Commander for Operations, Director of Training, Kirtland Air Force Base, NM 87117- 5000. Categories of individuals covered by the system: Students who have completed training. Categories of records in the system: Training and effectiveness questionnaires for supervisors and graduates, flying instructor and academic instructor improvement and evaluation, evaluation coordination sheet. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by, and E.O. 9397 (SSN). Purpose(s): To evaluate and analyze training effectiveness. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders. Retrievability: Retrieved by name, rank, Social Security Number and class number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Chief, Evaluation and Analysis, 1550th Combat Crew Training Wing, Kirtland Air Force Base, NM 87117-5000. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to or visit the Chief, Evaluation and Analysis, 1550th Combat Crew Training Wing, Kirtland Air Force Base, NM 87117-5000. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Chief, Evaluation and Analysis, 1550th Combat Crew Training Wing, Kirtland Air Force Base, NM 87117-5000. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information from assigned personnel. Exemptions claimed for the system: None. F036 AMC D System name: Air Crew Instruction Records. System location: 1550th Combat Crew Training Wing, Kirtland Air Force Base, NM 87117-5000 and 34th Technical Training Squadron, Student Administration Branch, Little Rock Air Force Base, AR 72076-5000. Categories of individuals covered by the system: Students and instructors undergoing training; students who completed academic training. Categories of records in the system: Academic completion records, flying training records, training aids usage records and simulator student training records. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by. Purpose(s): To report student performance and completion of academic training. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders. Retrievability: Retrieved by name and date of completion of training. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Training summaries are destroyed after one year. Training aids activity case files are destroyed when purpose has been served or after three years, whichever is sooner. Training system research and development material is destroyed when superseded, obsolete, or no longer needed, whichever is sooner. Training aids usage documents are destroyed three months after completion of training phase, provided required flying time is posted on individual flight records. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Deputy Commander for Operations, 1550th Combat Crew Training Wing, Kirtland Air Force Base, NM 87117-5000 and School Registrar, 34th Technical Training Squadron, Little Rock Air Force Base, AR 72076-5000. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address inquiries to or visit the Deputy Commander for Operations, 1550th Combat Crew Training Wing, Kirtland Air Force Base, NM 87117-5000 or School Registrar, 34th Technical Training Squadron, Little Rock Air Force Base, AR 72076-5000. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Deputy Commander for Operations, 1550th Combat Crew Training Wing, Kirtland Air Force Base, NM 87117-5000 or School Registrar, 34th Technical Training Squadron, Little Rock Air Force Base, AR 72076-5000. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from the individuals, from instructors, instructor supervisors, and personnel involved in the evaluation and analysis of training effectiveness, and from special orders and messages. Exemptions claimed for the system: None. F036 ARPC A System name: Administrative Discharge for Cause on Reserve Personnel. System location: Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000 (for non-unit assigned personnel), and Headquarters Air Force Reserve, Robins Air Force Base, GA 31098-5000 (for unit assigned personnel). Categories of individuals covered by the system: Air Force Reserve personnel. Categories of records in the system: Board proceedings, board waiver, recommendations, and other records which result in discharge. Authority for maintenance of the system: 10 U.S.C. 1162, Reserves: discharge; 1163, Reserve components; members; limitations on separation as implemented by Air Force Regulations 35-41, Vol III, Separation Procedures for USAFR Members; 35-24, Disposition of Conscientious Objectors; Headquarters Air Reserve Personnel Center Regulation 45-19, Discharge for Inability to Locate, and E.O. 9397 (SSN). Purpose(s): To effect the administrative separation of officer members of the United States Air Force Reserve (USAFR) from their appointment as Reserve officers and to effect the administrative separation of enlisted members of the USAFR from their enlistment as Reserve members. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders. Retrievability: Retrieved by name and by Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Records are protected by guards. Retention and disposal: Retained in office files for 1 year after annual cutoff, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. HQ AFRES forwards copies of actions resulting in discharge to the HQ ARPC for inclusion in the individual's Master Personnel Record Group. Individual's military personnel record is then forwarded to the National Personnel Record Center, 9700 Page Boulevard, St Louis, MO 63132-2001 for permanent storage. System manager(s) and address: Commander, Headquarters Air Reserve Personnel Center, Denver CO 80280-5000, and Vice Commander, Robins Air Force Base, GA 31098-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/ IMD, Denver, CO 80280-5000 (non-unit assigned personnel), or the Chief, Personnel Actions Division, Robins Air Force Base, GA 31908- 5000 (unit assigned personnel). Written requests should contain full name, Social Security Number, current mailing address, and the case (control) number on correspondence received from the Center, if applicable. Record access procedures: Individuals seeking to access records about themselves contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000 (non-unit assigned personnel), or the Chief, Personnel Actions Division, Robins Air Force Base, GA 31908-5000 (unit assigned personnel). Records may be reviewed in the Records Review Room, Headquarters Air Reserve Personnel Center, Denver, CO between 8:00 a.m. and 3:00 p.m., or at HQ AFRES/DPAA, Robins Air Force Base, GA between 8:00 a.m. and 4:45 p.m. on normal workdays. Requester must be able to provide sufficient proof of identity, with an Armed Forces identification card or a drivers license. Contesting record procedure: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from medical institutions, police and investigating officers and from witnesses. Exemptions claimed for the system: None. F036 ARPC B System name: Informational Personnel Management Records. System location: Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000; Headquarters United States Air Force, Office of Air Force Reserve, Washington, DC 20330-5000; United States Air Force Academy, CO 80440- 5000; major commands, and major subordinate commands. Official mailing addresses are published as an appendix to the Air Force's compilation of record system notices. Categories of individuals covered by the system: Air Force Reserve and Air National Guard personnel. Civilian/ active military applicants to the Air Force Reserve. Retired and former Air Force military personnel. Categories of records in the system: Officer and airman assignment files which includes correspondence; memos; completed forms; messages; vacancy authorization data for assignment approvals/disapprovals; waivers; manning assistance; discharges; screening data; orders; evaluation reports; documents changing training category; personnel data; photographs; chaplain ecclesiastical endorsement; record of security clearance; miscellaneous correspondence to and from individual; documents pertaining to individual that are not authorized for inclusion in other military personnel record systems; case file of Reserve personnel placed on active duty containing copies of special and Reserve orders; correspondence; documents complete with information used for travel overseas; assignment instructions; list of actions taken by technician; board actions on involuntary airmen; certified receipts acknowledgment of receipt of special orders card. Authority for maintenance of the system: 10 U.S.C. 262, Purpose; 274, Retired Reserve; 275, Personnel records; 672, Reserve components generally; 673, Ready Reserve; 2001, Reserve components; 8013, Secretary of the Air Force: powers and duties; delegation by; 8067, Designation: officers to perform certain professional functions, as implemented by Air Force Regulations 35- 41, Vol I, Assignments Within the Reserve Components; AFR 35-41, Vol II, Reserve Personnel Policies and Procedures - Reserve Training; AFR 35-44, Military Personnel Records System, and E.O.s 9397 (SSN) and 11366. Purpose(s): Used to determine eligibility/suitability for assignment/ reassignment with the Air Force Reserve; determine eligibility for retired related action, to make determinations on discharges or mobilization, deferments, fulfillment of statutory requirements, voluntary and involuntary order to extended active duty (EAD) and temporary release, status of active duty tour, position occupied; training reports. These include but are not limited to members participating in the Chaplain, Judge Advocate, Surgeon General Program. Records maintained as a historical file. Answers to correspondence/telephone inquiries; updating and/or changing information in computer and/or individual Reservist record. Used as a reference file to answer inquiries from Reservist being called to active duty, to send gaining active units additional copies as requested, used as substantiating documents to show action was taken in accordance to prescribing directives. Information on personnel in the Chaplain, Judge Advocate, Surgeon General and other officer management programs is used by personnel responsible for program in order to assist Reservists in their careers. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders/card files/note books/binders and in visible file binders/cabinets. Retrievability: Retrieved by name and/or by Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Records are protected by guards. Retention and disposal: Retain in office files until inactivation, reassignment or separation, no longer needed for reference or one year after annual cutoff. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Commander, Headquarters Air Reserve Personnel Center, Denver, CO 80208-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/ IMD, Denver, CO 80280-5000, or to agency officials at location of assignment. Written requests should contain full name, Social Security Number, current mailing address, and the case (control) number on correspondence received from the Center, if applicable. Record access procedures: Individuals seeking to access records about themselves contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000, or to agencies officials at location of assignment. Records may be reviewed in the Records Review Room, Headquarters Air Reserve Personnel Center, Denver, CO, between 8:00 a.m. and 3:00 p.m. on normal workdays. Requester must be able to provide sufficient proof of identity, with an Armed Forces identification card or a drivers license. Contesting record procedure: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information supplied by individual as relates to but not limited to requesting assignment, application for retirement, military orders, personnel data, master personnel record, correspondence, statement of military service from other military components; annual survey and Advance Personnel Data System, correspondence from serving Consolidated Base Personnel Office/Consolidated Reserve Personnel Office and major command units. Instructions from Air Force Military Personnel Center, Randolph Air Force Base, TX 78150-6001, instructions and board actions from Air Force Reserve, Robins Air Force Base, GA 31098-6001, Air Force Training Corps/SDAA, Maxwell Air Force Base, AL 36112-6678, the National Guard Bureau, Washington DC 20331-6008, major air commands, and from HQ USAF/JAEC, Washington DC 20314-5000. Information from source documents prepared on behalf of the Air Force Advance Personnel Data System. Exemptions claimed for the system: None. F036 ARPC C System name: Correction of Military Records of Officers and Airmen. System location: Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000. Categories of individuals covered by the system: Air Force Reserve personnel and Air National Guard personnel. Categories of records in the system: Case files containing letters from individual Reservist requesting correction of military record, related documents and replies to Reservist. Authority for maintenance of the system: 10 U.S.C. 275, Personnel records, as implemented by Air Force Regulation 31-3, Air Force Board for Correction of Military Records, Headquarters Air Reserve Personnel Center Regulation 45-4, Correction of Military Records, and E.O. 9397 (SSN). Purpose(s): Used by office managers and section supervisors and technicians to process correction of Reserve records when requested. Base files are sent to Air Force Military Personnel Center, Randolph Air Force Base, TX 78150-6001 for final action. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Records are protected by guards. Retention and disposal: Destroyed after 3 years by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Commander, Headquarters Air Reserve Personnel Center, Denver CO 80280-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/ IMD, Denver, CO 80280-5000. Written requests should contain full name, Social Security Number, current mailing address, and the case (control) number on correspondence received from the Center, if applicable. Record access procedures: Individuals seeking to access records about themselves contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000. Records may be reviewed in the Records Review Room, Headquarters Air Reserve Personnel Center, Denver, CO, between 8:00 a.m. and 3:00 p.m. on normal workdays. Requester must be able to provide sufficient proof of identity, with an Armed Forces identification card or a drivers license. Contesting record procedure: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: From subject of the record and military personnel records. Exemptions claimed for the system: None. F036 ARPC D System name: Data Change/Suspense Notification. System location: Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000. Categories of individuals covered by the system: Air Force Reserve Personnel. Categories of records in the system: Correspondence and forms used to record discrepancies or changes. Authority for maintenance of the system: 10 U.S.C. 275, Personnel records, as implemented by Air Force Regulation 35-41, Vol I, Assignments Within the Reserve Components; Headquarters Air Reserve Center Regulation 45-7, Annual Surveys of Non-EAD Reservists, and E.O. 9397 (SSN). Purpose(s): To resolve discrepancies detected during annual records review. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in the performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets and are protected by guards. Retention and disposal: Retained in office files for 1 year after annual cutoff, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Commander, Headquarters Air Reserve Personnel Center, Denver, CO 80208-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/ IMD, Denver, CO 80280-5000. Written request should contain full name, Social Security Number, current mailing address, and the case (control) number on correspondence received from the Center, if applicable. Record access procedures: Individuals seeking to access records about themselves contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000. Records may be reviewed in the Records Review Room, Headquarters Air Reserve Personnel Center, Denver, CO between en 8:00 a.m. and 3:00 p.m. on normal workdays. Requester must be able to provide sufficient proof of identity, with an Armed Forces identification card or a drivers license . Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information from source documents prepared on behalf of the Air Force Advanced Personnel Data System or supplied by Reservist. Exemptions claimed for the system: None. F036 ARPC E System name: Flying Status Actions. System location: Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000. Categories of individuals covered by the system: Air Force Reserve and Air National Guard personnel. Categories of records in the system: Correspondence and related documents pertaining to request for suspension, non-rated officer utilization, aeronautical rating data documents that pertain to aeronautical ratings or suspensions and request for update of the uniform officer record and applications for other flying status/actions. Authority for maintenance of the system: 10 U.S.C 275, Personnel records as implemented by Air Force Regulation (AFR) 60-13, Aviation Service, Aeronautical Ratings and Badges; AFR 60-1, Flight Management, and E.O. 9397 (SSN). Purpose(s): To record each member's flying pay entitlement status and to monitor continuing entitlement in accordance with existing directions; to record each individual's flying activities, both hours and specific events, and provide indications of successful attainment of standards or deficiencies; to determine each rated member's eligibility to perform operational flying in accordance with existing USAF directives, and to provide each applicable individual and manager with all aviation career profile information needed to monitor flying career development, professional qualifications and training deficiencies. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, in computers and on computer output products. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Records are protected by guards. Retention and disposal: Retained in office files for one year after annual cut-off, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Commander, Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/ IMD, Denver, CO 80280-5000. Requests should contain full name, Social Security Number, current mailing address, and the case (control) number on correspondence received from the Center, if applicable. Record access procedures: Individuals seeking to access records about themselves contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000. Records may be reviewed in the Records Review Room, Headquarters Air Reserve Personnel Center, Denver, CO, between 8:00 a.m. and 3:00 p.m. on normal workdays. Requester must be able to provide sufficient proof of identity, with an Armed Forces identification card or a drivers license. Contesting record procedure: The Air Force rules for accessing records and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information from source documents prepared on behalf of the Air Force Advanced Personnel Data System or supplied by Reservist. Exemptions claimed for the system: None. F036 ARPC F System name: Officer Promotions. System location: Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000; Washington National Records Center, Washington, DC 20409. Categories of individuals covered by the system: Air Force active duty officer personnel. Air Force Reserve and Air National Guard personnel. Categories of records in the system: Proceedings, findings and related documents such as rosters, board membership and board support and orders announcing promotion. Authority for maintenance of the system: 10 U.S.C. 8362, Commissioned officers: selection boards; 8366, Commissioned officers: promotion to captain, major, or lieutenant colonel; 8367, Commissioned officers: promotion to captain, major, or lieutenant colonel; selection board procedures; 8371, Commissioned officers: Air Force Reserve; promotion to colonel as implemented by Air Force Regulation 36-11, Reserve of the Air Force Officer Promotions, and E.O. 9397 (SSN). Purpose(s): Used by promotion division personnel in preparation for promotion boards and by the actual promotion board when convened. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders and in note books/binders. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Records are protected by guards. Retention and disposal: Retained in office files for 2 years after annual cutoff, then retired to Washington National Records Center, Washington DC 20409, for permanent retention. System manager(s) and address: Commander, Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/ IMD, Denver, CO 80280-5000. Written requests should contain full name, Social Security Number, current mailing address, and the case (control) number on correspondence received from the Center, if applicable. Record access procedures: Individuals seeking to access records about themselves contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000. Records may be reviewed in the Records Review Room, Headquarters Air Reserve Personnel Center, Denver, CO, between 8:00 a.m. and 3:00 p.m. on normal workdays. Requester must be able to provide sufficient proof of identity, with an Armed Forces identification card or a drivers license. Contesting record procedure: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: From military personnel records. Exemptions claimed for the system: None F036 ARPC G System name: Requests for Discharge from the Air Force Reserve. System location: Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000 (non-unit assigned personnel). Headquarters, Air Force Reserve (HQ AFRES), Robins Air Force Base, GA 31098-6001 (unit assigned Personnel). Categories of individuals covered by the system: Air Force Reserve personnel. Categories of records in the system: Applications and other documents relating to discharge or separation by reason of dependency or hardship or for the convenience of the government. Authority for maintenance of the system: 10 U.S.C. 275, Personnel records, and E.O. 9397 (SSN). Purpose(s): To effect the administrative separation of officer and enlisted members of the United States Air Force Reserve who requests discharge or separation by reason of dependency or hardship or for the convenience of the government from their appointment as Reserve members. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, in computers and on computer output products. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms, cabinets, and in computer storage devices protected by computer system software. Retention and disposal: Retained in office files for one year after annual cutoff, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. HQ AFRES forwards copies of actions resulting in discharge to the HQ ARPC for inclusion in the individual's Master Personnel Record Group. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Commander, Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000, and Vice Commander, HQ AFRES, Robins Air Force Base, GA 31098-6001. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000 (non-unit assigned personnel) or the Chief, Personnel Actions Division, Robins Air Force Base, GA 31098-6001 (unit assigned personnel). Written request for information should contain full name of individual, Social Security Number, current address, and the case (control) number shown on correspondence received from HQ ARPC or HQ AFRES (if applicable). For personal visits, the individual should provide current Reserve identification card and/or drivers license. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Records manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000 (non-unit personnel) or to HQ AFRES/DPAA, Robins Air Force Base, GA 31098-6001 (unit assigned personnel). Records may be reviewed in the Records Review Room, Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000, between 8:00 a.m. and 3:00 p.m. on normal workdays, or at HQ AFRES/DPAA, Building 210, Robins Air Force Base, GA 31098-6001, from 8:00 a.m. to 4:45 p.m. on normal workdays. Individuals desiring to see their records should provide a current Reserve identification card and/or drivers license. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b, or may be obtained from the system manager. Record source categories: Information from source documents prepared on behalf of the Personnel Data System or supplied by Reservist. Exemptions claimed for the system: None. F036 ARPC H System name: Applications for Identification (ID) Cards. System location: Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000. Categories of individuals covered by the system: Air Force Reserve personnel. Categories of records in the system: Applications for ID cards and discharge orders. Authority for maintenance of the system: 18 U.S.C. 499, Military, naval, or official pass; 506, Seals of departments or agencies; and 701, Official badges, identification cards, other insignia, as implemented by Air Force Regulation 30-20, Issue and Control of Identification (ID) Cards, and E.O. 9397 (SSN). Purpose(s): Used as a suspense file pending receipt of ID card or correspondence from Reservist advising of prior disposition of identification card. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Records are protected by guards. Retention and disposal: Destroy when notified that credential has been returned to issuing activity by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Commander, Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/ IMD, Denver, CO 80280-5000. Written requests should contain full name, Social Security Number, current mailing address, and the case (control) number on correspondence received from the Center, if applicable. Record access procedures: Individuals seeking to access records about themselves contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000. Records may be reviewed in the Records Review Room, Headquarters Air Reserve Personnel Center, Denver, CO, between 8:00 a.m. and 3:00 p.m. on normal workdays. Requester must be able to provide sufficient proof of identity, with an Armed Forces identification card or a drivers license. Contesting record procedure: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is extracted from master personnel record when individual is discharged from the Air Force Reserve. Exemptions claimed for the system: None. F036 ARPC I System name: Point Credit Accounting Record System (PCARS). System location: Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000, and Headquarters Air Force Military Personnel Center (HQ AFMPC), Randolph Air Force Base, TX 78150-6001. Air National Guard and Air Force Reserve activities. Official mailing addresses are published as an appendix to the Air Force's compilation of record system notices. Categories of individuals covered by the system: Air Force Reserve and National Guard Personnel. Categories of records in the system: Correspondence, orders, forms, and reports which include identifying personnel data including name, Social Security Number, address, grade, and retirement/retention date; record of retirement points and service earned prior to and record of points earned, by type duty, for the current retirement year. Reports include automated listings, processed transactions, rejected transactions, accession transactions, point summary lists, statistical reports, individual point summary reports, and input lists for participation verification. Authority for maintenance of the system: 10 U.S.C. 1331, Age and service requirements; 1332, Computation of years of service in determining entitlement to retired pay; 1333, Computation of years of service in computing retired pay; 1334, Time not creditable toward years of service; 1335, Inactive status list; 1336, Service credited for retired pay benefits not excluded for other benefits; 1337, Limitation on active duty, as implemented by Air Force Manual 30-130, Vol I, Base Level Military Personnel System; Air Force Regulations 35-41, Vol II, Reserve Training; 35-7, Service Retirements; and 35-3, Service Dates and Dates of Rank, and E.O. 9397 (SSN). Purpose(s): Used to maintain accurate listings of transactions processed to active Reserve force member's point credit account; to reconcile strength of the Air National Guard and Air Force Reserve members between the various mechanized accounting systems; to identify new members of the Air Force Reserve and Air National Guard; to certify accuracy and completeness of transactions manually submitted to the point record as required by Air Force audit requirements; to advise member and Reserve managers of the member's participation in Reserve affairs; for promotion evaluation considerations, and for determination of retirement eligibility . Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets, in computers and on computer output products. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Records are protected by guards. Retention and disposal: Documents not required for inclusion in military personnel record system are retained in office files until superseded, obsolete, no longer needed for reference, or after 16 months, whichever is sooner, then destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Commander, Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/ IMD, Denver, CO 80280-5000. Written requests should contain full name, Social Security Number, current mailing address, and the case (control) number on correspondence received from the Center, if applicable. Record access procedures: Individuals seeking to access records about themselves contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000. Records may be reviewed in the Records Review Room, Headquarters Air Reserve Personnel Center, Denver, CO, between 8:00 a.m. and 3:00 p.m. on normal workdays. Requester must be able to provide sufficient proof of identity, with an Armed Forces identification card or a drivers license. Contesting record procedure: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information from master personnel record and authorized point credit documents obtained from automated system interfaces. Exemptions claimed for the system: None. F036 ARPC J System name: Air Force Reserve Application. System location: Headquarters Air Reserve Personnel Center, Denver CO 80280-5000. Categories of individuals covered by the system: Air Force active duty personnel, civilian employees and former employees, Air Force Reserve and Air National Guard personnel, dependents of military personnel. Categories of records in the system: Copies of application for appointment as reserve of the Air Force and comparable forms, correspondence, and related papers. Authority for maintaining the system: 10 U.S.C. 275 Personnel Records; 672 Reserve Components General; 8358 Commissioned Officers original appointment; service credit, 8359 Commissioned Officers original appointment, determination of grade, as implemented by Air Force Regulation 36-15, Appointment in Commissioned Grades and Designation and Assignment in Professional Categories - Reserve of the Air Force and USAF (Temporary), and E.O. 9397 (SSN). Purpose(s): To determine if individual qualifies for appointment or commissioning in the Reserve of the Air Force on voluntary entry on Extended Active Duty (EAD) and justification, if any, for an Air Force Specialty Code (AFSC). Medical applications are forwarded for approval to AFMPC/SG, Randolph Air Force Base, TX 78150-6001. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in card files and file folders. Retrievability: Retrieved by Social Security Number, by name, or case control number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Records are protected by guards. Retention and disposal: Destroy one year after approval or one year after individual declines appointment. Applications for entrance on active duty are destroyed after one year or when superseded, obsolete and no longer needed for reference or inactivation whichever is sooner. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Commander, Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000. Written requests should contain full name, Social Security Number, current mailing address, and the case (control) number on correspondence received from the Center, if applicable. Record access procedures: Individuals seeking to access records about themselves contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000. Records may be reviewed in the Records Review Room, Headquarters Air Reserve Personnel Center, Denver, CO, between 8:00 a.m. and 3:00 p.m. on normal workdays. Requester must be able to provide sufficient proof of identity, with an Armed Forces identification card or a drivers license. Contesting record procedure: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information from individual applying for appointment in the reserve, applications for extended active duty, and statement of military who served in the Navy or Marine Corps. Exemptions claimed for the system: None. F036 ARPC K System name: Inactive Duty Training, Extension Course Institute (ECI) Training. System location: Air Reserve Personnel Center (ARPC), Denver CO 80280-5000. Categories of individuals covered by the system: Air Force Reserve and National Guard personnel. Categories of records in the system: Authorization for inactive training, authorization for individual inactive duty training (for nonpay status only; for pay status authorization). Certificate of completion issued on completion of volume of a course. Point credit source document maintained on active Air Force Reserve member. Authority for maintenance of the system: 10 U.S.C. 1331, Age and service requirements; 1332, Computation of years of service in determining entitlement to retired pay; and 1333, Computation of years of service in computing retired pay as implemented by Air Force Regulation 35-41, Vol II, Reserve Training; and E.O. 9397 (SSN). Purpose(s): To record completion of each volume of a correspondence course by a Reservist and show training performed for either paid or nonpaid status. Record is used by military personnel clerks to audit a Reservist point credit account and as a cross check to ensure accuracy of the Reservist's yearly point credit account as it pertains to his pay account. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are protected by guards. Retention and disposal: Inactive duty training documents (originals) are destroyed after 5 years. ECI certificates (duplicates) issued on completion of a course are filed in the field personnel record until it is outdated, then it is destroyed by tearing into pieces, macerating, shredding, pulping, or burning. System manager(s) and address: Commander, ARPC, Denver CO 80280-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Records Manager, ARPC/DAD, Denver CO 80280- 5000. Written requests for information should contain full name, Social Security Number, current mailing address and, if known, the case (control) number on correspondence received from ARPC. Records may be reviewed in the Records Review Room, ARPC, Denver CO 80280-5000 between 8 a.m. and 3 p.m. on normal workdays. Visitors wishing to see their records should provide a current Reserve identification card and/or drivers license and some verbal information that could verify the person's identification. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Records Manager, ARPC/DAD, Denver CO 80280-5000. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information from individual Reservist, Air National Guard and Air Force Reserve unit. Exemptions claimed for the system: None. F036 ARPC L System name: Professional Military Education (PME). System location: Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000. Categories of individuals covered by the system: Air Force Reserve personnel. Categories of records in the system: Records concerning school PME quotas, school selection boards results selecting a Reservist to attend a PME course. Authority for maintaining the system: 10 U.S.C. 262, Purpose, as implemented by Air Force Regulation 50-5, USAF Formal Schools (Policies, Responsibilities, General Procedures, and Course Announcements), Air Force Regulations 35-41, Vol II, Reserve Personnel Policies and Procedures - Reserve Training; and 53-8, USAF Officer Professional Military Education System. Purpose(s): Used to monitor, manage and comply with the requirements to fulfill the quotas allocated to Reservist by the office of primary responsibility at HQ ARPC. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders/note books/binders. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Records are protected by guards. Retention and disposal: Retained in office files for one year after annual cutoff, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Commander, Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000. Written requests should contain full name, Social Security Number, current mailing address, and the case (control) number on correspondence received from the Center, if applicable. Record access procedures: Individuals seeking to access records about themselves contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000. Records may be reviewed in the Records Review Room, Headquarters Air Reserve Personnel Center, Denver, CO, between 8:00 a.m. and 3:00 p.m. on normal workdays. Requester must be able to provide sufficient proof of identity, with an Armed Forces identification card or a drivers license. Contesting record procedure: The Air Force rules for accessing records and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information from master personnel record and individual's application. Exemptions claimed for the system: None. F036 SAFAA A System name: Civilian Personnel Files. System location: Chief, Civilian Personnel, Administrative Assistant to the Secretary of the Air Force, 1720 Air Force Pentagon, Washington, DC 20330-1720. Categories of individuals covered by the system: Current and former civilians, consultants, and Summer Hires employed in the Office of the Secretary of the Air Force only. Categories of records in the system: Employment applications and records; award recommendations; position descriptions, training; Process sheets. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): To provide information and services to employees and offices within the Office of the Secretary of the Air Force 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, note books/binders and card files. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms. Access controlled by Assistant Manager and to Restricted authorized personnel. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Administrative Assistant to the Secretary of the Air Force, 1720 Air Force Pentagon, Washington, DC 20330-1720. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Administrative Assistant to the Secretary of the Air Force, 1720 Air Force Pentagon, Washington, DC 20330-1720. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit Administrative Assistant to the Secretary of the Air Force, 1720 Air Force Pentagon, Washington, DC 20330-1720. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information from Air Force Civilian Personnel Offices and from financial institutions. Exemptions claimed for the system: None. F036 SAFCB A System name: Military Records Processed by the Air Force Correction Board. System location: Office of the Secretary of the Air Force, 1535 Command Drive, Andrews Air Force Base, MD 20762-7002 and the Washington National Records Center, Suitland, MD 20409. Categories of individuals covered by the system: All members or former members of the Air Force; Army Air Forces, Air Corps, United States Army; Air Service, United States Navy; and Aviation Section, Signal Corps, United States Army, who have applied to the Air Force Board for the Correction of Military Records (AFBCMR). Categories of records in the system: Case files consist of applications to AFBCMR for correction of military records, with supporting evidence, staff advisory opinions and final determinations. Authority for maintenance of the system: 10 U.S.C. Chapter 79 - Correction of Military Records. Purpose(s): To review applications for correction of military records to determine the existence of an error or injustice and, when appropriate, make recommendations to the Secretary of the Air Force. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Case files are maintained for 75 years then destroyed. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Executive Secretary, Air Force Board for the Correction of Military Records, 1535 Command Drive, Andrews Air Force Base, MD 20762-7002. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the Executive Secretary, Air Force Board for the Correction of Military Records, 1535 Command Drive, Andrews Air Force Base, MD 20762-7002. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Executive Secretary, Air Force Board for the Correction of Military Records, Headquarters, United States Air Force, 1535 Command Drive, Andrews Air Force Base, MD 20762-7002. Request for review must provide applicant's full name, Social Security Number, and AFBCMR docket number (if known). Reviews are held at 1535 Command Drive, Andrews Air Force Base, MD 20762-7002 between the hours of 0900 to 1600. An applicant must present a personal identification document. A designated representative must present a letter of authorization from the applicant. Contesting record procedures: The Air Force rules for accessing records and for contesting and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is obtained from applicants, Air Force offices and/or other Government agencies. Exemptions claimed for the system: None. F036 SAFPC A System name: Air Force Discharge Review Board Retain Files. System location: Office of the Secretary of the Air Force Personnel Council, 1535 Command Drive, Andrews Air Force Base, MD 20762-7002. Categories of individuals covered by the system: Former Air Force Personnel who submit applications for review of discharge/separation/dismissal. Categories of records in the system: Copies of correspondence between applicant and Discharge Review Board; duplicates of summary of board proceedings and summary of applicant's military record; and miscellaneous control records. Authority for maintenance of the system: 10 U.S.C. 1553, Review of discharge or dismissal. Purpose(s): Used by the Air Force Discharge Review Board as a temporary reference file. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name, Social Security Number or Military Service Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in safes. Retention and disposal: Disposition pending (no records will be destroyed until authorized by the National Archives and Records Administration). System manager(s) and address: Director, Secretary of the Air Force Personnel Council, 1535 Command Drive, Andrews Air Force Base, MD 20762-7002. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Director, Secretary of the Air Force Personnel Council, 1535 Command Drive, Andrews Air Force Base, MD 20762-7002. Written requests should contain the full name; service number and Social Security Number of the requester. Visitors must have some form of identification such as driver's license, in addition to the above information. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Director, Secretary of the Air Force Personnel Council, 1535 Command Drive, Andrews Air Force Base, MD 20762-7002. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual's military personnel record. Exemptions claimed for the system: None. F036 SAFPC B System name: Air Force Discharge Review Board Original Case Files. System location: National Personnel Records Center, Military Personnel Records, 9700 Page Boulevard, St. Louis, MO 63132. Categories of individuals covered by the system: Former Air Force Personnel who submit applications for review of discharge/separation/dismissal. Categories of records in the system: Original copy of summary of board proceedings, individual's application form, order appointing Discharge Review Board members, summary of applicant's military personnel record, correspondence between applicant and Discharge Review Board and magnetic recording of hearing (if required). Authority for maintenance of the system: 10 U.S.C. 1553, Review of discharge or dismissal. Purpose(s): Documents are created and placed in the applicant's military personnel file as a permanent record of the Board's action in the performance of its statutory function. Files are used by the Air Force Personnel Center to create new discharge documents if required and to notify the applicant of the outcome of his or her case. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and recording. Retrievability: Retrieved by name, Social Security Number or Military Service Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms and controlled by personnel screening. Retention and disposal: Retained permanently at the National Personnel Records Center (Military Personnel Records), 9700 Page Boulevard, St. Louis, MO 63132. System manager(s) and address: Director, Secretary of the Air Force Personnel Council, 1535 Command Drive, Andrews Air Force Base, MD 20762-7002. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Director, Secretary of the Air Force Personnel Council, 1535 Command Drive, Andrews Air Force Base, MD 20762-7002. Written requests should contain the full name; service number and Social Security Number of the requester. Visitors must have some form of identification such as driver's license, in addition to the above information. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Director, Secretary of the Air Force Personnel Council, 1535 Command Drive, Andrews Air Force Base, MD 20762-7002. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual's military personnel record. Exemptions claimed for the system: None. F036 SAFPC C System name: Air Force Discharge Review Board Voting Cards. System location: Office of the Secretary of the Air Force Personnel Council, 1535 Command Drive, Andrews Air Force Base, MD 20762-7002. Categories of individuals covered by the system: Former Air Force Personnel who submit applications for review of discharge/separation/dismissal. Categories of records in the system: Voting cards. Authority for maintenance of the system: 10 U.S.C. 1553, Review of Discharge or Dismissal. Purpose(s): Used by the Air Force Discharge Review Board to record votes of board members on individual cases. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in card files. Retrievability: Retrieved by name, Social Security Number or Military Service Number. Safeguards: Records are accessed by custodian of the record system and, by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Disposition pending (no records will be destroyed until authorized by the National Archives and Records Administration) System manager(s) and address: Director, Secretary of the Air Force Personnel Council, 1535 Command Drive, Andrews Air Force Base, MD 20762-7002. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Director, Secretary of the Air Force Personnel Council, 1535 Command Drive, Andrews Air Force Base, MD 20762-7002. Written requests should contain the full name; service number and Social Security Number of the requester. Visitors must have some form of identification such as driver's license, in addition to the above information. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Director, Secretary of the Air Force Personnel Council, 1535 Command Drive, Andrews Air Force Base, MD 20762-7002. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual's military personnel record. Exemptions claimed for the system: None. F036 SAFPC D System name: Air Force Discharge Review Board Case Control/Locator Cards. System location: Air Force Personnel Center, Randolph Air Force Base, TX 78150. Categories of individuals covered by the system: Former Air Force personnel who submit applications for review of discharge/separation/dismissal. Categories of records in the system: Case control/locator cards. Authority for maintenance of the system: 10 U.S.C. 1553, Review of discharge or dismissal. Purpose(s): Used by personnel at the Air Force Personnel Center who are responsible for servicing the Air Force Discharge Review Board to keep track of cases and to record the daily activity relating to each case. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in card files. Retrievability: Retrieved by name, Social Security Number or Military Service Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are controlled by personnel screening. Retention and disposal: Disposition pending (no records will be destroyed until authorized by the National Archives and Records Administration). System manager(s) and address: Director, Secretary of the Air Force Personnel Council, 1535 Command Drive, Andrews Air Force Base, MD 20762-7002. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Air Force Personnel Center, SAF/MIBR, 550 C Street, Suite 40, Randolph Air Force Base, TX 78150-4742. Written inquiries should contain individual's full name and Military Service Number or Social Security Number. Visitor must supply their full name and Military Service Number or Social Security Number and provide some form of identification such as driver's license or credit card. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Air Force Personnel Center, SAF/MIBR, 550 C Street, Suite 40, Randolph Air Force Base, TX 78150-4742. Written inquiries should contain individual's full name and Military Service Number or Social Security Number. Visitor must supply their full name and Military Service Number or Social Security Number and provide some form of identification such as driver's license or credit card. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual's application form and military personnel record. Exemptions claimed for the system: None. F036 USAFA A System name: Cadet Personnel Management System. System location: United States Air Force Academy (USAF Academy), CO 80840-5000. Categories of individuals covered by the system: The Air Force Academy cadets. Categories of records in the system: Cadet Personnel Record (CPR) consisting of temporary and permanent forms and documents including the CPR-1 which contains Oath of Allegiance; Cadet Acceptance Record; Statement of Consent; separation referral; appointment orders; disciplinary/punishment order; Commandant's Disciplinary Boards; disenrollment correspondence for reentry cadets; Declaration of Religious Denomination; Record of Emergency Data; Statement of Personal History; Certificates of Completion/Training; Serviceman's Life Insurance Election; citation/ orders for decorations/awards; Language Proficiency Test; Statement of Travel; Ethnic/Race Identification; Disclosure of Cadet/Cadet Candidate Information; Cadet Outgoing Clearance; Separation Referral Checklist; Data for Parachutist Rating; Certificate of Release or Discharge; Application for ID Card; Line of Duty Determination; Individual Jump Records; USAF Drug Abuse Training Certificate; Squadron Change Order; Active Duty Service Commitment Acknowledgment Letter; Faculty Board Elimination from Flying Status; 10 U.S.C. Letter, World Service Life Insurance Election; small arms marksmanship training, and the CPR-2 which contains the Cadet Performance Report; Basic Cadet Evaluation Report; Cadet Conduct Summary; Cadet Interview/Evaluation; Cadet Personal Information; Evaluation of Cadet; Cadet Rating Form; Academic Probation Notification; Cadet Personal Data Summary Sheet; Individual Military Rating Summary; Conduct/Aptitude Probation Letters; Commandant's Disciplinary Boards (copies); Academy Board/Academic Review Committee actions (copies); Minutes of Eligibility Committee actions; Military Review Committee/Athletic Review Committee action; Upperclass Performance Summary; Professional Military Training Summary; Liaison Officer Candidate Devaluation; Evidence and statements gathered by the Honor Committee and a summary of the Honor Board proceedings; Summer Training Evaluation and Completion Record; current summer assignments and training preferences. Board Case File consists of proceedings, inquiries, and investigations; Counseling Record; Motor vehicle information, such as amount of loan, monthly payments, current financial data, insurance coverage, and record of accidents/ citations. Authority for maintenance of the system: 10 U.S.C. 9331, Establishment; Superintendent; faculty; 10 U.S.C. 9349, Cadets: Organization; service; instruction, and E.O. 9397 (SSN). Purpose(s): Used to evaluate and document cadet activity at the United States Air Force Academy. Case files are used by Cadet Honor representatives to investigate possible violations of the Honor Code and as evidence at cadet Honor Hearings. The case summaries are used for statistical record keeping and training in each squadron of Honor Committee activities. Used to maintain a record of summer training accomplishments and assign cadets to summer training program to insure each cadet meets this graduation requirement. Case files are used in board (disenrollment) actions initiated against cadets; by USAF Academy Superintendent in making a decision to refer cadets to board of officers, and by the Office of the Secretary of the Air Force in making final decisions on disenrollment action. Counseling record is used by counselors to maintain record of confidential transactions during counselling sessions. Used to record pertinent information about a cadet's motor vehicle and a summary of past driving record. Provides authorities with immediate information concerning a cadet's motor vehicle for counseling and determining the cadet's financial ability to incur and repay a debt. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in paper files, in computers and on computer output products, cards and microform. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Permanent records are transferred to the Master Cadet Personnel Record which is retained permanently at the USAF Academy or placed in the officer's record. Any personal documents are returned to the individual. Temporary records are destroyed 90 days after graduation or disenrollment. Investigation files are destroyed after 1 year on first class cadets and after 6 months on second, third and fourth class cadets. Case files of Honor Hearings are destroyed after 5 years on guilty cases and after 1 year on not guilty and discretion cases. Summer training records are destroyed after 6 years on graduated cadets and after 4 years on disenrolled cadets. Case files on disenrolled cadets are transferred to the Master Cadet Personnel Record which is retained permanently at the USAF Academy. Case files on retained cadets are destroyed 3 months after cadet graduates. Counseling record is destroyed one year after graduation. Motor vehicle information is destroyed when superseded, no longer needed, or upon graduation, whichever is sooner. Records are destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Computer records are destroyed by degaussing or overwriting. System manager(s) and address: Commandant of Cadets, Deputy Chief of Staff/Personnel, and Dean of Faculty, United States Air Force Academy, CO 80840-5000. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the Commandant of Cadets, Deputy Chief of Staff/ Personnel, and Dean of Faculty, United States Air Force Academy, CO 80840-5000. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to or visit the Commandant of Cadets, Deputy Chief of Staff/Personnel, and Dean of Faculty, United States Air Force Academy, CO 80840-5000. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from the individual, counselors, educational institutions, academy authorities, cadets, automated system interfaces, source documents (such as reports), and from instructors. Exemptions claimed for the system: Portions of this system may be exempt pursuant to 5 U.S.C. 552a(k)(7), but only to the extent that the disclosure would reveal the identity of a confidential source. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 806b. For additional information contact the system manager. F036 USAFA B System name: Master Cadet Personnel Record (Active/Historical). System location: United States Air Force Academy, Dean of the Faculty Examinations and Records, HQ USAFA/DFRR, 2354 Fairchild Drive, Suite 6D106, United States Air Force Academy, CO 80840-6210. Categories of individuals covered by the system: Present and former United States Air Force (USAF) Academy cadets. Categories of records in the system: (1) Active: Records used in the candidate selection process for the USAF Academy include high school records and college transcripts, College Entrance Examinations Board test scores; admission test scores; personnel data records; personal data to include address; telephone number; Social Security Number; population or ethnic group selections; height; weight; citizenship; statements of reasons for attending the Academy and preparatory school and college records, if applicable; invitation to travel letter; transfer/validation credit information; computer generated products containing academic grade information; parental addresses by state roster and verification of independent studies; computer listings of minority students by population or ethnic group; listings of international cadets; special order assigning cadets to the Cadet Wing; Cadet wing, squadron, and class alpha rosters, and matriculation rosters. (2) Historical: Selected special orders (appointment, assignment, awards, separation, etc.); letters and records of resignation/ separation actions, (if applicable); College Entrance Examination Board test scores; personnel data records, and biographical data; computer generated products reflecting academic grade information; grade and quality point averages; course grade distributions; overall military and academic orders of merit; graduation data; majors awarded; types of degrees conferred; and academic and military honors. Authority for maintenance of the system: 10 U.S.C. 9331, Establishment; superintendent; faculty, and E.O. 9397 (SSN). Purpose(s): (1) Active: These records form the nucleus of the Master Cadet Personnel Record for candidates selected to attend the Academy. These records are used to record the academic, athletic and military training histories of cadets who attend the Academy. They provide a means of checking the performance of each cadet, recording all grades for completed courses, computing grade point averages, identifying deficiencies, and insuring all requirements for graduation are met. Grade information is used by cadets, Academy instructors, counselors, and advisors in selecting majors, determining academic requirements for specific majors, and scheduling courses. Computer listings are also used by faculty and staff members to readily identify cadets by squadron, class, and population or ethnic group. Academic Review Committees and the Academy Board use these records to evaluate cadet performance and to determine eligibility for continuance at the Academy. (2) Historical: These records form a complete history of each cadet who attended the Academy. They record academic, athletic, and military performance of each cadet and to coordinate statistics relating to cadet strength and attrition. Files are reviewed by organizations within the Department of Defense to determine qualifications for assignments; by Air Force Reserve Officer Training Corps (AFROTC), recruiting and medical services units to determine qualifications and eligibility for training programs and for military service, and by the Air Force Personnel Center (AFPC) to confirm or recreate a military service record. 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: Files are disclosed to the Federal Bureau of Investigation for conducting background investigations for security clearances, and to the Department of Veterans Affairs for determining eligibility for benefits. Academic and personnel information is released to nominating officials, and to the Western Athletic Conference (WAC) officials on cadets participating in WAC-sponsored intercollegiate athletics. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, in computers, on computer output products, and on microfilm. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by custodian of the record system, by person(s) responsible for servicing the record system in performance of their official duties, who are properly screened and cleared for need-to-know. Records are stored in locked file containers, cabinets, vaults or rooms, and in computerized data storage devices controlled by computer system software. Retention and disposal: Temporary documents are destroyed 90 days after disenrollment or graduation. Permanent documents are microfilmed one year after graduation. The microfilm is retained permanently in the office of the Registrar. Paper copy is destroyed after 6 years. Records are destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Computer records are destroyed by degaussing or overwriting. System manager(s) and address: Office of the Registrar, Dean of the Faculty Examinations and Records, HQ USAFA/DFRR, 2354 Fairchild Drive, Suite 6D106, United States Air Force Academy, CO 80840-6210. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Dean of the Faculty Examinations and Records, HQ USAF/DFRR, 2354 Fairchild Drive, Suite 6D106, United States Air Force Academy, CO 80840-6210. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Dean of the Faculty Examinations and Records, HQ USAF/DFRR, 2354 Fairchild Drive, Suite 6D106, United States Air Force Academy, CO 80840-6210. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is obtained from forms the individual fills out during the admissions process; other educational institutions; College Entrance Examination Board and American College Testing scores; Air Force medical examination; individual and personnel records; grades; tests; examinations given at the Academy; high school and college transcripts, and from actions taken by the Academy Board. Exemptions claimed for the system: Evaluation material used to determine potential for promotion in the Military Services may be exempt pursuant to 5 U.S.C. 552a(k)(7), but only to the extent that the disclosure of such material would reveal the identity of a confidential source. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 806b. For additional information contact the system manager. F036 USAFA C System name: Prospective Instructor Files. System location: Deputy Chief of Staff for Personnel, 2304 Cadet Drive, Suite 317, U.S. Air Force Academy, CO 80840-5020; Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force Academy, CO 80840-6200; Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10, U.S. Air Force Academy, CO 80840-6260. Categories of individuals covered by the system: Military personnel applying for instructor duty (Officer) and Special Duty (Enlisted) at the Air Force Academy. Categories of records in the system: Copy of Application for Instructor Duty; college transcripts; past Officer Effectiveness Reports; Officer Uniform Assignment Brief which may contain prior assignment information, aeronautical rating information, general personnel data including security clearance, date of birth, marital status, and promotion dates; correspondence between individual and department; evaluations on individual's suitability, and record of personal interview. Enlisted special duty folders contain enlisted performance reports, special duty applications, AF Form 422, Physical Profile Serial Report, and records review Report on Individual Personnel (RIP). Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force and 10 U.S.C., Chapter 903, U.S. Air Force Academy. Purpose(s): Used to determine qualification, availability and location of potential instructors and enlisted personnel at the Academy. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, in computers data bases, and on computer output products. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software and are password protected. Retention and disposal: Retained in office files until superseded, obsolete, or no longer needed for reference. Records are destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Computer records are destroyed by degaussing or overwriting. System manager(s) and address: Deputy Chief of Staff for Personnel, 2304 Cadet Drive, Suite 317, U.S. Air Force Academy, CO 80840-5020; Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force Academy, CO 80840-6200; Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10, U.S. Air Force Academy, CO 80840-6260. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the Deputy Chief of Staff for Personnel, 2304 Cadet Drive, Suite 317, U.S. Air Force Academy, CO 80840-5020; or the Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force Academy, CO 80840-6200; or the Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10, U.S. Air Force Academy, CO 80840-6260. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to or visit the Deputy Chief of Staff for Personnel, 2304 Cadet Drive, Suite 317, U.S. Air Force Academy, CO 80840-5020; or the Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force Academy, CO 80840-6200; or the Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10, U.S. Air Force Academy, CO 80840-6260. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from the individual, previous employers, educational institutions and source documents such as reports. Exemptions claimed for the system: None. F036 USAFA D System name: Class Committee Products. System location: Office of the Registrar, Dean of the Faculty, HQ USAFA/DFR, 2354 Fairchild Drive, Suite 6D87, U.S. Air Force Academy, CO 80840-6210. Categories of individuals covered by the system: Air Force Academy cadets. Categories of records in the system: List of cadets academically deficient at progress reports; grades, instructor comment cards, military order of merit and other military and entrance data on cadets meeting committees; Academy Board letter, Academic Review Committee Actions (ARC) (copies) and includes worksheets with coded recommendations to the Academy Board at the end of the semester. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force and 10 U.S.C., Chapter 903, U.S. Air Force Academy. Purpose(s): Provides data on academically deficient cadets to Academic Review Committee who makes recommendations concerning cadets' future to the Academy Board. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets, electronically in the Cadet Administrative Management Information System (CAMIS) data base and on computer output products. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms, cabinets, and in computer storage devices protected by computer system software. Retention and disposal: Destroyed one year after graduation or when purpose has been served, whichever is sooner. Destruction is by tearing into pieces, shredding, pulping, macerating, or burning. Computer records are destroyed by degaussing or overwriting. System manager(s) and address: Office of the Registrar, Dean of the Faculty, 2354 Fairchild Drive, Suite 6D87, U.S. Air Force Academy, CO 80840-6210. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the Office of the Registrar, Dean of the Faculty, 2354 Fairchild Drive, Suite 6D87, U.S. Air Force Academy, CO 80840-6210. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to or visit the Office of the Registrar, Dean of the Faculty, 2354 Fairchild Drive, Suite 6D87, U.S. Air Force Academy, CO 80840-6210. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Records are compiled from cadet grading and rating cycles. Exemptions claimed for the system: None. F036 USAFA E System name: Faculty Biographical Sketch. System location: United States Air Force Academy, Colorado Springs, CO 80840. Categories of individuals covered by the system: Air Force Academy, faculty officers. Categories of records in the system: Biographical information on education, job assignments, teaching experience, publications, membership in professional societies and exit interview. Authority for maintenance of the system: 10 U.S.C. Chapter 903, United States Air Force Academy. Purpose(s): Used on a daily basis as the primary source for academic information on officers assigned to the faculty and as a sole source for academic information on officers who have left the faculty due to reassignment, separation, or retirement. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: By name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Records are controlled by personnel screening. Stored in locked cabinets or rooms Retention and disposal: Retained for 10 years after instructor's departure and then forwarded to the Library (Special Collections Branch), where it is microfilmed. The paper copy is destroyed and microfilm is retained permanently. System manager(s) and address: Dean of the Faculty, USAF Academy, Colorado Springs, CO 80840. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Dean of the Faculty, USAF Academy, Colorado Springs, CO 80840. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Dean of the Faculty, USAF Academy, Colorado Springs, CO 80840. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is obtained from individual and department head. Exemptions claimed for the system: None. F036 USAFA F System name: Military Performance Average. System location: Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10, U.S. Air Force Academy, CO 80840-6260. Categories of individuals covered by the system: Air Force Academy cadets. Categories of records in the system: Rating forms used to compute Military Performance Average (MPA). Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. Chapter 903, U.S. Air Force Academy; and E.O. 9397 (SSN). Purpose(s): To determine the semester and cumulative MPA for U.S. Air Force Academy Cadets as an input to the overall performance average. Identifies cadets for the Commandant's List and deficient cadets to be placed on aptitude probation, and consideration for disenrollment from the U.S. Air Force Academy. 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: Military performance information is released to the nominating official upon request in order to evaluate nominating procedures. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in paper form, in computer C-3 data base, and computer and computer output products. Retrievability: Retrieved by name, Cadet Number, and Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms and on computer storage devices protected by computer system software. Retention and disposal: All MPA forms prepared by coaches, Officers in Charge (OICs), academic instructors and Air Officers Commanding (AOCs) are destroyed one year after close of rating cycle. MPA forms prepared by cadets are transferred to the Cadet Personnel Record where they are destroyed 90 days after graduation. System manager(s) and address: Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10, U.S. Air Force Academy, CO 80840-6260. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10, U.S. Air Force Academy, CO 80840-6260. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Commander, 34th Training Wing, 2354 Fairchild Drive, Suite 5A10, U.S. Air Force Academy, CO 80840-6260. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is obtained from coaches, OICs of cadet intercollegiate and extracurricular clubs and teams, academic instructors, AOCs, and the cadet chain of command. Exemptions claimed for the system: None. F036 USAFA G System name: Instructor Academic Records. System location: Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force Academy, CO 80840-6200; Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6, U.S. Air Force Academy, CO 80840-6264; Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air Force Academy, CO 80840-9500. Categories of individuals covered by the system: Air Force Academy cadets and graduates. Categories of records in the system: (1) Cadet information card. (2) Listings of all cadet academic schedules including final examination schedules; rosters of cadets, by course, taking final examinations; extra instruction or hospital instruction schedules; rosters of cadets requesting permission to enroll in independent study, or authorized to drop or add course; listings of course rosters prepared for current semester showing individual's enrollment by course section; reports of reasons for cadet absences or lateness for academic causes; listings of cadets improperly registered in classes. (3) Themes, research papers, graded recitations, grade reviews, other graded work, laboratory reports, case studies, final and midterm examinations, turnout examinations, validation examinations, and graded reviews of courses in which no final examination is given. (4) Copies of academic schedules and grades, requests for academic waivers, documentation of academic difficulty, plans outlining courses that must be taken in order to graduate. (5) Graduate record examination scores, orders of merit scores, cumulative GPA scores, and panel commentaries. (6) Various cadet grade reports, cards and sheets used in auditing and distributing academic grades. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. Chapter 903, U.S. Air Force Academy; and E.O. 9397 (SSN). Purpose(s): (1) Individual cards on cadets listing name, date of birth, Social Security Number, admission examination scores, course grades and instructor evaluations concerning aptitude, attitude, and performance are used by instructor to evaluate potential cadets for commissioned service and to evaluate potential cadets as future instructors. (2) Provides both cadets and instructors the schedules of classes and classrooms and an explanation for any deviation from these schedules and is used by the cadets and instructors to provide locator and scheduling information and to provide course offering information, to change current and future semester course enrollments, to reschedule cadets and establish criteria for resectioning cadets in their courses during the academic year. (3) Used in assigning grade scores to monitor progress of cadets throughout the academic year and to determine grades. (4) Used for counseling cadets on academic performance by the counselors and advisors. Assists the cadet in planning an academic program that will satisfy graduation requirements. (5) Used in the applications of graduates competing for the various fellowships and other post-graduate scholarships by Graduate Scholarship Committee. (6) Used in auditing and distributing academic grades and are compiled to determine a letter grade for each student in each course. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Stored in card files, on computer magnetic tapes and printouts, and in file folders/notebooks/binders/visible files. Retrievability: By name or Social Security Number of cadet. Safeguards: Records are accessed by authorized person(s) responsible for servicing the record system in performance of their official duties. Records are stored in locked safes, file containers, cabinets or rooms and on computer storage devices protected by computer system software. Retention and disposal: (1) Destroy after purpose has been served or 10 years after graduation, whichever is sooner. (2) Destroy at end of academic year or upon completed action, whichever is sooner. (3) Destroy 3 months after end of the semester in which administered or at the discretion of the course director, return to the cadet for retention as reference and study materials. (4) Same as (2) above. (5) Destroy when no longer needed. (6) Destroy when superseded or when purpose has been served, whichever is sooner. System manager(s) and address: Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force Academy, CO 80840-6200; Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6, U.S. Air Force Academy, CO 80840-6264; Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air Force Academy, CO 80840-9500. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force Academy, CO 80840-6200; Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6, U.S. Air Force Academy, CO 80840-6264; Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air Force Academy, CO 80840-9500. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Dean of Faculty, 2354 Fairchild Drive, Suite 6F26, U.S. Air Force Academy, CO 80840-6200; Commander, 34th Educational Group, 2354 Fairchild Drive, Suite 6A6, U.S. Air Force Academy, CO 80840-6264; Director of Athletics, 2169 Field House Drive, Suite 111, U.S. Air Force Academy, CO 80840-9500. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from source documents such as reports prepared on behalf of the AF by boards, committees, panels, auditors, and educational institutions, individual, instructors, automated system interfaces from course requisites. Exemptions claimed for the system: None. F036 USAFA H System name: United States Air Force Academy Athletic Records. System location: Director of Athletics, HQ USAFA/AH, 2169 Field House Drive, Suite 111, U.S. Air Force Academy, CO 80840-4475. Categories of individuals covered by the system: Air Force Academy applicants, nominees and cadets; members of coaches intercollegiate booster clubs; users of Academy athletic facilities. Categories of records in the system: (1) Applicants/Nominees: High school transcript, athletic questionnaire, correspondence, test scores. (2) Cadets: (a) Athletic performance tests, (b) Counseling record, (c) Intramural record, (d) Physical education record, (e) Physical fitness test, (f) Sports publicity information. (3) Physical fitness and endurance research. (4) Reservation forms and mailing lists. (5) Athletic Review Committee Action. Authority for maintenance of the system: 10 U.S.C. Chapter 903, United States Air Force Academy. Purpose(s): (1) Verify and evaluate athletic and academic background for possible appointment to the Air Force Academy. (2) Monitor cadet participation and progress in physical education/intercollegiate/intramural programs for news releases. (3) Establish standards and improve athletic programs. (4) Contact booster club members and individuals who reserve Academy athletic facilities by mail and telephone. 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: Record from this system of records may be used for news releases. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, card files, on computers in the Sports Recruiting and Cadet Administrative Management Information data bases, and computer output products, and microfilm. Retrievability: By name and/or Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in security file containers/cabinets, locked rooms and on computer storage devices protected by computer system software. Retention and disposal: (1) Destroy one year after graduation or one year after cadet would have graduated. (2) (a) Destroy 30 days after end of academic year. (b) Destroy upon graduation. (c) Destroy after 1 year. (d) Destroy when no longer needed. (e) Destroy after four academic years. (f) Destroy when no longer needed. (3) Destroy when no longer needed. (4) Destroy when no longer needed. System manager(s) and address: Director of Athletics, HQ USAFA/HA, 2169 Field House Drive, Suite 111, U.S. Air Force Academy, CO 80840-4475. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Director of Athletics, HQ USAFA/HA, 2169 Field House Drive, Suite 111, U.S. Air Force Academy, CO 80840-4475. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit Director of Athletics, HQ USAFA/HA, 2169 Field House Drive, Suite 111, U.S. Air Force Academy, CO 80840-4475. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual applicant, nominee or cadet; coaches, instructors and squadron athletic officers; educational institutions; the media; officers in charge of individual sports; Registrar's Office, and Curriculum and Scheduling Office; Stone Human Performance Laboratory; DOD agencies; individuals. Exemptions claimed for the system: None. F036 USAFA I System name: Cadet History Data Base. System location: Chief, Institutional Research and Assessment Division, Headquarters, United States Air Force Academy, (HQ USAFA/XPR), 2304 Cadet Drive, Suite 300, United States Air Force Academy, CO 80840- 5002. Categories of individuals covered by the system: Current and former USAF Academy cadets. Categories of records in the system: High school, college and USAF career information. Including active duty, reserve, and national guard military performance, academic performance, certain medical, disciplinary and personal facts, and test data from interest/personality profiles, and names of cadets whose parents are general officers. Authority for maintenance of the system: 10 U.S.C. 9331, Establishment; Superintendent; faculty; and E.O. 9397 (SSN). Purpose(s): Used by USAF Academy faculty and staff in conducting studies and analysis relating to attitudes, retention, graduate professional performance, and career pattern. 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: Information may be furnished to congressional nominating source for the purpose of enhancing the nomination selection process. The Association of Graduates may receive information to foster graduates' fellowship and professional development, as well as promote institutional development. The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in computers and on computer output products. Retrievability: Retrieved by Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Records are retained until superseded, obsolete, no longer needed for reference, or upon inactivation. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting overwriting or degaussing. System manager(s) and address: Chief, Institutional Research and Assessment Division, Headquarters, United States Air Force Academy (HQ USAFA/XPR), 2304 Cadet Drive, Suite 300, United States Air Force Academy, CO 80840- 5002. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the Chief, Institutional Research and Assessment Division, Headquarters, United States Air Force Academy (HQ USAFA/XPR), 2304 Cadet Drive, Suite 300, United States Air Force Academy, CO 80840-5002. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Chief, Institutional Research and Assessment Division, Headquarters, United States Air Force Academy (HQ USAFA/XPR), 2304 Cadet Drive, Suite 300, United States Air Force Academy, CO 80840-5002. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from educational institutions, medical institutions, automated system interfaces, Cadet Administrative Management Information System data base, Association of Graduates, and source documents (such as reports). Exemptions claimed for the system: None. F036 USAFA J System name: Preparatory School Records. System location: United States Air Force Academy (USAF Academy), CO 80840-5000. Categories of individuals covered by the system: Preparatory school students. Categories of records in the system: This system contains Social Security Number, admissions data including college board test scores and uniform size, academic performance, counseling, disenrollment, and physical fitness information. Authority for maintaining the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by, and E.O. 9397 (SSN). Purpose(s): Data is used to measure student performance, progress and potential, for counseling purposes and for possible disciplinary or disenrollment action. Information contained on the record card consisting of grade, performance, and personal information pertaining to the student is used to provide transcripts when requested, and used by Preparatory School administrative personnel for management purposes such as emergency data, i.e., blood type, etc. Physical fitness test scores are furnished to the Registrar's Office for use in verification when considering student for nomination to the USAF Academy. Disenrollment data is used for compiling attrition statistics and for research in predicting students' success at USAF Academy as a result of their Preparatory School experience. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record systems notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in paper form, in computers and on computer output products. Retrievability: Retrieved by name, year of enrollment and Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Forms and other records for administration of the Preparatory School such as Student Enrollment Questionnaires, Military Training Worksheets, Instructor's Comments, Instructor Grade Sheets, Physical Fitness Program, Report of Offense, Medical Status Reports, Flight Evaluations, Sign In/Out Registers are destroyed at the end of the academic year or when purpose has been served, whichever is sooner. Correspondence and forms in the student folder documenting academic history and related activities are destroyed 1 year after graduation or when student would have graduated. The student Records Card is retained at the USAF Academy for 30 years and then destroyed. Disenrollment data is retained until no longer needed for reference. Beginning with academic year 85-86, the student folder will be retained at the Academy 30 years then destroyed. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Commander, Preparatory School, USAF Academy, CO 80840-5000. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the Commander, Preparatory School, USAF Academy, CO 80840-5000. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written requests to or visit the Commander, Preparatory School, USAF Academy, CO 80840-5000. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information from the academic and military departments within Preparatory School, based on performance of students, Preparatory School Commander, from tests administered to students, from student. Exemptions claimed for the system; None. F036 USAFA K System name: Admissions Records. System location: United States Air Force Academy (USAF Academy), CO 80840-5000. Categories of individuals covered by the system: Air Force Academy applicants, nominees, appointees, cadets, and Air Force Reserve officers not on active duty. Categories of records in the system: Data used in the candidate selection process for the USAF Academy: High school records; admissions test scores; physical aptitude examination scores; high school extra curricular activities; medical qualification status; personal data records; letters of recommendation; address; phone number; Social Security Number; race; height; weight; citizenship; statement of reasons for attending Academy; nomination; preparatory school or college record, if applicable; service academies precandidate questionnaires; computerized report by congressional districts; pertinent information on assigned Liaison Officers, reports of individual Liaison Officer activity; and general correspondence. USAF Academy Preparatory School computer listings; selection data on new classes; medical qualification at entry; cadet high school rank and class size; fourth class squadron assignments; special rosters with all scores (acceptees, declinations, minorities, recruited athletes, and preparatory school); rosters from biographical data sheets (Protestant, Catholic, Jewish, and other religions); military parents; USAF Academy Preparatory School graduates; other preparatory school graduates; Civil Air Patrol; former ROTC members; Boy Scouts; Girl Scouts; Camp Fire Girls; cadets whose fathers are general officers; former Boys State, Girls State, Boys Nation delegates, cadets with private pilot licenses; admissions computer listings (all candidates, qualified candidates, selectees, athletes, minorities, ex-cadets, state status reports and related data). Candidate Evaluation Records; Liaison Officer Evaluations; letters of evaluation from high school or colleges, and drug abuse certificates. Authority for maintenance of the system: 10 U.S.C. 9331, Establishment; Superintendent; faculty, and E.O. 9397 (SSN). Purpose(s): Used by Admissions Office, selection panels, Academy Board, Athletic Department and Preparatory School personnel for selection of cadets to attend the Preparatory School and the USAF Academy; to evaluate candidates for recommendation for civilian preparatory school scholarships, and to form the nucleus of the cadet record for candidates selected to attend the Academy. Used by Admissions Office to prepare evaluations of candidate's potential for submission to members of Congress and to schedule for medical examinations. Used to monitor training of Liaison Officers. Used to advise persons interested in the Academy of the name, address, and telephone number of their nearest Liaison Officer. To advise persons interested in the Academy of the name, address, and telephone number of their nearest Liaison Officer. Used to evaluate selection procedures of USAF Academy cadets, to assure that criteria for entering cadets are met and to procure various biographical information on incoming cadets for press releases. Used by Air Force Reserve Officer Training Corps (AFROTC) for possible AFROTC scholarship participation. Routine uses of records maintained in the system, including categories of users and the purpose 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: Information may be disclosed to members of Congress in connection with nominations and appointments. Names, addresses and telephone numbers of Liaison Officers may be disclosed to individuals interested in the Academy. Biographical information on incoming cadets may be used for press releases. The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of systems of records notices apply to this system. Policies and practices for storing, retrieving, assessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, notebooks/binders, in computers, on computer output products, and on microform. Retrievability: Retrieved by name and/or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Records on candidates who are appointed are forwarded to the Registrar to be included in the Master Cadet Personnel Records. Records on candidates who are not appointed are destroyed after one year. Liaison Officers' records are destroyed upon separation or reassignment. Preparatory school records are destroyed when no longer needed. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by overwriting or degaussing. System manager(s) and address: Director of Admissions, Research and Technical Support Division (RRE), USAF Academy, CO 80840-5651. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the Director of Admissions, Research and Technical Support Division (RRE), USAF Academy, CO 80840-5651. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written requests to or visit the Director of Admissions, Research and Technical Support Division (RRE), USAF Academy, CO 80840-5651. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Educational institutions; automated system interfaces; the individual; College Entrance Examination Board; American College Testing scores; Air Force Medical examinations records; letters of recommendation, and personnel records. Exemptions claimed for the system: Portions of this system may be exempt under the provisions of 5 U.S.C. 552(k)(7), as applicable, but only to the extent that disclosure would reveal a confidential source. An exemption rule for this record system has been promulgated in accordance with 5 U.S.C. 553(b)(1), (2) and (3) and (e) and published in 32 CFR part 806b. For additional information, contact the system manager. F036 USAFA L System name: Cadet Awards Files. System location: Chief, Development and Alumni Programs Division, HQ USAFA/XPA, 2304 Cadet Drive, Suite 351, United States Air Force Academy, CO 80840-5002. Categories of individuals covered by the system: Relatives of deceased persons who are memorialized through cadet awards, former USAF Academy cadets who have been honorably discharged due to medical disqualification and USAF Academy cadets winning individual cadet awards. Categories of records in the system: Cadet Awards files by award area, including names of persons memorialized, donor information to include amounts given, and historical data on cadet winners; names, addresses and phone numbers of relatives of deceased persons who are memorialized. Authority for maintenance of the system: 10 U.S.C. Chapter 903, United States Air Force Academy. Purpose(s): For continuing award sponsorship business with donors, which consist of private individuals, patriotic and veteran organizations, and major air command and used by Cadet Awards Council to aid in their selection of individuals to receive annual award presented to disabled former cadets, and to invite relatives to awards ceremonies presented in memory of their deceased next of kin. 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: Records may be disclosed to donors. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and in computer databases. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in file containers/cabinets. Awards Council Chairman and appointed project officer are only persons reviewing financial statements, when available and applicable. Retention and disposal: Records are maintained five years in office area before retiring to base staging area for 45 additional years. System manager(s) and address: Chief, Development and Alumni Programs Division, HQ USAFA/XPA, 2304 Cadet Drive, Suite 351, United States Air Force Academy, CO 80840-5002. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Development and Alumni Programs Division, HQ USAFA/XPA, 2303 Cadet Drive, Suite 351, United States Air Force Academy, CO 80840-5002. Record access procedures: Individuals seeking access to information about themselves contained in this system should address requests to the Chief, Development and Alumni Programs Division, HQ USAFA/XPA, 2304 Cadet Drive, Suite 351, United States Air Force Academy, CO 80840-5002. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from educational institutions, from individual or next of kin. Exemptions claimed for the system: None. F036 USAFA M System name: Thomas D. White National Defense Award. System location: Chief, Plans and Current Operations Division, HQ USAFA/XPO, 2304 Cadet Drive, Suite 350, U.S. Air Force Academy, CO 80840-5002. Categories of individuals covered by the system: United States citizens who have contributed significantly to the national defense and security of the United States. Categories of records in the system: Nominations and supporting biographical information on nominees for the Thomas D. White Defense Award. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Data pertaining to the Thomas D. White National Defense Award is used by a selection board in identifying an appropriate recipient for the award. The elements, which may consist of citations, certificates, and/or trophies are prepared using information provided by the nominating activity. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, on microfiche and in computer databases. Retrievability: Retrieved by Name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Chief, Plans and Current Operations Division, HQ UAFA/XPO, 2304 Cadet Drive, Suite 350, U.S. Air Force Academy, CO 80840-5002. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to the Chief, Plans and Current Operations Division, HQ UAFA/XPO, 2304 Cadet Drive, Suite 350, U.S. Air Force Academy, CO 80840-5002. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Chief, Plans and Current Operations Division, HQ UAFA/XPO, 2304 Cadet Drive, Suite 350, U.S. Air Force Academy, CO 80840-5002. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from previous employers, nominators, and from the individual. Exemptions claimed for the system: None. F036 USAFE A System name: Student Identification/Locator Card. System location: United States Air Forces in Europe/Professional Military Education (USAFE/PME), (Kisling NCO Academy), Unit 3345, Box 570, APO AE 09021-5570. Categories of individuals covered by the system: All students attending United States Air Force in Europe (USAFE) NCO academies and leadership schools. Categories of records in the system: Questionnaire including military data such as name, Social Security Number, grade, age, race, education data, personal data, locator data, and evaluation data. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and Duties; delegation as implemented by Air Force Instruction 36-2302, Noncommissioned Officer Professional Military Education, USAFE Supplement 1. Purpose(s): Used for student identification, locator purposes, and to evaluate student academic progress. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of systems of records notices apply to this system. Records are used to verify past attendance and final academic standing/awards. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and stored in locked cabinets or rooms. Retention and disposal: Destroy 10 years after student completes training by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Chief, Information Management, United States Air Forces in Europe/Professional Military Education (USAFE/PME), (Kisling NCO Academy), Unit 3345, Box 570, APO AE 09021-5570. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Commandant at United States Air Forces in Europe/Professional Military Education (USAFE/PME), (Kisling NCO Academy), Unit 3345, Box 570, APO AE 09021-5570' Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Commandant at United States Air Forces in Europe/Professional Military Education (USAFE/PME), (Kisling NCO Academy), Unit 3345, Box 570, APO AE 09021-5570. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual student. Exemptions claimed for the system: None. F036 497IG A System name: Prisoner of War (PW) Debriefing Files. System location: Headquarters Air Force Intelligence Service (HQ AFIS/INUA), Fort Belvoir, VA 22060-5260. Categories of individuals covered by the system: Returned PW. Categories of records in the system: Debriefing transcripts; messages concerning PWs; topical data. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; implemented by HQ USAFIS PD 400.2, 500.2; JCSM SM 718- 83. Purpose(s): Intelligence file; research source documents used by various DOD offices. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, computer paper printouts and on microfiche. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in safes. Retention and disposal: Retained in AFIS/INU until no longer needed then forwarded to the USAFHRC, Maxwell Air Force Base, AL 36112-6424 for permanent retention. System manager(s) and address: Headquarters Air Force Intelligence Service (HQ AFIS/INUA), Fort Belvoir, VA 22060-5260. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Headquarters Air Force Intelligence Service (HQ AFIS/INUA), Fort Belvoir, VA 22060-5260. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Headquarters Air Force Intelligence Service (HQ AFIS/INUA), Fort Belvoir, VA 22060-5260. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Returned prisoners of war. Exemptions claimed for the system: None. F036 497IG B System name: For Cause Discharge Program. System location: Personnel Security Division, Directorate of Security and Communications Management, Air Force Intelligence Support Agency, 1816 North Moore Street, Suite 400, Arlington, VA 22209-1809, and Administrative Assistant to the Secretary of the Air Force, 1720 Air Force Pentagon, Washington, DC 20330-1720. Categories of individuals covered by the system: All personnel who are briefed into Sensitive Compartmented Information (SCI) who are being considered for separation from service or employment for either punitive or administrative (nonvoluntary) reasons. Categories of records in the system: Initial submission and recommendations of the Air Force Major Command (MAJCOM) or Field Operating Agency (FOA) concerned and all supporting documents for the proposed action; Air Force Intelligence Support Agency (AFISA), Directorate of Security and Communication Management recommendations for disposition to the Assistant Chief of Staff for Intelligence HQ, U.S. Air Force; if applicable, decisions and correspondence from Administrative Assistant to the Secretary of the Air Force. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; DOD 5200.2-R; as implemented by Air Force Regulation 205-32, USAF Personnel Security Program, USAFINTEL 201-1 (Chapter 13); Air Force Regulation 39-10, Administrative Separation of Airmen; Air Force Regulation 36-12, Administrative Separation of Commissioned Officers. Purpose(s): Used by designated Air Force intelligence officials to recommend/ determine propriety of proposed action in light of individual's SCI access. Substantive information is provided to responsible individuals in the office of the Secretary of the Air Force to evaluate the effectiveness of the program, to determine consistency of decisions and decision trends, and to provide program guidance to the system manager. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name and year of the For Cause Action. Safeguards: Records are accessed by custodian of the record system. Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in security file containers within a vault. Retention and disposal: Records maintained in active status until final disposition of each separate file. After final disposition of the case the record is placed in inactive status and maintained permanently. System manager(s) and address: Director of Security and Communications Management, Air Force Intelligence Support Agency, 1816 North Moore Street, Suite 400, Arlington, VA 22209-1809. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the Director of Security and Communications Management, Air Force Intelligence Support Agency, 1816 North Moore Street, Suite 400, Arlington, VA 22209-1809. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Director of Security and Communications Management, Air Force Intelligence Support Agency, 1816 North Moore Street, Suite 400, Arlington, VA 22209-1809. Request must include full name, grade (where applicable), Social Security Number, date and place of birth, organization/activity to which assigned/employed at time of proposed For Cause Separation. Visits may be made to the office of the system manager. Unclassified portions of the file are available upon request. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual's personnel records and MAJCOM/FOA Commander's proposal and recommendations with all supporting documents. Exemptions claimed for the system: None. F038 AF AFCQMI A System name: Ideas, Inventions, Scientific Achievements. System location: Systems Integration and Support Division, Air Force Center for Quality and Management Innovation, 550 E Street East, Randolph Air Force Base, TX 78150-4451. Categories of individuals covered by the system: Any individual submitting an idea, invention, or scientific achievement. Categories of records in the system: Files include idea forms, evaluations and substantiating documentation consisting of forms, which contain name, Social Security Number, job title, home or mailing address, grade and organizational address; certificates, administrative correspondence; records of committee actions; award actions; reports. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; powers and duties; delegation as implemented by Air Force Instruction 38-401 and E.O. 9397 (SSN). Purpose(s): Files are originated when personnel initiate an idea, invention, or scientific achievement. Case files and computer output products are reviewed by the Manpower and Quality Office personnel. Copy of approved award is filed in civilian employee's official personnel file. Copy of approved award is not retained elsewhere for military member. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in paper and electronic media including computers and computer output products. Retrievability: Retrieved by Social Security Number or Idea number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Computer storage devices are protected by computer system software. Retention and disposal: Idea files are retained for 18 months after actual or projected implementation date for ideas in the idea pool or 1 year after disapproved ideas. Computer records destroyed by erasing, deleting or overwriting; paper copies by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Directorate of Manpower, Organization and Quality, Deputy Chief of Staff, Plans and Programs, Headquarters United States Air Force, 1070 Air Force Pentagon, Washington, DC 20330-1070. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Directorate of Manpower, Organization and Quality, Deputy Chief of Staff, Plans and Programs, Headquarters United States Air Force, 1070 Air Force Pentagon, Washington, DC 20330-1070. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Directorate of Manpower, Organization and Quality, Deputy Chief Staff, Plans and Programs, Headquarters United States Air Force, 1070 Air Force Pentagon, Washington, DC 20330-1070. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from source document (AF Form 1000, Idea Submission) include name, Social Security Number, job title, home or mailing address, grade and organizational address. Exemptions claimed for the system: None. F038 AFMC A System name: Manhour Accounting System (MAS). System location: Headquarters, Air Force Materiel Command, Divisions, Centers, and laboratories. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Civilian and military personnel assigned to AFMC. Categories of records in the system: Manpower information-hourly expenditure, grade/rank, office symbol. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Used to provide manhour expenditure/resources for management. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained on computer and computer output products. Retrievability: Retrieved by Social Security Number or name. Safeguards: (1) Records are accessed by the records custodian or other persons responsible for servicing the records in performance of their official duties. (2) Records are controlled by personnel screening and by computer system software. (3) Records are maintained in locked cabinets, locked containers, or buildings with controlled entry. Retention and disposal: Destroy after 2 years or when purpose has been served by means of tearing, shredding, pulping, maceration or burning. System manager(s) and address: Manhour accounting and JOCAS monitors at AFMC organizations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Manhour accounting and JOCAS monitors at AFMC organizations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Manhour accounting and JOCAS monitors at AFMC organizations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from automated system interfaces. Exemptions claimed for the system: None. F044 AETC A System name: Drug Abuse Control Case Files. System location: Sensitive Skills Element (Special Counseling), 394 Personnel Processing Squadron, 2320 Carswell Ave, Suite 1, Lackland Air Force Base, TX 78236-5605. Categories of individuals covered by the system: Air Force active duty enlisted personnel and Reserve personnel referred to drug abuse office. Categories of records in the system: Various letters describing drug abuse information such as notification of disposition, recommendation for disposition, drug abuse determination of urinalysis cases. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; Air Force Instruction 36-3208, Administration Separation of Airman, and Air Force Pamphlet 36-2702, Social Actions Education Program. Purpose(s): Discharge authority, Sensitive Skills Element (Special Counseling), and squadron commanders determine extent of prior service drug abuse and make determinations of discharge or retention in the Air Force. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of systems of records notices apply to this system. NOTE: Records in this system which reveal the identity, diagnosis, prognosis, or treatment of any patient or activity relating to substance abuse education, prevention, training, treatment, rehabilitation, or research, which is conducted, regulated, or directly or indirectly assisted by any department or agency of the United States shall, except as provided in 42 U.S.C. 290dd-2, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized under 42 U.S.C. 290dd-2, Records of identity, diagnosis, prognosis or treatment of any client/ patient, irrespective of whether or when he/she ceases to be a client/patient, maintained in connection with the performance of any alcohol/drug abuse, family advocacy, AIDS, or sickle cell prevention and treatment function conducted, requested, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided herein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. These statutes take precedence over the Privacy Act of 1974 in regard to accessibility of such records except to the individual to whom the record pertains. The Air Force `Blanket Routine Uses' do not apply to these types of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Retained in office files for one year after annual cutoff, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Commander, 394 Personnel Processing Squadron, 2320 Carswell Ave, Suite 1, Lackland Air Force Base, TX 78236-5605. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the Commander, 394 Personnel Processing Squadron, 2320 Carswell Ave, Suite 1, Lackland Air Force Base, TX 78236-5605. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Commander, 394 Personnel Processing Squadron, 2320 Carswell Ave, Suite 1, Lackland Air Force Base, TX 78236-5605. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from squadron commanders, base surgeons, classification interviewers, medical institutions and from source documents such as reports. Exemptions claimed for the system: None. F044 AF DP A System name: Drug Abuse Waiver Requests. System location: Directorate of Student Resources, United States Air Force Recruiting Service, Air Training Command, Randolph Air Force Base, TX 78148 (ATC/RSS, Randolph Air Force Base, TX 78148); United States Air Force Recruiting Service Detachment Headquarters; United States Air Force Recruiting Service Offices; Deputy Chief of Staff, Education, Headquarters Air University, Maxwell Air Force Base, AL 36112-6424 (AU/ED, Maxwell Air Force Base, AL 36112-6424); Directorate of Senior Programs, Headquarters Air Force Reserve Officer Training Corps (AFROTC), Maxwell Air Force Base, AL 36112- 6424 (AFROTC/SD, Maxwell Air Force Base, AL 36112-6424); AFROTC Detachments; Directorate of Admissions and Registrar, United States Air Force Academy, CO 80840 (USAFA/RR, USAF Academy, CO 80840). Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Applicants for enlistment or commissioning who have a history of pre-service drug abuse and who have requested a waiver of their disqualification. Categories of records in the system: A copy of the USAF Drug Abuse Certificate and Drug Abuse Circumstances, Recommendation of Intermediate commands, and cover letter containing HQ USAF decision on waiver request are maintained. Authority for maintenance of the system: 10 U.S.C. 504, Persons not qualified. Purpose(s): This record is not released outside the Air Force. Records are maintained for future reference in the case of further inquiries relative to approval or disapproval of the request for waiver of pre- service drug abuse. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in safes and locked cabinets or rooms. Retention and disposal: After action on the request, the paper record is filed in secured file cabinets, retained for no more than six months, and destroyed by tearing into pieces. System manager(s) and address: Deputy Chief of Staff/Manpower and Personnel, Headquarters United States Air Force. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Deputy Chief of Staff/Manpower and Personnel, Headquarters United States Air Force. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Deputy Chief of Staff/Manpower and Personnel, Headquarters United States Air Force. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Records maintained in the system are provided by either Air Training Command, Air University, or the USAF Academy. Exemptions claimed for the system: None. F044 AFPC A System name: Medical Assignment Limitation Record System. System location: Headquarters Air Force Military Personnel Center, Medical Service Officer Utilization Division, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Categories of individuals covered by the system: All Air Force members whose cases have been presented to a Medical Evaluation Board and were returned to duty by Medical Evaluation Board or Physical Evaluation Board action and have been assigned an Assignment limitation Code `C.' Categories of records in the system: Medical Evaluation Board, Report of Medical Examination, Report of Medical History, Narrative Summary, Clinical Record Consultation Sheet, Electrocardiographic Record, etc. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by and implemented by Air Force Instruction 36-2902, Physical Evaluation for Retention, Retirement and Separation; Air Force Instruction 36-2110. Purpose(s): To determine if previous action has been taken by the system manager, and what the previous disposition was. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in locked rooms and cabinets. Retention and disposal: Retained in office files for two years or no longer needed for reference, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Headquarters Air Force Military Personnel Center, Chief, Medical Service Officer Utilization Division, Randolph Air Force Base, TX 78150-6001. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to Headquarters Air Force Military Personnel Center, Chief, Medical Service Officer Utilization Division, Randolph Air Force Base, TX 78150-6001. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to Headquarters Air Force Military Personnel Center, Chief, Medical Service Officer Utilization Division, Randolph Air Force Base, TX 78150-6001. Contesting record procedures: The Air Force rules for accessing records and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from medical institutions. Exemptions claimed for the system: None. F044 AF PC A System name: Individual Weight Management File. System location: Air Force unit of assignment or attachment and servicing medical facility. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Air Force active duty military personnel; Air National Guard (ANG) and Air Force Reserve personnel who are enrolled in the Weight Management Control Program. Categories of records in the system: File contains individual weight management record; AF Form 108 informing individual of weight management program status, scheduled medical evaluations, and pertinent medical status. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; Powers and Duties, delegation by; as implemented by Air Force Instruction 36-2905, Air Force Weight Program; and E.O. 9397 (SSN). Purpose(s): The files keep the individual informed of weight/body fat loss in attaining body fat standards, provides history of weight/body fat loss and counseling, provides an input for medical determinations. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and on computer and computer output products. Retrievability: Retrieved by name, Social Security Number and grade. Safeguards: Records are accessed by custodian of the records system and by person(s) responsible for servicing the records system in performance of their official duties who are properly screened and cleared for need-to-know. Records are controlled by personnel screening. Retention and disposal: When a person achieves the prescribed weight standards or desired fitness level, file is retained for one year from date of removal from the Weight Management Program and destroyed by unit; or destroyed upon retirement or separation by unit, whichever is earlier; or upon successful completion of probation and rehabilitation under Air Force Instruction 36-3208. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Deputy Chief of Staff for Personnel, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Commander at the unit of assignment or attachment. Include full name, grade, and Social Security Number. Personal visits require proof of identity with an Armed Forces Identification Card. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written requests to the Commander at the unit of assignment or attachment. Include full name, grade, and Social Security Number. Personal visits require proof of identity with an Armed Forces Identification Card. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individuals to whom the record pertains. Exemptions claimed for the system: None. F044 AFSG B System name: Bioenvironmental Engineer Personnel Career Information System. System location: Air Force Medical Service Center, Brooks Air Force Base, TX 78235. Categories of individuals covered by the system: All Air Force Active Duty Officers with Air Force Specialty Code (AFSC) 9116, 9125, or 9121. Categories of records in the system: File includes information on where the individual is assigned, academic background, assignment preferences, past assignments, correspondence between the individual and the Associate Chief of the Biomedical Sciences Corps (BSC) for Bioenvironmental Engineering, and professional accomplishments of the individual. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; and 8067(i), Designation: Officers to perform certain professional functions. Purpose(s): To assist the Associate Chief of the BSC for Bioenvironmental Engineering in establishing policy or educational requirements in this career field; to foster career retention through more personal contact with officers in this specialty; to assist the Air Force Manpower and Personnel Center in assigning bioenvironmental engineers. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and in card files. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by authorized personnel who are properly screened and cleared for need- to-know. Records are protected by guards and controlled by personnel screening. Retention and disposal: Retained in office files for six months after the individual terminates active military service, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Air Force Medical Service Center, Brooks Air Force Base, TX 78235. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Air Force Medical Service Center, Brooks Air Force Base, TX 78235. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Air Force Medical Service Center, Brooks Air Force Base, TX 78235. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from source documents. Exemptions claimed for the system: None. F044 AFSG C System name: Aerospace Medicine Personnel Career Information System. System location: The Aerospace Medical Consultants Division, HQ AFMSC/SGPA, Brooks Air Force Base, TX 78235. Categories of individuals covered by the system: All AF Medical Officers (MC), active duty, separated or retired, who possess or are in training leading to award of Air Force Specialty Code (AFSC) 9356, Aerospace Medicine Physician. Categories of records in the system: Date of Board certification, dates of aeronautical ratings, professional society membership record of training, military assignments, marital status, list of papers authored, assignment preferences, desired career progression, photograph, letter of notification of certification by the American Board of Preventive Medicine, as well as personal letters from officers regarding promotion/assignments/career progression and copies of replies to these letters. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; and 8067(f) Designation: Officers to perform certain professional functions. Purpose(s): Assist the Chief, Aerospace Medical Consultants Division in establishing policy on educational requirements in 9356 career field; to foster career retention through more personal contact with officers in this specialty; to assist the AF Military Personnel System in assigning Aerospace Medicine Physicians. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system, and by authorized personnel who are properly screened and cleared for need- to-know. Records are controlled by visitor registers. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Chief, Flight Medicine, HQ AFMSC/SGPA, Brooks Air Force Base, TX 78235. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief, Flight Medicine, HQ AFMSC/SGPA, Brooks Air Force Base, TX 78235. Required information is full name/rank; visits may be made to Chief, Flight Medicine, Office of the Surgeon General, Aerospace Medical Consultants Division; proof of identity is by military ID card for active/retired and personal recognition due to small number of officers involved. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief, Flight Medicine, HQ AFMSC/SGPA, Brooks Air Force Base, TX 78235. Required information is full name/rank; visits may be made to Chief, Flight Medicine, Office of the Surgeon General, Aerospace Medical Consultants Division; proof of identity is by military ID card for active/retired and personal recognition due to small number of officers involved. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individuals provide most of the information for the system. The remainder is obtained from financial, educational or medical institutions, and from source documents. Exemptions claimed for the system: None. F044 AFSG D System name: Application for Aeronautical Rating (Senior and Chief Flight Surgeon). System location: The Aerospace Medical Consultants Division, Air Force Medical Service Center (AFMSC/SGPA), Brooks Air Force Base, TX 78235. Categories of individuals covered by the system: Air Force Flight Surgeons applying for Senior/Chief Flight Surgeon Rating. Categories of records in the system: Individual application, summary of contributions to the Aerospace Medicine Program, date of previous ratings, number of flying hours, and written professional examination (multiple choice type) if applicant is not a graduate of the Residency in Aerospace Medicine. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by and 8067(f), Designation: Officers to perform certain professional functions. Purpose(s): Used by Chief, Flight Medicine, Aerospace Consultant Division and Chief, Aerospace Medicine Division, Office of the Surgeon General to determine professional qualification for award of Senior/Chief Flight Surgeon rating. Used to transmit application data by the individual and AFMSC/SGPA through appropriate command channels; evaluate and make appropriate recommendations concerning award of the advanced ratings; and as authority for publication of Aeronautical Orders by appropriate orders issuing authority. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and are stored in locked rooms. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Chief, Flight Medicine, HQ AFMSC/SGPA, Brooks Air Force Base, TX 78235. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief, Flight Medicine, HQ AFMSC/SGPA, Brooks Air Force Base, TX 78235. Required information is full name, rank and Social Security Number. Requester may visit Aerospace Medical Consultants Division, Office of the Surgeon General, Headquarters Air Force Medical Service Center, Brooks Air Force Base, TX 78235. Proof of identity is by military ID card and personal recognition due to small number of officers involved. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief, Flight Medicine, HQ AFMSC/SGPA, Brooks Air Force Base, TX 78235. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from medical institutions and from source documents. Exemptions claimed for the system: None. F044 AFSG E System name: Medical Service Corps Personnel Files. System location: Headquarters, United States Air Force/SGA, Washington, DC 20332. Categories of individuals covered by the system: All active duty and retired or separated medical service corps officers. Categories of records in the system: File contains personnel correspondence to and from individual medical service corps officers and forms relating to assignment, extension, Air Force Specialty Code, and other selected documents. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; and 8067(d), Designation: Officers to perform certain professional functions. Purpose(s): Information is used solely for the purpose of recommending individual for assignment, extension, statistical data, promotion or advanced training. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are stored in locked cabinets or rooms. Retention and disposal: Records are retained in active file as long as officer is on active duty, in inactive file one year from date of retirement, resignation, or separation, and are then destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: The Surgeon General, Headquarters United States Air Force, Washington, DC 20332. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit The Surgeon General, Headquarters United States Air Force, Washington, DC 20332. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit The Surgeon General, Headquarters United States Air Force, Washington, DC 20332. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from educational institutions, from Senior Medical Service Corps officers, and from the Air Force Manpower and Personnel Center. Exemptions claimed for the system: None. F044 AFSG F System name: Veterinary Personnel Files. System location: Headquarters, Air Force Medical Service Center/SGPA and United States Air Force SAM/US, Brooks Air Force Base, TX 78232. Categories of individuals covered by the system: All active duty and retired or separated veterinary officers. Categories of records in the system: File contains personal correspondence to and from individual veterinary officer and forms relating to assignment, extension, Air Force Specialty Code, promotion, and other selected documents. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; and 8067(k) Designation: Officers to perform certain professional functions. Purpose(s): Information is used solely for the purpose of recommending individual for assignment, extension or advanced training. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by authorized personnel who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in active file as long as officer is on active duty and in inactive file one year from date of retirement, resignation, or separation. Then they are destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: The Surgeon General, Headquarters United States Air Force, Washington, DC 20330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit The Surgeon General, Headquarters United States Air Force, Washington, DC 20330. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit The Surgeon General, Headquarters United States Air Force, Washington, DC 20330. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from educational institutions, from Command, Air Force Veterinarians and Air Force Manpower and Personnel Center Records. Exemptions claimed for the system: None. F044 AFSG G System name: Aircrew Standards Case File. System location: Headquarters, Air Force Medical Service Center/SGPA, Brooks Air Force Base, TX 78235. Categories of individuals covered by the system: This record system is maintained on all Air Force members who have been considered for medical waiver for flying duty due to conditions defined as serious illness or for waiver for flying training. Categories of records in the system: The record system contains members' Report of Medical Examination, Report of Medical History, Narrative Summary, Aeromedical Evaluation, Electrocardiographic Record, Clinical Record Consultation Sheet, and USAF School of Aerospace Medicine Evaluation Report (if accomplished). Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by, as implemented by Air Force Regulation 160-43, Medical Examination and Medical Standards. Purpose(s): Used to determine if a previous action has been taken, if a precedent exists for granting a waiver for a specific medical condition, and to provide a scientific basis to justify and improve waiver policies. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in microform and on computer. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by persons responsible for servicing the record system in performance of their official duties. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: HQ AFMSC/SGPA, Brooks Air Force Base, TX 78235. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the HQ AFMSC/SGPA, Brooks Air Force Base, TX 78235. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the HQ AFMSC/SGPA, Brooks Air Force Base, TX 78235. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from medical institutions. Exemptions claimed for the system: None. F044 AF SG A System name: United States Air Force Hearing Conservation Record System. System location: Air Force hospitals, medical centers and clinics; USAF Occupational and Environmental Health Laboratory (OEHL), Brooks Air Force Base, TX 78235. Categories of individuals covered by the system: All Air Force military or civilian employees who are entered in the Hearing Conservation Program due to working in noise hazard areas. Categories of records in the system: DD Forms 2215 and 2216 which documents name; Social Security Number; military grade or rank, or Civil Service grade; date of birth; sex; USAF specialty or job code; the organization to which the individual is assigned complete with address and duty phone number; whether military or civilian; time, day of week, date of audiometric test; hours since last noise exposure; whether hearing protection was used during last noise exposures, whether ear problem existed at time of test, type of audiometer used, i.e., manual or automatic, date of last audiometer calibration, hearing threshold levels for 500, 1000, 2000, 3000, 4000 and 6000Hz frequencies in each ear including results of current audiometric examination, his reference or initial examination and any shift between these two examinations in each ear; whether or not earplugs were issued at time of audiometric examination or have been previously issued; type of earplug and size for each ear; if noise ear muff issued; if individual wears glasses; any pertinent remarks relative to the individual, noise exposure, hearing, etc.; and the audiometric examiner's name, Air Force Specialty Code, Social Security Number, and office symbol. File also contains information on AF Form 1621, Evaluation of Individual Noise Exposure, which is used to document data and observations relating to an individual's exposure to occupational noise and an AF Form 1672, Hearing Conservation Diagnostic Center Referral, which contains follow-up audiometric examination data similar to that in DD Forms 2215 and 2216. Authority for maintenance of the system: 29 CFR 1910.95, Occupational Safety and Health Standards, Pub. L. 91-596, The Occupational Safety and Health Act; E.O. 12196, the Occupational Safety and Health Program for Federal Employees, as implemented by Air Force Regulation 161-35, Hazardous Noise Exposure. Purpose(s): Used by USAF Occupational and Environmental Health Laboratory (OEHL) to provide continuing review of the Air Force Hearing Conservation Program by updating damage-risk criteria, modifying monitoring audiometry program procedures, validating personnel disposition procedures relating to occupationally induced hearing losses, evaluating hearing protective devices and procedures, at the specific request of a USAF Medical Facility to provide an historical record of the results of an individual's monitoring audiometric test results. Also used by USAF School of Aerospace Medicine for Research Associated with noise induced hearing losses. Used by base Medical Personnel to monitor employees health status for occupational health programs, to use in formulating recommendations to supervisors on requirements to remove individual from further exposure, to determine need for investigation of workplace environment for abnormal exposure conditions. Used by supervisors to determine whether employee can continue to work in the exposure situation, to determine relative risk of various work tasks, to improve safety of noise exposure procedures. 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: Used by Bureau of Employees Compensation for Information relating to individuals' claims relating to occupationally induced hearing losses. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and on computer magnetic tapes. Retrievability: Retrieved by name, Social Security Number, date of birth, and Air Force Specialty Code/Job Code. Safeguards: Records are accessed by commanders of medical centers and hospitals, by custodian of the record system, and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to- know. Records are controlled by computer system software. Retention and disposal: At Occupational and Environmental Health Laboratory (OEHL), retained in computer until no longer needed; at bases, retained as part of medical record for fifty years after date of latest document, then destroyed. System manager(s) and address: Air Force Medical Service Center, Aerospace Medical Consultants Division, Directorate of Professional Services (HQ AFMSC/SGPA), Brooks Air Force Base, TX 78235. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Air Force Medical Service Center, Aerospace Medical Consultants Division, Directorate of Professional Services (HQ AFMSC/SGPA), Brooks Air Force Base, TX 78235. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Air Force Medical Service Center, Aerospace Medical Consultants Division, Directorate of Professional Services (HQ AFMSC/SGPA), Brooks Air Force Base, TX 78235. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from medical institutions. Exemptions claimed for the system: None. F044 AF SG B System name: Drug Abuse Rehabilitation Report System. System location: Headquarters United States Air Force and major command headquarters. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Any active duty military personnel who are confirmed as drug abusers as a result of drug abuse urinalysis testing. These individuals are not patients as defined in 42 U.S.C. 300s-3(6). Categories of records in the system: File contains Drug Abuse Rehabilitation Reports in Electrical Message Form in which demographic data, urine testing results and abuser disposition are detailed. Authority for maintenance of the system: Pub. L. 91-513 as applied to Federal agencies by Section 2b of E.O. 11599, June 17, 1971, Comprehensive Drug Abuse Prevention and Control Act of 1970. Purpose(s): At HQ USAF to provide statistical data for required reports to Department of Defense (DOD) and to the Special Action Office on Drug Abuse Prevention, White House; to perform epidemiologic and statistical studies for use in evaluating the effectiveness of Air Force urinalysis testing programs; to provide information for answering 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(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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and card files. Retrievability: Retrieved by Social Security Number. Safeguards: Records are accessed by custodian of the record system and are controlled by personnel screening. Retention and disposal: Retained in office files for fifteen years after annual cut-off, then destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: The Surgeon General, Headquarters United States Air Force, Washington DC 20330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Surgeon General, Headquarters United States Air Force, Washington DC 20330. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Surgeon General, Headquarters United States Air Force, Washington DC 20330. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from medical institutions. Exemptions claimed for the system: None. F044 AF SG C System name: Dental Health Records. System location: Air Force hospitals, medical centers and clinics; other authorized medical units serving military personnel and/or dependents. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Air Force Military Personnel Center, Randolph Air Force Base, TX 78148; National Personnel Records Center, Military Personnel Records, 9700 Page Boulevard, St. Louis, MO 63132, National Personnel Records Center, Civilian Personnel Records, 111 Winnebago Street, St. Louis, MO 63118. Categories of individuals covered by the system: Active duty and retired Air Force military personnel; Air Force Academy nominees/applicants; family members of military and retired personnel; foreign Nationals residing in the United States; American Red Cross personnel; other DOD civilian employees, Peace Corps and State Department personnel; Exchange Officers. Categories of records in the system: Chronological record of all care received in military dental facilities. This is primarily a record of all treatment received on an outpatient basis with supporting documentation such as consultations, dental history, laboratory, and x-ray reports; the record also includes temporary copies of appointment slips and attendance records until entered in the record. Authority for maintenance of the system: 10 U.S.C. 55, Medical and Dental Care. Purpose(s): Chronological record of patient's dental health while authorized care in a military dental facility. Used by patient for further dental care, other uses such as insurance requests or compensation claims as specifically authorized by the patient. Used by dentist for further dental care of the patient, research, teaching. Used by other patient care providers within the hospital for further medical/dental care of the patient, research, teaching. Used by hospital and dental staff for evaluation of dental staff performance in the dental care rendered; dental research; teaching; hospital accreditation; preparation of statistical reports. Used by Army, Navy, Department of Veterans Affairs, Public Health Service, and other hospitals/clinics, for further dental care of the patient if currently undergoing treatment there. Record is released only upon receipt of the patient's signed authorization or a court order. Insurance companies require the patients' written consent for release. Used for establishing insurance benefits or payment of benefits. Used by other Air Force Agencies such as Central Tumor Registry which maintains files on all patients in whom a malignancy has been diagnosed. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system, except as stipulated in `Note' below. Information from the inpatient or outpatient dental records of retirees and dependents may be disclosed to third party payers in accordance with 10 U.S.C. 1095 as amended by Public Law 99-272, for the purpose of collecting reasonable inpatient/outpatient hospital care costs incurred on behalf of retirees or dependents. Records are used and reviewed by health care providers in the performance of their duties. Health care providers include military and civilian providers assigned to the medical facility where care is being provided. Students participating in a training affiliation program with a USAF medical facility may also use and review records as part of their training program. In addition, records may be disclosed to: (1) Officials and employees of the Department of Veterans Affairs in the performance of their official duties relating to the adjudication of veterans claims and in providing medical care to members of the Air Force. (2) Officials and employees of other departments and agencies of the Executive Branch of government upon request in the performance of their official duties relating to review of the official qualifications and medical history of applicants and employees who are covered by this record system and for the conduct of research studies. (3) Private organizations (including educational institutions) and individuals for authorized health research in the interest of the Federal government and the public. When not considered mandatory, patient identification data shall be eliminated from records used for research studies. (4) Officials and employees of the National Research Council in cooperative studies of the National History of Disease; of prognosis and of epidemiology. Each study in which the records of members and former members of the Air Force are used must be approved by the Surgeon General of the Air Force. (5) Officials and employees of local and state governments and agencies in the performance of their official duties pursuant to the laws and regulations governing local control of communicable diseases, preventive medicine and safety programs, child abuse and other public health and welfare programs. (6) Authorized surveying bodies for professional certification and accreditations. (7) The individual's organization or government agency as necessary when required by Federal statute, E.O., or by treaty. NOTE: Records of identity, diagnosis, prognosis or treatment of any client/patient, irrespective of whether or when he/she ceases to be a client/patient, maintained in connection with the performance of any alcohol/drug abuse treatment function conducted, requested, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided herein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. These statutes take precedence over the Privacy Act of 1974 in regard to accessibility of such records except to the individual to whom the record pertains. The `Blanket Routine Uses' do not apply to these types of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, notebooks/binders, visible file binders/cabinets, card files, on x-ray film, and as photographs. Retrievability: Retrieved by name, Social Security Number, or Military Service Number. Safeguards: Records are accessed by commanders of medical centers and hospitals, custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to- know. Records are stored in locked cabinets or rooms, protected by guards, and controlled by personnel screening. Retention and disposal: Records for military personnel are retained for fifty years after date of last document; for all others, twenty-five years. While on active duty, the Health Record of a US military member is maintained at the dental unit at which the person receives treatment. On separation/retirement the records are forwarded to National Personnel Records Center (NPRC/MPR) or other designated depository; such as Air Reserve Personnel Center, if reservist; to appropriate state National Guard unit, if National Guard member, to appropriate Department of Veterans Affairs Regional Office, if VA claim has been filed. Records of other personnel may be handcarried or mailed to the next military medical facility at which treatment will be received, or the records are retained at the treating facility for a minimum of 1 year after date of last treatment then retired to NPRC or other designated depository, such as but not limited to, Commandant (G-PO) US Coast Guard, Washington DC 20593 for Coast Guard active duty members; Medical Director, American Red Cross, Washington DC 20006 for Red Cross Personnel. System manager(s) and address: The Surgeon General, Headquarters United States Air Force. Assistant Surgeon General for Dental Services USAF; commanders of medical centers, hospitals, clinics, and medical aid stations. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the system manager giving complete name, social security number of individual through whom eligibility for care is established, year in which treatment was received, location treatment was received, whether treatment was on an inpatient or outpatient basis. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the system manager. An appropriately signed authorization for the release of information is required with complete name and Social Security Number of individual through whom eligibility for care was established. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from patient and other medical institutions. Exemptions claimed for the system: None. F044 AF SG D System name: Automated Medical/Dental Record System. System location: At Air Force medical centers, hospitals and clinics, major command headquarters and separate operating agency headquarters; Air Force Data Service Center, Air Force Medical Service Center, USAF School of Aerospace Medicine, and USAF School of Health Care Sciences. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Any individual who is hospitalized in, is dead on arrival at, or has received medical or dental care at an Air Force medical treatment facility. Individuals who have received medical care at other DOD or civilian medical facilities but whose records are maintained at or processed by Air Force medical facilities. Any military active duty member who is on an excused-from-duty status, on quarters, or subsistence elsewhere, on convalescent leave, meets Medical Evaluation Board (MEB), or a Physical Evaluation Board (PEB), on an outpatient basis or who is hospitalized in a non-federal hospital and for whom an Air Force medical facility has assumed administrative responsibility. Any individual who has undergone medical or dental examinations at any Air Force medical facility (or whose records are maintained or processed by the Air Force), e.g., pre-employment examinations and food handlers examinations, or who has otherwise had medical or dental tests performed at any Air Force medical facility. Categories of records in the system: Files consist of automated records of treatment received and medical/dental test performed on an inpatient/outpatient basis in military medical treatment facilities and of military members treated in civilian facilities. These records may include radiographic images and reports, electrocardiographic tracings and reports, laboratory test results and reports, blood gas analysis reports, occupational health records, dental radiographic reports and records, automated cardiac catheterization data and reports, physical examination reports, patient administration and scheduling reports, pharmacy prescriptions and reports, food service reports, hearing conservation tests, cardiovascular fitness examinations and reports, reports of medical waivers granted for flight duty, and other inpatient and outpatient data and reports. They may contain information relating to medical/ dental examinations and treatments, inoculations, appointment and scheduling information, and other medical and/or dental information. Subsystems of the Automated Medical/Dental Data System include: Air Force Clinical Laboratory Automation System (AFCLAS); Automated Cardiac Catheterization Laboratory System (ACCLS); Computer Assisted Practice of Cardiology (CAPOC) System; DATA STAT Pharmacy System (formerly PROHECA); Occupational Health and Safety System; Patient Appointment and Scheduling System (PAS); Tri- Laboratory System (TRILAB); Tri-Pharmacy System; Tri- Radiology System (TRIRAD); Health Evaluation and Risk Tabulation (HEART). Authority for maintenance of the system: 10 U.S.C. 55, Medical and Dental Care, and E.O. 9397 (SSN). Purpose(s): Used as a record of patient's medical/dental health, diagnosis, and treatment and disposition while authorized care. Used to help determine individual's qualification for duty, for security clearances and for assignments. Used by an individual or his legal representative for further medical care, legal purposes, or other uses such as insurance requests or compensation and other health care providers for further care of the patient, research teaching, and legal purposes. Used by medical treatment facility staff for evaluation of staff performance in the care rendered; for preparation of statistical reports; for reporting communicable diseases and other conditions required by law to federal and state agencies. Used by Army, Navy, Department of Veterans Affairs, Public Health Service or civilian hospitals for continued medical care of the patient. Used by insurance companies, (only with the patient's written consent for release, except as authorized in 10 U.S.C. 1095; for arbitrating insurance claims. Used by other federal agencies such as Department of Veterans Affairs and Department of Labor (workmen's compensation) for adjudication of claims; for reporting communicable diseases or other conditions required by law. Used to provide input to other DOD medical records systems including the Medical Record System (F168 AF SG C), the Dental Personnel Actions (F162 SG A), and other DOD agencies (e.g., Army Navy) when such agency is normally the primary source or repository of medical information about the individual. 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: The `Blanket Routine Uses' published at the beginning of the agency's compilation of record system notices apply to this system, except as stipulated in `Note' below. Information from the inpatient or outpatient medical records of retirees and dependents may be disclosed to third party payers in accordance with 10 U.S.C. 1095 as amended by Pub. L. 99-272, for the purpose of collecting reasonable inpatient/outpatient hospital care costs incurred on behalf of retirees or dependents. In addition, records may be disclosed to: (1) Officials and employees of the Department of Veterans Affairs in the performance of their official duties relating to the adjudication of veterans claims and in providing medical care to members of the Air Force. (2) Officials and employees of other departments and agencies of the Executive Branch of government upon request in the performance of their official duties relating to review of the official qualifications and medical history of applicants and employees who are covered by this record system and for the conduct of research studies. (3) Private organizations (including educational institutions) and individuals for authorized health research in the interest of the Federal government and the public. When not considered mandatory, patient identification data shall be eliminated from records used for research studies. (4) Officials and employees of the National Research Council in cooperative studies of the National History of Disease; of prognosis and of epidemiology. Each study in which the records of members and former members of the Air Force are used must be approved by the Surgeon General of the Air Force. (5) Officials and employees of local and state governments and agencies in the performance of their official duties pursuant to the laws and regulations governing local control of communicable diseases, preventive medicine and safety programs, child abuse and other public health and welfare programs. (6) Authorized surveying bodies for professional certification and accreditation. (7) The individual's organization or government agency as necessary when required by Federal statute, Executive Order, or by treaty. NOTE: Records of identity, diagnosis, prognosis or treatment of any client/patient, irrespective of whether or when he/she ceases to be a client/patient, maintained in connection with the performance of any alcohol/drug abuse treatment function conducted, requested, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided herein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2, and 5 U.S.C. 552. These statutes take precedence over the Privacy Act of 1974 in regard to accessibility of such records except to the individual to whom the record pertains. The Air Force `Blanket Routine Uses' do not apply to these records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Data maintained primarily on magnetic tape or disks. May also be maintained in file folders, in computers and on computer output products, punch cards, and on roll microfilm or microfiche. Retrievability: Retrieved by Social Security Number. May also be retrieved by sponsor's Social Security Number in combination with the family member prefix; by name, or by inpatient register number, laboratory accession number, or pharmacy prescription number. Retention and disposal: Computer files are retained for variable lengths of time depending upon the type of information involved and the size and mission of the medical treatment facility. Retention time may vary from one day to ten years. Records are disposed of by erasure of the magnetic computer records and destruction of the computer related worksheets on paper, film, or other media by tearing, shredding, pulping, burning or other destructive methods. Identical medical/ dental information may be retained for longer periods of time in other medical records systems (such as inpatient or outpatient charts), including the Medical Record System (F168 AF SG C) and Dental Personnel Actions (SG 162 SG A). System manager(s) and address: Major command and field operating agency headquarters and Air Force Medical Service Center; commanders of United States Air Force medical centers; United States Air Force School of Health Care Sciences; Aerospace Medical Division, Brooks Air Force Base, TX, and the United States Air Force School of Aerospace Medicine, Brooks Air Force Base, TX. Official mailing addresses are published as an appendix to the Air Force's compilation of systems notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address inquires to the appropriate system manager. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Record access procedures: Individuals seeking access to records about themselves contained in this system should address requests to the appropriate system manager. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Requests should include complete name (including maiden name), sponsor's name, Social Security Number or Service Number of person through whom eligibility is established, category of record desired, year in which treatment was provided, whether treatment was inpatient or outpatient. If the individual establishes eligibility through a sponsor other than self, the request should include the relationship to the sponsor, e.g., spouse, second oldest child, parent, etc. Contesting record procedures: The Air Force rules for accessing records and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is obtained directly from the individual whenever practical and possible; from other individuals when necessary, e.g., when the patient is a child or is in coma; from other medical institutions; from automated systems interfaces; from medical records, and from patient interactions with physicians and other health care providers. Exemptions claimed for the system: None. F044 AF SG E System name: Medical Record System. System location: Headquarters, United States Air Force, Surgeon General (HQ USAF/ SG), medical centers, hospitals and clinics, medical aid stations, National Personnel Record Centers, Air National Guard activities, and Air Force Reserve units. Official mailing addresses are published as an appendix to the Air Force compilation of systems notices. Categories of individuals covered by the system: Persons treated in an Air Force medical facility and active duty members for whom primary care is provided. Categories of records in the system: Inpatient and outpatient records of care received in Air Force medical facilities. Documentation includes, but is not limited to, patient's medical history; physical examination; treatment received; supporting documentation such as laboratory and x-ray reports; cover sheets and summaries of hospitalization; diagnoses; procedures or surgery performed; administrative forms which concern medical conditions such as Line of Duty Determinations; physical profiles, and medical recommendations for flying duty. Secondary files are maintained such as patient registers, nominal indices, x-ray and laboratory files, indices and registers. Authority for maintenance of the system: 10 U.S.C. 55, Medical and Dental Care, 10 U.S.C. 8013, Secretary of the Air Force; powers and duties; delegation by, and E.O. 9397 (SSN). Purpose(s): Used to document, plan, and coordinate the health care of patients; aid in preventative health and communicable disease control programs; determine eligibility and suitability for benefits for various programs; adjudicate claims; evaluate care rendered; teach compile statistical data, and conduct research. Routine uses of records maintained in the system, including categories of users and the purpose 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: Information from the inpatient or outpatient medical records of retirees and dependents may be disclosed to third party payers in accordance with 10 U.S.C. 1095 as amended by Public Law 99-272, for the purpose of collecting reasonable inpatient/outpatient hospital care costs incurred on behalf of retirees or dependents. Records are used and reviewed by health care providers in the performance of their duties. Health care providers include military and civilian providers assigned to the medical facility where care is being provided. Students participating in a training affiliation program with a USAF medical facility may also use and review records as part of their training program. In addition, records may be disclosed to: (1) Officials and employees of the Department of Veterans Affairs in the performance of their official duties relating to the adjudication of veterans claims and in providing medical care to members of the Air Force. (2) Officials and employees of other departments and agencies of the Executive Branch of government upon request in the performance of their official duties relating to review of the official qualifications and medical history of applicants and employees who are covered by this record system and for the conduct of research studies. (3) Private organizations (including educational institutions) and individuals for authorized health research in the interest of the Federal government and the public. When not considered mandatory, patient identification data shall be eliminated from records used for research studies. (4) Officials and employees of the National Research Council in cooperative studies of the National History of Disease; of prognosis and of epidemiology. Each study in which the records of members and former members of the Air Force are used must be approved by the Surgeon General of the Air Force. (5) Officials and employees of local and state governments and agencies in the performance of their official duties pursuant to the laws and regulations governing local control of communicable diseases, preventive medicine and safety programs, child abuse and other public health and welfare programs. (6) Authorized surveying bodies for professional certification and accreditations. (7) The individual's organization or government agency as necessary when required by Federal statute, E.O., or by treaty. The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system, except as stipulated in `Note' below. NOTE: Records of identity, diagnosis, prognosis or treatment of any client/patient, irrespective of whether or when he/she ceases to be a client/patient, maintained in connection with the performance of any alcohol/drug abuse treatment function conducted, requested, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided herein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. These statutes take precedence over the Privacy Act of 1974 in regard to accessibility of such records except to the individual to whom the record pertains. The `Blanket Routine Uses' do not apply to these types of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in paper and machine-readable form. Retrievability: By name, Social Security Number, or by Military Service Number. Safeguards: Records are accessed by commanders of medical centers, hospitals, and clinics; by custodian of the record system, and by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need-to-know. Records are stored in locked rooms and cabinets. Retention and disposal: While on active duty, the Health Record of a US military member is maintained at the medical unit at which the person receives treatment. On separation or retirement, records are forwarded to National Personnel Records Center/Military Personnel Records (NPRC/ MPR) or other designated depository, such as Commandant, US Coast Guard for that agency's personnel, to appropriate Department of Veterans Affairs (VA) Regional Office if a VA claim has been filed. Records of non-active duty personnel may be handcarried or mailed to the next military medical facility at which treatment will be received or the records are retained at the treating facility for a minimum of 1 year after date of last treatment then retire to NPRC or other designated depository, such as, but not limited to, Medical Director, American Red Cross, Washington, DC 20006 for Red Cross personnel. At NPRC records for military personnel are retained for 50 years after date of last document, for all others 25 years. System manager(s) and address: The Surgeon General, Headquarters United States Air Force. Chief of Air Force Reserve, Headquarters United States Air Force. Director of Air National Guard, Headquarters United States Air Force. Commanders of medical centers, hospitals, clinics, medical aid stations; Commander, Air Force Manpower and Personnel Center. Official mailing addresses are published as an appendix to the Air Force's compilation of system notices. Notification procedure: Individuals seeking to determine whether this system of records contain information about themselves should address inquiries to or visit the system manager. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Record access procedures: Individuals seeking access to records about themselves contained in this system should address requests to the system manager. Official mailing addresses are published as an appendix to the Air Force's compilation of systems notices. Requester must submit full name; Social Security Number (or Military Service Number) through whom eligibility for care is established; date (at least year) treatment was provided; name of facility providing treatment, and whether treatment was as inpatient or outpatient. Record access procedures: Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 1806b; or may be obtained from the system manager. Record source categories: Physicians and other patient care providers such as nurses, dietitians, and physicians assistants. Administrative forms are completed by appropriate military or civilian officials. Exemptions claimed for the system: None. F044 AF SG F System name: Medical Service Accounts. System location: Air Force hospitals, medical centers and clinics. Categories of individuals covered by the system: Active duty military personnel, retired military personnel, dependents of active duty, retired and deceased military personnel, and civilians treated in emergencies. Categories of records in the system: Hospital Invoice/Receipt/Accounts Receivable Records showing charges for subsistence and medical service. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by, as implemented by Air Force Regulation 168-4, Administration of Medical Activities. Purpose(s): Used by the Medical Service Account officer as a record of cash receipts, as a basic instrument for posting to the cash and sales journal and as an account receivable record. Used by Food Service Officer as a receipt for cash collected and turned in to the Medical Service Account officer. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders at Clinics, Hospitals, and Medical Centers. Retrievability: Retrieved by name and invoice receipt number. Safeguards: Records are accessed by custodian of the record system, by person(s) responsible for servicing the record system in performance of their official duties and Air Force auditors. Retention and disposal: Retained in office files for one year after annual cut-off, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Medical Service Account Officers at all Clinics, Hospitals, Medical Centers. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Medical Service Account Officers at all Clinics, Hospitals, Medical Centers. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Medical Service Account Officers at all Clinics, Hospitals, Medical Centers. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from source documents such as records, reports and accounts maintained by medical facilities. Exemptions claimed for the system: None. F044 AF SG G System name: Nursing Service Records. System location: Air Force hospitals, medical centers and clinics. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Active duty and retired military personnel; Air Force civilian employees; Air Force Reserve and National Guard personnel; Air Force Academy cadets; dependents of military personnel; Foreign Nationals residing in the United States; American Red Cross personnel, Peace Corps and State Department personnel; Exchange officers, anyone admitted to inpatient status in Air Force medical facilities. Categories of records in the system: File contains 24-hour nursing reports, listings of ward patients and registers containing information on operations performed. Authority for maintenance of the system: 10 U.S.C. 55, Medical and dental care, and 10 U.S.C. 8067(e), Designation: officers to perform certain professional functions, as implemented by Air Force Regulation 168-4, Administration of Medical Activities. Purpose(s): Used by Chief Nurse and other management personnel to determine nursing care work loads and allocate resources. Routine uses of records maintained in the system, including categories of users and the purpose 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: Records are used and reviewed by health care providers in the performance of their duties. Health care providers include military and civilian providers assigned to the medical facility where care is being provided. Students participating in a training affiliation program with a USAF medical facility may also use and review records as part of their training program. The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, notebooks and binders. Retrievability: Retrieved by name, dates of admission and discharge from medical facility, date of operation. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Retained in office files for three months after monthly cutoff, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Operation registers are destroyed after five years. System manager(s) and address: The Surgeon General, Headquarters, United States Air Force. Chief Nurses of medical centers and hospitals. Official mailing addresses are published as an appendix to the Air Force's compilation of system notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the system manager. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the system manager. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: From medical records and personal observations of Nursing Service personnel. Exemptions claimed for the system: None. F044 AF SG H System name: Air Force Aerospace Physiology Training Programs. System location: Chamber Flight Records located at Human Systems Center, Data Sciences Branch, 2510 Kennedy Circle, Suite 3, Brooks Air Force Base, TX 78235-5199; Physiological Training monthly reports at each Air Force Physiological Training Unit; Headquarters Air Force Medical Operation Agency, 170 Luke Avenue, Suite 400, Bolling Air Force Base, DC 20332-5113; Medical records at Armstrong Laboratory, Aerospace Medicine Directorate, Hyperbaric Medicine Division, 2510 Kennedy Drive, Suite 117, Brooks Air Force Base, TX 78235-5119. Physiological training records at Air Force Physiological Training Units; individual physiological training records for non-aircrew personnel at consolidated flight record custodians at Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. National Personnel Records Center, Military Personnel Records, 9700 Page Boulevard, St. Louis, MO 63132. Categories of individuals covered by the system: All Aircrew and non-aircrew personnel required to fly on Air Force aircraft. Categories of records in the system: Contains data on attendance at formal training, type of course received, quality performance, training flight profiles, location of training, age, height, weight and sex of trainees. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by, as implemented by Air Force Instruction 11-403, Air Force Aerospace Physiological Training Program. Purpose(s): Authenticate type of training, location and trainees performance during course. Flight profiles (altitude chamber) and any reactions occurring during flight are maintained by each Physiological Training Unit for future authentication of training. Additional authentication is provided flight managers and scheduling officers and copies of flight profiles and reaction data are provided United States Air Force School of Aerospace Medicine for research. A compilation of select data is forwarded to appropriate Command Coordinator for Physiological Training for management purposes, to United States Air Force School of Aerospace Medicine, and Human System Center, Data Sciences Division for analysis and research, and to the Air Force Medical Operations Agency for management and research. Data for specific reactors to low pressure are handled as medical records with additional distribution to appropriate Major Air Command Surgeon for information and possible corrective action, to Armstrong Laboratory, Hyperbaric Medicine Division for research and analysis and to Headquarters Air Force Medical Operations Agency for policy/ management/statistical and research analysis. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Record of training, records of individuals in a given class, altitude flight profiles, combined data of all individuals trained each month, and data on technicians providing the training are maintained in file folders, and in visible file cabinets. Retrievability: Data relative to reactors to low pressure, management analysis procedures retrieved by Social Security Number. Authentication of training filed by name. Safeguards: Records are accessed by commanders of medical centers and hospitals and by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need-to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Chamber Flight Record at United States Air Force School of Aerospace Medicine retained until entered into computer files, until superseded, obsolete, or no longer needed for reference. Physiological Training Monthly Report (original) at Headquarters Air Force Medical Operations Agency is retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation. Copies at locations are retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation. Physiological Training Record are retained for 7 years; Individual Physiological Training Records for non-flying personnel retained as a part of individual medical record until member separates from active or Reserve duty. For flying personnel, record is retained in flight records and turned over to individual upon discharge, separation, or retirement. System manager(s) and address: Commander, Air Force Medical Operations Agency, 170 Luke Avenue, Suite 400, Bolling Air Force Base, DC 20332-5113. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Chief Aerospace Physiology, Air Force Medical Operations Agency, 170 Luke Avenue, Suite 400, Bolling Air Force Base, DC 20332- 5113. Students should provide full name, military status, approximate date and last location of training; officers and technicians assigned Air Force Aerospace Physiology Programs provide full name and location of last training. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Chief Aerospace Physiology, Air Force Medical Operations Agency, 170 Luke Avenue, Suite 400, Bolling Air Force Base, DC 20332-5113. Students should provide full name, military status, approximate date and last location of training; officers and technicians assigned Air Force Aerospace Physiology Programs provide full name and location of last training. Requesters may visit Air Force Medical Service Center. Proof of identity is by government ID Card for active/retired, driver's license for others. Contesting record procedures: The Air Force rules for accessing records and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Physiological Training Unit (PTU). Exemptions claimed for the system: None. F044 AF SG I System name: Civilian Employee Drug Testing Records. System location: Air Force central civilian personnel offices; military medical laboratories; approved contract and/or Air Force drug testing laboratories. Official mailing addresses are listed in the appendix to the Air Force's compilation of systems of records. Categories of individuals covered by the system: Air Force civilian employees and applicants for Air Force civilian positions. Categories of records in the system: Records relating to selection, notification, and testing for the use of illegal drugs by civilian employees and selected applicants for civilian positions, to include: Self identification records; requests for testing submitted by employees, supervisors, and commanders; testing notification; documentary evidence in support of testing decision; chain of custody records regarding testing samples; reports of testing results; records relating to the type and quality of testing performed; documentary evidence submitted by employee or applicant in rebuttal of test results; reports of medical findings regarding test results; disciplinary/adverse action records to include notification of proposed action and documentary evidence submitted in support thereof, employee's response and documentary evidence submitted in support thereof, and management's action; referrals to counseling/rehabilitation services; and records regarding employee's consent for release of information concerning counseling/rehabilitation progress. Authority for maintenance of the system: 5 U.S.C. 7301; Pub. L. 100-71; E.O. 12564, Drug-Free Federal Workplace and 9397 (SSN); and 10 U.S.C. 8013, Secretary of the Air Force: Powers and Duties, delegation by; and DOD Directive 1010.9, DOD Civilian Employee Drug Abuse Testing Program. Purpose(s): Provides the record system necessary to manage the Air Force civilian employee and applicant drug abuse testing program. This system tracks the identification, notification, and testing for drug abuse of civilian employees and applicants for selected civilian positions. The system also tracks follow up corrective actions. The records are also used by the employee's Medical Review Official; the administrator of any Employee Assistance Program in which the employee is receiving counseling or treatment or is otherwise participating; and supervisory or management officials within the employee's agency having authority to take adverse personnel action against such employee. 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: In order to comply with provisions of 5 U.S.C. 7301, the Department of the Air Force's `Blanket Routine Uses' do not apply to this system of records. To a court of competent jurisdiction where required by the United States Government to defend against any challenge against any adverse personnel action is a compatible routine use required by statute. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: System is maintained on paper records kept in file folders and/or on computer tapes and discs. Retrievability: Records are retrieved by employee name, Social Security Number, date of birth, specimen identification number or any combination of these. Safeguards: Records are accessed by custodian of the records system and by person(s) responsible for servicing the records system in performance of their official duties who are properly screened. Except when under direct physical control by authorized individuals, records will be stored in security file containers/cabinets or safes and controlled by personnel screening. Computer terminals are located in supervised areas with terminal access controlled by password or other user code systems. Retention and disposal: Local retention varies from 3 months to 5 years; or one year after individual has reassigned, separated, retired, or has died. After that time, records are destroyed by tearing, shredding, pulping, macerating or burning. System manager(s) and address: Headquarters United States Air Force, Directorate of Civilian Personnel, Benefits and Entitlements Division (HQ USAF/DPCE), Washington, DC 20330-5060, or comparable official of the Civilian Personnel Office serving the Air Force activity/installation. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to or appear in person at their servicing Central Civilian Personnel Office of the appropriate Air Force activity/installation or to the Headquarters United States Air Force, Directorate of Civilian Personnel, Benefits and Entitlements Division (HQ USAF/DPCE), Washington, DC 20330-5060. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Written requests should contain the full name and signature of the requester and the approximate period of time, by date, during which the case record was developed. Requests in person must be made during normal working hours Monday through Friday, excluding national and/or local holidays. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to or appear in person to the servicing Central Civilian Personnel Office of the appropriate Air Force activity/installation or to the Headquarters United States Air Force, Directorate of Civilian Personnel, Benefits and Entitlements Division (HQ USAF/DPCE), Washington, DC 20330-5060. Proof of identification will be required prior to disclosure. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Records in this system are obtained from (a) the individual to whom the record pertains; (b) Air Force employees involved in the selection and notification, and collection of individuals to be tested; (c) laboratories that test urine specimens for the presence of illegal drugs; and (d) supervisors and managers and other Air Force officials. Exemptions claimed for the system: None. F044 AF SG J System name: Air Force Blood Program. System location: Air Force hospitals, medical centers and clinics. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Active duty and retired military personnel, dependents of military personnel, government employees. Categories of records in the system: Emergency blood donor list, donor record cards, and a roster/list by blood type and Rh factor. Authority for maintenance of the system: 42 U.S.C. 262, Regulation of biological products, as implemented by Air Force Regulation 160-26, Air Force Blood Program. Purpose(s): Used by Air Force medical centers, hospitals and clinics to control, coordinate and process request for blood donors. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and in card files. Retrievability: Retrieved by name. Rosters/lists are filed chronologically. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties, and by commanders of medical centers, hospitals and clinics. Records are stored in security file containers/cabinets. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Donor record cards are retained in office files for seven years. System manager(s) and address: The Surgeon General, Headquarters United States Air Force. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Surgeon General, Headquarters United States Air Force. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Surgeon General, Headquarters United States Air Force. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Documents prepared by the Air Force. Exemptions claimed for the system: None. F044 AF SG K System name: Medical Professional Staffing Records. System location: At Air Force medical centers, hospitals, and clinics; all health facilities where graduate health education programs are conducted; reserve NAFs/Surgeon's Office; reserve tactical hospitals/clinics, reserve MSES, and reserve AAG medical elements. Categories of individuals covered by the system: Practitioners, who are, or have been, members of the USAF Medical Service or Civil Service Employees (including civilian consultants who engage in direct patient care) and who are assigned to, employed by, or practice in the Air Force medical facility for the purpose of providing health services for eligible beneficiaries; United States Air Force Medical Service personnel pursuing graduate health education programs. Categories of records in the system: (1) Credential review files: Contains curriculum vitae, list of approved privileges, copies of diplomas and certificates, records of continuing health education training, letters of evaluation, summaries of special activities or other information, including malpractice claims reports, furnished or solicited in order to fully evaluate the professional qualifications of individuals, and the records of any actions taken on the individual's credentials. (2) Health education records: Applications for training, training reports, Faculty Board reports, photograph or negative, and personnel documents related to training. Authority for maintenance of the system: 10 U.S.C. Chapter 55, Medical and Dental Care; 8067(f) Designation: Officers to perform certain professional functions; 8207, Regular Air Force: Commissioned officers on active duty; medical specialists, as implemented by Air Force Regulation 168-13, Quality Assurance in the Air Force Medical Service. Purpose(s): The information contained in credential review files is used to award inpatient and ambulatory clinical privileges to all categories of health practitioners. Health education records are used to permit evaluations of individuals in training, by program directors, in managing the individual in training; by the record maintenance personnel, to document changes to the individual's personnel record maintained by the servicing Consolidated Base Personnel Office (CBPO). 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: The information may also be released to a governmental board or agency or health care professional society or organization if such record of document is needed to perform licensing or professional standards monitoring related to health care practitioners who are or were formerly members or employees of the Armed Forces, and to medical institutions or organizations wherein such member or employee has applied for or been granted authority or employment to provide health care services if such record or document is needed to assess the professional qualifications of such member or employee. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system, by person(s) responsible for servicing the record system in performance of their official duties; by commanders of USAF medical centers hospitals and clinics (credential review files); by program directors, trainees and personnel managers with the need-to-know (health education records). Retention and disposal: (1) Credential review files are retained in the office files of the medical facility the practitioner is assigned or employed. Following separation, resignation, or retirement, the files are retained at the location of the last duty assignment for a period of 3 years and then are destroyed. (2) Health education files are retained by the director of health education until training is completed, files are then kept by the health facility for 30 years and then destroyed by tearing into pieces, shredding, pulping, macerating, or burning; if facility is deactivated, the records are retired to the Washington National Records Center, Washington, DC 20409 to be retained until the 30-year period has expired at which time they will be destroyed. System manager(s) and address: The Surgeon General, Headquarters, United States Air Force; Commanders of medical centers, hospitals, clinics. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. For health education records, individuals should give full name, military status, Social Security Number, when they entered training and completed training, and what corps within the medical service they are a member. Individuals may visit either the health facility maintaining the records or the Office of the Surgeon, Air Force Manpower and Personnel Center, Randolph Air Force Base, TX to learn if the record system contains their records. When visiting either of these locations, the individual must provide a valid drivers license or equivalent identification containing a photograph to establish identity. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the system manager. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the system manager. For health education records, individual may obtain assistance by writing or presenting themselves in person to the health facility where the records are maintained. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Credential review files: Basic information submitted by the practitioner. Additional information may be solicited from other sources in order to permit the credentials committee to best judge the capabilities of the practitioner. Health education records: Previous employer, educational institutions, master personnel record, information provided by the individual concerned. Exemptions claimed for the system: None. F044 AF SG L System name: Medical Treatment Facility Tumor Registry. System location: Air Force medical centers, hospitals, and clinics. Categories of individuals covered by the system: All individuals who were diagnosed as having or were treated for cancer in an armed forces medical treatment facility. Categories of records in the system: Files contain summaries of treatment provided cancer patients, to include tumor board evaluations, comprehensive chronological summaries of care rendered, a locator system, suspense files for required follow-up treatment and/or evaluation. Authority for maintenance of the system: 10 U.S.C. Chapter 55, Medical and Dental Care. Purpose(s): Used by the military departments for clinical and statistical analysis of designated medical and dental cases, their treatment and results. The files serve as the repository of clinical information relating to individuals evaluated and/or treated in Air Force medical facilities. It is used to conduct statistical analysis and to provide clinical information to other federal medical services, scientific institutions and qualified members of the medical and dental professions (information identifiable by name is released only with permission of the patient). Information is used by the medical facilities to promote education programs and to develop statistics designed to be used as a basis for developing improved diagnostic and therapeutic standards. Used by the individual physician or scientist to develop and write professional papers, and is used by hospital tumor registries to update their case records as to status and quality of survival of individual patients. 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: Information may be provided to other hospital tumor registries, physicians, scientific institutions. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, card files, on computer and computer paper printouts, roll microfilm or microfiche. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by custodian of record system and by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms and controlled by computer system software. Retention and disposal: Records located at medical facilities are retained in the office files until inactivation of the tumor board or the facility, then forwarded to facility assuming patient responsibility. System manager(s) and address: Commanders of armed forces medical facilities. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Commanders of armed forces medical facilities. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Requests must include full name, Social Security Number of sponsor, accession number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Commanders of armed forces medical facilities. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from medical institutions and from source documents such as reports. Exemptions claimed for the system: None. F044 AF SG M System name: Compression Chamber Operations. System location: Treatment records (original) retained in individual health record at United States Air Force hospitals; medical centers and clinics as part of health records or National Personnel Records Center, Civilian Personnel Records, 111 Winnebago Street, St. Louis, MO 63118; first copy retained at Armstrong Laboratory, Aerospace Medicine Directorate, Hyperbaric Medicine Division, 2510 Kennedy Circle, Suite 117, Brooks Air Force Base, TX 78235-5119; other copies at Air Force Medical Operations Agency; major command headquarters, and individual Physiological Training Units having compression therapy capability. Compression Chamber Reactor Case Report (original) at Air Force hospitals, medical centers and clinics as part of health record or at the National Personnel Records Center. First copy retained at Armstrong Laboratory. Other copies at Headquarters Air Force Medical Operations Agency, major command headquarters, and individual Physiological Training Unit having compression therapy capabilities. Oxygen Sensitivity Tolerance/Pressure Test at National Personnel Records Center, Air Force Hospitals, medical centers and clinics, as part of health records. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Officers/technicians performing treatments (normally medical doctors, aerospace physiologists/physiological training technicians); patients who are Active duty military personnel, retired Air Force military personnel, dependents of military personnel, dependents of retired military and civilians treated on an emergency basis. Categories of records in the system: Treatment records of patient and records of personnel conducting treatment. Records of exposure to high pressure profiles are maintained for patient and personnel conducting treatment. Records of training dives are maintained on officers and technicians performing treatment dives as well as their physical capability/tolerance to perform in subsequent treatment dives/procedures. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; 10 U.S.C. 55, Medical and Dental Care, as implemented by Air Force Instruction 48-104, Aerospace Medicine. Purpose(s): Provide an exact record for a patient treated by compression therapy and documents reactions of the patient's response to high pressure. Protects the patient by insuring that overexposure to high pressure does not occur. Records are maintained on persons performing treatments because they are exposed to the same treatment profiles as their patients and to insure their capability of performing treatment and to determine in advance that they are not physiologically susceptible to potential hazards of treatment. Used for research and statistical analysis, and management effectiveness by the Air Force Medical Operations Agency. Records maintained on technicians/officers conducting procedures are maintained at treatment site to insure overexposure to high pressure does not occur and to determine professional adequacy to participate in treatment dives. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by commanders of medical centers and hospitals and by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need-to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Treatment Records (original) retained in individual health record for fifty years after date of latest document and then destroyed. First copy and other copies at Armstrong Laboratory, Air Force Medical Operations Agency and major commands are retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed. Copies at Physiological Training Units are destroyed after 3 years; Compression Chamber Operation Record at Physiological Training Units are retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed. Compression Chamber Reaction Case Report (original) retained in individual health record for fifty years after date of latest document, then destroyed. First copy at Armstrong Laboratory and other copies at Headquarters Air Force Medical Operations Agency and major commands are retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed. Copies at Physiological Training Units retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed. Oxygen Sensitivity Tolerance/Pressure Test retained in individual health record for fifty years after date of latest document, then destroyed. All records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Commander, Headquarters Air Force Medical Operation Agency, 170 Luke Avenue, Suite 400, Bolling Air Force Base, DC 20332-5113. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to Commander, Headquarters Air Force Medical Operation Agency, 170 Luke Avenue, Suite 400, Bolling Air Force Base, DC 20332-5113. Required information for military/ex-military is full name, Social Security number; civilian should provide name, Social Security Number, location of treatment, and approximate date of treatment. Requester may visit system locations. Proof of identity is by government ID card for active/retired military, driver's license for civilians. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to Commander Headquarters, Air Force Medical Operation Agency, 170 Luke Avenue, Suite 400, Bolling Air Force Base, DC 20332-5113; Commander, Air Force Health Care Support Agency, Brooks Air Force Base, TX 78235- 5000. Requester may visit system locations. Proof of identity is by government ID card for active/retired military, driver's license for civilians. Contesting record procedures: The Air Force rules for accessing records and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Physicians regarding diagnosis/treatment. Exemptions claimed for the system: None. F044 AF SG N System name: Physical Fitness File. System location: Air Force unit of assignment and servicing medical facility.Official mailing addresses are published as an appendix to the Air Force's compilation of system notices. Categories of individuals covered by the system: Air Force active duty military personnel and Air Force Reserve component personnel. Categories of records in the system: File contains individual's cycle ergometry evaluation scores, letters entering individual into fitness rehabilitation programs, documenting fitness condition participation, fitness progress reports, scheduling medical evaluations, scheduling fitness center appointments and counseling sessions, administrative actions taken, and other pertinent documentation. All correspondence may contain personal data such as name, Social Security Number, date of birth and medical information. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; Powers and Duties, delegation by; as implemented by Air Force Instruction 40-501; and E.O. 9397 (SSN). Purpose(s): To document individuals' progress in the Air Force Fitness Program. The file keeps individuals informed of their fitness levels and of progress in improving fitness levels and achieving minimum Air Force fitness standards. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and on computer and computer output products. Retrievability: Retrieved by name, Social Security Number and grade. Safeguards: Records are accessed by custodian of the records system and by person(s) responsible for servicing the records system in performance of their official duties who are properly screened and cleared for need-to-know. Records are controlled by personnel screening. Those in computer storage devices are protected by computer system software. Retention and disposal: Files are destroyed two years after the date an individual achieves Air Force fitness standards, or upon retirement or separation. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Director, Air Force Medical Operations Agency, 170 Luke Street, Suite 400, Bolling Air Force Base, DC 20332-5113. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to the Director, Air Force Medical Operations Agency, 170 Luke Street, Suite 400, Bolling Air Force Base, DC 20332-5113, or Commander at the unit of assignment or attachment. Official mailing addresses are published as an appendix to the Air Force's compilation systems of records notices. Individual should provide full name, grade, Social Security Number, and unit and base of assignment. Personal visits require proof of identity with an Armed Forces Identification Card. Record access procedures: Individuals seeking access to records about themselves contained in this system should address requests to the Director, Air Force Medical Operations Agency, 170 Luke Street, Suite 400, Bolling Air Force Base, DC 20332-5113, or Commander at the unit of assignment or attachment. Official mailing addresses are published as an appendix to the Air Force's compilation systems of records notices. Individual should provide full name, grade, Social Security Number. Personal visits require proof of identity with an Armed Forces Identification Card. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual to whom the record pertains. Exemptions claimed for the system: None. F044 AF SG O System name: United States Air Force Master Radiation Exposure Registry. System location: United States Air Force Occupational and Environmental Health Laboratory (AFSC), Brooks Air Force Base, TX 78235; Air Force medical centers, hospitals and clinics; Air Force operating locations and installations using sources of ionizing radiation. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: All personnel currently enrolled in or having been monitored under the USAF's Personnel Dosimetry Program or on whom the Air Force has performed a bioassay for radioactive materials since 1960. This includes Air Force military and civilian employees; military and civilian employees of other Components and the Department of Defense; and some employees of other federal agencies and civilian contractors. Categories of records in the system: Personal radiation dosimetry (film badge or thermoluminescent dosimeter) results in monthly and lifetime cumulative periods and results of bioassays for radioactive materials in the body. Authority for maintenance of the system: Section 20.401(a) and (c), 10 Chapter I, Code of Federal Regulations (10 CFR 20.401(a)(c)) as directed by E.O. 12196, 29 CFR 1910.96(b)(2)(iii), (n) and (o), implemented by Air Force Regulation 161-28, Personnel Dosimetry Program and the USAF Master Radiation Exposure Registry. Purpose(s): USAF Occupational and Environmental Health Laboratory (OEHL): - To maintain a cumulative record of occupational exposure to ionizing radiation on each radiation worker monitored under the USAF's personnel dosimetry program as required by Public Law; to provide a copy of an individual's record to any future employer of that individual who makes a proper request for it as provided for by law; to provide individuals a copy of their Air Force occupational radiation exposure history; to provide information about an individual's ionizing radiation exposure history to medical personnel responsible for radiation safety and the individual's health care, and the individual's supervisor; to provide information about radiation exposures resulting from radiation accidents or incidents to authorized investigators of such events and the Nuclear Regulatory Commission (NRC) or Department of Labor, Occupational Safety and Health Administration (DOL/OSHA); for use in epidemiological and statistical studies to determine the effectiveness of Air Force-wide radiological health programs, trends in exposure doses, exposure experiences of selected occupational groups and similar studies. Medical personnel: - To determine the requirements for occupational physical examinations and assess whether an individual's medical condition may be related to his or her radiation exposure; to use in formulating recommendations to supervisors on requirements to remove or limit an individual from further work with ionizing radiation sources; to determine the need for investigation of workplace environments for abnormal radiation exposure conditions; to formulate recommendations for modifications of facilities, equipment or procedures to limit workers' radiation exposures to as low as reasonably achievable; to assist in developing worker education programs on local radiation hazards. Employees' supervisors: - To determine whether employee can continue to work in a given radiation environment; to determine radiation exposures to personnel associated with a given task; to implement improvements in facilities, equipment, or procedures to reduce worker exposures to as low as reasonably achievable; to assist in local worker education about occupational radiation hazards. Individuals: - To be aware of their lifetime radiation exposures and aid in making personal judgments about the occupational radiation hazards of their environment and in fulfilling their individual responsibilities for radiation safety. Investigators of radiation accidents or incidents: - To assist in determining the possible causes of such an event and recommended measures to prevent recurrence; to determine the severity of the event and possible long term consequences to individuals involved in it or future similar events. NRC and DOL/OSHA: - To use in formulating or enforcement of national policies and regulations for protection of workers from ionizing radiation sources in their occupational environment. Future employers: - To use as the basis for continuing the lifetime cumulative record on individuals as required by Public Law and to use for all purposes for which the current employer uses these records. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: At USAF OEHL, on computer disks and computer paper printouts; at installation level, on computer paper printouts provided by USAF OEHL. Retrievability: Retrieved by Social Security Number; retrievable by name or Social Security Number. Safeguards: Records at USAF OEHL are accessed by custodian of the record system and persons responsible for servicing the record system in performance of their official duties and are controlled by computer system software and personnel screening. Records at installations are accessed by medical personnel in performance of their official duties. Records are controlled by personnel screening. Retention and disposal: Records are permanent at USAF OEHL. Latest cumulative history entered in an individual's medical record is retained for the life of the medical record. Records retained by installation medical personnel and supervisors for one year, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Air Force Medical Service Center, Aerospace Medicine Consultants Division, Directorate of Professional Services (HQ AFMSC/SGPA), Brooks Air Force Base, TX 78235. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the USAF OEHL/RZD, Brooks Air Force Base, TX 78235. Information required for identification of an individual record is: Full name, Social Security Number and Service Number(s) if different from Social Security Number. If the request is from other than the individual to whom the records pertain, a signed authorization by the individual to release the records to the requester is required. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the USAF OEHL/RZD, Brooks Air Force Base, TX 78235. Information required for identification of an individual record is: Full name, Social Security Number and Service Number(s) if different from Social Security Number. If the request is from other than the individual to whom the records pertain, a signed authorization by the individual to release the records to the requester is required. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from previous employers; other components and civilian or government agencies responsible for conducting a radiation protection program and personnel dosimetry at an individual's workplace; and medical institutions. Exemptions claimed for the system: None. F044 AF SG P System name: Nursing Skill Inventory. System location: Nursing office SGHN Air Force hospitals, medical centers and clinics. Categories of individuals covered by the system: All nursing personnel on base. Categories of records in the system: List of skill proficiency each individual nurse has attained. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by; and 8067(e), Designation: Officers to perform certain professional functions. Purpose(s): Furnishes on-the-job training instructor skill level progress of each nurse. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: The Surgeon General, Headquarters United States Air Force. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Surgeon General, Headquarters United States Air Force. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Surgeon General, Headquarters United States Air Force. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from source documents. Exemptions claimed for the system: None. F044 AF SG Q System name: Family Advocacy Program Record. System location: Headquarters United States Air Force, Office of the Surgeon General, 110 Luke Avenue, Room 400, Bolling Air Force Base, Washington, DC 20332-7050; Headquarters, Air Force Medical Operations Agency, Family Advocacy Program, 2601 Doolittle Road, Building 801, Brooks Air Force Base, TX 78235-5254; Major Command Surgeons' offices; Air Force hospitals, medical centers, and clinics. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: All DoD beneficiaries who are entitled to care at Air Force medical facilities. Categories of records in the system: Records of suspected and established cases of family maltreatment, assessments and evaluations, investigative reports, check lists, family advocacy case management team minutes and reports, follow-up and evaluative reports, correspondence, and any other supportive data gathered relevant to individual family advocacy program cases. Records of family member exceptional medical and/or educational needs, medical summaries, individual educational program plans, general supportive documentation and correspondence. Secondary prevention records, assessment and survey instruments, service plans, and chronological data. Prevention contact activity files. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; Air Force Regulation 40-301, Air Force Family Advocacy Program, and E.O. 9397 (SSN). Purpose(s): To document the activities of the Family Advocacy Program as they relate to allegations of and substantiated cases of family maltreatment, exceptional educational and/or medical needs of family members, prevention activities, assessment and survey activities; compile database for statistical analysis, tracking, and reporting; evaluate program effectiveness and conduct research. 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 any member of the family in whose sponsor's name the file is maintained, in furtherance of treating any member of the family. To the Attorney General of the United States or his authorized representatives in connection with litigation, or other matters under the direct jurisdiction of the Department of Justice. To officials and employees of the Department of Veterans Affairs in the performance of their official duties relating to the adjudication of veterans claims and in providing medical care to members of the Air Force. To officials and employees of other departments and agencies of the Executive Branch of government upon request in the performance of their official duties relating to review of the official qualifications and medical history of applicants and employees who are covered by this record system and for the conduct of research studies and relating to the coordination of family advocacy programs, medical care and research concerning family maltreatment and neglect and exceptional educational or medical conditions. To private organizations (including educational institutions) and individuals for authorized health research in the interest of the Federal government and the public. When not considered mandatory, patient identification data shall be eliminated from records used for research studies. To officials and employees of the National Research Council in cooperative studies of the National History of Disease; of prognosis and of epidemiology. Each study in which the records of members and former members of the Air Force are used must be approved by the Surgeon General of the Air Force. To officials and employees of local and state governments and agencies in the performance of their official duties pursuant to the laws and regulations governing local control of communicable diseases, preventive medicine and safety programs, child abuse and other public health and welfare programs. To the Federal, state or local governmental agencies when appropriate in the counseling and treatment of individuals or families with exceptional medical or educational needs or when involved in child abuse or neglect. To authorized surveying bodies for professional certification and accreditations. To the individual organization or government agency as necessary when required by Federal statute, E.O., or by treaty. Drug/Alcohol and Family Advocacy information maintained in connection with Abuse Prevention Programs shall be disclosed only in accordance with applicable statutes. The Department of the Air Force `Blanket Routine Uses' set forth at the beginning of the Air Force's compilation of systems of records notices apply to this system, except as stipulated in the `NOTE' below. NOTE: Records of identity, diagnosis, prognosis or treatment of any client/patient, irrespective of whether or when he/she ceases to be a client/patient, maintained in connection with the performance of any alcohol or drug abuse prevention and treatment function conducted, requested, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided herein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. This statute takes precedence over the Privacy Act of 1974 in regard to accessibility of such records except to the individual to whom the record pertains. The DoD `Blanket Routine Uses' do not apply to these types of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records may be stored in file folders, in computers, and on computer output products. Retrievability: Records are retrieved by the name and Social Security Number of the sponsor or the sponsor's spouse. Safeguards: Records are maintained in various types of lockable filing equipment in monitored or controlled access lockable rooms or areas. Records are accessible only to authorized personnel that are properly screened and trained. Computer terminals are located in supervised areas with access controlled by password or other user-code systems. Records on computer storage devices are protected by computer system security software or physically stored in lockable filing equipment. Retention and disposal: Maltreatment and Exceptional Family Member Program files will be retained in the installation Family Advocacy Office for 2 years after the individual case file is closed then transferred to National Personnel Records Center (NPRC), 111 Winnebago Street, St. Louis, MO 63118-2001 for an additional 20 years. Secondary Prevention Files will be retained in the office for 2 years after closure then destroyed by shredding. New Parent Support Program Contact Activity Files will be retained in the office for 2 years after the last staff contact then destroyed by shredding. System manager(s) and address: Division Chief, Air Force Medical Operations Agency, Family Advocacy Division, 2601 Doolittle Road, Building 801, Brooks Air Force Base, TX 78235-5254, Major Command Surgeons, and Commanders of Air Force medical treatment facilities. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine if this system of records contains information on them should address inquiries to the Family Advocacy Officer at the Air Force medical treatment facility where services were provided. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Requests should include the name and Social Security Number of the individual concerned. Record access procedures: Individuals seeking to access their records in this system should address requests to the Patient Affairs Officer at the Air Force medical treatment facility where services were provided. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Requests should include the name and Social Security Number of the individual concerned. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual to whom the record pertains, reports from physicians and other medical department personnel; reports and information from other sources including educational institutions, medical institutions, law enforcement agencies, public and private health and welfare agencies, and witnesses. Exemptions claimed for the system: Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of the information, the individual will be provided access to the information exempt to the extent that disclosure would reveal the identity of a confidential source. Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be except pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 552 (b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 806b. F044 AF SG R System name: Reporting of Medical Conditions of Public Health and Military Significance. System location: Epidemiology Services Branch, Epidemiologic Research Division, Armstrong Laboratory, 2601 West Gate Road, Suite 114, Brooks Air Force Base, TX 78235-5241, medical centers, hospitals and clinics, medical aid stations, Air National Guard activities, and Air Force Reserve units. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Active duty Air Force members and their dependents, civilian Air Force employees, retired Air Force members and their dependents, Air Force Reserve and Air National Guard personnel and foreign national Air Force employees. Categories of records in the system: Name, Social Security Number, home address, home phone, date of birth, and records relating to communicable diseases, occupational illnesses, animal bites. Authority for maintenance of the system: 10 U.S.C. 55, Medical and Dental Care; 10 U.S.C. 8013, Secretary of the Air Force; 28 CFR 1960, Occupational Illness/Injury Reporting Guidelines for Federal Agencies; Air Force Instruction 48-105, Surveillance, Prevention, and Control of Diseases and Conditions of Public Health or Military Significance; and E.O. 9397 (SSN). Purpose(s): Records from this system of records will be used for ongoing public health surveillance, which is the systematic collection, analysis, and interpretation of outcome-specific data for use in the planning, implementation, and evaluation of public health practice within the Air Force. Primary users include appropriate Air Force activity/installation preventive medicine and public health personnel and their major command and Air Force counterparts. Records are used and reviewed by health care personnel in the performance of their duties. Health care personnel include military and civilian personnel assigned to the Air Force facility where the records are maintained. Students participating in an USAF training program may also use and review records as part of their training program. 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 officials and employees of the National Research Council and the Department of Veterans Affairs in cooperative studies of the natural history of disease and epidemiology. Each study in which the records of members and former members of the Air Force are used must be approved by the Surgeon General of the Air Force. To officials and employees of local and state governments in the performance of their official duties pursuant to the laws and regulations governing local control of communicable diseases, preventive medicine and safety programs, and other public health and welfare programs. The DoD ``Blanket Routine Uses'' published at the beginning of the Air Force's compilation of record system notices apply to this system, except as stipulated in ``Note'' below. Note: Records of identity, diagnosis, prognosis or treatment of any client/patient, irrespective of whether or when he/she ceases to be a client/patient, maintained in connection with the performance of any alcohol/drug abuse treatment function conducted, requested, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided herein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. This statute takes precedence over the Privacy Act of 1974 in regard to accessibility of such records except to the individual to whom the record pertains. The DoD ``Blanket Routine Uses'' do not apply to these types of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in machine readable form. Retrievability: Records are retrieved by name, Social Security Number, reportable event, location, or any combination of these. Safeguards: Records are accessed by custodians of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened. Except when under direct physical control by authorized individuals, records will be electronically stored in computer storage devices protected by computer system software. Computer terminals are located in supervised areas with terminal access controlled by password or other use code systems. Retention and disposal: Local retention may vary, but will be no less than 5 years after the fiscal year to which the records relate. After that time, records may be destroyed by erasing, deleting, or overwriting. System manager(s) and address: Chief, Epidemiology Services Branch, Epidemiologic Research Division, Armstrong Laboratory (AL/AOES), 2601 West Gate Road, Suite 114, Brooks Air Force Base, TX 78235-5241, or comparable official of the Public Health Office serving the Air Force activity/installation. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to Chief, Epidemiology Services Branch, Epidemiologic Research Division, Armstrong Laboratory (AL/AOES), 2601 West Gate Road, Suite 114, Brooks Air Force Base, TX 78235-5241, or comparable official of the Public Health Office serving the Air Force activity/installation. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Written requests should contain the full name and signature of the requester. Requests in person must be made during normal office duty hours Monday through Friday, excluding national and/or local holidays. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Chief, Epidemiology Services Branch, Epidemiologic Research Division, Armstrong Laboratory (AL/AOES), 2601 West Gate Road, Suite 114, Brooks Air Force Base, TX 78235-5241, or comparable official of the Public Health Office serving the Air Force activity/installation. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Written requests should contain the full name and signature of the requester. Requests in person must be made during normal office duty hours Monday through Friday, excluding national and/or local holidays. Contesting record procedures: The Air Force rules for accessing records, and for contesting and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Records in this system are obtained from DOD and Air Force employees involved in the surveillance, prevention, control, and reporting of diseases and conditions of public health or military significance. Database is compiled using information from personnel, medical, and casualty records, investigative reports, and environmental sampling data. Exemptions claimed for the system: None. F044 AF SG S System name: Alcohol and Drug Abuse Prevention and Treatment Program. System location: At servicing Air Force installation Alcohol and Drug Abuse Prevention and Treatment Program (ADAPT) office. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Air Force active duty military personnel and dependents, Air Force civilian employees, and Air Force Reserve personnel, who are enrolled in the Alcohol and Drug Abuse Prevention and Treatment Program. Categories of records in the system: As a minimum, the file contains referral information, evaluative materials, diagnostic assessment, treatment plan, counseling case notes, treatment summary, and automated data base, documenting entry and participation in the Air Force ADAPT Program, to include date and means of identification and substance of abuse. Authority for maintenance of the system: 42 U.S.C. 290dd-2, Confidentiality of Patient Records; Air Force Instruction 44-121, Alcohol and Drug Abuse Prevention and Treatment (ADAPT) Program; Air Force Instruction 36-810, Substance Abuse Prevention and Control; and E.O. 9397 (SSN). Purpose(s): The file is used to process members in the ADAPT Program; to develop a treatment plan; to assist medical providers in decisions for program disposition; to document progress for individuals enrolled in the ADAPT program; and to prepare recurring reports. Disclosure within the Air Force is limited to those individuals who need the records in connection with programs relating to abuse treatment, rehabilitation, research, health, and assignment to duty. Only persons authorized by 42 U.S.C. 290dd-2 may review, handle or have access to the file. 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 officials and employees of the Department of Veterans Affairs in the performance of their official duties relating to the adjudication of veterans' claims and in providing medical care to Air Force members. Note: Record of the identity, diagnosis, prognosis, or treatment of any client/patient, irrespective of whether or when he ceases to be a client/patient, maintained in connection with the performance of any alcohol or drug abuse prevention and treatment function conducted, regulated, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided therein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. The results of a drug test of civilian employees may be disclosed only as expressly authorized under 5 U.S.C. 7301. These statutes take precedence over the Privacy Act of 1974, in regard to accessibility of such records except to the individual to whom the record pertains. The Air Force's `Blanket Routine Uses' do not apply to these types records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders and computer and on computer output products. Retrievability: Retrieved by name, by Social Security Number, by other identification number or system identifier. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Recorded are stored and secured in lockable receptacles and are controlled by personnel screening. Those in computer storage devices are protected by computer system software. Retention and disposal: For single diagnosis (substance abuse/dependence only) alcohol and drug abuse case files maintained at outpatient ADAPT clinics, case files are destroyed 3 years after completion of rehabilitation/ last contact. Records of psychiatric treatment, including multi- diagnosis/substance abuse cases (substance abuse and psychiatric treatment), of military personnel will be retired to National Personnel Records Center, Military Personnel Records, 2 years after year of last treatment. Psychiatric treatment records, including multi-diagnosis substance abuse cases (substance abuse and psychiatric treatment), of non-military personnel will be retired to the NPRC, Civilian Personnel Records 2 years after year of last treatment. (Exception: All 1982 and 1983 drug case files will be maintained until 30 Sep. 99 in accordance with current guidance). System manager(s) and address: Air Force Alcohol and Drug Abuse Prevention and Treatment (ADAPT) Program Manager, Air Force Medical Operations Agency, (AFMOA/SGOC), 110 Luke Avenue, Room 405, Bolling Air Force Base, DC 20332-7050; and ADAPT Program Managers in the office of the command surgeon at major command headquarters; and ADAPT Program Managers at Air Force installations. Official mailing addresses are published as appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individual seeking to determine whether this system of records contains information on themselves should address inquires to the ADAPT Program Manager at the servicing Air Force installation. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Requests to determine existence of a file should include full name, grade, and unit of assignment. Personal visit proof of identify requires full name and possession of Department of Defense Armed Forces Identification Card; or driver's license and personal recognition of ADAPT staff member. Record access procedures: Individuals seeking access to information about themselves contained in this system should address requests to the ADAPT Program Manager servicing AF installation. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from medical institutions, personnel records, individual. Exemptions claimed for the system: None. F044 AF SG T System name: Suicide Event Surveillance System (SESS). System location: Defense Enterprise Computing Center, Defense Information Systems Agency Detachment San Antonio, Building 200, 450 Duncan Drive, San Antonio, TX 78241-5940, on behalf of the Air Force Medical Support Agency (AFMSA/SGMID), 2510 Kennedy Circle, Suite 208, Brooks Air Force Base, TX 78235-5123. Categories of individuals covered by the system: Air Force active duty, retired, reserve and guard personnel; Air Force civilians; dependents; and any DoD military or civilian personnel that are treated at an Air Force medical treatment facility. Categories of records in the system: Type of suicide event (completed and nonfatal suicide events), event details, psychological, social, behavioral, relationship, economic and other information, including name, Social Security Number, date of birth, gender, race/ethnic group, marital status, rank, military service, military status, job title, duty Air Force specialty code, permanent duty station, the major command of the permanent duty station, temporary duty station (if applicable), use of military helping services. Authority for maintenance of the system: 10 U.S.C. 55, Medical and Dental Care; 10 U.S.C. 8013, Secretary of the Air Force; 29 CFR part 1960, Occupational Illness/Injury Reporting Guidelines for Federal Agencies; Air Force Instruction 48- 105, Surveillance, Prevention, and Control of Diseases and Conditions of Public Health or Military Significance; and E.O. 9397 (SSN). Purpose(s): Records from this data system will be used for direct reporting of suicide events and ongoing public health surveillance, which is the systematic collection, analysis, and interpretation of outcome- specific data for use in the planning, implementation, evaluation and prevention within the Air Force. Primary users include authorized Air Force activity/installation mental health personnel, their major command and Air Force counterparts, and Headquarters Air Force Office of Special Investigations (AFOSI), Death Investigations Section personnel. Records are created and revised by mental health and AFOSI personnel in the performance of their duties. Mental health personnel include military and/or civilian staff assigned to the mental health department of the Air Force medical treatment facility where the medical and/or mental health records are maintained. 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: Statistical summary data with no identifiers may be provided to federal, state and local governments for public health surveillance and research. The DoD ``Blanket Routine Uses'' published at the beginning of the Air Force's compilation of record system notices apply to this system, except as stipulated in ``Note'' below. Note: Records of identity, diagnosis, prognosis or treatment of any client/patient, irrespective of whether or when he/she ceases to be a client/patient, maintained in connection with the performance of any alcohol/drug abuse treatment function conducted, requested, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided herein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. This statute takes precedence over the Privacy Act of 1974 in regard to accessibility of such records except to the individual to whom the record pertains. The ``Blanket Routine Uses'' do not apply to these types of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained on computer and computer output products. Retrievability: Authorized users retrieve records by case identification number which is Social Security Number, plus year, month, day of event date. Safeguards: Records are accessed by custodians of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly authorized. When under direct physical control by authorized individuals, records will be electronically stored in computer storage devices protected by computer system software. Computer terminals are located in supervised areas with terminal access controlled by password or other user code systems. Retention and disposal: Disposition pending (until NARA disposition is approved, treat as permanent). System manager(s) and address: Chief, Force Health Protection and Surveillance Branch, Air Force Institute for Environment, Safety and Occupational Health Risk Analysis, 2513 Kennedy Circle, Brooks Air Force Base, TX 78235-5123. Notification procedure: Individuals seeking to determine whether this system or records contains information on themselves should address written inquiries to Chief, Force Health Protection and Surveillance Branch, Air Force Institute for Environment, Safety and Occupational Health Risk Analysis, 2513 Kennedy Circle, Brooks Air Force Base, TX 78235-5123. Written requests should contain the full name, Social Security Number, and signature of the requester. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Chief, Force Health Protection and Surveillance Branch, Air Force Institute for Environment, Safety and Occupational Health Risk Analysis, 2513 Kennedy Circle, Brooks Air Force Base, TX 78235-5123. Written requests should contain the full name, Social Security Number, and signature of the requester. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Records in this system are obtained from DOD and Air Force employees and compiled using information from personnel, medical, and casualty records, investigative reports, and environmental sampling data. Exemptions claimed for the system: None. F044 ARPC A System name: Physical Examination Reports Suspense File. System location: Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000. Categories of individuals covered by the system: Air Force Reserve personnel. Categories of records in the system: Incomplete reports of physical examinations, correspondence to and from Reservists/individuals. Authority for maintaining the system: 10 U.S.C. 275, Personnel Records, as implemented by Air Force Regulation 160-43, Medical Examination and Medical Standards, and Headquarters Air Reserve Personnel Center Regulation 45-7, Annual Survey of Non-EAD Reservists, and E.O. 9397 (SSN). Purpose(s): Information in files is used to provide control of Reservists/ individual medical status. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Records are protected by guards. Retention and disposal: Retained in suspense file until completed, then filed in the individual health record. System manager(s) and address: Commander, Headquarters Air Reserve Personnel Center, Denver, CO 80280-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000. Written requests should contain full name, Social Security Number, current mailing address, and the case (control) number on correspondence received from the Center, if applicable. Record access procedures: Individuals seeking to access records about themselves contained in this system should address inquiries to or visit the Records Manager, Headquarters Air Reserve Personnel Center/IMD, Denver, CO 80280-5000. Records may be reviewed in the Records Review Room, Headquarters Air Reserve Personnel Center, Denver, CO, between 8:00 a.m. and 3:00 p.m. on normal workdays. Requester must be able to provide sufficient proof of identity, with an Armed Forces identification card or a drivers license. Contesting record procedure: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information from examining facilities, physicians military and civilian, and summary of physician's evaluation. Exemptions claimed for the system: None. F044 USAFA A System name: Department of Defense Medical Examination Review Board Medical Examination Files. System location: Department of Defense Medical Examination Review Board (DODMERB) United States Air Force Academy (USAF Academy), CO 80840-6518 and EDS DCITC Tape Library, 13600 EDS Drive, Herndon, VA 22071. Categories of individuals covered by the system: All applicants to the five service academies, the four year Reserve Officer Training Corps (ROTC) scholarship program, Uniform Services University of Health Sciences (USUHS) scholarship program, and the Army, Navy, and Air Force College Scholarship Program (CSP). Categories of records in the system: Report of the Medical Examination, Report of Medical History, Report of Dental Examination, to include dental x-rays and any associated civilian forms or medical tests that have been accomplished; may also contain personal correspondence between the DODMERB and the applicant, parents/guardian concerning the applicant's medical history or qualification status. Authority for maintenance of the system: 10 U.S.C. 133, Executive department, and E.O. 9397 (SSN). Purpose(s): The medical examination in computer form is used to determine medical acceptability for one or more of the five military service academies or the ROTC, USUHS, CSP for the Air Force, Army and Navy ROTC. The computer also produces products to advise each program manager of initial status and all update actions on the applicant. Routine uses of records maintained in the system, including categories of users and the purpose 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: In addition, Medical consultations with parents/legal guardians may be necessary to clarify/explain applicant's medical status. Examinations may be released to civilian contract agents of the government and private physicians associated with medically certifying applicants for military service. The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Stored in computers, on computer output products, and on electronic digital imaging storage system. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: A paper copy of medical and dental records will be generated by computer on all appointed candidates and will be forwarded to each program the applicant is medically certified for. Computer and optical disk files for all applicants will be retained for five years. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Department of Defense Medical Examination Review Board, USAF Force Academy, CO 80840-6518. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the Department of Defense Medical Examination Review Board, USAF Force Academy, CO 80840-6518. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Department of Defense Medical Examination Review Board, USAF Force Academy, CO 80840-6518. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from medical institutions and subject of the record. Exemptions claimed for the system: None. F044 USAFA B System name: Cadet Hospital/Clinic Records. System location: United States Air Force Academy (USAF Academy), CO 80840-5000. Categories of individuals covered by the system: USAF Academy Cadets. Categories of records in the system: Daily roster of cadets hospitalized and report of cadet visits to the cadet clinic. Authority for maintenance of the system: 10 U.S.C. 9331, Establishment; Superintendent; faculty. Purpose(s): Information collected to notify concerned individuals of status of hospitalized cadets. Used to provide Superintendent, Hospital Commander and staff, Commandant and staff a daily report of number and status of cadets hospitalized; concerned personnel can note trends in hospitalization in terms of numbers f cadets hospitalized, length of stay, and nature of medical problems being treated. Report of visits to cadet clinic is used by the Cadet Wing Airmanship Division to monitor cadet activity for ground safety programs; Athletics uses it to monitory excusals from physical education and to evaluate injury rates, and the Individual uses it to justify time away from classes. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of system of record notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Clinic copy is under the direct control of Noncommissioned Officer in Charge of Administrative Services. Distribution is made only to authorized representatives of Cadet Wing Airmanship Division and Athletics. Retention and disposal: Records are retained in office files for one year after annual cutoff then destroyed. Report of Clinic Visit are retained in office files for three months or until purpose has been served, whichever is sooner, then destroyed. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Commander, USAF Academy Hospital, USAF Academy, CO 80840-5000. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address written inquiries to or visit the USAF Academy Hospital/SGR, USAF Academy, Colorado Springs, CO 80840-5300, ATTN; Medical Release of Information Clerk, and should include full name and date of hospital admission. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written requests to or visit the Commander, USAF Academy Hospital, USAF Academy, CO 80840-5000. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from medical institutions, the individual, physicians and/or medical technicians. Exemption claimed for the system: None. F051 AFJA A System name: Freedom of Information Act Appeals. System location: Office of The Judge Advocate General, General Litigation Division, Headquarters United States Air Force (HQ USAF/JACL), Washington, DC 20330. Categories of individuals covered by the system: All those who have appealed to the Secretary of the Air Force from denials of Freedom of Information Act, 5 U.S.C. 552, requests for information or records and those to whom the requested information or records apply. Categories of records in the system: Letters, memoranda, legal opinions, reports, messages, forms, miscellaneous documents. Authority for maintenance of the system: 5 U.S.C. 552, Freedom of Information Act. Purpose(s): Information is collected to evaluate appeals to the Secretary of the Air Force from denials of requests for records or information sought pursuant to the Freedom of Information Act; used by General Litigation Division members in preparing legal opinions and recommendations for the Secretary of the Air Force concerning the determination of appeals brought under the Freedom of Information Act; used by the Air Force Audit Agency to conduct audits; used by Air Force agencies to provide guidelines and precedents. 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: Records from this system of records may be disclosed to the Department of Justice for litigation. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Retired records are accessed through the General Litigation Division by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to- know. Records are controlled by personnel screening. Retention and disposal: Retained in office files for two years, then transferred to the General Services Administration where they will be destroyed after three additional years by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: The Judge Advocate General, Headquarters United States Air Force. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Judge Advocate General, Headquarters United States Air Force. Requesters must submit the following information: Name, Grade (if applicable); requester may visit the Office of The Judge Advocate General, General Litigation Division, Room 5E425, The Pentagon, Washington, DC. Requester must present valid identification card or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to r visit the Judge Advocate General, Headquarters United States Air Force. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from police and investigating officers, medical institutions, international organizations, witnesses, and from source documents (such as reports) prepared on behalf of the Air Force by boards, committees, panels, auditors, and so forth. Exemptions claimed for the system: None. F051 AFJA B System name: Invention, Patent Application, Application Security, and Patent Files. System location: At Headquarters United States Air Force, AF/JACP, Washington, DC 20324. At HQ USAF/JACPD Wright-Patterson Air Force Base, OH 45433; at HQ USAF/JACPB, 424 Trapelo Road, Waltham, MA 02154. Categories of individuals covered by the system: All military and civilian government inventors who have submitted an invention to the Air Force Patent Processing for or for a determination of government rights; all applicants for U.S. Patents; all Air Force contractor inventors; all non-government inventors who have submitted an invention to the Air Force for an evaluation toward patent processing at Air Force expense. Categories of records in the system: Correspondence, invention disclosures, search reports, drawings, technical literature, patents, technical reports, photographs, patent applications, patented files and the papers relating thereto including licenses, assignments, declarations, power of attorneys, amendments, patent office actions, notices of appeal, appeal briefs, examiner's answers, declaration of interferences, interference motions, among others; determination of rights, forms, secrecy orders, notices of recision, memorandums, legal opinions; security reviews, petitions to modify secrecy orders, petitions for foreign filing, petitions for rescinding secrecy orders, modifications of secrecy orders, foreign patent applications and related papers, permits, forms, rescinding orders. Authority for maintenance of the system: 35 U.S.C. 181-185, Secrecy of Certain Inventions and Filing Applications in Foreign Countries; Pub.L. 96-517, December 12, 1980; E.O.s 10096 and 10930; 5 U.S.C. 4502, General provisions; 10 U.S.C. 1124, Cash awards for suggestions, inventions, or scientific achievements; Department of Defense Directive 5535.2, October 16, 1980; Mutual Security Act of 1954; NATO Intellectual Property Group Agreement, February 1980; 12 UST 43; TIAS 4672; 394 UNTS 3. Purpose(s): Used to support the filing and prosecution by the Air Force of Patent Applications on inventions disclosed by military and civilian personnel as well as subject inventions reported by contractors under Air Force research and development contracts for obtaining government patent protection; to permit the determination of the government rights and employee rights in employee inventions; to document and record the patent rights of the government obtained as a result of the Air Force contracting and patent prosecution effort; to enable the Air Force to administer Patent Secrecy Act; used by the Air Force to evaluate inventions and patent inventions most importance mission; by the Air Force to recommend government employee invention and patent awards to their local incentive award boards; by the Air Force to document and record government patent rights. 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: Records from this system may be disclosed to the Commissioner of Patents and Trademarks for use in the determination of government and employee rights in employee inventions and for use in the administration of the Patent Secrecy Act; may be disclosed to the Armed Service Patent Advisory Board for use in the administration of the Patent Secrecy Act. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrievable by name of inventor, title of invention, invention number, serial number of U.S. patent application. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets and safes, and controlled by personnel screening. Retention and disposal: Invention disclosures retained in office files for five years after evaluation completed, then retired to Washington National Records Center, Washington, DC 20409, for retention up to 15 years thereafter, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Patent application and patented files retained in office files for three years after cases abandoned or after issued into a patent, then retired to Washington National Records Center, Washington, DC 20409, for retention up to 17 years thereafter, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Licenses and assignments retained in office files for 20 years after executed, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Security records on patent applications are retained in office files for three years after secrecy orders rescinded, then retired to Washington National Records Center, Washington, DC 20409, for retention up to 9 years, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: The Judge Advocate General, Headquarters United States Air Force. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief Patents Division, Office of The Judge Advocate General, JACP. Individual requesting information from records should supply full name, title of invention, Air Force invention number, if known, and serial number of U.S. Patent Application; requesting individual may visit Patents Division, Office of The Judge Advocate General, 1900 Half Street, SW, Washington, DC 20324 to obtain information about this records system; upon visit individual must present verification of identity as inventor of the invention, or invention covered by the patent application, about which information is requested, including full name, driver's license or other photo identity card. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief, Patents Division, Office of The Judge Advocate General, JACP, Washington, DC 20324. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information from inventors; Air Force and government technical personnel; other government departments and agencies; Air Force contractors; U.S. Patent and Trademark Office; the work product of Air Force Patents Division, JACP, JACPD, JACPB; security reviews conducted by Department of Air Force personnel having military classification authority; owners of patent applications; foreign governments; Armed Services Patent Advisory Board; and Air Force Foreign Intelligence Personnel. Exemptions claimed for the system: None. F051 AFJA C System name: Judge Advocate Personnel Records. System location: At the Office of The Judge Advocate General, Headquarters United States Air Force, Washington, DC 20330-5000. A limited amount of records in this system are maintained in the Office of the Staff Judge Advocate of each major command. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: All Air Force active duty judge advocates; Air Force Reserve mobilization augmenters attached to Headquarters USAF, Office of The Judge Advocate General; Air Force civilian attorneys employed in classification series GS-905 and GS-1222; active duty Air Force applicants for Funded Legal Education Program and Excess Leave Program, and civilian/military applicants for direct appointment program and other accession programs. Categories of records in the system: Educational background; certificate of admission to the bar; career management questionnaire; career objective statement; active duty and reassignment orders; correspondence relating to the individual; Military Personnel Center computer data; classification/ on-the-job training actions; Judge Advocate General Reserve Personnel Questionnaire; Headquarters USAF active duty and attachment orders; training reports; authorizations for inactive duty training; civilian personal qualifications statement; notification of personnel actions; statement of good standing before the bar; transcript of law school record; statement of availability for Air Force civilian attorney vacancies; actions by Ad Hoc Selection Committee and Air Force Civilian Attorney Qualifying Committee; Judge Advocate interview; letter of acceptance from an American Bar Association accredited law school; application and agreement; LSDAS report; transcript of all undergraduate and graduate education, and letters of recommendation. Authority for maintenance of the system: 5 U.S.C. 3301, Civil service; generally; 10 U.S.C. 261, Reserve Components named; 806, Judge advocates and legal officers; 2004, Detail of commissioned officers of the military departments as students at law schools; 8072, Judge Advocate General: Appointment and duties; 62 Stat. 1014, and E.O. 10577. Purpose(s): Records are used by the Judge Advocate General, Deputy Judge Advocate General, Executive, Professional Development Division personnel and major command staff judge advocates in evaluating and selecting judge advocates for specific assignments, training, and advanced education; mobilization augmenter records are also used by the Reserve Advisor to the Judge Advocate General, Division Chiefs, Office of The Judge Advocate General in monitoring and evaluating reservists training assignments and in preparing performance evaluations; civilian records are used by the Executive Secretary and members of Ad Hoc and Air Force Civilian Attorney Qualifying Committees in evaluating and selecting civilian attorneys for appointment to Air Force position vacancies and promotions; Funded Legal Education and Excess Leave Program records are used by the Judge Advocate General, Deputy Judge Advocate General, Career Management personnel, and selection board members in monitoring, evaluating and selecting the best qualified applicants for the programs. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, card files, in computers and on computer output products. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Judge Advocate Officer Personnel records and Funded Legal Education and Excess Leave Program records are retained in office files for three years after the individual terminates military service, or until no longer needed for reference, then destroyed. Computer records are destroyed when the individual terminates military service. Other records: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: The Judge Advocate General, Headquarters United States Air Force, Washington, DC 20330-5000. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the Judge Advocate General, Headquarters United States Air Force, Washington, DC 20330-5000. Full name and Social Security Number should be furnished. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written requests to or visit the Judge Advocate General, Headquarters United States Air Force, Washington, DC 20330-5000. Visits may be made to HQ USAF/JAX, Pentagon, Washington, DC 20330-5000. Valid identification card, driver's license or equivalent must be presented. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from previous employers, educational institutions, automated system interfaces, state or local governments, source documents, and from Air Reserve Personnel Center. Exemptions claimed for the system: None. F051 AFJA D System name: Patent Infringement and Litigation Records. System location: Headquarters United States Air Force, AF/JACPI, Washington, DC 20324; ffice of The Judge Advocate General Patents Division JACP, Washington, DC 20324; AF/JACPI, Wright-Patterson Air Force Base, Dayton, OH 45433. Categories of individuals covered by the system: All claimants or petitioners who have alleged unlicensed use of their patents by the Air Force or who have brought suit against the United States concerning patent, trademark or copyright matters related to the Department of the Air Force. Categories of records in the system: Letters; messages; forms; reports; contracts; bids; photographs; legal opinions; petitions; answers; discovery documents; memoranda; infringement studies; validity studies; procurement information; license agreements; other documents including but not limited to: Contract determinations, witness statements, and engineering and technical reports. Some records are under military classification. Authority for maintenance of the system: 10 U.S.C. 2386, Copyrights, patents, designs; 22 U.S.C. 2356, Foreign Assistance, acquisition; 28 U.S.C. 1498, Patent and copyright cases; 35 U.S.C. 183, Right to compensation. Purpose(s): Purpose of the collection of information is to enable the United States and its officers and employees to investigate claims and/or defend the legal interests of the United States because of claims for compensation and litigation involving patent, trademark and copyright 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, 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: Used by other government departments and agencies to resolve claims for compensation involving patent, trade mark or copyright matters. Used by the Department of Justice and its officers and employees in the litigation of cases involving patent or copyright matters concerning the Department of the Air Force and in some instances the Department of Defense. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrievable by name of claimant or litigant. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/ cabinets/ safes and controlled by personnel screening. Retention and disposal: Retained in office files for three years after end of year in which the case was closed, then retired to Washington National Records Center, Washington, DC 20409, for retention up to twelve years thereafter, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: The Judge Advocate General, Headquarters United States Air Force. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Judge Advocate General, Headquarters United States Air Force. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Judge Advocate General, Headquarters United States Air Force. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information received from the individual, contractors, other government agencies, individual corporations (non-contractors) and from source documents. Exemptions claimed for the system: None. F051 AFJA E System name: Air Force Reserve Judge Advocate Personal Data. System location: Headquarters United States Air Force, Office of the Judge Advocate General, Washington, DC 20330; at the office of the staff judge advocate at major commands and subordinate units, down to and including Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Air Force Reserve Judge Advocates (JAGs). Categories of records in the system: Personal and professional background information pertaining to individual JAGs. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force. Purpose(s): To verify training completion dates and personal and professional data used to prepare the JAG's Officer Effectiveness Report. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by the custodian of the record system and by persons responsible for servicing the record system in performance of their official duties. Retention and disposal: Retained in office files until reassignment or separation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: The Judge Advocate General, Headquarters United States Air Force, Washington, DC 20330-5120. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Judge Advocate General, Headquarters United States Air Force, Washington, DC 20330-5120. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Judge Advocate General, Headquarters United States Air Force, Washington, DC 20330-5120. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information supplied by the individual. Exemptions claimed for the system: None. F051 AF JA A System name: Judge Advocate General's Professional Conduct Files. System location: Office of the Ethics Administrator, Office of the Air Force Judge Advocate General, 1420 Air Force Pentagon, Washington, DC 20330-1420; Army-Air Force Exchange Service Headquarters, General Counsel, P.O. Box 660202, Dallas, TX 75266-0202; Defense Commissary Agency Headquarters, General Counsel, Building P11200, Fort Lee, VA 23801; and Defense Logistics Agency, Judge Advocate, Alexandria, VA 22310- 6130. The Judge Advocate's office at headquarters of major commands, field operating offices, and unified commands. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Judge advocates (active duty, reserve, or guard), civilian attorneys employed by The Judge Advocate General's department and civilian attorneys subject to the disciplinary authority of The Judge Advocate General who have been the subject of a complaint related to their professional conduct. Categories of records in the system: Records include, but are not limited to complaints with substantiating documents; letters/transcriptions of complaints, allegations and queries; letters of appointment; reports of reviews, inquiries, and investigations with supporting attachments, exhibits and photographs; records of interviews; witness statements; recommendations; reports of legal reviews of case files; reports of Advisory Committee reviews; congressional responses; memoranda; letters and reports of findings and actions taken; letters to complainants and subjects of investigations; letters of rebuttal from subjects; financial, personnel, administrative, adverse information, and technical reports. Authority for maintenance of the system: 10 U.S.C. 8037, Judge Advocate General, Deputy Judge Advocate General: Appointment and duties; RCM 109, Manual for Courts- Martial 1984. Purpose(s): To assist The Judge Advocate General in the evaluation, management, administration and regulation of the delivery of legal services by offices and personnel under his jurisdiction. To ensure the proper qualifications for the practice of law are met and maintained by each attorney practicing under the direct or indirect supervision of The Judge Advocate General. To ensure licensing agencies of the individual states (including the District of Columbia) and the various courts that licensed Air Force attorneys are advised of adverse determinations documenting violations of the rules of professional responsibility affecting an attorney's fitness to practice law, this in an effort to protect the Air Force and the general public from substandard legal practitioners. To record the disposition of ethics complaints and to document ethics violations and corrective action taken. Routine uses of records maintained in the system, including categories of users and the purpose 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 federal and state agencies or bar associations charged with licensing and authorizing attorneys to practice law, and to various courts authorizing attorneys to practice before said courts, in order to protect the public and ensure the proper administration of justice. To current and potential governmental employers during authorized background checks to assist their efforts to protect the public and ensure the proper administration of justice. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, in computer, and on computer output products. Retrievability: Retrieved by name of individual. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Computers must be accessed with a password. Retention and disposal: Retained in office files for three (3) years after year in which case is closed. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Office of The Judge Advocate General, Ethics Administrator, 1420 Air Force Pentagon, Washington, DC 20330-1420. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Office of The Judge Advocate General, Ethics Administrator, 1420 Air Force Pentagon, Washington, DC 20330-1420. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written requests to the Office of The Judge Advocate General, Ethics Administrator, 1420 Air Force Pentagon, Washington, DC 20330-1420. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is received from individuals; federal, state and local authorities; other Air Force records; state bar records; law enforcement records; educational records; complainants; inspectors; witnesses and subjects of inquiries. Exemptions claimed for the system: None. F051 AF JA B System name: Confidential Financial Disclosure Report. System location: Office of the General Counsel, Office of the Secretary of the Air Force, 1740 Air Force Pentagon, Washington, DC 20330-1740; Office of The Judge Advocate General, Headquarters United States Air Force, 1420 Air Force Pentagon, Washington, DC 20330-1420; and Headquarters of major commands and at all levels down to and including Air Force installations, and unified commands for which Air Force is Executive Agent. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Air Force civilian personnel paid at a level of GS-15 or below; Air Force military personnel in the rank of Colonel or below whose basic duties and responsibilities require the exercise of judgment on Government decision making or taking action on (1) the administering or monitoring of grants or subsidies, (2) contracting or procurement, (3) auditing, or (4) any other government activity in which the final decision or action has a significant economic impact on the interest of any non-federal enterprise; and special Government employees who are `advisors' or `consultants.' Army, Navy, Air Force, and Marine Corps active duty personnel and civilian employees in the same categories when assigned to headquarters of unified and specified commands for which Air Force is Executive Agent. Categories of records in the system: Contains the title of the individual's position, date of appointment in present position, agency and major organization segment of the position, employment and financial interests, creditors, interest in real property, a list of persons from whom information can be obtained concerning the individual's financial situation, supervisor's evaluation, and Standards of Conduct Counsellor/Deputy Counsellor review. Authority for maintenance of the system: Title I of the Ethics in Government Act of 1978 (5 U.S.C. App.); E.O. 12674, Principles of Ethical Conduct for Government Officers and Employees, and 5 CFR part 2634. Purpose(s): The review of the statements by the individual's supervisor and deputy counselor to determine the existence of or potential for a conflict of interest in the performance of official duties. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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 records maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Retained for six years after which they shall be destroyed, unless needed in an ongoing investigation. Those records retained for an ongoing investigation will be destroyed when no longer needed in the investigation. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: The Assistant General Counsel for Civilian Personnel and Fiscal Law, Office of the General Counsel, Office of the Secretary of the Air Force, 1740 Air Force Pentagon, Washington, DC 20330-1740; and The Judge Advocate General, Headquarters United States Air Force, 1420 Air Force Pentagon, Washington, DC 20330-1420. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the system manager or Deputy Standards of Conduct Counsellor at any system location. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the system manager or Deputy Standards of Conduct Counsellor at any system location. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is obtained from the individual or from personnel designated by the individual. Exemptions claimed for the system: None. F051 AF JA C System name: Legal Assistance Administration. System location: Air Force Legal Services Agency, Legal Assistance Division, 172 Luke Avenue, Washington, DC 20332-5113. Headquarters of major commands and at all levels down to and including Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Active duty and retired military personnel, and their dependents and Air Force civilian personnel stationed overseas. Categories of records in the system: Social Security Numbers, and personal letters and documents furnished by person seeking advice and legal assistance record. Authority for maintenance of the system: 10 U.S.C. 8037, Judge Advocate General: Appointment and duties; and E.O. 9397 (SSN). Purpose(s): Records kept to render proper advice for continuing assistance. Used by attorney and client with attorney-client relationship to assist in personal legal problems. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, card files, in computers and on computer output products. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms. Computers must be accessed with a password. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Commander, Air Force Legal Services Agency, 172 Luke Avenue, Suite 343, Washington, DC 20332-5113. Legal Assistance Officers at Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Air Force Legal Services Agency, Legal Assistance Division, 172 Luke Avenue, Washington, DC 20332-5113; or to Legal Assistance Officers at Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Air Force Legal Services Agency, Legal Assistance Division, 172 Luke Avenue, Washington, DC 20332-5113; or to Legal Assistance Officers at Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information furnished by client. Exemptions claimed for the system: None. F051 AF JA D System name: Litigation Records (Except Patents). System location: At Headquarters United States Air Force, Washington, DC 20330. At Headquarters of Major Commands and all levels down to and including Air Force installations worldwide. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: All individuals who have brought suit against, or been involved in litigation with, the United States or its officers or employees concerning matters related to the Department of the Air Force; or persons against whom litigation has been filed under 28 U.S.C. 134b, 31 U.S.C. 71, 951-3, 42 U.S.C. 2651-3, 46 U.S.C. 741-52, 4781-90. Categories of records in the system: Pleadings, motions, interrogatories, orders, letters, messages, forms, reports, surveys, contracts, bids, photographs, legal opinions, answers, complaints, memoranda; personnel, finance, medical, business records; audits, summons, English translations of foreign documents, other evidentiary material, court orders and rulings; other documents including but not limited to: Environmental Impact Statements, contract determinations, witness statements, law enforcement agency investigative reports, administrative reports, engineering and technical reports and surveys; some records may be security classified. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Used by USAF personnel tasked with supervisory and reporting responsibilities in connection with civil litigation; to enable the United States and its officers, employees, members, and parties to the litigation upon which suits at law can be prosecuted or defended in civil domestic or foreign litigation. Used to obtain from the Surgeon General and the military and civilian medical consultants thereto medical opinions upon which litigation decisions can be made by The Judge Advocate General and the Department of Justice. Used by the Air Force Audit Agency in conducting audits; used by the Board for the Correct of Military Records; used by the Air Force Accounting and Finance Center and its officers and employees for the adjudication of claims; when the Department of Defense or a military department is involved, civil litigation files are provided to any agency of the Department of Defense having a need for such files; provide litigation files to the legal staffs of the armed forces for the purpose of training of legal, paralegal and administrative personnel. 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: Used to provide information to the Court of Claims on legislative referral of private relief bills. Used to provide information upon which a reply to Congressional inquiries can be made; used by the Department of Veterans Affairs and its officers and employees to adjudicate claims. Used by Department of Justice and its officers and employees in the actual litigation of cases involving matters concerning the Department of the Air Force and in some instances the Department of Defense. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name of litigant and year of litigation. Safeguards: Records are accessed by authorized personnel in the course of their duties. Records are stored in locked containers or rooms and controlled by personnel screening. Retention and disposal: Files at the Office of the Judge Advocate General, HQ USAF, are retired permanently at Washington National Records Center, Washington, DC 20409, other levels destroy after two years upon completion of agency action; destroy after two years if files under 42 U.S.C. 2651-3. Destroy by tearing into pieces, shredding, macerating, pulping, or burning. Other records are retained in office files for two years after annual cut-off, then retired to Washington National Records Center, Washington, DC 20409, for permanent retention. System manager(s) and address: The Judge Advocate General, Headquarters United States Air Force, Washington, DC 20330. Subsystems Managers are the Staff Judge Advocate at concerned subordinate command or installation for foreign civil litigation records. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Judge Advocate General, Headquarters United States Air Force, Washington, DC 20330 or to the Staff Judge Advocate at concerned subordinate command or installation for foreign civil litigation records. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Judge Advocate General, Headquarters United States Air Force, Washington, DC 20330 or to the Staff Judge Advocate at concerned subordinate command or installation for foreign civil litigation records. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Court records, correspondence initiated by parties to litigation, reports prepared by or on behalf of the Air Force, reports of Federal, state, local or foreign government agencies and information obtained from the individual. Exemptions claimed for the system: None. F051 AF JA E System name: Automated Military Justice Analysis and Management System (AMJAMS). System location: Air Force Legal Information Services Directorate, Air Force Legal Services Agency (AFLSA/JAS), Maxwell Air Force Base, AL 36112-6148. Categories of individuals covered by the system: All persons subject to the Uniform Code of Military Justice (UCMJ) (10 U.S.C. 802) who receive Article 15 punishment or against whom courts-martial charges are preferred. Categories of records in the system: Article 15 records included personnel background information, nature of offenses involved, punishment imposed and results of appeals filed and subsequent actions taken affecting the punishment. Courts-martial records include personnel background information, offenses charged, pretrial proceedings, results of trial or other disposition of case, sentence, action of convening authority and results of appellate review. Authority for maintenance of the system: 10 U.S.C. 8072, Judge Advocate General: appointment; duties; 10 U.S.C. 806, Judge Advocates and Legal Officers; 10 U.S.C. 867, Review by the Court of Military Appeals, and the Uniform Code of Military Justice; and E.O. 9397 (SSN). Purpose(s): Records are maintained in order to preserve an accurate statistical accounting of courts-martial and Article 15 activities for use in assisting The Judge Advocate General and Field Staff Judge Advocates in the management and administration of military justice, and for conducting statistical studies which measure disciplinary rates and trends and evaluate military justice involvement as it affects the quality of the force and the ability of the Air Force to carry out its mission. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in the memory of the host computer at AFLSA/JAS, Maxwell Air Force Base, AL, and archived on magnetic tapes. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in vaults or locked cabinets or rooms and controlled by personnel screening. Computer records are destroyed by erasing, deleting or overwriting. Retention and disposal: Records remain in the memory of the host computer indefinitely. Archived copies of the data are retained as permanent records at AFLSA/JAS, Maxwell Air Force Base, AL. System manager(s) and address: Commander, Air Force Legal Services Agency, 172 Luke Avenue, Suite 343, Bolling Air Force Base, DC 20332-5113. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to the Military Justice Division, Air Force Legal Services Agency, 172 Luke Avenue, Bolling Air Force Base, DC 20332-5113. Requester may visit the Military Justice Division, and will be required to present a valid identification card or driver's license. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Military Justice Division, Air Force Legal Services Agency, 172 Luke Avenue, Bolling Air Force Base, DC 20332-5113. Requester may visit the Military Justice Division, and will be required to present a valid identification card or driver's license. Information required will be full name, SSN, unit of assignment and date of trial or imposition of Article 15 punishment. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from automated system interfaces, and from records of trial by courts-martial and Article 15 punishment actions. Exemptions claimed for the system: None. F051 AF JA F System name: Courts-Martial and Article 15 Records. System location: Judge Advocate General, Headquarters United States Air Force, 1420 Air Force Pentagon, Washington, DC 20330-1420; Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703; National Personnel Records Center, Military Personnel Records, 9700 Page Boulevard, St. Louis, MO 63132-5100; Washington National Records Center, Washington, DC 20409-0002; and Air Force major commands, major subordinate commands headquarters, and at all levels down to and including Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: All persons subject to the Uniform Code of Military Justice (10 U.S.C. 802) who are tried by courts-martial or upon whom Article 15 punishment is imposed. Categories of records in the system: Records of trial by courts-martial and records of Article 15 punishment and documents received or prepared in anticipation of judicial and non-judicial proceedings. Authority for maintenance of the system: 10 U.S.C. 815(g), Commanding officer's non-judicial punishment; 854, Record of Trial; 865, Disposition of records after review by the convening authority; and E.O. 9397. Purpose(s): Records of trial by courts-martial are used for review by the appellate and other authorities. Portions of the record in every case are used in evaluating the individual's overall performance and inclusion in the military master personnel record; if conviction results, a record thereof can be introduced at a subsequent courts-martial trial involving the same individual; also used as source documents for collection of statistical information. Article 15 records are used for review of legal sufficiency and action on appeals or applications for correction of military records filed before appropriate Air Force authorities; used to formulate responses to inquiries concerning individual cases made by the Congress, the President, the Department of Defense, the individual involved or other persons or agencies with a legitimate interest in the Article 15 action; used by Air Force personnel authorities in evaluating the individual's overall performance and inclusion in the individual's military master personnel record; may be used for introduction at a subsequent courts-martial trial involving the same individual; used as source documents for collection of statistical information by The Judge Advocate General. Documents received or prepared in anticipation of judicial and non-judicial Uniform Code of Military Justice proceedings are used by prosecuting attorneys for the government to analyze evidence; to prepare for examination of witnesses; to prepare for argument before courts, magistrates, and investigating officers, and to advise commanders. Documents may be required after trial when appellate or reviewing authorities make post-trials inquiries or order new trials. 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: Records from this system may be disclosed to the Department of Veterans Affairs, the Department of Justice, the Department of State, and federal courts for determination of rights and entitlements of individuals concerned or the government. The records may also be disclosed to a governmental board or agency or health care professional society or organization if such record or document is needed to perform licensing or professional standards monitoring related to credentialed health care practitioners or licensed non-credentialed health care personnel who are or were members of the United States Air Force, and to medical institutions or organizations wherein such member has applied for or been granted authority or employment to provide health care services if such record or document is needed to assess the professional qualifications of such member. The `Blanket Routine Uses' set forth at the beginning of the Air Force's 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: Maintained in file folders, and in computers and computer output products. Retrievability: Retrieved by name, Social Security Number, Military Service Number, or by other searchable data fields. Safeguards: Records are accessed by custodian of the record system and person(s) who are properly screened and cleared for need-to-know. Records are stored in vaults and locked rooms or cabinets. Records are protected by guards, and controlled by personnel screening and by visitor registers. Those in computer storage devices are protected by computer system software. Retention and disposal: Courts-martial records are retained in office files for 2 years following date of final action and then retired as permanent. General and special courts-martial records are retired to the Washington National Records Center, Washington, DC 20409-0002. Summary courts-martial and Article 15 records are retained in office files for 1 year or until no longer needed, whichever is sooner, and then retired as permanent. Summary courts-martial and Article 15 records are forwarded to the Air Force Personnel Center for filing in the individual's permanent master personnel record. Documents received or prepared in anticipation of judicial and non-judicial Uniform Code of Military Justice proceedings are maintained in office files until convictions are final or until no longer needed then destroyed. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Judge Advocate General, Headquarters United States Air Force, 1420 Air Force Pentagon, Washington, DC 20330-1420; Chief, Military Personnel Records Division, Directorate of Personnel Data Systems, Headquarters Air Force Military Personnel Center, 550 C Street W, Randolph Air Force Base, TX 78150-4703; and The Staff Judge Advocate at all levels of command and at Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the appropriate System manger above. Individual should provide full name, Social Security Number, service number if different than Social Security Number, unit of assignment, date of trial and type of court, if known, or date punishment imposed in the case of Article 15 action. Record access procedures: Individuals seeking to access records about themselves contained in this system of records should address written inquiries to the appropriate System manger above. Individual should provide full name, Social Security Number, service number if different than Social Security Number, unit of assignment, date of trial and type of court, if known, or date punishment imposed in the case of Article 15 action. Requester may visit the office of the system manager. Requester must present valid identification card or driver's license. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information from almost any source can be included if it is relevant and material to the Article 15 or courts-martial proceedings. Exemptions claimed for the system: Portions of this system of records may be exempt pursuant to 5 U.S.C. 552a(j)(2) from the following subsections of 5 U.S.C. 552a(c)(3), (c)(4), (d), (e)(1), (e)(2), (e)(3), (e)(4)(G), (H) and (I), (e)(5), (e)(8), (f), and (g). Portions of this system of records may be exempt pursuant to 5 U.S.C. 552a(k)(2) from the following subsections of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f). An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 806b. For additional information contact the system manager. F051 AF JA G System name: Air Force Claims Information Management System (AFCIMS). System location: Headquarters United States Air Force (HQ USAF), Washington, DC 20330-5120; 2nd Computer Services Center (2CSS), 8961 Tesoro Drive, Suite 201, San Antonio, TX 78217-6297; headquarters of major commands and at all levels down to and including Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: All military and civilian personnel filing administrative claims against the Air Force or against whom the Air Force has filed an administrative claim. Categories of records in the system: Individual claim record and Claims Administration Management Program (CAMP) records. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and Duties; delegation by, and E.O. 9397 (SSN). Purpose(s): Used by the Judge Advocate General (JAG) and claims processing JAG offices within the Air Force for claims adjudication and processing, budgeting, management of claims processing to ensure worldwide consistency, and establishment of manpower authorization based on claims workload. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of systems of records notices apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, on computer and computer output products, and microfilm. Retrievability: By name, claim number, or Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in security file containers/cabinets and in vaults, and on computers with passwords required to access the system, or in physically securable areas in offices. Retention and disposal: At HQ USAF and within mainframe located at 2CSS, retained for 10 years then destroyed by tearing into pieces, shredding, pulping, macerating, burning, or erasure from computer data system. At other than HQ USAF and 2CSS, retained in office files for five years, then destroyed by tearing into pieces, shredding, pulping, macerating, burning or erasure from computer data system. System manager(s) and address: The Judge advocate General, HQ USAF, Building 5683, Bolling Air Force Base, DC 20332-6128. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Judge Advocate General, HQ USAF, Building 5683, Bolling Air Force Base, DC 20332-6128. Requests should include full name, current military or civilian (DOD) status, Social Security Number and proof of identity with an Armed Forces identification card or drivers license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Judge Advocate General, HQ USAF, Building 5683, Bolling Air Force Base, DC 20332-6128. Requests should include full name, current military or civilian (DOD) status, Social Security Number and proof of identity with an Armed Forces identification card or drivers license. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 860b; or may be obtained from the system manager. Record source categories: Information from claimants and government agencies involved. Exemptions claimed for the system: None. F051 AF JA H System name: Claims Records. System location: Headquarters United States Air Force, Washington, DC 20330. Headquarters of major commands and at all levels down to and including Air Force installations. Categories of individuals covered by the system: All military personnel and civilians filing administrative claims against the Air Force or against whom the Air Force has filed an administrative claim. Categories of records in the system: Individual claim record. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): To provide a legal basis for administrative payment, collection, or non-collection of claims for and against the government, by Judge Advocates and the Secretary of the Air Force; and when required, with the concurrence of the Justice Department; to provide evidence upon which suits at law can be defended or prosecuted by the Justice Department; to provide information upon which to reply to Congress or Congressional inquiries or to make reports to the General Accounting Office and Congress on legislative payment of claims; to effect management and collection of claims arising out of movement of household goods and effects, records are provided Air Force transportation officers, Air Force Finance officers, the General Accounting Office, the Interstate Commerce Commission and the individual carrier, warehouseman, or packer involved; to obtain medical opinions from the Office of The Surgeon General, USAF, upon which claims and litigation decisions can be made by Judge Advocates and the Justice Department; on request medical records are furnished to military personnel, dependents, retired personnel, or other individuals whose records are included in the claim file; Finance officers are also provided pertinent portions of any claim file forwarded for payment; a copy of the adjudicated claim is furnished upon request by the claimant for the purpose of submitting a tax return for a casualty loss or in support of a private relief bill; to provide evidence before the Court of Claims on legislative referral of private bill claims; when the Department of Defense is involved, claim files are provided to any agency of that department involved; claim files are submitted to foreign governments for adjudication under applicable status of forces agreements; documentary evidence may be furnished to foreign courts in connection with litigation involving the United States or its personnel; referral of claim files may be made to the Armed Forces Institute of Pathology or the Office of Special Investigations when appropriate; when required claim files may be referred to the Department of Labor with regard to employment and duty status; and to provide claim files to the legal staffs of the Armed Forces for the purpose of training of legal, paralegal and administrative personnel. 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: Records from this system of records may be disclosed to any of the non-DOD agencies listed above. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in security file containers/cabinets. Retention and disposal: Retained in office files for three months after monthly cut-off, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Retained in office files for one year after annual cut-off, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Held one or two years depending upon claim then destroyed after four additional years at staging area; after agency action completed others are held one, three or five years then destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: The Judge Advocate General, Headquarters United States Air Force. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the HQ USAF/JACC, 1900 Half Street, SW, Washington, DC 20324. Full name, date of incident, date of claim, type of claim, claim number, location of incident; HQ USAF/JACC, 1900 Half Street, SW, Washington, DC 20324; drivers license, military ID, birth certificate or equivalent must be presented for personal visit. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the HQ USAF/JACC, 1900 Half Street, SW, Washington, DC 20324. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from medical institutions, police and investigating officers, the public media, bureaus of motor vehicles, state or local governments, witnesses, and source documents. Exemptions claimed for the system: None. F051 AFRES A System name: Reserve Judge Advocate Training Report. System location: Headquarters, Air Force Reserve (AFRES), Robins Air Force Base, GA 31098. Categories of individuals covered by the system: Air Force Reserve Judge Advocates (JAGs). Categories of records in the system: Information pertaining to individual training. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Power and duties; delegation by. Purpose(s): To provide Air Force Reserve Staff Judge Advocate Training File on all Reserve JAGs. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system. Retention and disposal: Retained in office files until reassignment or separation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Staff Judge Advocate, Air Force Reserve, Robins Air Force Base, GA 31098. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Staff Judge Advocate, Air Force Reserve, Robins Air Force Base, GA 31098. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Staff Judge Advocate, Air Force Reserve, Robins Air Force Base, GA 31098. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from educational institutions, from State Bar Association and from individual. Exemptions claimed for the system: None. F051 USAFE A System name: Civil Process Case Files. System location: Office of the Staff Judge Advocate General/International Law (JAI), Headquarters, United States Air Forces in Europe, APO AE 09094-5001. Categories of individuals covered by the system: Military members and civilian employees and their dependents upon whom service is made of documents issued by German courts, customs and taxing agencies, and other administrative agencies. Categories of records in the system: Documents from German authorities regarding payment orders, execution orders, demands for payment of indebtedness, notifications to establish civil liability, customs and tax demands, assessing fines and penalties, demands for court costs or for costs for administrative proceedings summons and subpoenas, paternity notices, complaints, judgments, briefs, final and interlocutory orders, orders of confiscation, notices, and other judicial or administrative writs; correspondence between United States (US) Government authorities and the Federal Republic of Germany; identifying data on individuals concerned; and similar relevant documents and reports. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; powers and duties, delegation by; Agreement to Supplement the Agreement between the Parties to the North Atlantic Treaty regarding the Status of their Forces with respect to Foreign Forces stationed in the Federal Republic of Germany (NATO SOFA Supplementary Agreement); 1 United States Treaty 531; Treaties and Other International Acts Series 5351, and 48 United Nations Treaties Series 262, Article 32; and E.O. 9397 (SSN). Purpose(s): To ensure that military members and civilian employees' obligations under the NATO SOFA Supplementary Agreement are honored and the rights of these personnel are protected by making legal assistance available. 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: Information may be disclosed to foreign law enforcement or investigatory or administrative authorities, to comply with requirements imposed by, or to claim rights conferred in the international agreements and arrangements regulating the stationing and status in the Federal Republic of Germany of U.S. military and civilian personnel. Information disclosed to courts or authorities of the Federal Republic of Germany may be further disclosed by the Federal Republic of Germany to claimants, creditors or their attorneys. The `Blanket Routine Uses' published at the beginning of the Air Force's 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 records in steel filing cabinets. Retrievability: By individual's surname. Safeguards: All information is maintained in areas accessible only to designated individuals having official need therefor in the performance of their duties. Records are housed in buildings protected by military police or security guards. Retention and disposal: Paper records are destroyed 2 years after close of calendar year in which last record is filed. System manager(s) and address: Office of the Staff Judge Advocate General/International Law JAI), Headquarters, United States Air Forces in Europe, APO AE 09094- 5001. Notification procedure: Individuals seeking to determine whether this record system contains information on themselves may write to or visit the Office of the Staff Judge Advocate General/International Law (JAI), Headquarters, United States Air Forces in Europe, APO AE 09094-5001. Individuals should furnish their full name, rank/grade, Social Security Number, sufficient details to permit locating the records, and signature. Record access procedures: Individuals seeking access to records about themselves contained in this record system may write to or visit the Office of the Staff Judge Advocate General/International Law (JAI), Headquarters, United States Air Forces in Europe, APO AE 09094-5001. Individuals should furnish their full name, rank/grade, Social Security Number, sufficient details to permit locating the records, and signature. Contesting record procedures: The Air Force rules for accessing records, for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: The individual to whom the record pertains, German authorities and Air Force records and reports. Exemptions claimed for the system: None. F052 AF HC A System name: Chapel Participant Information Set. System location: Chaplain's offices at Air Force installations and units. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Active duty and retired military and civilian personnel, and family members. Categories of records in the system: Individual's religious preference, name, age, religious education class/department assignment, date of birth, gender, home phone, mother and father's names, ranks, work phones, employers, religious preferences, local address, anticipated date of return from overseas, status of baptism, first communion, church membership, first penance, confirmation, special needs/handicaps, request for interview with a chaplain, request for home visit, areas of major interest in the chapel program. Note: Any and all information relating to an individual's religious preference or religious activity is collected and maintained only if the individual has made an informed decision to voluntarily provide the information. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force. Purpose(s): Information is used for proper placement of individuals in religious education classes/programs, emergency notification; program statistical analysis; determine parish organization membership; contact persons who have volunteered to work in chapel programs; to do home visitation with new personnel requesting a visit. 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 USC 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: The DoD ``Blanket Routine Uses'' published at the beginning of the Air Force's 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: Maintained in file boxes and on computer and computer output products. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets, and in computer storage devices protected by computer system software. Retention and disposal: Disposition pending (until NARA disposition is approved, treat as permanent). System manager(s) and address: Noncommissioned Officer in Charge, Plans and Programs Branch, Office of the Chief of Chaplain Service, 112 Luke Avenue, Bolling Air Force Base, Washington, DC 20332-9050. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to or visit the wing chaplain's office. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Written requests for information should contain full name of individual. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to or contact the wing chaplain's office. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Requester must be able to provide sufficient proof of identity, with an Armed Forces identification card or a driver's license. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information provided by the individual, or parents of the minor. Exemptions claimed for the system: None. F052 AFHC C System name: Chaplain Personnel Action Folder. System location: Office of the Chief of Chaplains, Headquarters United States Air Force, 172 Luke Avenue, 3rd Floor, Washington, DC 20330-5113. Categories of individuals covered by the system: Active Duty Chaplains. Categories of records in the system: This is a grouping of information for each active duty United States Air Force Chaplain. Items of information in these folders include, but not limited to current official photograph, current career brief, summary of education, officer career objective statement, chaplain services personnel evaluation, copy of chaplain's ecclesiastical endorsement, copy of appointment orders, copy of initial extended active duty orders, copies of assignment action documents, correspondence between the Chaplains and Headquarters USAF/Chief of Chaplains, requests for special personnel actions and dispositions curtailments. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by, and 10 U.S.C. 8067, Designation: officers to perform certain professional functions. Purpose(s): The documents maintained in these folders are utilized by the Resource Manager in Headquarters United States Air Force/Chief of Chaplains, Chaplain Support Element, assignment selection of chaplains. Because of the necessity to insure an equitable denominational spread of chaplains on an installation and to insure the proper placement of specially qualified chaplains, it is necessary to maintain current information on each chaplain. 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: Records may be disclosed to endorsing agents concerning the qualifications of their chaplains for continued duty as representatives of their denominations. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system, and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Retained for 2 years after separation then destroyed by macerating or burning. System manager(s) and address: Chief of Chaplains, Headquarters United States Air Force, 172 Luke Avenue, 3rd Floor, Washington, DC 20330-5113. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Chaplain Support Element, Headquarters United States Air Force, 172 Luke Avenue, 3rd Floor, Washington, DC 20330-5113. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Chaplain Support Element, Headquarters United States Air Force, 172 Luke Avenue, 3rd Floor, Washington, DC 20330-5113. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Member's personnel action requests/preferences and information retrieved from the Advanced Personnel Data System (ADPS). Exemptions claimed for the system: None. F052 AFHC D System name: Chaplain Applicant Processing Folder. System location: Office of the Chief of Chaplains, Headquarters United States Air Force, 172 Luke Avenue, 3rd Floor, Washington, DC 20330-5113. Categories of individuals covered by the system: Chaplaincy applicants and Reserve Chaplains applying for active duty. Categories of records in the system: Forms and information used by the Chaplain Support Element, Headquarters United States Air Force, in processing chaplains to active duty includes information worksheets; letters of recommendation; interview summary sheets; application for appointment as reserve of the Air Force; application for extended active duty with the United States Air Force; drug abuse certificate; statement of personal history; national agency check request; report of medical examination; report of medical history; fingerprint card; checklist for chaplain appointment; ecclesiastical endorsement; certificate of continuance of ecclesiastical endorsement; certificate of seminary graduation and ordination; official transcripts of college education, and personal correspondence between resource manager and applicant regarding status of his application. Authority for maintenance of the system: 10 U.S.C. 8067, Designation: Officers to perform certain professional functions, and 8293, Commissioned officers; chaplains: Original appointment; examination; as implemented by Air Force Instruction 36-2005, Appointment in Commissioned Grades and Designation and Assignment in Professional Categories Reserve of the Air Force and United States Air Force (Temporary). Purpose(s): The documents maintained in these transitory folders are used by the resource manager in processing chaplain applicants to active duty. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records are stored in locked rooms and cabinets. Retention and disposal: Once applicant is accessed, forms are sent to Air Force Military Personnel Center (AFMPC) for entry into the Master Personnel Records Group. Items not needed by AFMPC are destroyed. If applicant does not qualify for appointment, file is destroyed or returned to the applicant. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. System manager(s) and address: Chief of Chaplains, Headquarters United States Air Force, 172 Luke Avenue, 3rd Floor, Washington, DC 20330-5113. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the Chief of Chaplains, Headquarters United States Air Force, 172 Luke Avenue, 3rd Floor, Washington, DC 20330-5113. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Chief of Chaplains, Headquarters United States Air Force, 172 Luke Avenue, 3rd Floor, Washington, DC 20330-5113. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Regulation 12-35; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual's application. Exemptions claimed for the system: None. F052 AFHC E System name: Assignment Action File. System location: Office of the Chief of Chaplains, Headquarters United States Air Force, 172 Luke Avenue, 3rd Floor, Washington, DC 20330-5113. Categories of individuals covered by the system: Active Duty Chaplains. Categories of records in the system: Forms used by the Chaplain Support Element, Headquarters United States Air Force, for accession and assignments of Chaplains on active duty and other chaplain personnel actions. They also contain information and actions pertaining to individuals in the areas of duty Air Force Specialty Code (AFSC) change requests, tour length change requests, humanitarian reassignments and copies of messages directing such actions. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; and 10 U.S.C. 8067, Designation: officers to perform certain professional functions, as implemented by Air Force Instruction 36-2110, Officer Assignments. Purpose(s): Records are used to answer requests for assignment changes, tour length changes, duty AFSC requests, special assignment consideration. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in visible file binders/cabinets. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by persons responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need- to-know. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Chaplain Support Element, Headquarters United States Air Force, 172 Luke Avenue, 3rd Floor, Washington, DC 20330-5113. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address written inquiries to the Chaplain Support Element, Headquarters United States Air Force, 172 Luke Avenue, 3rd Floor, Washington, DC 20330-5113. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to the Chaplain Support Element, Headquarters United States Air Force, 172 Luke Avenue, 3rd Floor, Washington, DC 20330-5113. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Member's application and information retrieved from the Personnel Data System (PDS). Exemptions claimed for the system: None. F052 AFHC F System name: Non-Chaplain Ecclesiastical Endorsement Files. System location: Records maintained at the Office of the Chaplain for the installation where employed. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Military/civilians authorized to function as Lay Leaders, Auxiliary Chaplains, Ushers, Lectors, etc. Categories of records in the system: Certification from religious denomination that the individual is qualified to function as Lay Leader or Auxiliary Chaplain. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Determining qualifications of individuals to serve as Lay Leader or Auxiliary Chaplain. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Returned to issuing denomination if requested. System manager(s) and address: Chief of Chaplains, Headquarters United States Air Force, Washington, DC 20330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief of Chaplains, Headquarters United States Air Force, Washington, DC 20330. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief of Chaplains, Headquarters United States Air Force, Washington, DC 20330. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Denominational agency endorsing individual to function. Exemptions claimed for the system: None. F052 AFHC G System name: Chaplain Personnel Roster. System location: Headquarters United States Air Force, Washington, DC 20330. Air Reserve Personnel Center, Denver, CO 80280. Headquarters of the major commands and separate operating agencies. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Air Force civilian employees, Air Force Reserve and Air National Guard personnel. Categories of records in the system: Organization and station, manpower authorization records, statistical grade codes, Air Force specialty codes, name, Social Security Number, current rank, date of current rank, religious denomination code symbol, date of separation or service commitment, date of birth, effective date of current assignment. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Insuring adequate manning of Reserve, Air National Guard, and civilian auxiliary authorizations. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and note books/binders. Retrievability: Retrieved by name. Retrieved by Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Record are stored in locked cabinets or rooms. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Chief of Chaplains, Headquarters United States Air Force, Washington, DC 20330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief of Chaplains, Headquarters United States Air Force, Washington, DC 20330. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Major Command Chaplain of the nearest major command. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from automated system interfaces and from individuals. Exemptions claimed for the system: None. F052 AFHC H System name: Records on Baptisms, Marriages and Funerals by Air Force Chaplains. System location: Washington National Records Center, Washington, DC 20409. 1955 to 1958 Records Group, Modern Military Branch, Military Archives Division, National Archives Service, Washington, DC 20408; 1949 to 1955 Records Group. Categories of individuals covered by the system: Military and civilian personnel, marriages, military and dependent personnel, baptisms, military and dependent personnel, funerals. Categories of records in the system: Record of baptisms, marriages and funerals performed by Air Force Chaplains. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Records of rites performed by Air Force Chaplains used to verify rites performed for individuals. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in card files. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms. Retention and disposal: Fifty-year retention 1955 to 1958, Washington National Records Center, Washington, DC 20409; Year Group 1949 to 1955 retained at Modern Military Branch, Military Archives Division, National Archives and Records Administration, Washington, DC 20408; system discontinued after 1958. System manager(s) and address: Chief of Chaplains, Headquarters United States Air Force. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief of Chaplains, Headquarters United States Air Force. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief of Chaplains, Headquarters United States Air Force. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information from individuals and Air Force Chaplains reporting rites. Exemptions claimed for the system: None. F052 USAFA A System name: Cadet Chaplain Records. System location: United States Air Force Academy, Colorado Springs, CO 80840. Categories of individuals covered by the system: Air Force Academy Cadets. Categories of records in the system: Religious affiliation, background and religious interests and choir audition consisting of musical capabilities. Authority for maintenance of the system: 10 U.S.C. 9331, Establishment; Superintendent; faculty, and 9337, Chaplain. Purpose(s): (1) Identify incoming Fourth Class Cadets religious affiliation, religious background data and religious interests. Cadet Chaplains use this information to organize cadet lay participation as ushers, choir members, lay readers, lectors, commentators, and religious education teachers. Cadet chaplains and chapel managers assigned to the USAF Academy Cadet Chaplain's Office use this information. (2) Choir audition record identifies incoming cadet's musical capabilities and the music directors use this information. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained on computer and computer output products and in card files. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by the custodian, by person(s) responsible for servicing the record system in the course of their official duties, and by authorized personnel who are properly cleared for need-to-know. Records are stored in locked rooms and on computer storage devices protected by computer system software. Retention and disposal: Destroyed one year after graduation. System manager(s) and address: USAF Academy Command Chaplain. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the USAF Academy Command Chaplain. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the USAF Academy Command Chaplain. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from individual cadet. Exemptions claimed for the system: None. F061 AFMC A System name: Aeromedical Research Data. System location: Aerospace Medical Division, Brooks Air Force Base TX 78235-5320. Categories of individuals covered by the system: Personnel receiving medical evaluation from Department of Defense medical facilities. Participants in epidemiologic studies sponsored by agencies of the Department of Defense, Federal Aviation Administration, Department of Veterans Affairs, The National Institutes of Health, National Research Council, and Occupational Safety and Health Administration. Categories of records in the system: Medical evaluations, demographic and mortality data. Authority for maintenance of the system: 10 U.S.C. 55, Medical and Dental Care; and E.O. 9397 (SSN). Purpose(s): Data is used for aeromedical research, fitness for duty determination and medical care. 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: Individually identifiable records are used by medical authorities and consultants of the Department of Defense and Federal Aviation Administration to determine that individual's fitness for duty. Data on foreign personnel are used by the corresponding authority in that individual's country to determine their fitness for duty. An individual's record is used by medical personnel to deliver medical care to that patient. Aeromedical research data are used by scientists working with agencies of the Department of Defense, Federal Aviation Administration, Department of Veterans Affairs, The National Institutes of Health, National Research Council, and Occupational Safety and Health Administration to determine medical criteria for duty and to develop methods to prevent disease and disability. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in microfilm jackets and microfilm rolls, in paper files, in computer and on computer output products. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties, and by authorized medical personnel and scientists who are properly screened and cleared for need-to-know. Computer patient records retrievable from remote terminals are protected from unauthorized access or alteration by a data management system which requires a password for access to an authorized subset of data. When appropriate for research purposes, the database management system permits scientists to examine patient records without revealing the unique patient identifiers. Records are stored in locked rooms and cabinets. Those in computer storage devices are protected by computer system software. Retention and disposal: Destroy paper and microfilm files when no longer needed or after 25 years. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Aerospace Medical Division, Brooks Air Force Base, TX 78235-5320. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the Commander, Aerospace Medical Division, Brooks Air Force Base, TX 78235-5320. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Commander, Aerospace Medical Division, Brooks Air Force Base, TX 78235-5320. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from subject of the record, military personnel records and other medical records. Exemptions claimed for the system: None. F065 AETC A System name: Air Force ROTC Cadet Pay System. System location: Air Force Reserve Officer Training Corps, 551 East Maxwell Boulevard, Maxwell Air Force Base, AL 36112-6110, and Air Force Reserve Officer Training Corps (AFROTC) detachments. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Senior AFROTC contract cadets. Categories of records in the system: Monthly pay disbursement and documents for senior AFROTC contract cadets. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; powers and duties, delegation by; 37 U.S.C. 209, Members of Senior Reserve Officers' Training Corps, and E.O. 9397 (SSN). Purpose(s): Used by detachments to verify entitlements, and by AFROTC to summarize costs of the program. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained on computer magnetic tapes and on computer paper printouts. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Records are controlled by computer system software. Building secured after duty hours. Retention and disposal: Retained in office file for three years after completion of training, then destroyed by tearing, pulping, macerating or burning. System manager(s) and address: Comptroller of the Air Force, Headquarters United States Air Force, 1450 Air Force Pentagon, Washington, DC 20330-1450, and Director of Financial Management, Air Force Reserve Officer Training Corps, 551 East Maxwell Boulevard, Maxwell Air Force Base, AL 36112- 6110. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address inquiries to the Accounting and Finance Division, Headquarters Air Force Reserve Officer Training Corps, Maxwell Air Force Base, AL 36112-6334. Provide name, date attended the institution, detachment number, reason for request. Requester may visit HQ AFOTC, and must present driver's license or Social Security card. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Accounting and Finance Division, Headquarters Air Force Reserve Officer Training Corps, 551 East Maxwell Boulevard, Maxwell Air Force Base, AL 36112-6110. Provide name, date attended the institution, detachment number, reason for request. Requester may visit HQ AFROTC, and must present driver's license or Social Security card. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Enrollment and attendance records as translated to pay days. Exemptions claimed for the system: None. F065 AFA A System name: Cadet Accounting and Finance System. System location: United States Air Force Academy, USAF Academy, Colorado Springs, CO 80840. Air Force Accounting and Finance Center, Denver, CO 80279. Categories of individuals covered by the system: Air Force Academy Cadets. Categories of records in the system: Individual computerized files containing pay data for all USAF Academy Cadets including Establishment/Change in Personal Checking Account, Monthly Report of Contingency Fund Status, Contingency Fund Loan Request, Cadet Pay Order, Document Control Log, Recapitulation of Cadet Pay Account, Cadet Pay Authorization, Cadet Pay Monthly Statement, Cadet Pay Record, Payment/Collection Vouchers, Separation Control Log, Electronic Data Processing Sheets, Microfilm File, Cadet Pay Disk File, Quarterly FICA Report, Transmittal Letter. Authority for maintenance of the system: 10 U.S.C. Chapter 903, United States Air Force Academy and 37 U.S.C. 201, Pay grade: 201, Pay grade: Assignment to; general rules. Purpose(s): This system is used to accumulate cadet pay entitlements (basic pay and subsistence), deductions (federal tax, social security, insurance premiums) in order to properly monitor the payments disbursed to the Air Force Cadet Wing (TAFCW). The information is used to determine the correct monthly net pay to be disbursed to each cadet and to charge the cadets for clothing issues and other services from authorized Academy sources, and the reporting of all expenditures to the Air Force Accounting and Finance Center. 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: Information is used to prepare Forms W2 for the Internal Revenue Service, report deductions for the Federal Insurance Contribution Act to the Social Security Administration, prepare Standard Form 1049 for release of tax information to the states. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, in visible file binders/cabinets, in card files, on computer and computer output products, and on roll microform. Retrievability: By Cadet Number or Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms and in computer storage devices protected by computer system software. Retention and disposal: The original copy of Cadet Pay Record, Cadet Pay Order, Substantiating Pay Documents and Transmittal Letter are forwarded to AFAFC, Denver, CO 80279. Copies of Cadet Pay Orders are retained for one year following graduation. Substantiating pay documents and posting media records are retained one year after annual cutoff in current files area and then destroyed. Document Control Records are destroyed 90 days after close of FY to which they pertain. W-2 listings, quarterly FICA reports and CPITF interest distribution records are retained by Cadet Pay Section six years after CY to which they pertain. Audit registers are destroyed after one academic year. Financial statements, schedules and supporting data is destroyed after 4 years. Pay inquiries are destroyed after two years. System manager(s) and address: Director of Accounting and Finance, United States Air Force Academy, CO 80840. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Director of Accounting and Finance, United States Air Force Academy, CO 80840. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Director of Accounting and Finance, United States Air Force Academy, CO 80840. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from source documents such as reports. Exemptions claimed for the system: None. F065 AFAA A System name: Air Force Audit Agency Management Information System - Report File. System location: Headquarters, Air Force Audit Agency, The Auditor General (AFAA/ AG), Norton Air Force Base, CA 92409. Categories of individuals covered by the system: Audit office chiefs issuing audit reports and auditors-in-charge of performing audits. Categories of records in the system: Reports of audit. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Used to evaluate audit coverage by an auditor. Used to develop expertise listing by auditor. All other accesses of the file are for statistical data and records not pertaining to individuals. The purposes of this file are to provide a research capability on past audit findings reported in audit reports and to provide a history of audit coverage to support organizational planning and management. The above listed retrievals constitute the only retrievals made using the individual's name as the key, all others are keyed on subject or report indicative data. All levels of AFAA management use this information. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained on computer and on computer paper printouts, microfiche, and card files. Retrievability: Audit report data is retrieved by individual name. Retrieved by office, by report type, and report number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms and are controlled by computer system software. Retention and disposal: Retained in computer files or on magnetic tape for six years and then destroyed by tape reuse or tape destruction. System manager(s) and address: AFAA/AG, Norton Air Force Base, CA 92409. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFAA/AG, Norton Air Force Base, CA 92409. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAA/AG, Norton Air Force Base, CA 92409. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Reports of Audit and annotated information. Report notification data generated internally within the AFAA. Exemptions claimed for the system: None. F065 AFAFC A System name: Accounting and Finance Officer Accounts and Substantiating Documents. System location: Air Force Accounting and Finance Center, Lowry Air Force Base, Denver, CO 80279. Denver Federal Archives and Records Center, Building 48, Denver Federal Center, Denver, CO 80225. Categories of individuals covered by the system: Air Force active duty and retired military personnel and other allotees, Air Force Reserve and Air National Guard personnel, civilian personnel employed at or paid by AF Installations. Categories of records in the system: Individual military pay records; substantiating documents, such as certificates for deductions and retained military pay orders, records of travel payments, financial record data folders, miscellaneous military vouchers and statements, copies of morning or strength reports and personal financial records. Authority for maintenance of the system: 31 U.S.C. 67(b), Retention by executive agencies...of accounts of accountable officers, contracts, vouchers or other documents. Purpose(s): The system serves as a repository from which information may be retrieved to support claims for or against the government. 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: The categories of users and uses are federal agencies including, but not limited to, the Federal Bureau of Investigation; Internal Revenue Service; and the Office of Personnel Management. Also used by state, local and city governments to substantiate pay, eligibility for welfare and unemployment; for personnel management functions; the general public for garnishment of pay, employment purposes. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and note books/binders, on computer and computer output products and in microform. Retrievability: Retrieved by name, Social Security Number or Military Service Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms, protected by guards and controlled by personnel screening. Retention and disposal: Records are stored at Air Force Accounting and Finance Center, updated and accessible for 18 months after receipt from Air Force Accounting and Finance Officers world-wide; then retired to the Denver Federal Archives and Records Center where they are retained for a period of 4 years, 9 months. Destruction is accomplished by sale to a salvage company for shredding. System manager(s) and address: Comptroller of the Air Force, Headquarters United States Air Force and Director Accounting and Finance United States Air Force. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFAFC/DAD Denver, CO 80279. Requester should be able to provide sufficient proof of identity, such as name, Social Security Number, duty station, place of employment or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAFC/DAD Denver, CO 80279. Requester should be able to provide sufficient proof of identity, such as name, Social Security Number, duty station, place of employment or other information verifiable from the record itself. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information from Air Force Accounting and Finance Officers. Exemptions claimed for the system: None. F065 AFAFC B System name: Accrued Military Pay System, Discontinued. System location: Air Force Accounting and Finance Center, Denver, CO 80279 and at Denver Federal Archives and Record Center, Building 48, Denver Federal Center, Denver, CO 80225 (back-up storage). Categories of individuals covered by the system: Air Force active duty and retired military personnel, and separated Air Force Personnel Officers of Air Reserve and Air National Guard on extended active duty. Categories of records in the system: Military pay records and related documentation including but not limited to monthly and cumulative six-months histories of pay transactions, wage and tax data, Uniformed Services Savings Deposit Program Records and Federal Insurance Contribution Act tax data contained on hard copy and/or microfilm. Military pay supporting documents and vouchers including but not limited to basic pay, special compensation positions, special pay, status adjustments, separation, reenlistment, reenlistment bonus, incentive pay, allowances, death gratuities, allotments of pay, court-martial sentences, indebtedness, and correspondence pertaining to all of the above. Sundry lists, reports and rosters including but not limited to Internal Revenue reports, Social Security reports, Department of Veterans Affairs reports and Treasury reports. Authority for maintenance of the system: 37 U.S.C., Pay and Allowances of the Uniformed Services; 10 U.S.C. 265, Policies and regulations: Participation of Reserve officers in preparation and administration; 8033, Reserve components of Air Force; policies and regulations for government of: Functions of National Guard Bureau with respect to Air National Guard; 8496, Air National Guard of the United States: Commissioned officers; duty in National Guard Bureau; 9837(d), Settlement of accounts: Deductions from pay; 32 U.S.C. 708, Property and fiscal officers. Purpose(s): Provides an audit trail for audit purposes and historical information for inquiries pertaining to past pay record data. It is used primarily by all components of the Air Force for answering inquiries pertaining to information contained in these discontinued records, and for reviews by the Air Force audit agency and Inspector General. 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: Other users may include Internal Revenue Service for tax information on members, Social Security Administration for information regarding tax deducted from members and Social Security entitlements, Department of Veterans Affairs for information regarding premiums on servicemen's group life insurance, and financial institutions for deposits and/or payments. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders/visible file binders/cabinets and on roll microfilm. Retrievability: Retrieved by name and Social Security Number or Military Service Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are protected by guards and controlled by personnel screening. Retention and disposal: Local retention varies from 6 months to 10 years; records are either destroyed by tearing shredding, pulping, macerating or burning, or transferred by the Air Force Accounting and Finance Center to the Denver Federal Archives and Records Center where they may be retained for a period up to 56 years. Back-up records for emergency reconstitution in the event of destruction of primary records are stored at the Federal Records Center Annex, GSA, Neosho, MO. Destruction is by shredding or burning. System manager(s) and address: Director of Accounting and Finance United States Air Force. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. Requester should be able to provide sufficient proof of identity such as name, Social Security Number, military status, duty status or place of employment or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. Requesters should be able to provide sufficient proof of identity, such as Social Security Number, military status, duty status or place of employment, or other information verifiable from the record itself. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from previous employers, financial and medical institutions, state or local governments, corporations, source documents such as reports, Accounting and Finance Offices (AFO), and Consolidated Base Personnel Offices (CBPO). Exemptions claimed for the system: None. F065 AFAFC C System name: Uniformed Services Savings Deposit Program (USSDP). System location: Air Force Accounting and Finance Center, Denver, CO 80279 and Denver Federal Archives and Record Center, Building 48, Denver Federal Center, Denver, CO 80225 and Record Center Annex GSA, P.O. Box 141, Neosho, MO 64850 (backup storage). Categories of individuals covered by the system: This notice covers both the discontinued portion of USSDP and the remaining active part of the system. Effective June 30, 1974 the USSDP program was discontinued except for those members declared missing in action (MIA) during the Vietnam conflict. Prior to June 30, 1974, the record system serviced Air Force active duty officers and enlisted personnel serving on a permanent duty assignment outside the United States or its possessions. Effective July 1, 1974, the record system services only Air Force active duty officers and enlisted personnel who have been declared MIA as a result of the Vietnam conflict. Dependents, next of kin, survivors and former spouses of USSDP participants may be included. Categories of records in the system: Includes but is not limited to the master account records for each depositor; transaction records of monetary data (deposits, withdrawals and adjustments); allotment records; name and Social Security Number change record; settled records; checkwriting and voucher register data records; interest paid records; quarterly statements records; supplemental address for interest refund records. Also includes correspondence files covering requests for information from members, federal agencies, spouses, former spouses, dependents, survivors, widows or widowers, next of kin, the American Red Cross, Congress, and other Air Force and DOD components. Authority for maintenance of the system: 10 U.S.C. 1035, Deposits of savings. Purpose(s): Provides mechanized and manual account maintenance including updating for deposits, withdrawals, interest accruals, adjustments and summary data for quarterly processing; capability of responding to inquiries regarding the status of each depositors account; capability to settle accounts, issue settlement statements and checks; quarterly statements to depositors showing detailed activity for the current quarters and cumulative balances for prior periods; reconciliation between the Accounting and Finance Officers (AFO) accounts and cash control reports with appropriate audit trails; controls to insure compliance with statutory limitations on amounts deposited, desertion status and conditions under which withdrawals are permitted; and records for storage of historical data on each depositors' account. 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: Department of Veterans Affairs (VA) and Social Security use this information to determine eligibility, entitlements, and addresses of and for USSDP members. Federal Housing Agency (FHA) uses this information in their loan programs. Internal Revenue Service (IRS) uses the information for tax purposes and for levy action in the collection of taxes owed. American Red Cross uses this information to determine needs of a member or his dependents in emergency situations. Widow or widower, dependent, or next of kin of deceased members use this information in settling the affairs of the former member. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in, visible file binders/cabinets/card files, on computer magnetic tapes and computer paper printouts, and on microfiche. Retrievability: Retrieved by name and Social Security Number or Military Service Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/ cabinets, protected by guards and controlled by personnel screening, visitor registers and computer system software. Retention and disposal: All records except correspondence and balancing data (deposit, adjustment, and withdrawal) are retained for 6 years after final settlement. Correspondence is kept for 90 days; balancing data is kept for 1 year after balance status is reached. Records are stored at Air Force Accounting and Finance Center, at the Denver Federal Archives and Record Center, and at the Record Center Annex, Neosho, MO. Destruction is by sale to salvage company for shredding. System manager(s) and address: Director Accounting and Finance, United States Air Force (USAF). Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, date of final settlement, duty station or place of employment, or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, date of final settlement, duty station or place of employment, or other information verifiable from the record itself. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from automated system interfaces other Air Force and DOD components and dependents, next of kin, survivors, and former spouses of USSDP members. Exemptions claimed for the system: None. F065 AFAFC D System name: Claims Case File - Active Duty Casualty Case Records. System location: Air Force Accounting and Finance Center, Denver, CO 80279 and at the Denver Federal Archives and Record Center, Building 48, Denver Federal Center, Denver, CO 80225. Categories of individuals covered by the system: Deceased active duty and former active duty Air Force members; dependents, beneficiaries, and next-of-kin of deceased Air Force members. Categories of records in the system: Includes but not limited to the following: Claim certification and vouchers for death gratuity payments; claim for unpaid compensation of deceased members of the uniformed services; reports of casualty; travel vouchers; travel orders; military pay and allowance vouchers; wage and tax statements; miscellaneous income statements; divorce decrees; guardianship papers; death certificates; birth certificates; military pay records; statements of service; military pay orders; employees' exemption for dependents certificates; authorizations to start, stop or change allotments; mailing address payment options for Joint Uniform Military Pay System (JUMPS); authorizations to start or stop basic allowance for quarters credit; document transmittals (JUMPS); military pay orders transfer in; requests and authorizations to pay basic allowance subsistence and separate rations; records of emergency data; records of accounting and finance office authorized payments, JUMPS; assignments of assistance responsibility; leave and earnings statements; acknowledgments and/or transfers of casualty assistance cases; records of travel payments; special orders; record of courts-martial; per diem work sheets; marriage licenses; proceedings of homicide trials; court records; promotion orders; personal letters from deceased member to claimant; applications for commercial insurance; pay and allotment information on deceased members; affidavits in support of in loco parentis relationships; pay adjustment authorizations; bills of lading; affidavits by natural custodian for claim on behalf of minor children; tax certificate statements; paternity admissions statements; Social Security wage adjustment data; leave records; claims for unpaid pay and allowances of deceased member of the uniformed services where there is no designated beneficiary of the claimant; returned check records; allotment reports; proof of adoption; and public vouchers for purchases and services. Authority for maintenance of the system: 10 U.S.C. 1475-1480, Death gratuity...; and 2771, Final settlement of accounts: Deceased members. Purpose(s): Used to compute death gratuity payments and payments of unpaid pay and allowances and to determine the proper beneficiaries thereof. 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: Copies of records or requested information are furnished to other agencies, such as but not limited to Internal Revenue Service, Social Security Administration, and the Department of Veterans Affairs, and to state and local agencies. Information is used by such entities to determine any obligations, benefits and privileges under their jurisdiction. Certified copies of past pay records are furnished to attorneys representing potential beneficiaries. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name and Social Security Number or Military Service Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/ cabinets, protected by guards and controlled by personnel screening and visitor registers. Retention and disposal: Retained at Air Force Accounting and Finance Center for one year after closing date, then forwarded to Denver Federal Archives and Records Center and destroyed six years from final closing date. Destruction is by shredding, tearing, macerating, pulping, or burning. System manager(s) and address: Director Accounting and Finance, United States Air Force (USAF). Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, drivers license, military status, duty station or place of employment or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, drivers license, military status, duty station or place of employment or other information verifiable from the record itself. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from educational and medical institutions, automated system interfaces, police and investigating officers, the public media, state or local governments, witnesses, and source documents such as reports. Exemptions claimed for the system: None. F065 AFAFC E System name: Claims Case File - Corrected Military Records. System location: Air Force Accounting and Finance Center, Denver, CO 80279 and at the Denver Federal Archives and Records Center, Denver Federal Center, Building 48, Denver, CO 80225. Categories of individuals covered by the system: Air Force active duty officers and enlisted personnel, and former active duty military personnel; Air Force Reserve and Air National Guard personnel; retired Air Force military personnel; Air Force Academy cadets; surviving dependents of military personnel. Categories of records in the system: Includes but not limited to: Retired pay information; reserve pay information; statement of service; travel orders; travel vouchers; leave records; individual military pay records; discharge document; civilian earning statements; civilian earnings, wage and tax statement; income tax returns when provided by individuals to support a claim; copies of court martials; copies of non-judicial punishment, application for correction of military or naval records; requests, authorizations and pay orders for basic allowance for subsistence (BAS), separate rations; record of travel payments; military pay and allowances voucher; bills of lading; supplemental wage and tax statement; dependents: Address and name; Social Security Number of deceased retired Air Force members; pay adjustment authorization; medical bills and receipts; correspondence pertaining to above subject matters. Authority for maintenance of the system: 10 U.S.C. 1552, Correction of military records: Claims incident thereto. Purpose(s): Used to determine the proper payment due based on the correction of military records. Pay adjustment data and supporting documentation is submitted to the accounting and finance office for payment, and also to the Joint Uniform Military Pay System (JUMPS) for memorandum type entry on master military pay account. 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: Disclosures may also be made to the Internal Revenue Service and to the Social Security Administration for their determination of tax liabilities and Social Security entitlements flowing from corrections of military pay and allowances. The various state unemployment offices may use the information to either institute collection process from the member or to adjust their records when member was collecting unemployment. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name, Social Security Number or Military Service Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/ cabinets, protected by guards, and controlled by personnel screening and visitor registers. Retention and disposal: Folder is retained at Air Force Accounting and Finance Center for one year, after which time it is sent to Denver Federal Archives and Record Center and destroyed six years from final closing date. Destruction is by shredding, macerating, pulping, or burning. System manager(s) and address: Comptroller of the Air Force, Headquarters United States Air Force. Director Accounting and Finance, United States Air Force. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, driver's license, military status, duty station or place of employment or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, driver's license, military status, duty station or place of employment or other information verifiable from the record itself. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from previous employers, automated system interfaces, and source documents such as reports. Exemptions claimed for the system: None. F065 AFAFC F System name: Claims Case File - Missing in Action Data. System location: Air Force Accounting and Finance Center, Denver, CO 80279 and at the Federal Archives and Record Center, Building 48, Denver Federal Center, Denver CO 80225. Categories of individuals covered by the system: Missing-in-action Air Force members; dependents and next-of-kin of missing Air Force members; and former spouses of missing Air Force members. Categories of records in the system: Includes, but not limited to the following: Statements of dependent's expenses; Air Force Office of Special Investigation reports; correspondence requests for dependency determination; travel vouchers; travel orders; marriage certificates; birth certificates; annulments; divorce decrees; adoption papers; allotment documents (starts, stops, and changes); military pay and allowance vouchers; promotion orders; military pay orders; financial statements; reports of casualty; wage and tax statements; guardianship papers; statements of service; records of emergency data; assignments of assistance responsibility; leave and earnings statements; acknowledgments and/or transfers of casualty assistance; records of travel payments; per diem work sheets; pay adjustment authorizations; bills of lading; tax certificate statements; returned check records; public vouchers for purchases and services; notice of premium due from commercial insurance companies; car titles; Judge Advocate General opinions and interpretative memoranda; car insurance policy statements; requests for verification of deposits in Uniformed Services Savings Deposit program; public vouchers for refunds; military pay vouchers; letters of notification of pay increases and decreases; copies of missing member's last will and testament; Uniformed Services Savings Deposit statements; change of mailing address forms; copies of personal checks; breakdown of expenditures for investment purposes; military pay records of missing member; medical history on dependents; and newspaper clippings. Authority for maintenance of the system: 37 U.S.C. Chapter 10 - Payments to Missing Persons. Purpose(s): Used for adjudication and distribution of missing member's funds, and to make determinations of dependent's eligibility and entitlement to pay allowances for parents, wives and children. Vouchers are provided to the Automated Uniformed Services Savings Deposit Program (USSDP). 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: Data is also disclosed through correspondence with member's dependents pertaining to distribution of monies. Copies of records may on occasion be furnished to other agencies, such as but not limited to Internal Revenue Service (IRS), Social Security Administration (SSA), and the Department of Veterans Affairs (VA), and to state and local agencies for their determination for any obligations, benefits and privileges under their respective jurisdictions. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name, Social Security Number, or Military Service Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/ cabinets, protected by guards, and controlled by personnel screening and visitor registers. Retention and disposal: Records are retained for the entire time member is in a missing or prisoner status. If member is returned to military control, files are returned to military pay jacket (active duty). If member is declared killed-in-action, file is processed as death case, retained at AFAFC for one year, then retired to Denver Federal Archives and Record Center, and destroyed six years after final closing date. Destruction is by shredding, macerating, pulping, tearing, or burning. System manager(s) and address: Comptroller of the Air Force, Headquarters United States Air Force. Director Accounting and Finance, United States Air Force (USAF). Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, drivers license, military status, duty station or place of employment or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. The requester should be able to provide sufficient proof of identity such as name, Social Security Number, drivers license, military status, duty station or place of employment, or other information verifiable from the record itself. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from financial, educational and medical institutions; automated system interfaces; police and investigating officers; the public media; and bureaus of motor vehicles. Exemptions claimed for the system: None. F065 AFAFC G System name: Indebtedness and Claims. System location: Air Force Accounting and Finance Center, Denver, CO 80279. Denver Federal Archives and Record Center, Building 48, Denver Federal Center, Denver, CO 80225. Categories of individuals covered by the system: Active duty and retired military personnel, Air Force civilian employees and former employees, Air Force Reserve and Air National Guard personnel, Air Force Academy cadets, dependents of military personnel, exchange officers and foreign nationals. Categories of records in the system: Records of current and former military members and civilian employees pay accounts showing entitlements, deductions, payments made, and any indebtedness resulting from deductions and payments exceeding entitlements. These records include, but are not limited to: Individual military pay records, substantiating documents such as military pay orders, pay adjustment authorizations, military master pay account print out from Joint Uniform Military Pay System (JUMPS), records of travel payments, financial record data folders, miscellaneous vouchers, personal financial records, credit reports, promissory notes, individual financial statements, and correspondence. Applications for waiver of erroneous payments or for remission of indebtedness with supporting documents, including but not limited to, statements of financial status (personal income and expenses), statements of commanders, statements of Accounting and Finance Officers, correspondence with members and employees. Claims of individuals requesting additional payments for services rendered with supporting documents including, but not limited to, time and attendance reports, leave and earnings statements, travel orders, travel vouchers, statements of non-availability of quarters and mess, paid receipts, and correspondence with members and employees. Delinquent accounts receivable from base Accounting and Finance Officers including, but not limited to, returned checks, medical services billings, collection records, and summaries of the Air Force Office of Special Investigation and Federal Bureau of Investigation reports. Reports from probate courts regarding estates of deceased debtors. Reports from bankruptcy courts regarding claims of the U.S. against debtors. Authority for maintenance of the system: 31 U.S.C. Chapter 18 - Compromise and collection of Federal claims; 10 U.S.C. 2774, Claims for overpayment of pay and allowances, other than travel and transportation allowances, 9837 (d), Settlement of accounts: Deductions from pay; 5 U.S.C. 5584 Claims for overpayment of pay and allowances, other than travel and transportation expenses and allowances and relocation expenses; 12 U.S.C. 1715, Mortgage insurance for servicemen; Pub. L. 97-365, Debt Collection Act of 1982. Purpose(s): Used to determine eligibility for: (1) Waiver of erroneous payments, (2) remission of indebtedness, or (3) payments for services rendered. Also, information is required to attempt collection of all claims from individuals on claims of the United States, for money or property arising out of the activities of the United States Air Force. Claims may be compromised, terminated, or suspended when warranted by information collected. Information is used to establish debts and respond to letters received from individuals. After action is completed, files are closed and filed in individual records. 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: Data necessary to identify an individual involved in a claim is disclosed to a consumer reporting agency whenever a financial status report is requested for use in pursuing collection under the Federal Collection Act. Disclosure of data regarding individual's indebtedness to the Air Force are made from this record system to credit reporting agencies under the authority of the Debt Collection Act of 1982 (Pub.L. 97- 365). Whenever AFAFC has exhausted its internal collection actions, the debt may be forwarded to a private collection agency for collection servicing. The debt may be referred to the Department of Justice under 31 U.S.C. 952, Federal Claims Collection Act of 1966, for investigation or civil or criminal litigation as appropriate. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and in machine-readable form. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/ cabinets, protected by guards and controlled by personnel screening and visitor registers. Retention and disposal: Retained in office files for one year after annual cut-off, transferred to the Denver Federal Archives and Record Center for nine additional years, and then sold to salvage paper companies to be destroyed by shredding, tearing, macerating, pulping or burning. System manager(s) and address: Comptroller of the Air Force, Headquarters United States Air Force. Director, Accounting and Finance, United States Air Force. (USAF). Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. Requester should be able to provide sufficient proof of identity, such as name, Social Security Number, military status, duty station or place of employment, or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. Requester should be able to provide sufficient proof of identity, such as name, Social Security Number, military status, duty station or place of employment, or other information verifiable from the record itself. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from financial and medical institutions; automated system interfaces; police and investigating officers; the public media; a state or local government; and source documents such as reports; credit bureaus; Bureau of Employees Compensation, Department of Veterans Affairs; Social Security Administration; Internal Revenue Service; Federal Housing Administration; health insurance companies; U.S. Army Finance and Accounting Center; Navy Finance Center; Base Accounting and Finance Officers, Major Commands; Comptroller General; and correspondence with individual concerned or his representative. Exemptions claimed for the system: None. F065 AFAFC H System name: Loss of Funds Case Files. System location: Air Force Accounting and Finance Center, Denver, CO 80279. Categories of individuals covered by the system: Air Force, Army, Navy and Marine Corps active duty military personnel, Air Force civilian employees and former employees, Air Force Reserve and Air National Guard personnel. Retired Air Force military personnel. Categories of records in the system: Information source documents, reports of investigating officer(s) on losses in Air Force accounting and finance offices: (AFOS) accountability, loss of funds settlement vouchers, material to determine cause of the loss, identification of personnel concerned in the loss, determinations of pecuniary liability, opinions from Judge Advocate General offices, opinions from the Comptroller General and from the General Accounting Office, and final determinations by the Secretary of the Air Force. Authority for maintenance of the system: 31 U.S.C. 95a, Relief of disbursing officers of military departments; 492b, Gains and losses resulting from exchange transactions; offsetting of deficiencies in accounts against gains; and 40 U.S.C. Chapter 15 - Government Losses in Shipment. Purpose(s): Loss of funds case files record the chronological history of losses or deficiencies in AFOS money accounts. Data contained in these files are used to prepare reports and statistics, and to develop facts necessary for administrative adjudications of pecuniary responsibility. 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: Users of the records system include, but are not limited to, attorneys, surety companies, and individuals for internal Air Force processing and outside litigation by those named in the case. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets and in safes, protected by guards, and controlled by personnel screening and visitor registers. Retention and disposal: Whenever relief from pecuniary responsibility for a loss is recommended and granted, records are retained at AFAFC for four years and then destroyed by tearing into pieces, shredding, pulping or macerating. Whenever one or more persons are held liable for a loss, and the loss is completely recovered, records are retained in AFAFC files for six years and then destroyed by tearing into pieces, shredding, pulping, or macerating. System manager(s) and address: Comptroller of the Air Force, Headquarters United States Air Force. Director of Accounting and Finance, United States Air Force (USAF). Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, military or civilian status, duty station or place of employment, or other information verifiable in the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, military or civilian status, duty station or place of employment, or other information verifiable in the record itself. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from financial institutions, police and investigating officers, witnesses and source documents such as reports. Exemptions claimed for the system: None. F065 AFAFC I System name: Military Pay Records. System location: Air Force Accounting and Finance Center, Denver, CO 80279; Denver Federal Archives and Records Center, Building 48, Denver Federal Center, Denver CO 80225; Federal Records Center Annex, GSA, P.O. Box 141, Neosho, MO 64850. Categories of individuals covered by the system: Air Force active duty and separated military personnel. Categories of records in the system: Microfilm of Military Pay Records of individual Air Force personnel on active duty or separated. Military pay records and related documentation including but not limited to monthly and cumulative six-months histories of pay transactions, Federal Income Tax withholding data, Federal Insurance Contribution Act tax data contained on hard copy and/or microfilm. Military pay supporting documents and vouchers including but not limited to basic pay, special compensation positions, special pay, status adjustments, separation, reenlistment, reenlistment bonus, incentive pay, allowances, death gratuities, allotments of pay, court-martial sentences, indebtedness, and correspondence pertaining to all of the above. Sundry lists, reports and rosters including but not limited to Internal Revenue reports, Social Security reports, Veteran's Administration reports, and Treasury reports. Authority for maintenance of the system: 37 U.S.C. 401-403, Allowances; 551-558, Payments to Missing Persons; 10 U.S.C. 1475-1480, Death Benefits; 1552, Correction of military records: Claims incident thereto; 2771, Final settlement of accounts: Deceased members. Purpose(s): Purposes are to furnish pay information from microfilm of Military Pay Records when hard copies of pay records cannot be located in Military Pay Record file. Used as back-up of hard copies of Military Pay Records which are also filed at this location. The purpose of the record system is to retain historical pay data on Air Force and former Air Force members, and to furnish pay information and/or related information to Accounting and Finance Offices (AFOS) and Consolidated Base Personnel Offices (CBPOs), who use this information in answering inquiries and in determining current administrative adjustments. Copies of certified pay records and related documents are disclosed to military courts for court-martial action, and to Civil Courts. 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: Furnish wage and tax statement (Form W-2) for tax purposes to State Revenue Service, Internal Revenue Service, individual members misplacing original form W-2, widows of deceased members, or to verify Air Force service on request from other services. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and on roll microfilm. Retrievability: Retrieved by name and Social Security Number or Military Service Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record source of their official duties who are properly screened and cleared for need-to- know. Records are stored in security file containers/cabinets, protected by guards, and controlled by personnel screening and visitor registers. Retention and disposal: Military Pay Records, hard copies, are retained at Denver Federal Archives and Records Center where they are sold to paper salvage companies and destroyed by shredding after a total of ten years after member's separation, or date of final action, whichever is later. Microfilm of Military Pay Records is retained at Air Force Accounting and Finance Center for six years then destroyed by shredding or burning. Copies of microfilm are retained for fifty-six years at Federal Records Center Annex, GSA at Neosho, MO and then destroyed by shredding or burning. System manager(s) and address: Director Accounting and Finance, USAF. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, service number, military status, duty station or place of employment, or other information which may be determined from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, service number, military status, duty station or place of employment, or other information which may be determined from the record itself. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from previous employers, financial and medical institutions, automated system interfaces; police and investigating officers; state or local governments; corporations; source documents such as reports; Air Force Installation Accounting and Finance Pay Offices; Joint Uniform Military System (JUMPS); state agencies; state revenue services; veterans organizations; federal agencies; Internal Revenue Service; Veteran's Administration; attorneys; widows of former members; parents of members; dependents, trustees, and guardians; and other Department of Defense components. Exemptions claimed for the system: None. F065 AFAFC J System name: Pay and Allotment Records. System location: Air Force Accounting and Finance Center, Denver, CO 80279; Denver Federal Archives and Record Center, Building 48, Denver Federal Center, Denver, CO, 80225. Categories of individuals covered by the system: Air Force active duty and retired military personnel Air Force Reserve and Air National Guard personnel, and Air Force Academy cadets. Categories of records in the system: Applications for Basic Allowance for Quarters (BAQ); request for dependency determinations for benefits; copies of marriage certificates, birth certificates, annulments, divorce decrees and adoption papers; certificate of residence forms; allotment documents (starts, changes and stops); special pay authorizations; copies of allotment vouchers; change of address forms; parent dependency affidavits; correspondence between the Air Force Accounting and Finance Center (AFAFC) and members dependents pertaining to allotments (pay information) and determinations of dependency; Comptroller General decisions; General Accounting Office opinions; Judge Advocate General opinions and interpretative memoranda; Air Force Office of Special Investigation (OSI) reports, interpretative memoranda from plans and systems (XS) at AFAFC; status request from Office of Civilian Health and Medical Program of the Uniformed Services (CHAMPUS) regarding medical care for children over age 21; correspondence with state and local agencies; American Red Cross; and other material related to dependency determination and eligibility of dependents for pay and allowance purposes and benefits. Authority for maintenance of the system: 37 U.S.C. 401, Definitions; 403, Basic allowance for quarters; 10 U.S.C. 1072, Definitions. Purpose(s): Records are used to make final determinations of dependency and or relationship eligibility entitlement to pay allowances for parents, step-children and adopted children who have income in their own right, illegitimate children and all cases where relationship or dependency is questionable; make determinations of dependency and or eligibility entitlement to benefits for parents, parents-in-law, illegitimate children and children over age 21. Copies of affidavits, documents, related correspondence and/or information contain therein may be furnished to the service member, the claimed dependent and/or the person who furnish such information. Copies of affidavits, statements and related correspondence may be furnished OSI to verify information submitted by or in behalf of the claimed dependent. 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: Copies of records may on occasion be furnished to Internal Revenue Service (IRS), Social Security Administration (SSA), Office of Personnel Management, and the Department of Veterans Affairs (VA), and to state and local agencies for their own determinations for any obligations, benefits and privileges that come under their jurisdiction. Notify the American Red Cross of status of claims to inform the member and/or their dependents. On occasion may disclose information to the Air Force Aid Society. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name and Social Security Number or Military Service Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/ cabinets, protected by guards and controlled by personnel screening and visitor registers. Retention and disposal: Records for members who have been separated from the service are purged annually and retired to the Federal Archives and Records Center at Denver Federal Center with one exception. Records for which claims are received and/or a dependency determination is made after separation, are retained at the AFAFC for six years after last determination and then sent to the Denver Federal Archives and Records Center. Records are destroyed six years after member's separation from the service or last determination, whichever is later. Destruction is by shredding, tearing or burning. System manager(s) and address: Director Accounting and Finance, United States Air Force, Washington, DC 20330. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, service number, military status, duty station or place of employment. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, service number, military status, duty station or place of employment. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from previous employers, financial and medical institutions, automated system interfaces, police and investigating officers, state or local governments, source documents such as reports; applications and correspondence from members for dependency determination, COLA, and medical care; correspondence from parents, guardians and custodians of dependents, attorneys and the American Red Cross pertaining to dependency determination and support of dependents; information from other components of the Department of Defense. Exemptions claimed for the system: None. F065 AFAFC K System name: USAF Retired Pay System. System location: Air Force Accounting and Finance Center, Denver, CO 80279; Federal Archives and Records Center, Building 48, Denver Federal Center, Denver, CO 80225; Records Center Annex, GSA, P.O. Box 141, Neosho, MO 64850 (backup storage only); Accounting and Finance Offices (AFOs at Air Force bases; Air Reserve Personnel Center and Personal Affairs offices at Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Air Force active duty and retired military personnel, Air Force Reserve and Air National Guard personnel, dependents and survivors of military personnel. Categories of records in the system: Records include, but are not limited to retired pay and annuitant pay master files with supporting documentation relating to entitlements, deductions, collections and allotments supporting documents include but are not limited to Retirement Orders, retirement pay orders, gross pay statements, statements of employment, employees' withholding exemption certificates, records of emergency data, retired pay allotment authorizations, retirees: United States savings bond authorizations, Air Reserve Forces retirement credit summaries, divorce decrees, computation of retired pay, death certificates, claims for unpaid pay and allowances of deceased members, marriage certificates, adoption papers, guardian papers, birth certificates, election certificates for retired servicemen's family protection plan (RSFPP), election certificates for survivor benefit plan (SBP), documents pertaining to status of children's schooling, and income tax withholding statements. Also included are listings of bonds, allotments, retired pay and annuitant pay checks, debts owed the government and direct remittances made by retirees for the costs of the RSFPP and SBP plans, records from dependents of retired military personnel, correspondence related to retirement entitlements such as reports from hospitals and medical review boards, print-outs of members' active duty military pay accounts from the joint uniform military pay system. Authority for maintenance of the system: 10 U.S.C. Chapters 61, Retirement or Separation for Physical Disability; 63, Retirement for Age; 65, Retirement for Length of Service; 67, Retired Pay for Non-Regular Service; 69, Retired Grade; 71, Computation of Retired Pay; 73, and 79, Correction of Military Records; 5 U.S.C. Chapter 83, Retirement; 37 U.S.C., Pay and Allowances of the Uniformed Services; 38 U.S.C. 410, Deaths entitling survivors to dependency and indemnity compensation. Purpose(s): Used to accurately and timely pay the retired members of the Air Force and their survivors; provide members periodic statements of pay; document and account for all disbursements and collections; and to respond to inquiries concerning the retiree and annuitant accounts. Records are used to establish, maintain and close retiree and annuitant pay accounts and prepare related reports; compute retired and annuitant pay and initiate actions for monthly pay and allotment transactions; casualty cases are established upon the death of a member and arrears of pay are computed and disbursed to survivors; upon the death of a retired member who elected such coverage, RSFPP and/or SBP accounts are established and survival annuities are paid. Also, there is an automated interface with the joint uniform military pay system for data used to compute retiree payments; retiree's pay and their allotment (checking and savings accounts) payments as well as annuitant's pay are sent either directly to financial organizations or through the Direct Deposit/Electronic Fund Transfer Program. 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: Other users include, but are not limited to, any component of the Department of Defense for inquiries, audit and document utilization; other federal agencies such as the Internal Revenue Service for normal wage and tax withholding reporting, accounting, tax audits and levies; Comptroller General and the General Accounting Office for legal interpretations and audits. Disclosures are made to the Department of Veterans Affairs regarding establishments, changes and discontinuances of VA compensation to retirees and annuitants; disclosures are made to the Social Security Administration regarding wages; information is furnished to the American Red Cross and the Air Force Aid Society for their use in assisting retirees and their survivors. Information is supplied to state and local governments for use as follow-up data in welfare cases and for tax purposes. Information is also supplied to the Office of Personnel Management when a retiree waives his military retired pay in order to use his military service for computing his Civil Service Retirement Annuity. Information is supplied to the courts regarding retiree pay in garnishment cases. Disclosures are also made to attorneys, law firms, and other parties acting as executors or administrators of retirees estates and information is provided to trustees of mentally incompetent members and guardians of survivors (children). The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders/note books/binders/visible file binders/cabinets/card files, computer magnetic tapes and paper printouts, and on roll microfilm and microfiche. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/ cabinets/vaults/locked cabinets or rooms, protected by guards, and controlled by personnel screening, visitor registers and computer system software. Retention and disposal: The records are retained for varied periods up to 56 years. Destruction of records is by shredding. Records are maintained at the Denver Federal Archives and Records Center. Duplicate records are maintained at the alternate site at Neosho, MO for storage where destruction is by shredding or burning. System manager(s) and address: Director of Accounting and Finance, United States Air Force, Washington, DC 20330 (USAF). Assistant Deputy Chief of Staff Personnel for Military Personnel, Randolph Air Force Base, TX 78150 for Survivor Benefit Plans Briefing records and spouse notification letters. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, duty station or place of employment, military status, military grade military grade or other information verifiable from the record itself. For Survivor Benefits Plans Briefing records and spouse notification data, contact the system manager specified in the preceding category or Personal Affairs officials at the servicing Air Force installation. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. However, retirees and annuitants may go to any Air Force Accounting and Finance Office (AFO) to request information regarding his or her account. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, military status, military grade or other information verifiable from the record itself. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from previous employers, financial, educational, and medical institutions, automated system interfaces, state or local governments, source documents such as reports. Also record sources include but are not limited to, the following: Members' survivors, trustees of mentally incompetent members, guardians of survivors (children), private law firms which are executors of estates in casualty cases, the Air Force Manpower and Personnel Center at Randolph Air Force Base, TX, and other government agencies such as the Department of Veterans Affairs and the Social Security Administration. Information also obtained from the individual. Exemptions claimed for the system: None. F065 AFAFC L System name: Legal Administration Records of the Staff Judge Advocate. System location: Air Force Accounting and Finance Center, Denver, CO 80279. Categories of individuals covered by the system: Air Force active duty and retired military personnel, present and former Air Force civilian employees, Air Force Reserve and Air National Guard personnel, dependents of military personnel, Air Force Academy Cadets and former active duty personnel. Categories of records in the system: Legal opinions and supporting documents including, but not limited to, reports of survey on loss or damage of Air Force equipment; garnishment of wages of Air Force military and civilian personnel for child support and alimony; division of military members' retired pay due to child support or community property obligations of such retired members; inquiries by Congressmen on behalf of constituents who are military members or their dependents, or others; and correspondence relating to the above subjects with other Air Force and Department of Defense components, United States attorneys, attorneys, Air Force officers and members (and dependents thereof), former spouses of Air Force officers and members, and federal, state and local agencies, including, but not limited to, the Federal Bureau of Investigation (FBI), Internal Revenue Service, Social Security Administration, and state and local welfare agencies state and local welfare or child support agencies seeking wage and location data regarding Air Force military and civilian personnel should contact HQ AFAFC/DADI, Denver, CO 80279. Authority for maintenance of the system: 10 U.S.C. 2775, Disposition of unclaimed property; 9832, Property accountability: Regulations; 9835, Report of survey; and 37 U.S.C. 1007(e), Deductions from pay; 10 U.S.C. 1408, Division of retired pay; 42 U.S.C. 659, 661-62, and 15 U.S.C. 1673, (Garnishment of wages for child support and alimony); 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Used to review and make recommendations in cases including but not limited to cases involving division of retired pay, reports of survey, garnishment of pay, and Congressional inquiries on behalf of constituents. 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: Records from this system of records may be disclosed to any of the following non-DOD agencies and individuals: Individual Air Force members and their dependents, former spouses of Air Force members and their attorneys, United States Attorneys, Internal Revenue Service, Social Security Administration, and state and local agencies. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, visible file binders/cabinets and in card files. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets, protected by guards, and controlled by personnel screening and visitor registers. Retention and disposal: Records are maintained at office of Staff Judge Advocate, Air Force Accounting and Finance Center (AFAFC/JA) for two years, or whenever their purpose has been served, whichever is later, and then destroyed by tearing or shredding. Significant cases involving legal opinions establishing precedent are periodically transferred to subject files after two years and retained indefinitely. System manager(s) and address: The Staff Judge Advocate, United States Air Force; Staff Judge Advocate, Air Force Accounting and Finance Center. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFAFC/DADI, Denver, CO 80279. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, military status, duty station or place of employment, or other information verifiable in the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAFC/DADI, Denver, CO 80279. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, military status or place of employment, or other information verifiable in the record itself. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from previous employers, financial institutions, educational institutions, police and investigating officers, state or local governments, witnesses, source documents such as reports. Information from other DOD components; information from other federal agencies, including, but not limited to, the FBI, Internal Revenue Service, Social Security Administration, Department of Veterans Affairs; applications by and correspondence with active duty, reserve and retired Air Force personnel and their dependents, former spouses, and guardians, applications by and correspondence with Air Force current and former civilian employees, their dependents, spouses, and guardians; correspondence with attorneys, records of courts-martial, interfaces with other record systems maintained at AFAFC, and correspondence with United States Attorneys. Exemptions claimed for the system: None. F065 AF AFC A System name: Accounts Payable Records. System location: At Accounting and Finance Offices at Air Force bases, Air National Guard activities, Air Force Reserve units, and Air Force components. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Some records are stored at the Denver Federal Archives and Record Center, Building 48, Denver Federal Center, Denver, CO 80225. Categories of individuals covered by the system: Individuals who have monies owing to them by the Air Force or who have performed an official function resulting in a valid debt payable by the Air Force to a third party. Such individuals include contractors, military and civilian personnel and their dependents, assignees, trustees, guardians, survivors, claimants having tort or compensation claims against the Air Force for personal injuries or property damage. Categories of records in the system: Include, but are not limited to, contracts; purchase orders; temporary duty and permanent change of station orders; transportation requests; government bills of lading; tort claims; compensation claims; correspondence with creditors; dependents of military personnel and civilian employees. Authority for maintenance of the system: 31 U.S.C. 66c, Receipts, retention and disbursement of public funds; 82e, Travel and transportation allowances: Dependents: Baggage and household effects; 492, Disbursing officers; 37 U.S.C. 404, Travel and transportation allowances: General; 406, Disbursing officers. Purpose(s): Records are used to support payments to creditors who may include military personnel and civilian employees, their dependents, survivors, guardians and trustees, contractors, vendors, claimants in tort and compensation claims and assignees. 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: When authorized, records may be disclosed to creditors, dependents, claimants, Internal Revenue Service (for tax purposes, including assessments, levy action, employer/employee Social Security taxes), Social Security Administration and Department of Veterans Affairs (for verification of claims and eligibility for benefits administered by such agencies), and state and local authorities (for matters pertaining to taxation, welfare, and criminal and civil litigation within the jurisdiction of such authorities). The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, visible file binders/cabinets, card files, computer and computer output products, magnetic cards, and microform. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets, locked cabinets or rooms, protected by guards and controlled by personnel screening and by visitor registers. Retention and disposal: Retention periods of various types of documents vary from one month to permanent. Some records are destroyed by the Base Accounting and Finance Offices at base level by tearing, shredding, pulping, macerating, or burning; others are retired to the Denver Federal Archives and Record Center and destroyed after varying retention periods by sale to salvage paper companies for shredding. System manager(s) and address: Director Accounting and Finance United States Air Force (USAF). Accounting and Finance Officers at Air Force installations. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. Information pertaining to geographically dispersed elements of the record system may be obtained from managers at the applicable Air Force component. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, service number, military status, duty station or place of employment, or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. Information pertaining to geographically dispersed elements of the record system may be obtained from documentation managers at the applicable Air Force component. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, service number, military status, duty station or place of employment, or other information verifiable from the record itself. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Sources include, but are not limited to, information obtained from automated system interfaces, corporations and from source documents such as reports, contractors, vendors, claimants, trustees, assignees, Air Force and other Department of Defense components, carriers, General Accounting Office, Comptroller General, and Department of Veterans Affairs. Exemptions claimed for the system: None. F065 AF AFC B System name: Accounts Receivable Records Maintained by Accounting and Finance. System location: Headquarters, Air Force Accounting and Finance Center, (HQ AFAFC), Denver, CO 80279-5000; Denver Federal Archives and Record Center, Building 48, Denver Federal Center, Denver, CO 80225-5000; Accounting and Finance Offices at Air Force bases, Air National Guard activities and Air Force Reserve units. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Active duty and retired military personnel; Air Force civilian employees and former employees; Air Force Reserve and Air National Guard personnel; Union or Association management personnel; contracting officers and representatives; Air Force Academy cadets; dependents of military personnel; Foreign Nationals residing in the United States; American Red Cross personnel; Peace Corps and State Department personnel; Exchange Officers, and other individuals who may be indebted to the Air Force. Categories of records in the system: Records maintained in the system include, but are not limited to: Documentation pertaining to telephone bills; utility bills; check issue discrepancies; dishonored checks; postal fund losses; reports of survey; freight losses in shipments; involuntary collections; erroneous payments; property losses and damages; administratively ascertained indebtedness of airmen; withholding for subsistence and other supplies; losses of funds; government losses in shipments; unauthorized allotment payments; setoff of final pay, and retention of pay by reason of courts martial or forfeiture or fines documentation. Authority for maintenance of the system: 5 U.S.C. 5512-5514, Withholding pay; 10 U.S.C. 856; Article 56 Uniform Code of Military Justice, Maximum levels; 10 U.S.C. 9832, Property accountability; Regulations; 10 U.S.C. 9837(b), Settlement of accounts: Deductions from pay; 10 U.S.C. 9840, Final settlement of officer's accounts; 31 U.S.C. 71, Public accounts to be settled in the General Accounting Office; 31 U.S.C. 82(a), Listing of persons receiving periodic payments, vouchers; 31 U.S.C. 95, Settlement of accounts of Army officers; 31 U.S.C. 95, Settlement of accounts of Army officers; 31 U.S.C. 3711, Collection and Compromise; 37 U.S.C. 492(a)-(c), Disbursing Officers; 37 U.S.C. 1007(b), (e), (f), (g), Deductions from pay; 40 U.S.C. 15, Government Losses in Shipment; 49 U.S.C. 1 et seq.; Transportation, and E.O. 9397 (SSN). Purpose(s): Records are used to support customer billings and collections. 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 Accounting office and the Department of Justice for collection action for any delinquent account when circumstances warrant. To a commercial credit reporting agency for the purpose of either adding to a credit history file or obtaining a credit history file for use in the administration of debt collection. To a debt collection agency for the purpose of collection services to recover indebtedness owed to the Air Force. To Department of Veterans Affairs for its administration of laws pertaining to veterans' benefits. To any other Federal agency for the purpose of effecting salary offset procedures against a person employed by that agency when the Air Force has a claim against that person. To any other Federal agency including, but not limited to, the Internal Revenue Service and Office of Personnel Management for the purpose of effecting an administrative offset of a debt. To the Internal Revenue Service to obtain the mailing address of a taxpayer for the purpose of locating such taxpayer to collect or to compromise a Federal claim against the taxpayer. NOTE: Redisclosure of a mailing address from the Internal Revenue Service may be made only for the purpose of debt collection, including to a debt collection agency in order to facilitate the collection or compromise of a Federal claim under the Debt Collection Act of 1982, except that a mailing address to a consumer reporting agency is for the limited purpose of obtaining a commercial credit report on the particular taxpayer. Any such address information obtained from the Internal Revenue Service will not be used or shared for any other Department of Defense purpose or disclosed to another Federal, state or local agency which seeks to locate the same individual for its own debt collection purpose. To any other Federal, state or local agency for the purpose of conducting an authorized computer matching program to identify and locate delinquent debtors for recoupment of debts owed the Air Force. The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of systems of records apply to this system. 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 of 1966 (15 U.S.C. 1681a(f)), or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number); the amount, status, and history of the claim; and the activity 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: Maintained in file folders, in note books/binders, in visible file binders/cabinets, in card files and on computer magnetic tapes. Retrievability: Retrieved by name, Social Security Number, Military Service Number or Civilian Payroll Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets or locked cabinets or rooms, protected by guards, and controlled by personnel screening and by visitor registers. Retention and disposal: All cases will remain active until settled by full payment or waiver. Current year cases will be retained by the collection office through the calendar year. Prior year cases will be retained by the records custodian for another six years. Destruction is accomplished by tearing, shredding, pulping, macerating, burning or burying in a landfill. System manager(s) and address: Director, Air Force Accounting and Finance Center, (HQ AFAFC), Denver, CO 80279-5000. Accounting and Finance Officers at Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Director, HQ AFAFC, Denver, CO 80279-5000, or to the Accounting and Finance Office at the Air Force base of assignment. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Requester should be able to provide sufficient proof of identity, such as name, Social Security Number, drivers license, civilian identification card, duty station or place of employment, or other information verifiable from the record itself. Record access procedures: Individuals seeking to access records about themselves contained in this system should address written inquiries to or visit the Director, HQ AFAFC, Denver, CO 80279-5000, or to the Accounting and Finance Office at the Air Force base of assignment. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Requester should be able to provide sufficient proof of identify, such as name, Social Security Number, drivers license, civilian identification care, duty station or place of employment, or other information verifiable from the record itself. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from previous employers; financial, educational, and medical institutions; trade associations; police and investigating officers; the bureau of motor vehicles; state or local governments; international organizations; corporations; witnesses; source documents such as reports; charges and invoices from other Air Force and Department of Defense components at Headquarters, major command and base levels; Internal Revenue Service; Social Security Administration; and Department of Veterans Affairs. Exemptions claimed for the system: None. F065 AF AFC C System name: Travel Records. System location: Air Force Accounting and Finance Center, Denver, CO 80279; accounting and finance offices at Air Force bases. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Denver Federal Archives and Records Center, Denver Federal Center, Building 48, Denver, CO 80225. Categories of individuals covered by the system: Active duty and retired Air Force military personnel, Air Force civilian employees and former employees, Air Force Reserve and Air National Guard personnel, Air Force Academy nominees/applicants/ cadets, Senior and Junior Air Force Reserve Officers, Dependents of military personnel, Foreign Nationals residing in the United States, Exchange Officers, and any other individual in receipt of competent travel orders. Categories of records in the system: Documents include but are not limited to travel vouchers and subvouchers; travel allowance payment lists; travel voucher or subvoucher continuation sheets; vouchers and claims for dependent travel and dislocation or trailer allowance; certificate of nonavailability government quarters and mess; multiple travel payments list; travel payment card; requests for fiscal information concerning transportation requests, bills of lading, and meal tickets; public vouchers for fees and mileage of witnesses; claims for reimbursement for expenditures on official business; claims for fees and mileage of witness; certifications for travel under classified orders; travel card envelopes; statements of adverse effect-utilization of government facilities; and related correspondence. Authority for maintenance of the system: 37 U.S.C. 404-412, Travel and transportation allowances; 5 U.S.C. 2105, Employee; 2106, Member of Congress; 5561, Definitions; 5564,Travel and Transportation; 5701-5708, Travel and Subsistence Expenses; 5721-5730, Travel and Transportation Expenses; and 5742, Transportation of Remains. Purpose(s): Used to pay travel entitlements and supporting the payment of travel entitlements to military and civilian personnel. Uses made of the records by the paying Accounting and Finance Office, other Air Force and Dept of Defense components include but are not limited to the following: Payment of advances; payment of per diem at temporary duty stations; settlement payments upon completion of travel; payment of mileage upon separation or release from active duty; consolidation of payments; payment of dependents: Travel; payment of dislocation or trailer allowance; to support a traveler's entitlement to a specific rate of per diem; to list multiple payments for travel and temporary duty performed under like conditions and circumstances; as a control record of all travel payments made to an individual; to query the United States Army Finance and Accounting Center for information contained on transportation requests, bills of lading, and meal tickets; payment of fees and allowances to civilian witnesses who are not U.S. Government employees; payment of expenses incurred within and around duty stations; supports the travel voucher in lieu of classified orders; updates leave records. Other users and specific uses made by them include but are not limited to Accounting and Finance Officers, who use travel records to pay travel entitlements to military and civilian personnel who perform official travel; traffic management Officers, who use travel orders to support the issuance of transportation requests and to support the movement of household goods or house trailer. 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: Internal Revenue Service, receives and records information concerning the payment of travel allowances which are subject to federal income tax. General Accounting Office (GAO), uses travel records for auditing activities and for the settlement of questionable travel claims. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, note books/binders, visible file binders/cabinets, card files, and at Accounting and Finance Office Air Force wide, on computer magnetic tape, disks and printouts. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/ cabinets, safes, vaults, and locked cabinets or rooms. Records are controlled by personnel screening and by visitor registers, and by computer software in the case of machine readable records. Retention and disposal: The original voucher and related supporting documents are stored at the Air Force Accounting and Finance Center, Denver, CO, for 18 months and then moved to the Denver Federal Archives and Records Center for 4 years and 9 months after which they are shredded. Copies of the original voucher and related supporting documents are maintained by field accounting and finance offices for 3 years. Computer permanent history tapes will contain individual information for 6 years from transfer date at which time member data will be transferred to the Air Force Accounting and Finance Center. System manager(s) and address: Director Accounting and Finance United States Air Force. At base level the system manager is the local Accounting and Finance Officer. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. Requester should be able to provide sufficient proof of identity, such as name, Social Security Number, duty station, place of employment, and specify the accounting and disbursing station number, voucher number, date of voucher, or other information verifiable in the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. Requester should be able to provide sufficient proof of identity, such as name, Social Security Number, duty station, place of employment, and specify the accounting and disbursing station number, voucher number, date of voucher, or other information verifiable from the record itself. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is acquired from but not limited to the individual traveler; related voucher documents such as those described above in the description of categories of records; Office of the Judge Advocate; the Comptroller; General Accounting Office; Congress; Accounting and Finance Officers; Traffic Management Officers; Consolidated Base Personnel Officers; the Air Force Accounting and Finance Center; and other Air Force and Department of Defense components. Exemptions claimed for the system: None. F065 AF AFC D System name: Air Reserve Pay and Allowance System (ARPAS). System location: Primary system location: Air Force Accounting and Finance Center, CO 80279; decentralized supporting segments are located at: Air Force Manpower and Personnel Center, Randolph Air Force Base, TX 78150; Air Reserve Personnel Center, Denver, CO 80280; National Personnel Records Center, Military Personnel Records, 9700 Page Boulevard, St. Louis, MO 63132; Air National Guard activities and air Force Reserve units; Accounting and Finance Offices at Air Force bases servicing individual Air Reserve Forces members; Official mailing addresses are in the Department of Defense directory in the appendix to the Air Force's systems notices; Denver Federal Archives and Record Center, Building 48, Denver Federal Center, Denver, CO 80225; and Records Center Annex GSA, P.O. Box 141, Neosho, MO 64850 (system backup storage). Categories of individuals covered by the system: Active Air Reserve Forces members in a military pay status and dependents of military personnel except Air Reserve Forces members on extended active duty and members of the Air Force Reserve Officer Training Corps. Categories of records in the system: Military pay account computer records and supporting documentations relating to Air Reserve Forces military pay and allowance entitlements, deductions, and collections. Military pay computer records, including but not limited to, master individual pay account files (containing essential check and member identification data, military pay entitlement and allowance data, accounting data, tax withholding rate and amount data, collection and indebtedness data, and performance data); wage and tax withholding records; records of Air Reserve Forces calendar day performance; check issue, control and cancellations records; transaction input, system reject, and system recycled records; disbursement and collection report records; accounting report records; and other generated records supporting, substantiating, or authorizing Air Reserve Forces military pay and allowance entitlement, deduction, or collection actions. Military pay documentation records include, but are not limited to, travel orders, requests and performance records; active military duty performance records; statements of tours or performance of military duty; payroll attendance lists and rosters; document records establishing, supporting, reducing, or canceling entitlements to basic pay; special compensations (such as medical, dental, veterinary, and optometry); special pays (such as foreign duty, hostile fire); allowances (such as basic allowance for subsistence, basic allowance for quarters, family separations, clothing maintenance and monetary allowances); incentive pays; and other entitlements in accordance with the Department of Defense Pay and Allowance Entitlement Manual; certificates and statements changing address, name, military assignment, and other individual data necessary to identify and provide accurate and timely Air Reserve Forces military pay and performance credit; allotment start, stop, or change records; declarations of benefits and waivers; military pay and personnel orders; medical certifications and determinations; death and disability documents; check issuing and cancellation records and schedules; payroll vouchers; money lists and accounting records; pay adjustment authorization records; system input certifications; member indebtedness and tax levy documentation; earnings statements; employees wage and tax reports and statements; casual payment authorization and control logs; punch card transcripts; and other documentation supporting, authorizing, or substantiating Air Reserve Forces military pay and allowance entitlement, deduction, or collection. Inquiry files, sundry lists, reports, letters, correspondence, and rosters including, but not limited to, Congressional inquiries, Internal Revenue Service notices and reports, state tax and insurance reports, Social Security Administration reports, Department of Veterans Affairs reports, inter-Department of Defense requests, treasury reports, and health education and institution inquiries. Authority for maintenance of the system: 37 U.S.C., Pay and Allowances of the Uniformed Services. Purpose(s): Used to ensure accurate and timely military pay and allowances to supported Air Reserve Forces members; provide timely, complete master individual pay account review; document and account for Air Reserve Force military pay and allowance disbursements and collections; and provide account inquiry research response capability. Records are used to determine net military pay and allowances check issues to Air Reserve Force members; or payment to a Financial organization through Direct Deposit/Electronic Fund Transfer Program; to verify and account for system input transactions; to identify, correct, and collect overpayments; to establish, control, and collect member collection and indebtedness notices and levies; to maintain complete accounting records for Air Reserve Forces military pay and allowance disbursements, collections, refunds, and reimbursement actions; and to provide internal and external managers with statistical and monetary reports. 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: Records from this system may be made available to other federal agencies such as the Internal Revenue Service for wage and tax withholding reporting, accounting, tax audits or levies; Social Security Administration for wage and tax withholding reporting, accounting, or tax audit; Office of Personnel Management for personnel management functions; Department of Veterans Affairs for compensation and waiver reporting and audits, life insurance accounting, disbursement and benefit determinations; or local Governmental agencies for reports and accounting utilization; state and local governments for tax and welfare information; educational institutions for verifying scholarship qualifications and performance; charitable institutions and military associations to render recognition for meritorious service; and financial institutions for deposits (checks to banks) and credit references. Pay data is released to computer and accounting service centers upon request of financial organizations designated by individuals to receive money due them. Pay data is also released to Federal Reserve Banks under procedures specified in 31 CFR part 210 for Federal recurring payments by means other than by checks. The American Red Cross and Air Force Aid Society use this information to determine needs of a member of his or her dependents in emergency situations. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, note books/binders, card files, on computer and computer output products, and microform. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/ cabinets/safes/vaults, protected by guards, and controlled by personnel screening, visitor registers and computer system software requiring special random input entry identifiers. Retention and disposal: The system contains differing types of records subject to varied retention of from 6 months to 56 years. Records are retired to the Denver Federal Archives and Record Center, and also are stored at the Records Center annex GSA at Neosho, MO for backup storage. Final destruction of records is by shredding. System manager(s) and address: Director Accounting and Finance, United States Air Force (USAF); managers for geographically dispersed supporting elements to the system are Chief of Air Force Reserve, Headquarters United States Air Force; Director of Air National Guard, Headquarters United States Air Force, Accounting and Finance Officers, Consolidated Base Personnel Officers, Air National Guard Base Comptrollers, Consolidated Reserve Personnel Officers, ARPAS Payroll Officers, and designated representatives thereof. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. Information pertaining to geographically dispersed elements of the record system may be obtained from Documentation Managers at the applicable Air Force component. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Requesters should be able to provide sufficient proof of identity, such as name, Social Security Number, military status, last Air Reserve Forces unit of assignment, duty status or place of employment, or other information verifiable from the system record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. Information pertaining to geographically dispersed elements of the record system may be obtained from Documentation Managers at the Air Force component. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Requesters should be able to provide sufficient proof of identity, such as name, Social Security Number, military status, last Air Reserve Force unit of assignment, duty status, or place of employment, or other information verifiable from the system record itself. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Record system sources for information include, but are not limited to: Headquarters USAF, Air Force major commands and Air Force installations, Consolidated Base Personnel Offices and Consolidated Reserve Personnel Offices, Air National Guard Base Comptrollers, ARPAS Payroll Offices, other DOD components; the Internal Revenue Service, Social Security Administration, Department of Veterans Affairs, and other federal agencies; financial institutions, educational institutions, medical institutions, automated system interfaces, and state and local agencies. Exemptions claimed for the system: None. F065 AF AFC E System name: Joint Uniform Military Pay System (JUMPS). System location: Air Force Accounting and Finance Center, Denver, CO 80279. Air Force Manpower and Personnel Center, Randolph Air Force Base, TX 78150. Consolidated base personnel offices at Air Force installations. Accounting and finance offices at Air Force bases. At Data Systems Design Office, Gunter Air Force Station, AL 36114 (for research and test only), Denver Federal Archives and Records Center, Denver, CO 80225 (storage), Records Center Annex GSA, P.O. Box 141, Neosho, MO 64850 (backup storage). Information pertaining to geographically dispersed elements of the record system (CBPOs and AFOs) may be obtained from Record Managers at the applicable Air Force component listed in the Department of Defense Director in the appendix to the Air Force system notice. Categories of individuals covered by the system: Air Force active duty military personnel and dependents, retired and separated Air Force military personnel, officers of the Air Reserve and Air National Guard on extended active duty, officers and airmen of the Air Reserve and Air National Guard on active duty where strength accountability remains with the reserve component, and individuals to whom active duty military personnel authorize a direct payment of a portion of their pay. Categories of records in the system: Military pay records and files including but not limited to master military pay accounts, immediate access storage, six-months history, leave and earnings statements, federal insurance contribution act tax and federal income tax withholding pay authorization control files, central pay authorization file, central pay automated teller machine (ATM) files, deferred transaction file, reject suspense file and daily transaction record. Military pay supporting documents and vouchers including but not limited to basic pay; special compensation positions such as medical, dental, veterinary and optometry; special pay such as foreign duty, proficiency, hostile fire and diving duty; status adjustments relating to entrance on active duty, absent-without-leave, confinement, desertion, sick or injured, leave, mentally incompetent, missing, interned, permanent change of station, promotions and emotions; separation, reenlistment bonus; incentive pay such as flying duty, stress duty, demolition duty, parachute jumping duty and submarine duty; allowances, such as basic allowance for subsistence, basic allowance for quarters, family separation allowances, overseas station allowances, clothing monetary allowance; separation payments, death gratuities, time-in-service; allotments of pay; checks-to- banks; federal and state withholding taxes; courtmartial sentences and non-judicial punishment; indebtedness resulting from but not limited to overpayment of pay and allowances and allotments, other debts to United States, certain nongovernment debts, and correspondence pertaining to all of the above. Inquiries, files, personal financial records and sundry lists, reports and rosters including but not limited to Internal Revenue reports, state tax reports, Department of Veterans Affairs reports, Social Security Administration reports, and Treasury reports. Authority for maintenance of the system: 37 U.S.C., Pay and Allowances of the Uniformed Services; 10 U.S.C. 265, Policies and regulations: Participation of Reserve officers in preparation and administration; 8033, Reserve components of the Air Force; policies and functions for government of: Functions of National Guard Bureau with respect to Air National Guard; 8496, Air National Guard of the United States: Commissioned officers; duty in; 9837(d), settlement of accounts: Deductions from pay; 32 U.S.C. 708, Property and fiscal officers; and E.O. 9397 (SSN). Purpose(s): Used to pay members of the Air Force, to their checking and saving accounts, Air Force ATM accounts, and their allotments either directly to financial institutions or through Direct Deposit/ Electronic Fund Transfer Program, provide members periodic comprehensive statements of their accounts, and to respond to inquiries concerning their accounts at any time. 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: Records from this system of records may be disclosed to the Internal Revenue Service for tax information on members, Social Security Administration for information regarding Federal Insurance Contribution Act tax deducted from members, Veterans' Administration for information regarding premiums on servicemen group life insurance, state and local governments for tax and welfare information, insurance companies for allotments made to them by military members, financial institutions for deposits (checks-to- banks) and/or payments, the American Red Cross and the Air Force Aid Society. American Red Cross uses this information to determine needs of a member of his dependents in emergency situations and for verification of loan applications. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained on paper, computer, and computer output products, and in microform. Retrievability: Retrieved by name, Social Security Number, military service number, or ATM card number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers, cabinets, locked cabinets or rooms, protected by guards, and controlled by personnel screening, visitor registers and computer system software. Retention and disposal: Local retention varies from 3 to 6 years. After that time, records are either destroyed by tearing, shredding, pulping, macerating or burning or transferred by the Air Force Accounting and Finance Center to the Denver Federal Archives and Records Center for varying retention periods up to 56 years. Destroyed by shredding. Backup records for emergency reconstruction in the event of primary record destruction are retained by the Federal Records Center Annex GSA at Neosho MO. Destruction is by shredding. System manager(s) and address: Director of Accounting and Finance, United States Air Force. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. Information pertaining to geographically dispersed elements of the record system may be obtained from Records Managers at the applicable Air Force component. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Requester should be able to provide sufficient proof of identity, such as name, Social Security Number, military status, duty status or place of employment or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAFC/DAD Denver, CO 80279. The record system may be obtained from Record Managers at the applicable Air Force component. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Requester should be able to provide sufficient proof of identity, such as name, Social Security Number, military status, duty status or place of employment or other information verifiable from the record itself. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from financial institutions, automated system interfaces, a state or local government, source documents such as reports, military pay information originating from telephone inquiries, telegraph messages and correspondence information from federal agencies and other DOD components and information from Air Force installations, Major Commands and USAF Headquarters. Exemptions claimed for the system: None. F065 AF AFC F System name: Reports of Survey. System location: At Air Force Accounting and Finance Center, Denver, CO 80279, Headquarters, of the United States Air Force, major commands and major subordinate commands and Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Air Force active duty and retired officer and enlisted personnel, present and former Air Force civilian employees, Air Force Reserve and Air National Guard personnel, and Air Force Academy cadets. Categories of records in the system: Records include but are not limited to documentation of facts developed and liability ascertained pertaining to loss of, or damage to, Air Force owned or controlled property. Records are reports of survey; reports of survey register, survey officers' reports of investigation, depositions, affidavits, exhibits such as appraisals, reports, record copies, records of property maintenance, historical and other inspection reports, procurement records, security forces investigation reports, fire department and community and state police reports, and legal opinions. Authority for maintenance of the system: 10 U.S.C. 2775, Liability of members for damages to family housing, equipment, and furnishings; 9832, Property accountability: Regulations; 9835, Reports of survey; and 9832, Settlement of accounts, deductions from pay; 37 U.S.C. 1007, Deductions from pay; 32 U.S.C. 710, Reports of survey. Purpose(s): Used to determine responsibility and pecuniary liability and to adjust accountability for the loss, damage, or destruction of public property under Air Force control. The report of survey is used to record and present facts in support of a determination of pecuniary liability and to serve as, or support, a property adjustment voucher. The facts recorded may be used in establishing cause of loss or damage to private or government property. 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: Record from this system of records may be disclosed to other federal agencies, such as Department of Justice for criminal prosecution, civil litigation, or investigations; and the Internal Revenue Service for tax determinations resulting from Air Force adjudications of pecuniary responsibility; the Office of Personnel Management for personnel management functions. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, in note books/binders, in visible file binders/cabinets, in card files. Retrievability: Retrieved by other identification number or system identifier. Conventional indices are keyed to name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets, in safes, vaults, locked cabinets or rooms. Records are protected by guards. Records are controlled by personnel screening and by visitor registers. Files are given the same protection as the property accountability records with which they are associated. Retention and disposal: Files are destroyed three years after final action if pecuniary liability is not assessed, and three years after collection or ten years after final action, whichever is sooner. Destruction is by shredding, pulping, macerating, or burning. System manager(s) and address: Assistant Comptroller for Accounting and Finance, United States Air Force 80279. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. Information pertaining to geographically dispersed elements of the record system may be obtained from the documentation manager at the applicable Air Force component. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Requester must present sufficient proof of identity, such as full name, Social Security Number, military or civilian status and grade, and approximate date and location of incident involving report of survey or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAFC/DAD, Denver, CO 80279. Requester must present sufficient proof of identity, such as full name, Social Security Number, military or civilian status and grade, and approximate date and location of incident involving report of survey or other information verifiable from the record itself. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from police and investigating officers, the public media, the bureau of motor vehicles, a state or local government, an international organization, a corporation, witnesses, or source documents such as reports from Air Force property records. Exemptions claimed for the system: None. F065 AF HC A System name: Chaplain Fund Service Contract File. System location: Air Force installations only. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Contracting officers and representatives. Categories of records in the system: Contract between local chaplain fund and an individual for provision of specified services not available through other funds. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Record of terms of contracts. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Chief of Chaplains, Headquarters United States Air Force. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief of Chaplains, Headquarters United States Air Force. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief of Chaplains, Headquarters United States Air Force. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from contractor. Exemptions claimed for the system: None. F065 AF SG A System name: Control Logs. System location: Air Force hospitals, medical centers and clinics. Categories of individuals covered by the system: Dependents of military personnel and all personnel authorized treatment in a military medical facility. Categories of records in the system: Controls for payment of supplemental medical care and civilian medical, dental and veterinary care. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by, as implemented by Air Force Regulation 168-10, Obtaining Medical, Dental and Veterinary Care from Civilian Sources. Purpose(s): To insure duplication of payment to provider is not made. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, note books/binders, and in card files. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms. Retention and disposal: Retained in office files for one year after annual cut-off, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. System manager(s) and address: Medical Service Account Officers at all Clinics, Hospitals, Medical Centers. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Medical Service Account Officers at all Clinics, Hospitals, Medical Centers. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Medical Service Account Officers at all Clinics, Hospitals, Medical Centers. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from financial and medical institutions, and from source documents such as records, reports prepared on behalf of the Air Force. Exemptions claimed for the system: None. F065 AF SVA A System name: Non-appropriated Fund Instrumentalities (NAFIs) Financial System. System location: Air Force Military Personnel Center, Randolph Air Force Base, TX 78150-6001, major commands headquarters and field operating agencies, and Air Force Morale NAIF when deemed appropriate and necessary and approved by the appropriate commander. System exists within approximately 500 NAFI which include resale and revenue-sharing NAFI, Morale, Welfare, and Recreation Fund (MWRF), and supplemental mission services NAFI. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: All personnel who are members of membership associations or authorized patrons of any of the above NAFI, and with whom financial transactions are conducted including the extension of credit in accordance with Air Force regulations or those whose personal checks are returned to the NAFI by the banking system for such reasons as insufficient funds, closed accounts, invalid signatures, bank errors, etc. In accordance with appropriate Air Force regulations concerning NAFI participation, the above personnel may include, but are not limited to: Active duty and retired military members and their dependents; members of United States Reserve components and Federally recognized National Guard units; military members of foreign governments on duty with the Department of Defense (DOD); DOD civilians and their dependents; Federal Government employees working on military installations and their dependents, or retired Federal employees who were members/participants of a NAFI at time of retirement; contractor employees; technical representatives; and others who are authorized logistic support and work at the installation and where membership or usage would be in the best interest of the installation; commissioned members of the American Red Cross and United States Public Health Service, and the United States Environmental Sciences Administration; unremarried spouses and children of deceased active duty or retired members of the United States Armed Forces, and certain other categories of individuals identified by authorized personnel who directly support Air Force mission requirements. Also, all personnel employed by or assigned to the NAFI who are involved in financial transactions involving the NAFI whether internal or external, including but not limited to, the receipt or control of cash or other properties. Categories of records in the system: Records resulting from financial transactions with authorized members, patrons, vendors, or those otherwise entitled to utilize or deal with a NAFI service. Such records include, but are not limited to: Subsidiary account ledgers maintained on individual members/ authorized patrons who are charged dues and/or extended credit including the use of billeting type facilities prior to payment; form(s) on which a record of delinquent accounts or dishonored checks and their disposition are maintained, and records of package liquor or other sales or services. Records necessitated for or by internal/ external financial record keeping or asset control, including but not limited to the receipt and control of cash; custody for tangible property, and any actions taken as a result of any irregularity. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: powers and duties; delegation by; as implemented by Air Force Regulation 176-10, Financial Operations and Accounting Procedures, Air Force Manual 176- 378, Standard Accounting Procedures for Non-appropriated Funds, and E.O. 9397 (SSN). Purpose(s): To record charges and credits of members and others authorized credit. To prepare billing statements or furnish data to an outside party to prepare billing statements. To maintain a record of returned checks. To assist in collecting all amounts due in accordance with established Air Force procedures. To compile a statistical quarterly report on returned checks and statistical data on delinquent accounts receivable for use with the financial reports. To verify eligibility to engage in financial transactions with NAFI, including package liquor and other sales and extension of credit. To form a data base within the financial system of the NAFI. Used by personnel responsible for conducting Air Force Morale, Welfare, and Recreation (MWR) financial transactions. Routine uses of records maintained in the system, including categories of users and the purpose 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: Records from this system may be disclosed to other government agencies, commercial or nonprofit concerns conducting activities in support of, similar to, or in furtherance of, the Air Force programs involved. The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in visible file binders/cabinets, in computers and on computer output products. Retrievability: Retrieved by name, membership organization account number, and/or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties and by authorized personnel who are properly screened and cleared for need- to-know. Records stored in locked rooms, cabinets, and in computer storage devices protected by computer system software. Retention and disposal: Subsidiary accounts receivable are retained throughout the life cycle of credit sales and for as long as an individual remains in an active member/authorized patron status. Those forms used in connection with delinquent accounts or returned checks are retained until no longer needed. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Assistant Deputy Chief of Staff for Personnel, Randolph Air Force Base, TX 78150-6001. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the Assistant Deputy Chief of Staff for Personnel, Randolph Air Force Base, TX 78150-6001. Individuals may also contact the appropriate Non-appropriated Fund Financial Management Branch or the appropriate operating manager. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Assistant Deputy Chief of Staff for Personnel, Randolph Air Force Base, TX 78150-6001. Individuals may also contact the appropriate Non-appropriated Fund Financial Management Branch or the appropriate operating manager. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual members/patrons/users of a service themselves, charge slips, payment receipts, checks, and other authorized financial forms and records. Exemptions claimed for the system: None. F065 AF SVA B System name: Non-appropriated Fund (NAF) Insurance and Employee Benefit System File. System location: Air Force installations' Non-appropriated Fund Instrumentalities (NAFI), local Central Civilian Personnel Offices, and the Air Force Morale, Welfare and Recreation Center, Randolph Air Force Base, TX 78150-7000. Official mailing addresses are published an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: Regular full-time and regular part-time Air Force NAFI employees compose Air Force NAF Group Life and Health Insurance Program; regular full-time Air Force NAFI employees compose Air Force NAFI Retirement Program, and Air Force NAFI civilian employees who sustain job related illnesses or injuries in Workers' Compensation Program. Categories of records in the system: Group Life and Health Insurance Program File, Retirement Program File, Unemployment Compensation File, and Workers' Compensation Claim File, all of which consist of, but are not limited to the following: applications and/or waivers of participation; notices of change of beneficiary; notices of termination of eligibility, disability and death; evidence of age and qualification for benefits; application for retirement; election to reinstate prior participation and survivor annuities; Social Security earnings data; employer certification of coverage; hospitalization and claims forms; report of accident or occupational illness; medical reports; payment forms; data for managing the Unemployment Compensation Program: personal historical information, and other related correspondence. Authority for maintenance of the system: 5 U.S.C. 8171, Compensation for work injuries; generally; 8173, Liability under subchapter II exclusive; DOD Manual 1401.1-M; 10 U.S.C. 8013, Secretary of the Air Force: powers and duties, delegation by, as implemented by Air Force Regulations 40-7, Non- appropriated Funds Personnel Management and Administration, 34-3, Vol VIII, NAF Insurance Programs, and E.O. 9397 (SSN). Purpose(s): Provides information for the administration of the programs, to determine eligibility and pay benefits due. It is used in statistical and actuarial evaluations of the programs. The information is used to insure compliance with applicable laws and adjudicate and pay claims. Routine uses of records maintained in the system, including categories of users and the purpose 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: Information in the system may be disclosed to commercial concerns in actuarial evaluations, determination of eligibility, and amount of benefit payments due. May be disclosed to Federal, state, and local governmental agencies as required by law, and to the Department of Labor to ensure compliance with statutory requirements. The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, microform, in computers and on computer output products. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by custodian of the record system, by person(s) responsible for servicing the record system in performance of their official duties, who are properly screened and cleared for need-to-know. Records are stored in locked file containers, cabinets, vaults or rooms, and in computerized data storage devices controlled by computer system software. Retention and disposal: At installation level, NAF Life and Health Insurance Program and NAF Retirement Program records are retired to National Personnel Records Center, 111 Winnebago Street, St. Louis, MO 62225-2001, upon employees separation, death, or retirement. At Headquarters Air Force level, NAF Retirement and Unemployment Compensation Programs records are retained for a minimum of 20 years upon an employee's withdrawal from the program. At Headquarters Air Force level, NAF Workers' Compensation Program records are retained for 3 years after file is closed, retired to National Personnel Records Center for 15 additional years, and then destroyed. For all systems, eventual destruction is by burning, shredding, pulping, or macerating. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: Chief, Insurance and Employee Benefits, Air Force Morale, Welfare and Recreation Center, Randolph Air Force Base, TX 78150-7000. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address written inquiries to or visit the Chief, Insurance and Employee Benefits, Air Force Morale, Welfare and Recreation Center, Randolph Air Force Base, TX 78150-7000 or to the local Central Civilian Personnel Office at installation of employment of individual making request. Give name and Social Security Number (and date of accident or injury if related to worker's compensation claim). Record access procedures: Individuals seeking to access records about themselves contained in this system should address written requests to or visit the Chief, Insurance and Employee Benefits, Air Force Morale, Welfare and Recreation Center, Randolph Air Force Base, TX 78150-7000 or to the local Central Civilian Personnel Office at installation of employment of individual making request. Give name and Social Security Number (and date of accident or injury if related to worker's compensation claim). Government identification card, or vehicle driver's license is required for positive identification. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from the individuals and their survivors and beneficiaries; Department of Labor: Social Security Administration: previous employers; medical institutions, and any individual in a position to verify relevant information. Exemptions claimed for the system: None. F065 AF SVA C System name: Morale, Welfare, and Recreation (MWR) Participation/Membership/ Training Records. System location: Air Force Military Personnel Center, Randolph Air Force Base, TX 78150-6001; major command headquarters; all levels down to and including Air Force installations. Categories of individuals covered by the system: Active duty and retired military members and their dependents; members of Reserve components while on inactive duty for training and DOD civilians and their dependents; certain other categories for individuals identified by authorized personnel who directly support Air Force mission requirements. Following additional categories apply for specific activities as indicated: Air Force Aero Clubs; Air Force, Army or Naval Academy Cadets; military members of foreign governments on duty with the DOD; members elected to the U.S. Congress or a statutory appointee of the Federal Government; Federal Government employees working on military installations and conducting various recreation programs. Categories of records in the system: Volunteer, membership, attendance, training, and participation/ competition records and supporting data relative to Air Force MWR activities. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Determine membership/participation eligibility; maintain patron attendance; conduct contests; monitor training and currency of members; and serve as data base for designing and conducting various recreation programs. Used by personnel responsible for conducting Air Force MWR activities. 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: May be provided to commercial or non-profit concerns conducting activities in support of, similar to, or in furtherance of, the Air Force programs involved. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file cabinets. Retrievability: Retrieved by name and/or Social Security Number. Safeguards: Records are maintained in secured buildings. Access is controlled by authorized personnel and limited to those requiring access in the performance of their duties. Retention and disposal: Retained in office files until superseded, obsolete, no longer needed for reference, or on inactivation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning, or surrender to member upon termination, as applicable. System manager(s) and address: Assistant Deputy Chief of Staff/Personnel for Military Personnel, Randolph Air Force Base, TX 78150-6001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief, Morale, Welfare, and Recreation Division at the appropriate Air Force installation or the system manager. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Individual should provide full name and Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief, Morale, Welfare, and Recreation Division at the appropriate Air Force installation or the system manager. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Individual should provide full name and Social Security Number. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Individual applications for membership/participation in MWR activities and offices of primary responsibility for MWR activities. Exemptions claimed for the system: None. F065 AF SVA D System name: Non-appropriated Funds Standard Payroll System. System location: Fiscal control offices at Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Air Force nonappropriated fund employees. Categories of records in the system: Time and attendance cards; personal payroll data listings and or cards; correspondence; combined payroll checks and employee leave and earnings statements; Federal, state, and city tax reports and or tapes; individual pay and leave records; personnel action forms covering pay changes and deductions. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): The records are used to compute employees' pay entitlements and deductions and issue payroll checks for amounts due; to withhold amounts due for Federal, state, and city taxes, to remit withholdings to the taxing authorities, and to report earnings and tax collections; and upon request of employees, to deduct specified amounts from earnings for charity, union dues, and for allotments to financial organizations. 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: State employment agencies use the information to determine eligibility for unemployment compensation. Financial organizations, employee unions, and community fund charitable organizations use the records to credit remittances to accounts of members or contributions from deduction records provided each organization. Information from this system of records may be made available to state and local taxing authorities. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, card files, on computer and computer output products. Retrievability: Retrieved by name and/or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets and safes, protected by guards, and controlled by personnel screening, visitor registers and computer system software. Retention and disposal: Retained in office files for two years after annual cut-off, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Exception: Records pertaining to tax data are retained for four years rather than two. System manager(s) and address: Comptroller of the Air Force, Headquarters United States Air Force. Assistant Comptroller for Non Appropriated Funds at Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the documentation managers at the applicable Air Force component. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. The local Fiscal Control Officer (FCO) maintains the record system at installation level. Requester should be able to provide sufficient proof of identity such as name, Social Security Number, place of employment or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the AFAFC/RMAD, Denver, CO 80279. Information pertaining to geographically dispersed elements of the record system may be obtained from documentation managers at the applicable Air Force component. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. The local FCO maintains the record system at installation level. Requester should be able to provide sufficient proof of identity such as name, Social Security Number, place of employment or other information verifiable from the record itself. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is obtained from source documents originating from Civilian Personnel Offices at Air Force installations. Exemptions claimed for the system: None. F065 AFEDF A System name: Executive Dining Facility. System location: Office of the Secretary of the Air Force, 1720 Air Force Pentagon, Washington, DC 20330-1720. Categories of individuals covered by the system: All Air Force employees authorized to use the Air Force Executive Dining Facility. Categories of records in the system: End of month reports detailing name, items purchased, amount, date, unit address, and duty phone. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by. Purpose(s): Used to bill members authorized use of the Air Force Executive Dining Facility. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in folders/binders as well as computer storage. Retrievability: Retrieved by name. Safeguards: Records are accessed by person(s) responsible for servicing the record system in performance of their official duties. Access restricted to authorized personnel. Computer records are password protected and paper records are stored in locked rooms secured by alarm systems (motion detectors). Retention and disposal: These records are destroyed after 4 years after the end of the fiscal year in which account was closed. Computer records are deleted then purged from the system. Paper records are destroyed through shredding, macerating, or burning. System manager(s) and address: Administrative Assistant to the Secretary of the Air Force, (SAF/ AA), 1720 Air Force Pentagon, Washington, DC 20330-1720. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Administrative Assistant to the Secretary of the Air Force, 1720 Air Force Pentagon, Washington, DC 20330-1720. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Administrative Assistant to the Secretary of the Air Force, 1720 Air Force Pentagon, Washington, DC 20330-1720. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Daily tickets and directories for general officers and SES civilians. Exemptions claimed for the system: None. F071 AF OSI A System name: Counterintelligence Operations and Collection Records. System location: HQ Air Force Office of Special Investigations (AFOSI), Bolling Air Force Base, DC 20332. Headquarters of major commands and at all levels down to and including Air Force installations. Air Force Office of Special Investigations (AFOSI) field units. Washington National Records Center, Washington, DC 20409. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Active duty, retired or former military personnel. Current, retired and former Air Force civilian employees. Applicants for enlistment or appointment. Air Force Academy Cadets, applicants and nominees. Dependents of military personnel. Current and former Armed Forces Exchange employees, union or association personnel, civilian contracting officers and their representatives, employees of the Peace Corp, State Department and the American Red Cross and other Department of Defense employees and contractors. Foreign Nationals residing in the U.S. and abroad. Categories of records in the system: Reports of investigation, collection reports, statements of individuals, affidavits, correspondence, and other documentation pertaining to investigative effort spent in identifying and countering foreign intelligence and terrorist threat to the United States and the U.S. military. This includes activities and suspected activities intended to convince U.S. military and others to illegally engage in such activities. Also includes indicators of foreign military and political actions directed against the United States, its installations, personnel, and allies. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by, and Air Force Regulation 23-18, Air Force Office of Special Investigations. Purpose(s): Compiled for use in determining the hostile threat against the United States, its allies, their military and government. Used by USAF, other military commanders, and other responsible authorities in taking actions to counter these threats. Used by USAF Commanders to initiate other investigative, judicial, or administrative actions when appropriate. Used by HQ USAF activities in promotion, reassignment, and similar personnel actions. Provided to the USAF Board for the Correction of Military Records for use in correcting individual military records. 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: Used representatives of the U.S. Department of State, the Central Intelligence Agency (CIA), the staff of the National Security Council, and the Executive Branch. Used by civilian authorities in assessing the threat against the U.S., its installations, and personnel as well as its allies. Furnished to the CIA, FBI, and other intelligence/counterintelligence agencies for use in matters pertaining to hostile intelligence and terrorist activities directed against the U.S. or its allies, their installations, or personnel. Used in immigration and naturalization inquiries conducted by the U.S. Immigration and Naturalization Service. Used by appropriate Medical and Forensic Laboratory personnel to assist in making laboratory tests and medical examinations in support of the investigative, judicial, and administrative process. Furnished to Defense and Trial Counsels for use in judicial and administrative actions. Provided to the U.S. Secret Service for use in conjunction with protecting the President, Vice President, and other high ranking officials. Used in conjunction with Joint Counterintelligence Operations conducted by AFOSI and other intelligence/ counterintelligence services. Information concerning hijacking or suspected hijacking of aircraft is furnished to the Federal Aviation Agency. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and card files, and on microfilm aperture cards. Retrievability: Retrieved by name, Social Security Number or Military Service Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/ cabinets, safes, vaults and in locked cabinets or rooms. Records are protected by security alarm systems. Retention and disposal: At AFOSI field units, counterintelligence (CI) and counterespionage operations reports are retained for one year after AFOSI is notified of command actions; collection reports are destroyed after one year. At HQ AFOSI, files pertaining to CI or counterespionage investigations are retained permanently. Files pertaining to defectors or refugees are retained for 25 years. Files pertaining to CI briefings are retained for 15 years. Record paper copies of CI collection reports are placed on microfilm aperture cards and the paper copy destroyed when aperture cards are determined adequate substitute. Microfilm aperture cards are destroyed after six years, or 25 years if they pertain to counterintelligence activities. CI investigations conducted for other agencies are retained for one year. Destruction is by pulping, macerating, or burning. System manager(s) and address: Director, Plans, Programs and Resources (XP), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief, Information Release Division (XPU), HQ Air Force Office of Special Investigation, Bolling Air Force Base, DC 20332. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief, Freedom of Information/Privacy Acts Release Branch (DADF), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: See Exemption. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(j)(2), as applicable. An exemption rule for this record system has been promulgated in accordance with 5 U.S.C. 553(b)(1), (2) and (3) and (e) and published in 32 CFR part 806b. For additional information, contact the system manager. F071 AF OSI B System name: Security and Related Investigative Records. System location: HQ Air Force Office of Special Investigations (AFOSI), Bolling Air Force Base, DC 20332; Headquarters of major commands and at all levels down to and including Air Force installations; and at Air Force Office of Special Investigations (AFOSI) field units. Washington National Records Center, Washington, DC 20409. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: Active duty, retired or former military personnel. Current, retired and former Air Force civilian employees. Applicants for enlistment or appointment. Air Force Academy Cadets, applicants and nominees. Dependents of military personnel. Current and former Armed Forces Exchange employees, union or association personnel, civilian contracting officers and their representatives, employees of the Peace Corps, State Department and the American Red Cross and other Department of Defense employees and contractors. Foreign Nationals residing in the U.S. and abroad. Categories of records in the system: Reports of investigation, statements of individuals affidavits, correspondence, and other documentation pertaining to granting, continuing, or denying individual access to classified information or to U.S. military installations. Authority for maintenance of the system: E.O. 10450, Security Requirements for Government Employment, and 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by, and Air Force Regulation 23-18, Air Force Office of Special Investigations. Purpose(s): Compiled for the use of military security access granting authorities to grant, deny, or continue individual access to classified material. Also compiled for military commanders to use in granting access to military installations and to use in granting or denying enlistment, appointment, or employment. Since October 1972 and the establishment of the Defense Investigative Service (DIS), AFOSI has not conducted routine background investigations except in certain overseas areas in support of DIS. AFOSI conducts special security investigations on personnel requiring regular access to U.S. military installations, on the prospective alien spouses of military personnel overseas and on USAF military and civilian employees as a result of complaints or referrals from other agencies. While these complaints may be short of actual criminality, they are of security interest to the USAF and they raise questions as to the suitability and risks of permitting continued access to classified material. Furnished to USAF and other military commanders for use in granting, denying, or continuing access to classified material. Also used by commanders in related administrative and judicial actions. Provided to the USAF Board for the Correction of Military Records for use in correcting military records. 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: Furnished to Office of Personnel Management, Federal Bureau of Investigation (FBI), Central Intelligence Agency (CIA), and other federal agencies for inclusion in background investigations for use in granting access to classified material and determining suitability for employment. Used in immigration and naturalization inquiries conducted by the U.S. Immigration and Naturalization Service. Furnished to the U.S. Secret Service in conjunction with the protection of the President and Vice President, and other high ranking officials. Provided to the Department of Veterans Affairs for verification and settlement of individual claims. Furnished to the CIA, FBI, and other U.S. intelligence/ counterintelligence agencies in matters pertaining to host intelligence and terrorist activities directed against the US, its installations, or personnel. Used in conjunction with joint law enforcement investigations conducted by AFOSI and foreign law enforcement agencies. Investigations regarding aliens overseas are furnished to the U.S. Department of State and U.S. embassies and consulates for use in immigration and employment actions. Furnished to defense and trial counsels for use in judicial and administrative actions. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and card files. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/ cabinets, safes and vaults. Records are controlled by personnel screening and protected by Security Alarms Systems. Retention and disposal: At AFOSI field units, all files are retained for 90 days. At HQ AFOSI files pertaining to security violations are retained permanently. Files containing Personnel Security Investigations conducted for DIS and other Federal agencies are retained for 90 days. Protective Service (PS) investigations including PS data provided to other agencies are retained for five years or when no longer needed, whichever occurs first. Files pertaining to terrorist activities are retained for 15 years. Premarital investigations which are unfavorable and the marriage takes place are retained for five years; premarital investigations which are unfavorable and the marriage does not take place are retained one year. All other premarital investigations are retained for one year. Destruction is by pulping, macerating, or burning. System manager(s) and address: Director, Plans, Programs and Resources (XP), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief, Information Release Division (XPU), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief, Freedom of Information/Privacy Acts Release Branch (DADF), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: See Exemption. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(5), as applicable. An exemption rule for this record system has been promulgated in accordance with 5 U.S.C. 553(b)(1), (2) and (3) and (e) and published in 32 CFR part 806b. For additional information, contact the system manager. F071 AF OSI C System name: Criminal Records. System location: HQ Air Force Office of Special Investigations (AFOSI), Bolling Air Force Base, DC 20332. Headquarters of major commands and at all levels down to and including Air Force installations. Air Force Office of Special Investigations (AFOSI) districts. AFOSI detachments. Washington National Records Center, Washington, DC 20409. Categories of individuals covered by the system: Active duty, retired or former military personnel. Current, retired and former Air Force civilian employees. Applicants for enlistment or appointment. Air Force Academy Cadets, applicants and nominees. Dependents of military personnel. Current and former Armed Forces Exchange employees, union or association personnel, an contracting officers and their represent their representatives, employees of the Peace Corp, State Department and the American Red Cross. Foreign Nationals residing in the U.S. and abroad. Other Department of Defense employees and contractors, both current and former. Categories of records in the system: Reports of investigation, statements of individuals, correspondence, and other informational material pertaining to specific investigations of alleged violations of laws, regulations or directives. Authority for maintenance of the system: 10 U.S.C. Chapter 47, Uniform Code of Military Justice and 8012, Secretary of the Air Force: Powers and duties; delegation by, and Air Force Regulation 23-18, Air Force Office of Special Investigations. Purpose(s): Compiled for use by USAF and other military commanders and the U.S. Department of Justice in taking judicial and administrative actions involving suspected criminal activity concerning DOD personnel, property, and procurement/disposal activities. Used by USAF and other military commanders to determine if legal or administrative action is warranted. Used by HQ USAF activities in promotion, reassignment, and similar personnel actions for Air Force personnel only. 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: Used in conjunction with joint law enforcement investigations conducted by AFOSI and foreign law enforcement agencies. Provided to the Central Intelligence Agency (CIA), the Federal Bureau of Investigation (FBI), and other counterintelligence/ intelligence agencies in matters pertaining to hostile intelligence and terrorist activities directed against the US, its installations, or personnel. Used in immigration and naturalization inquiries conducted by the U.S. Immigration and Naturalization Service. Furnished to appropriate medical and forensic laboratory personnel to assist in making laboratory tests and medical examinations conducted in support of the investigative judicial, and administrative process. Furnished to defense and trial counsels for use in judicial and administrative actions. Provided to the U.S. Secret Service in conjunction with the protection of the President, Vice President, and other designated high ranking officials. Provided to the Department of Veterans Affairs for verification and settlement of individual claims. Criminal information affecting U.S. diplomatic relations with foreign nations is provided to the Department of State and U.S. embassies overseas. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name, Social Security Number or Military Service Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/ cabinets, safes, vaults and locked cabinets or rooms. Records are controlled by personnel screening and protected by security alarm system. Retention and disposal: Record copy at HQ AFOSI is retained for 15 years and for 90 days at AFOSI field units. Destruction is by pulping, macerating, or burning. System manager(s) and address: Director, Plans, Programs and Resources (XP), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Notification procedure: See Exemption. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief, Freedom of Information/Privacy Acts Release Branch (DADF), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: See Exemption. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(j)(2), as applicable. An exemption rule for this record system has been promulgated in accordance with 5 U.S.C. 553(b)(1), (2) and (3) and (e) and published in 32 CFR part 806b. For additional information, contact the system manager. F071 AF OSI D System name: Investigative Support Records. System location: Air Force Office of Special Investigations (AFOSI), Bolling Air Force Base, DC 20332. Headquarters of major commands and at all levels down to and including Air Force installations. Air Force Office of Special Investigations (AFOSI) Field Units. Washington National Records Center, Washington, DC 20409. Categories of individuals covered by the system: Active duty, retired or former military personnel. Current, retired and former Air Force civilian employees. Applicants for enlistment or appointment. Air Force Academy Cadets, applicants and nominees. Dependents of military personnel. Current and former Armed Forces Exchange employees, union or association personnel, civilian contracting officers and their representatives, employees of the Peace Corps, State Department and the American Red Cross and Department of Defense employees and contractors. Foreign Nationals residing in the U.S. and abroad. Categories of records in the system: Reports of investigation, collection reports, statements of individuals, affidavits, correspondence, and other documentation pertaining to criminal collection activities investigative surveys, technical, forensic, and other investigative support to criminal and counterintelligence investigations to include source control documentation and district indices. Authority for maintenance of the system: 10 U.S.C. Chapter 47, Uniform Code of Military Justice and 8012, Secretary of the Air Force: Powers and duties; delegation by, and Air Force Regulation 23-18, Air Force Office of Special Investigations. Purpose(s): Compiled for use by AFOSI and other military commanders in directing and supporting their criminal investigative, law enforcement, counterintelligence, and distinguished visitor protection programs. Used to assist in managing the AFOSI criminal and counterintelligence investigative program at the various USAF and U.S. military installations worldwide. Furnished to USAF and other military commanders to assist in identifying areas of possible criminality and to assist in developing and managing the installation law enforcement program. Used to assist in managing the AFOSI source program. Used by USAF and other military commanders in managing installation crime prevention programs. Used by AFOSI to determine if, in fact, possible criminal activity requiring further specialized investigation is occurring in a specific area. Used as a basis for USAF and other authorized individuals to request AFOSI investigations. Used by USAF and other military commanders as well as Department of Justice officials to determine if judicial or administrative action is warranted. Used in joint investigations by AFOSI and foreign law enforcement agencies. Used to develop and manage the AFOSI Distinguished Visitor Protection Program. Used to develop and manage the AFOSI Investigative Survey Program for both appropriated and non-appropriated fund activities. Used to record technical investigative support provided to other investigative activities. Used to report forensic and polygraph support to other investigative activities. Used by HQ USAF activities in promotion, reassignment, and similar personnel actions for Air Force personnel only. 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: Used in immigration and naturalization investigations conducted by the U.S. Immigration and Naturalization Service. Furnished to medical and forensic laboratory personnel to assist in making laboratory tests and medical examinations in support of the investigative, Judicial, and administrative process. Provided to the Central Intelligence Agency (CIA), FBI, and other counterintelligence/intelligence agencies in matters pertaining to hostile intelligence activities and terrorism directed against the us, its installations, personnel, and allies. Provided to the Department of Veterans Affairs for verification and settlement of individual claims. Criminal information affecting U.S. diplomatic relations with foreign nations is provided to the Department of State and U.S. embassies overseas. Furnished to the U.S. Secret Service in conjunction with protection of the President, Vice President, and other high ranking officials. The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders, video and audio tape. Retrievability: Retrieved by name, Social Security Number, or Military Service Number. Safeguards: Records are accessed by custodian of the record system and by persons responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need- to-know. Records are stored in security file containers/cabinets, safes and vaults. Records are protected by security alarm system and controlled by personnel screening. Retention and disposal: Record paper copies at HQ AFOSI are retained under the same criteria assigned to the substantive case supported (criminal - 15 years; counterintelligence - permanent). At AFOSI field units, documentation is destroyed after 90 days for criminal or one year for counterintelligence cases, after command action is reported to HQ AFOSI or when no longer needed, whichever is sooner. Source control documentation at HQ AFOSI is destroyed after 15 years. At AFOSI field units, source documentation is destroyed one year after termination of source use. Copies furnished USAF Commanders are destroyed when all actions are completed and reported to AFOSI or when no longer needed. At HQ AFOSI, copies of reciprocal investigations conducted on request of a local, state or federal investigative agency in the US, or host country investigative agencies overseas, are destroyed after one year. Copies retained by AFOSI field units are destroyed after 90 days. System manager(s) and address: Director, Plans, Programs and Resources (XP), HQ Air Force Office of Special Investigations, Washington, DC 20332. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief, Information Release Division (XPU), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief, Freedom of Information/Privacy Acts Release Branch (DADF), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: See Exemption. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(j)(2), as applicable. An exemption rule for this record system has been promulgated in accordance with 5 U.S.C. 553(b)(1), (2) and (3) and (e) and published in 32 CFR part 806b. For additional information, contact the system manager. F071 AF OSI E System name: Air Force Badge and Credentials. System location: Headquarters, Air Force Office of Special Investigations (AFOSI), Bolling Air Force Base, DC 20332 and at Air Force Office of Special Investigations (AFOSI) District Offices. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: All accredited AFOSI special agents. Categories of records in the system: Letters of authorization to issue badge and credentials, badge and credential receipts, badge listings, badge and credential inspection reports, punch card used to prepare badge listings and badge and credential number assigned to each AFOSI Special Agent. Authority for maintenance of the system: 18 U.S.C. 499, Military naval or official passes; 506, Seals of departments or agencies; 701, Official badges, identification cards, other insignia, and Air Force Regulation 23-18, Air Force Office of Special Investigations. Purpose(s): To issue and control the badge and credential assigned each AFOSI special agent. Used only by AFOSI to identify specifically to which special agent each badge and credentials is assigned, to provide for orderly five year update of credentials and to insure turn in of badge and credentials whenever accreditation is terminated. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders and card files. Retrievability: Retrieved by name. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in security file containers/cabinets and in locked cabinets or rooms. Retention and disposal: Receipts are maintained at district level only during assignment of accredited special agent. When badge and credentials are turned in, records are then destroyed. At HQ AFOSI the receipts are retained for the entire period badge and credentials are issued to a specific special agent and destroyed when badge and credentials are returned to that unit. Badge listings and punch cards are destroyed when superseded. System manager(s) and address: Director, Plans, Programs and Resources (XP), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief, Information Release Division (XPU), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief, Freedom of Information/Privacy Acts Release Branch (DADF), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information is obtained from personnel records and issued badge. Exemptions claimed for the system: None. F071 AF OSI F System name: Investigative Applicant Processing Records. System location: Headquarters, Air Force Office of Special Investigations (AFOSI), Bolling Air Force Base, DC 20332 and Air Force Office of Special Investigations (AFOSI) District Offices, Detachment Offices, and Resident Agencies. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Categories of individuals covered by the system: All AFOSI personnel, allocations and applicants for AFOSI duty Categories of records in the system: Application documentation, School and College Ability Test results, results of the AFOSI applicant inquiry, and the personnel security investigation concerning the individual. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by, and Air Force Regulation 23-18, Air Force Office of Special Investigations. Purpose(s): Compiled to assist in the selection and retention of AFOSI personnel. Used by the AFOSI Applicant Review Board and the Director of Personnel Management to select AFOSI investigative trainees and support personnel. Used by the Commander, AFOSI to reassign or retain AFOSI personnel. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained in file folders. Retrievability: Retrieved by name, Social Security Number, or Military Service Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in locked cabinets or rooms and are protected by security alarm systems. Retention and disposal: Retained in office files until reassignment or separation, then destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Files on nonselected personnel are destroyed six months after selection process is terminated. Destruction is by pulping, macerating, or burning. Files at AFOSI field units are destroyed 90 days after completed action is forwarded to HQ AFOSI. Destruction is by pulping, macerating or burning. System manager(s) and address: Director, Plans, Programs and Resources (XP), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Chief, Information Release Division (XPU), HQ Air Force Office of Special Investigation, Bolling Air Force Base, DC 20332. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Chief, Freedom of Information/Privacy Acts Release Branch (DADF), HQ Air Force Office of Special Investigations, Bolling Air Force Base, DC 20332. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from previous employers, financial institutions, educational institutions, medical institutions, police and investigating officers, the bureau of motor vehicles, a state or local government, an international organization, a corporation, witnesses, or source documents (such as reports) prepared on behalf of the Air Force by boards, committees, panels, auditors, and so forth. Data is extracted from individual military or civilian personnel records. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(5), as applicable. An exemption rule for this record system has been promulgated in accordance with 5 U.S.C. 553(b)(1), (2) and (3) and (e) and published in 32 CFR part 806b. For additional information, contact the system manager. F090 AF IG B System name: Inspector General Records. System location: Office of the Inspector General, Office of the Secretary of the Air Force (SAF/IG), 1140 Air Force Pentagon, Washington, DC 20330- 1140. Headquarters of major commands and at all levels down to and including Air Force installations. Official mailing addresses are published as an appendix to the Air Force's compilation of record systems notices. Categories of individuals covered by the system: All those who have registered a complaint, allegation or query with the Inspector General or Base Inspector on matters related to the Department of the Air Force. All senior officials who are subjects of reviews, inquiries, or investigations. Categories of records in the system: Letters/transcriptions of complaints, allegations and queries; letters of appointment; reports of reviews, inquiries and investigations with supporting attachments, exhibits and photographs; record of interviews; witness statements; reports of legal review of case files, congressional responses; memoranda; letters and reports of findings and actions taken; letters to complainants and subjects of investigations; letters of rebuttal from subjects of investigations; finance; personnel; administration; adverse information, and technical reports. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force: Powers and duties; delegation by, 10 U.S.C. 8020, Inspector General, and E.O. 9397 (SSN). Purpose(s): Used to insure just, thorough, and timely resolution and response to complaints, allegations or queries, and a means of improving morale, welfare, and efficiency of organizations, units, and personnel by providing an outlet for redress. Used by the Inspector General and Base Inspectors in the resolution of complaints and allegations and responding to queries involving matters concerning the Department of the Air Force and in some instances the Department of Defense. Used in connection with the recommendation/selection/ removal or retirement of officers eligible for promotion to or serving in, general officer ranks. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders and in Automated Complaints Tracking System (ACTS) database. Retrievability: Retrieved by Complainant's name, subject of investigation's name and case number. Safeguards: Records are accessed by custodian of the system of records and by person(s) responsible for maintaining the system of records in the performance of their official duties. These personnel are properly screened and cleared for need-to-know. Records are stored in a locked room protected by cipher lock. Information maintained in ACTS database are protected by computer system software and password. Retention and disposal: Retained in office files for two years after year in which case is closed. For senior official case files, retained in office files until two years after the year in which case is closed, or two years after the senior official retires, whichever is later. Records are destroyed by tearing into pieces, shredding, pulping, macerating or burning. Computer records are destroyed by erasing, deleting or overwriting. System manager(s) and address: The Inspector General, Office of the Secretary of the Air Force (SAF/IG), 1140 Air Force Pentagon, Washington, DC 20330-1140. Notification procedure: Individuals seeking to determine whether this system of records contains information on them should address inquiries to or visit the Inspector General, Office of the Secretary of the Air Force (SAF/IG), 1140 Air Force Pentagon, Washington, DC 20330-1140. Record access procedures: Individuals seeking to access records about themselves contained in this system should address requests to the Inspector General, Office of the Secretary of the Air Force (SAF/IG), 1140 Air Force Pentagon, Washington, DC 20330-1140. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Complainants, inspectors, members of Congress, witnesses and subjects of investigations. Exemptions claimed for the system: Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 806b. For additional information contact the system manager. F091 AFIA A System name: United States Air Force (USAF) Inspection Scheduling System. System location: Air Force Inspection and Safety Center, Norton Air Force Base, CA 92409. Categories of individuals covered by the system: USAF Inspection and Safety Center (AFISC) personnel/augmenters. Categories of records in the system: Name, rank, Social Security Number, security clearance, specialty code, duty and travel restrictions, inspection dates/types/locations, date of birth, office symbol, rotation date, title, address. Authority for maintenance of the system: 10 U.S.C. 8013, Secretary of the Air Force; powers and duties; delegation by. Purpose(s): Used to monitor and schedule AFISC inspection teams and efforts; publish official travel orders for safety and inspection personnel, and count AFISC mandays. This is trusted agent information; access is extremely limited and controlled when inspections are no-notice type. Portions are used to publish periodic rosters of all personnel assigned to AFISC. 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: The `Blanket Routine Uses' published at the beginning of the Air Force's 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: Maintained on computer and computer output products, and on microfiche. Retrievability: Retrieved by name or by Social Security Number. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need-to-know. Records are stored in safes, locked cabinets or rooms, and controlled by personnel screening and controlled by computer system software. Retention and disposal: Retained for three years and then destroyed by tearing into pieces or erasing tapes/discs. System manager(s) and address: Office of Scheduling, Air Force Inspection and Safety Center, Norton Air Force Base, CA 92409. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Office of Scheduling, Air Force Inspection and Safety Center, Norton Air Force Base, CA 92409. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Office of Scheduling, Air Force Inspection and Safety Center, Norton Air Force Base, CA 92409. Contesting record procedures: The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager. Record source categories: Information obtained from source documents such as reports. Exemptions claimed for the system: None. DEPARTMENT OF THE AIR FORCE ADDRESS DIRECTORY OFFICE OF THE SECRETARY OF THE AIR FORCE AND HEADQUARTERS UNITED STATES AIR FORCE Office of the Secretary of the Air Force, Washington, DC 20330- 1000. Assistant Secretary of the Air Force, Acquisitions, Washington, DC 20330-1000. Assistant Secretary of the Air Force, Manpower, Reserve Affairs, Installations, and Environment, Washington, DC 20330-1000. Assistant Secretary of the Air Force, Financial Management and Comptroller, Washington, DC 20330-1000. Administrative Assistant to the Secretary of the Air Force, Washington, DC 20330-1000. Office of the Secretary of the Air Force, Director, Legislative Liaison, Washington, DC 20330-1420. Office of the Secretary of the Air Force, Director, Office of Public Affairs, Washington, DC 20330-1150. Assistant Secretary for Space, Washington, DC 20330-1000. Deputy Under Secretary of the Air Force, International Affairs, Washington, DC 20330-1000. Office of the Secretary of the Air Force, Small and Disadvantaged Business Utilization, Washington, DC 20330-1000. Inspector General of the Air Force, Washington, DC 20330-5100. General Counsel of the Air Force, Washington, DC 20330-5000. Office of the Secretary of the Air Force, Director of Information Management, Washington, DC 20330-1000. Chief of Staff, United States Air Force, Washington, DC 20330- 1000. Vice Chief of Staff, United States Air Force, Washington, DC 20330-1000. Assistant Vice Chief of Staff, United States Air Force, Washington, DC 20330-1000. Chief Scientist, United States Air Force, Washington, DC 20330- 5040. Surgeon General, United States Air Force, Washington, DC 20330- 6188. The Judge Advocate General, United States Air Force, Washington, DC 20330-5120. Assistant Chief of Staff, Intelligence, United States Air Force, Washington, DC 20330-5110. Chief, National Guard Bureau, Washington, DC 20330-2500. Chief, Air Force Reserve, Washington, DC 20330-5440. Assistant Chief of Staff, Studies and Analyses, United States Air Force, Washington, DC 20330-5420. Chief of Chaplains, United States Air Force, Washington, DC 20330-5000. Assistant Chief of Staff, Systems for Command, Control, Communications and Computers, United States Air Force, Washington, DC 20330-5190. Chief, Office of Air Force History, United States Air Force, Washington, DC 20330-6098. Deputy Chief of Staff, Personnel, United States Air Force, Washington, DC 20330-5060. Deputy Chief of Staff, Programs and Resources, United States Air Force, Washington, DC 20330-5240. Deputy Chief of Staff, Plans and Operations, United States Air Force, Washington, DC 20330-5050. Deputy Chief of Staff, Logistics and Engineering, United States Air Force, Washington, DC 20330-5130. AIR FORCE MAJOR COMMANDS (MAJCOM), SEPARATE OPERATING AGENCIES (SOA), AND DIRECT REPORTING UNITS (DRU) (Arranged alphabetically) Air Force Major Commands Air Force Communications Commands (AFCC), Scott Air Force Base, IL 62225-6001. Air Force Logistics Command (AFLC), Wright-Patterson Air Force Base, OH 45433-5001. Air Force Space Command (AFSPACECOM), Peterson Air Force Base, CO 80914-5001. Air Force Systems Command (AFSC), Andrews Air Force Base, DC 20334-5000. Air Training Command (ATC), Randolph Air Force Base, TX 78150- 5001. Air University (AU), Maxwell Air Force Base, AL 36112-5001. Alaskan Air Command (AAC), Elmendorf Air Force Base, AK 99506- 5001. Electronic Security Command (ESC), San Antonio, TX 78243-5000. Military Airlift Command (MAC), Scott Air Force Base, IL 62225- 5001. Pacific Air Forces (PACAF), Hickam Air Force Base, HI 96853-5001. Strategic Air Command (SAC), Offutt Air Force Base, NE 68113- 5001. Tactical Air Command (TAC), Langley Air Force Base, VA 23665- 5001. United States Air Forces in Europe (USAFE), APO AE 09094-5001. Separate Operating Agencies Air Force Accounting and Finance Center (AFAFC), Denver, CO 80279-5000. Air Force Audit Agency (AFAA), Norton Air Force Base, CA 92409- 6001. Air Force Commissary Service (AFCOMS), Kelly Air Force Base, TX 89241-6290. Air Force Engineering and Services Center (AFESC), Tyndall Air Force Base, FL 32403-6001. Air Force Inspection and Safety Center (AFISC), Norton Air Force Base, CA 92409-7001. Air Force Intelligence Agency (AFIA), Fort Belvoir, VA 22060- 5788. Air Force Legal Services Center (AFLSC), Bolling Air Force Base, DC 20332-5260. Air Force Management Engineering Agency (AFMEA), Randolph Air Force Base, TX 78150-6431. Air Force Military Personnel Center (AFMPC), Randolph Air Force Base, TX 78150-6001. Air Force Office of Medical Support (AFOMS), Brooks Air Force Base, TX 78235-5000. Air Force Office of Special Investigations (AFOSI), Bolling Air Force Base, DC 20332-6001. Air Force Office of Security Police (AFOSP), Kirtland Air Force Base, NM 87117-6001. Air Force Operational Test and Evaluation Center (AFOTEC), Kirtland Air Force Base, NM 87117-7001. Air Force Reserve (AFRES), Robins Air Force Base, GA 31098-6001. Air Force Service Information and News Center (AFSINC), Kelly Air Force Base, TX 78241-5000. Air Reserve Personnel Center (ARPC), Denver, CO 80280-5000. Direct Reporting Units Air Force Center for Studies and Analyses (AFCSA), Washington, DC 20330-5000. Air Force Center for International Programs (HQ USAF/AFCIP-PRI), Washington, DC 20330-5000. Air Force Civilian Personnel Management Center (AFCPMC), Randolph Air Force Base, TX 78150-6421. Air Force Cost Center (AFCSTC), 1111 Jefferson Davis Highway, Suite 303, Arlington, VA 22202-2420. Air Force Combat Operations Staff (AFCOS), Washington, DC 20330- 5000. Air Force Office of Special Investigations (AFOSI) Air Force Office of Special Investigations (AFOSI), Bolling Air Force Base, DC 20332-6001. AFOSI District 1, Pease Air Force Base, OH 03803-6337. AFOSI Detachment 102, Hanscom Air Force Base, MA 01731-6337. AFOSI Detachment 106, Loring Air Force Base, ME 04751-6337. AFOSI Detachment 109, Griffiss Air Force Base, NY 13441-6337. AFOSI Detachment 111, Plattsburgh Air Force Base, NY 12903-6337. AFOSI Detachment 140, Pease Air Force Base, NH 03803-6337. AFOSI District 4, Andrews Air Force Base, DC 20331-6338. AFOSI Detachment 403, Dover Air Force Base, DE 19902-6337. AFOSI Detachment 411, Bolling Air Force Base, DC 20332-6337. AFOSI Detachment 412, 26 Federal Plaza, Room 1759, New York, NY 10007-1759. AFOSI Detachment 413, McGuire Air Force Base, NJ 08641-6337. AFOSI Detachment 414, Fort George G Meade, MD 20755-5000. AFOSI Detachment 440, Andrews Air Force Base, DC 20331-6337. AFOSI District 5, Wright-Patterson Air Force Base, OH 45433-6338. AFOSI Detachment 509, Wurtsmith Air Force Base, MI 48753-6337. AFOSI Detachment 512, K I Sawyer Air Force Base, MI 49843-6337. AFOSI Detachment 514, Chanute Air Force Base, IL 61868-6337. AFOSI Detachment 515, Grissom Air Force Base, IN 46971-6337. AFOSI Detachment 516, Scott Air Force Base, IL 62225-6337. AFOSI Detachment 518, Newark Air Force Base, OH 43005-6337. AFOSI Detachment 540, Wright-Patterson Air Force Base, OH 45433- 6337. AFOSI District 7, Patrick Air Force Base, FL 32925-6338. AFOSI Detachment 707, Homestead Air Force Base, FL 33039-6337. AFOSI Detachment 709, MacDill Air Force Base, FL 33608-6337. AFOSI Detachment 710, Eglin Air Force Base, FL 32542-6337. AFOSI Detachment 711, Tyndall Air Force Base, FL 32403-6337. AFOSI Detachment 712, Robins Air Force Base, GA 31098-6337. AFOSI Detachment 716, Hurlburt Field, FL 32544-6337. AFOSI Detachment 717, Moody Air Force Base, GA 31699-6337. AFOSI Detachment 721, APO AA 34001-5000. AFOSI Detachment 722, Fort Buchanan, PR 00934-5000. AFOSI Detachment 740, Patrick Air Force Base, FL 32925-6337. AFOSI District 8, Maxwell Air Force Base, AL 36112-6338. AFOSI Detachment 810, England Air Force Base, LA 71311-6337. AFOSI Detachment 811, Columbus Air Force Base, MS 39701-6337. AFOSI Detachment 812, Keesler Air Force Base, MS 39534-6337. AFOSI Detachment 813, Little Rock Air Force Base, AR 72099-6337. AFOSI Detachment 814, Eaker Air Force Base, AR 72315-6337. AFOSI Detachment 815, Barksdale Air Force Base, LA 71110-6337. AFOSI Detachment 816, Arnold Air Force Base, TN 37389-6337. AFOSI Detachment 840, Maxwell Air Force Base, AL 36112-6337. AFOSI District 10, Randolph Air Force Base, TX 78150-6338. AFOSI Detachment 1001, Bergstrom Air Force Base, TX 78743-6337. AFOSI Detachment 1008, Goodfellow Air Force Base, TX 76908-6337. AFOSI Detachment 1012, Lackland Air Force Base, TX 78236-6337. AFOSI Detachment 1014, Laughlin Air Force Base, TX 78843-6337. AFOSI Detachment 1016, Kelly Air Force Base, TX 78241-6337. AFOSI Detachment 1018, Brooks Air Force Base, TX 78235-6337. AFOSI Detachment 1020, Altus Air Force Base, OK 73523-6337. AFOSI Detachment 1021, Dallas, TX 75222-0202. AFOSI Detachment 1022, Carswell Air Force Base, TX 76127-6337. AFOSI Detachment 1023, Dyess Air Force Base, TX 79607-6337. AFOSI Detachment 1024, Sheppard Air Force Base, TX 76311-6337. AFOSI Detachment 1025, Reese Air Force Base, TX 79480-6337. AFOSI Detachment 1026, Tinker Air Force Base, OK 73145-6337. AFOSI Detachment 1040, Randolph Air Force Base, TX 78150-6337. AFOSI District 13, Offutt Air Force Base, NE 68113-6338. AFOSI Detachment 1302, Ellsworth Air Force Base, SD 57706-6337. AFOSI Detachment 1306, Building 1218, McConnell Air Force Base, KS 67221-6337. AFOSI Detachment 1312, Minot Air Force Base, ND 58705-6337. AFOSI Detachment 1313, Grand Forks Air Force Base, ND 58205-6337. AFOSI Detachment 1314, Whiteman Air Force Base, MO 65305-6337. AFOSI Detachment 1340, Offutt Air Force Base, NE 68113-6337. AFOSI District 14, Lowry Air Force Base, CO 80230-6338. AFOSI Detachment 1401, Peterson Air Force Base, CO 80914-6337. AFOSI Detachment 1402 F E Warren Air Force Base, WY 82005-6337. AFOSI Detachment 1404, Hill Air Force Base, UT 84056-6337. AFOSI Detachment 1405, USAF Academy, CO 80840-6337. AFOSI Detachment 1406, Kirtland Air Force Base, NM 87117-6337. AFOSI Detachment 1407, Cannon Air Force Base, NM 88103-6337. AFOSI Detachment 1408, Holoman Air Force Base, NM 88330-6337. AFOSI Detachment 1440, Lowry Air Force Base, CO 80230-6337. AFOSI District 18, Norton Air Force Base, CA 92409-6338. AFOSI Detachment 1801, Edwards Air Force Base, CA 93523-6337. AFOSI Detachment 1802, George Air Force Base, CA 92394-6337. AFOSI Detachment 1803, March Air Force Base, CA 92518-6337. AFOSI Detachment 1810, Vandenberg Air Force Base, CA 93437-6337. AFOSI Detachment 1811, P.O. Box 92960, Los Angeles Air Force Base, CA 90009-2960. AFOSI Detachment 1812, Nellis Air Force Base, NV 89191-6337. AFOSI Detachment 1815, Luke Air Force Base, AZ 85309-6337. AFOSI Detachment 1816, Davis-Monthan Air Force Base, AZ 85707- 6337. AFOSI Detachment 1817, Williams Air Force Base, AZ 85224-6337. AFOSI Detachment 1840, Norton Air Force Base, CA 92409-6337. AFOSI District 19, Travis Air Force Base, CA 94535-6338. AFOSI Detachment 1901, Beale Air Force Base, CA 95903-6337. AFOSI Detachment 1902, Castle Air Force Base, CA 95342-6337. AFOSI Detachment 1904, Mather Air Force Base, CA 95655-6337. AFOSI Detachment 1905, McClellan Air Force Base, CA 95652-6337. AFOSI Detachment 1910, Coast Guard Island, Alameda, CA 94501- 6337. AFOSI Detachment 1911, Hickam Air Force Base, HI 96853-6338. AFOSI Detachment 1940, Travis Air Force Base, CA 94535-6337. AFOSI District 20, McChord Air Force Base, WA 98438-6338. AFOSI Detachment 2001, P.O. Box 1332, Fairchild Air Force Base, WA 99011-6337. AFOSI Detachment 2004, Federal Building Room 2852, 915 Second Avenue, Seattle, WA 98174-6337. AFOSI Detachment 2006, Malmstrom Air Force Base, MT 59402-6337. AFOSI Detachment 2007, Mt Home Air Force Base, ID 83648-6337. AFOSI Detachment 2010, Elmendorf Air Force Base, AK 99506-6337. AFOSI Detachment 2011, Eielson Air Force Base, AK 99702-6337. AFOSI Detachment 2040, McChord Air Force Base, WA 98438-6338. AFOSI District 21, Seymour-Johnson Air Force Base, NC 27531-6337. AFOSI Detachment 2101, Pope Air Force Base, NC 28308-6337. AFOSI Detachment 2102, Shaw Air Force Base, SC 29152-6337. AFOSI Detachment 2103, Charleston Air Force Base, SC 29404-6337. AFOSI Detachment 2104, Seymour-Johnson Air Force Base, NC 27531- 6337. AFOSI Detachment 2105, Myrtle Beach Air Force Base, SC 29579- 6337. AFOSI Detachment 2140, Langley Air Force Base, VA 23665-6337. AFOSI District 42, APO AP, 96274-6338. AFOSI Detachment 4201, APO AP 96528-6337. AFOSI Detachment 4203, APO AP 96334-6337. AFOSI Detachment 4240, APO AP 96274-6337. AFOSI District 45, APO AP 96301-6338. AFOSI Detachment 4502, APO AP 96264-6337. AFOSI Detachment 4504, APO AP 96213-6337. AFOSI Detachment 4506, APO AP 96570-6337. AFOSI Detachment 4540, APO AP 96301-6337. AFOSI District 46, APO AP 96328-6337. AFOSI Detachment 4606, APO AP 96519-6337. AFOSI Detachment 4607, APO AP 96239-6337. AFOSI Detachment 4640, APO AP 96328-6337. AFOSI District 62, APO AE 09083-6338. AFOSI Detachment 6202, APO AE 09179-6337. AFOSI Detachment 6203, APO AE 09194-6337. AFOSI Detachment 6204, APO AE 09238-6337. AFOSI Detachment 6205, APO AE 09755-6337. AFOSI Detachment 6206, APO AE 09193-6337. AFOSI Detachment 6208, APO AE 09125-6337. AFOSI Detachment 6210, APO AE 09150-6337. AFOSI District 68, APO AE 09283-6338. AFOSI Detachment 6801, APO AE 09286-6337. AFOSI Detachment 6802, APO AE 09406-6337. AFOSI Detachment 6803, APO AE 09293-6337. AFOSI Detachment 6804, APO AE 09240-6337. AFOSI Detachment 6805, APO AE 09794-6337. AFOSI Detachment 6806, APO AE 09223-6337. AFOSI Detachment 6807, APO AE 09291-6337. AFOSI Detachment 6808, APO AE 09520-6337. AFOSI Detachment 6809, APO AE 09694-6337. AFOSI Detachment 6840, APO AE 09283-6337. AFOSI District 69, APO AE 09254-6338. AFOSI Detachment 6901, APO AE 09289-6337. AFOSI Detachment 6903, APO AE 09224-6337. AFOSI Detachment 6905, APO AE 09380-6337. AFOSI Detachment 6940, APO AE 09254-6337. AFOSI District 70, APO AE 09634-6338. AFOSI Detachment 7008, APO AE 09245-6337. AFOSI Detachment 7010, APO AE 09097-6337. AFOSI Detachment 7011, APO AE 09132-6337. AFOSI Detachment 7013, APO AE 09154-6337. AFOSI Detachment 7014, APO AE 09122-6337. AFOSI Detachment 7024, APO AE 09094-6337. AFOSI Detachment 7028, APO AE 09611-6337. AFOSI Detachment 7030, APO AE 09292-6337. AFOSI Detachment 7031, APO AE 09860-6337. AFOSI Detachment 7032, APO AE 09136-6337. AFOSI Detachment 7033, APO AE 09126-6337. AFOSI Detachment 7034, APO AE 09669-6337. AFOSI Detachment 7035, APO AE 09188-6337. AFOSI Detachment 7036, APO AE 09027-6337. AFOSI Detachment 7040, APO AE 09634-6337. Air Force Reserve Officers Training Corps Units (AFROTC) HQ AFROTC, Maxwell Air Force Base, AL 36112-6663. AFROTC Detachment 5, Auburn University, Auburn University, AL 36849-5511. AFROTC Detachment 10, P.O. Box 1988, University of Alabama, University, AL 35486-9990. AFROTC Detachment 12, Samford University, Birmingham, AL 35229- 0001. AFROTC Detachment 15, Tuskegee Institute, P.O. Box 1119, Tuskegee, AL 36088-1119. AFROTC Detachment 17, Troy State University, Troy, AL 36082-0001. AFROTC Detachment 19, Alabama State University, Montgomery, AL 36195-0301. AFROTC Detachment 20, University of Arizona, Tucson, AZ 85721- 0211. AFROTC Detachment 25, Arizona State University, Room 340, Old Main, Tempe, AZ 85287-0999. AFROTC Detachment 27, Northern Arizona University, NAU Box 15076, Flagstaff, AZ 86011-0045. AFROTC Detachment 28, Embry-Riddle Aeronautical University, 3200 Willow Creek Road, Prescott, AZ 86301-8662. AFROTC Detachment 30, University of Arkansas, Memorial Hall, Rm 319, Fayetteville, AR 72701-1201. AFROTC Detachment 35, California State University-Fresno, Fresno, CA 93740-0040. AFROTC Detachment 45, San Jose State University, San Jose, CA 95192-0051. AFROTC Detachment 55, University of California at Los Angeles, Room 210, Men's Gym-UCLA, Los Angeles, CA 90024-1611. AFROTC Operating Location 55A, Loyola Marymount University, 7101 West 80th Street, Los Angeles, CA 90045-2699. AFROTC Operating Location 55B, California State University-Long Beach, 1250 Bellflower Blvd, Long Beach, CA 90840-0001. AFROTC Detachment 60, University of Southern California, PED 115- A-0651, Los Angeles, CA 90089-0651. AFROTC Detachment 75, San Diego State University, San Diego, CA 92182-0321. AFROTC Detachment 80, San Francisco State University, 1600 Holloway Avenue, San Francisco, CA 94132-1789. AFROTC Detachment 85, University of California, 10 Callaghan Hall, Berkeley, CA 94720-0001. AFROTC Detachment 88, California State University-Sacramento, Sacramento, CA 95819-2694. AFROTC Detachment 90, Colorado State University, Fort Collins, CO 80523-0016. AFROTC Detachment 100, University of Northern Colorado, Greeley, CO 80639-9986. AFROTC Detachment 105, University of Colorado, Campus Box 371, Boulder, CO 80309-0001. AFROTC Detachment 115, University of Connecticut, U-Box 81, 2141 Hillside Road, Storrs, CT 06268-2280. AFROTC Detachment 128, University of Delaware, Newark, DE 19716- 0001. AFROTC Detachment 130, Howard University, P.O. Box 848, Washington, DC 20059-0001. AFROTC Detachment 145, Florida State University, Tallahassee, FL 32306-3049. AFROTC Detachment 150, University of Florida, Gainesville, FL 32611-0001. AFROTC Detachment 155, University of Miami, P.O. Box 248164, Coral Gables, FL 33124-8164. AFROTC Detachment 157, Embry-Riddle Aeronautical University, Daytona Beach, FL 32014-3891. AFROTC Detachment 158, University of South Florida, 4202 E Fowler Avenue, Tampa, FL 33620-8250. AFROTC Detachment 159, University of Central Florida, Orlando, FL 32816-0001. AFROTC Detachment 160, University of Georgia, Athens, GA 30602- 4390. AFROTC Detachment 165, Georgia Institute of Technology, Atlanta, GA 30332-0120. AFROTC Detachment 172, Valdosta State College, Valdosta, GA 31698-5000. AFROTC Detachment 175, University of Hawaii, 1460 Lower Campus Rd, Honolulu, HI 96822-2371. AFROTC Detachment 190, University of Illinois, 505 E Armory Street, 223 Armory Building, Champaign, IL 61820-6294. AFROTC Detachment 195, Illinois Institute of Technology, 3201 S. Michigan Avenue, Chicago, IL 60616-3793. AFROTC Detachment 205, Southern Illinois University-Carbondale, Carbondale, IL 62901-2832. AFROTC Detachment 206, Southern Illinois University-Edwardsville, Edwardsville, IL 62026-1048. AFROTC Detachment 207, Parks College of St. Louis, Cahokia, IL 62206-1998. AFROTC Detachment 215, Indiana University, Bloomington, IN 47405- 5701. AFROTC Detachment 218, Indiana State University, Terre Haute, IN 47809-2245. AFROTC Detachment 220, Purdue University, West Lafayette, IN 47907-0001. AFROTC Detachment 225, University of Notre Dame, Notre Dame, IN 46556-5601. AFROTC Detachment 250, Iowa State University, 131 Armory, Ames, IA 50011-3011. AFROTC Detachment 255, University of Iowa, Iowa City, IA 52242- 1191. AFROTC Detachment 270, Kansas State University, Manhattan, KS 66506-7059. AFROTC Detachment 280, University of Kansas, Lawrence, KS 66045- 2520. AFROTC Detachment 290, University of Kentucky, Lexington, KY 40506-0028. AFROTC Detachment 295, University of Louisville, Louisville, KY 40292-0001. AFROTC Detachment 305, Louisiana Tech University, Ruston, LA 71272-0001. AFROTC Detachment 310, Louisiana State University and A&M College, P.O. Box 25126, Baton Rouge, LA 70894-5126. AFROTC Detachment 311, Grambling State University, Grambling, LA 71245-0028. AFROTC Detachment 315, University of Southwestern Louisiana, P.O. Box 4-0398 USL, Lafayette, LA 70504-0398. AFROTC Detachment 320, Tulane University, New Orleans, LA 70118- 1286. AFROTC Detachment 326, University of Maine, 164 College Avenue, Orono, ME 04473-1589. AFROTC Detachment 330, University of Maryland, College Park, MD 20742-1021. AFROTC Detachment 340, College of the Holy Cross, Worcester, MA 01610-2390. AFROTC Detachment 345, University of Lowell, 1 University Avenue, Lowell MA 01854-2894. AFROTC Detachment 355, Boston University, 156 Bay State Road, Boston, MA 02215-1501. AFROTC Detachment 365, Massachusetts Institute of Tech, 18 Vassar St. Building. 20E 111, Cambridge, MA 02139-4309. AFROTC Detachment 370, University of Massachusetts, Amherst, MA 01003-5470. AFROTC Detachment 380, Michigan State University, 122 Bessey Hall, East Lansing, MI 48824-1033. AFROTC Detachment 390, University of Michigan, Ann Arbor, MI 48109-1085. AFROTC Detachment 400, Michigan Technological University, Houghton, MI 49931-1295. AFROTC Detachment 410, College of St. Thomas, St. Paul, MN 55105- 1096. AFROTC Detachment 415, University of Minnesota, Minneapolis, MN 55455-0105. AFROTC Detachment 420, University of Minnesota-Duluth, Duluth, MN 55812-2403. AFROTC Detachment 425, Mississippi State University, Mississippi State, MS 39762-5531. AFROTC Detachment 430, University of Mississippi-Box 38, University, MS 38677-0038. AFROTC Operating Location 430A, Mississippi Valley State University, P.O. Box 929, Itta Bena, MS 38941-1436. AFROTC Detachment 432, University of Southern Mississippi, Hattiesburg, MS 39406-5145. AFROTC Detachment 437, Southeast Missouri State University, Cape Girardeau, MO 63701-0797. AFROTC Detachment 440, University of Missouri-Columbia, 217 Crowder Hall, Columbia, MO 65211-0001. AFROTC Detachment 442, University of Missouri-Rolla, Rolla, MO 65401-0249. AFROTC Detachment 450, Montana State University, Bozeman, MT 59717-0001. AFROTC Detachment 465, University of Nebraska-Lincoln, M&N Building, Rm 209, Lincoln, NE 68588-0141. AFROTC Detachment 470, University of Nebraska at Omaha, Omaha, NE 68182-0009. AFROTC Detachment 475, University of New Hampshire, Durham, NH 03824-3583. AFROTC Detachment 485, Rutgers, The State University of NJ, 9 Senior St, New Brunswick, NJ 08901-1199. AFROTC Detachment 490, New Jersey Institute of Technology, 323 MLK Blvd, Newark, NJ 07102-1982. AFROTC Detachment 505, New Mexico State University, Las Cruces, NM 88003-0076. AFROTC Detachment 505A, University of Texas-El Paso, Box 610, El Paso, TX 79968-0610. AFROTC Detachment 510, The University of New Mexico, 1901 Las Lomas, Albuquerque, NM 87131-1215. AFROTC Detachment 520, Cornell University, Ithaca, NY 14853-1701. AFROTC Detachment 535, Syracuse University, Room 202, Archbold Gym, Syracuse, NY 13244-1140. AFROTC Detachment 536, Clarkson University, Smith House Building 10, Potsdam, NY 13676-1496. AFROTC Detachment 538, Rochester, NY 14623-0887. AFROTC Detachment 550, Rensselaer Polytechnic Institute, Troy, NY 12180-3590. AFROTC Detachment 560, Manhattan College, Riverdale, NY 10471- 4098. AFROTC Detachment 585, Duke University, 303 North Building, Durham, NC 27706-2588. AFROTC Detachment 590, University of NC-Chapel Hill, Chase Hall 132-A, Chapel Hill, NC 27514-6132. AFROTC Detachment 592, Charlotte, NC 28223-0001. AFROTC Detachment 595, North Carolina State University, P.O. Box 7308, Raleigh, NC 27695-7308. AFROTC Detachment 600, East Carolina University, Greenville, NC 27858-4353. AFROTC Detachment 605, North Carolina A&T State University, Box 14727, Greensboro, NC 27415-4727. AFROTC Detachment 607, Fayetteville State University, Fayetteville, NC 28301-4297. AFROTC Detachment 610, North Dakota State University of, A&AS, Fargo, ND 58105-5287. AFROTC Detachment 620, Bowling Green State University, Bowling Green, OH 43403-0272. AFROTC Detachment 630, Kent State University, Kent, OH 44242- 9999. AFROTC Detachment 640, Miami University, Oxford, OH 45056-1697. AFROTC Detachment 643, Wright State University, 232 Frederick White Center, Dayton, OH 45435-0001. AFROTC Detachment 645, The Ohio State University, 2121 Tuttle Park Pl, Columbus, OH 43210-1169. AFROTC Detachment 650, Ohio University, Athens, OH 45701-2979. AFROTC Detachment 660, University of Akron, Akron, OH 44325-0009. AFROTC Detachment 665, University of Cincinnati, Cincinnati, OH 45221-0441. AFROTC Detachment 670, Oklahoma State University, Stillwater, OK 74078-0207. AFROTC Detachment 675, The University of Oklahoma, Norman, OK 73019-0604. AFROTC Detachment 685, Oregon State University, Corvallis, OR 97331-4102. AFROTC Detachment 695, University of Portland, Portland, OR 97203-5798. AFROTC Detachment 715, Lehigh University, Bethlehem, PA 18015- 3091. AFROTC Detachment 720, The Pennsylvania State University, 109 Wagner Building, University Park, PA 16802-3896. AFROTC Detachment 730, University of Pittsburgh, Pittsburgh, PA 15260-0001. AFROTC Operating Location 730A, Carnegie-Mellon University, Pittsburgh, PA 15213-3890. AFROTC Detachment 745, Grove City College, Grove City, PA 16127- 2199. AFROTC Detachment 750, St Josephs University, Philadelphia, PA 19131-1399. AFROTC Detachment 752, Wilkes College, Wilkes Barre, PA 18766- 0001. AFROTC Detachment 755, University of Puerto Rico-Rio Piedras, G.P.O. Box BZ, San Juan, PR 00936-6275. AFROTC Detachment 755A, University of Puerto Rico-Mayaguez Campus, College Station Box 5171, Mayaquez, PR 00709-5171. AFROTC Detachment 765, The Citadel, The Military College South Carolina, Charleston, SC 29409-0765. AFROTC Detachment 770, Clemson University, Clemson, SC 29634- 0705. AFROTC Detachment 772, Baptist College at Charleston, Charleston, SC 29411-0087. AFROTC Detachment 775, University of South Carolina, Columbia, SC 29208-0062. AFROTC Detachment 780, South Dakota State University, Box 2236, Brookings, SC 57007-1697. AFROTC Detachment 785, Memphis State University, 4th Floor Jones Hall, Memphis, TN 38152-0001. AFROTC Detachment 790, Tennessee State University, Nashville, TN 37209-1561. AFROTC Detachment 800, University of Tennessee, Stokely Athletic Center-RM 215, Knoxville, TN 37996-3120. AFROTC Detachment 805, Texas A&M University, P.O. Box 2620, College Station, TX 77841-2620. AFROTC Detachment 810, Baylor University, UB Mail Room 385, Waco, TX 76798-9999. AFROTC Detachment 820, Texas Technological University, P.O. Box 4589, Lubbock, TX 79409-4589. AFROTC Detachment 825, The University of Texas-Austin, Austin, TX 78712-1183. AFROTC Detachment 830, East Texas State University, Commerce, TX 75428-1902. AFROTC Detachment 835, North Texas State University, P.O. Box 5398, Denton, TX 76203-5398. AFROTC Detachment 840A, The University of Texas-San Antonio, San Antonio, TX 78285-0655. AFROTC Detachment 842, San Antonio, TX 78285-0655. AFROTC Detachment 845, Texas Christian University, Box 30784, Fort Worth, TX 76129-0001. AFROTC Detachment 847, Angelo State University, San Angelo, TX 76909-9978. AFROTC Detachment 850, University of Utah, Salt Lake City, UT 84112-1107. AFROTC Detachment 855, Brigham Young University, Provo, UT 84602- 1048. AFROTC Detachment 860, Utah State University, Logan, UT 84322- 9590. AFROTC Detachment 865, St Michael's College, Winooski, VT 05404- 2507. AFROTC Detachment 867, Norwich University, Northfield, VT 05663- 1097. AFROTC Detachment 875, Virginia Polytechnic Institute and State University, Blacksburg, VA 24060-4496. AFROTC Detachment 880, Virginia Military Institute, Lexington, VA 24450-2697. AFROTC Detachment 890, University of Virginia, University Hall, Charlottesville, VA 22903-3290. AFROTC Detachment 895, Central Washington University, Ellensburg, WA 98926-9989. AFROTC Detachment 900, University of Puget Sound, Tacoma, WA 98416-0410. AFROTC Detachment 905, Washington State University, Room 6, Thompson Hall, Pullman, WA 99164-2606. AFROTC Detachment 910, University of Washington, Seattle, WA 98195-0001. AFROTC Detachment 915, West Virginia University, Morgantown, WV 26506-6052. AFROTC Detachment 925, University of Wisconsin-Madison, 1402 University Avenue, Madison, WI 53706-1531. AFROTC Detachment 940, University of Wyoming, Box 3005 University Station, Laramie, WY 82071-3005. AFROTC Wright-Patterson Field Training Unit, Wright-Patterson Air Force Base, OH 45433-5000. Numbered AFROTC Squadrons 3620th AFROTC Squadron, Maxwell Air Force Base, AL 36112-6663. 3621st AFROTC Squadron, Mather Air Force Base, CA 95655-5000. 3622d AFROTC Squadron, Bergstrom Air Force Base, TX 78743-5000. 3623d AFROTC Squadron, McGuire Air Force Base, NJ 08641-5000. 3624th AFROTC Squadron, Wright-Patterson Air Force Base, OH 45433-5000. Air National Guard Activities Chief, National Guard Bureau, NGB/CC, Washington, DC 20310-2500. Director, Air National Guard, NGB/CF, Washington, DC 20310-2500. ANG Airlift Operations Center, ANGSC/XOC, Mail Stop 18, Andrews Air Force Base, DC 20331-5000. ANG Support Center, Andrews Air Force Base, DC 20331-5000. I.G. Brown ANG Professional Military Education Center (ANG PMEC), McGhee-Tyson Aprt, Knoxville, TN 37950-5360. National Guard State Headquarters/State Adjutant General (Listed alphabetically) TAG Alabama, P.O. Box 3711, Montgomery, AL 36193-4701. TAG Alaska, 800 E. Daimond Blvd 620, Suite 3-450, Anchorage, AK 99515-2097. TAG Arizona, 5636 E McDowell Rd, Phoenix, AZ 85008-3495. TAG Arkansas, Camp Robinson, N Little Rock, AR 72118-2200. TAG California, 2829 Walt Avenue, Sacramento, CA 95821-4405. TAG Colorado, 300 Logan Street, Denver, CO 80203-4072. TAG Connecticut, 360 Broad Street, Hartford, CT 06105-3795. TAG Delaware, First Regiment Road, Wilmington, DE 19808-2191. National Guard Armory, 2001 E Capitol St, Washington, DC 20003- 1719. TAG Florida, State Arsenal, St Augustine, FL 32084-1008. TAG Georgia, P.O. Box 17965-0965, Atlanta, GA 30316-0965. TAG Guam, Box 94, NAS, FPO AP 96637-1293. TAG Hawaii, 3949 Diamond Head Rd, Honolulu, HI 96816-4495. TAG Idaho, P.O. Box 45, Boise, ID 83707-0045. TAG Illinois, 1301 N. McArthur Blvd, Springfield, IL 62702-2399. TAG Indiana, Military Dept of Indiana, P.O. Box 41326, Indianapolis, IN 46241-0326. TAG Iowa, Camp Dodge, 7700 NW Beaver Dr, Johnston, IA 50131-1902. TAG Kansas, P.O. Box C-300, Topeka, KS 66601-0300. TAG Kentucky, Boone NG Center, Frankfort, KY 40601-6168. TAG Louisiana, Jackson Bks, New Orleans, LA 70146-0330. TAG Maine, Camp Keyes, Augusta, ME 04333-0033. TAG Maryland, Fifth Regiment Armory, Baltimore, MD 21201-2288. TAG Massachusetts, 25 Haverhill Sth Ave, Camp Curtis Building, Reading, MA 01867-1999. TAG Michigan, 2500 S. Washington Ave, Lansing, MI 48913-5101. TAG Minnesota, Veterans Svcs Building, St Paul, MN 55155-2098. TAG Mississippi, P.O. Box 5027, Fondren Stn, Jackson, MS 39216- 1027. TAG Missouri, 1717 Industrial Dr., Jefferson City, MO 65101-1468. TAG Montana, P.O. Box 4789, Helena, MT 59604-4789. TAG Nebraska, 1300 Military Rd, Lincoln, NE 68508-1090. TAG Nevada, 2525 S Carson St, Carson City, NV 89701-5502. TAG New Hampshire, State Mil Reservation, No. 1 Aprt Rd, Concord, NH 03301-5353. TAG New Jersey, Eggert Crossing Rd, CN 340, Trenton, NJ 08625- 0340. TAG New Mexico, P.O. Box 4277, Santa Fe, NM 87502-4277. TAG New York, 330 Old Niskayuma Rd, Lathan, NY 12110-2224. TAG North Carolina, 4105 Reedy Creek Rd, Raleigh, NC 27607-6410. TAG North Dakota, Box 5511, Bismarck, ND 58502-5511. TAG Ohio, 2825 West Granville Rd, Worthington, OH 43085-2712. TAG Oklahoma, 3501 Military Circle, NE, Oklahoma City, OK 73111- 4398. TAG Oregon, 2150 Fairgrounds Rd, NE, Salem, OR 97303-3241. TAG Pennsylvania, Fort Indiantown Gap, Annville, PA 17003-5002. TAG Puerto Rico, P.O. Box 3786, San Juan, PR 00904-3786. CG Rhode Island, 1051 North Main St, Providence, RI 02904-5714. TAG South Carolina, 1 National Guard Road, Columbia, SC 29201- 3117. TAG South Dakota, 2823 West Main St, Rapid City, SD 57702-8186. TAG Tennessee, P.O. Box 41502, Houston Barracks, Nashville, TN 37204-1501. TAG Texas, P.O. Box 5218, Austin, TX 78763-5218. TAG Utah, P.O. Box 1776, 12953 Minuteman Dr, Draper, UT 84020- 9545. TAG Vermont, Camp Johnson Building 1, Winooski, VT 05404-1697. TAG Virgin Island, Alexandria Hamilton Airport, St Croix, U.S. VI 00850. TAG Virginia, 501 E Franklin St, Richmond, VA 23219-2317. TAG Washington, Camp Murray, Tacoma, WA 98430-0922. TAG West Virginia, 1703 Coonskin Drive, Charleston, WV 25311- 1085. TAG Wisconsin, P.O. Box 8111, Madison, WI 53708-8111. TAG Wyoming, P.O. Box 1709, Cheyenne, WY 82003-1709. USAF Medical Treatment Activities USAF Medical Centers and Regional Hospitals David Grant USAF Medical Center (MAC), Travis Air Force Base, CA 94535-5300. Malcolm Grow USAF Medical Center (MAC), Andrews Air Force Base, DC 20331-5300. Wilford Hall USAF Medical Center (JMMC-SA), Lackland Air Force Base, TX 78236-5300. USAF Medical Center Keesler (ATC), Keesler Air Force Base, MS 39534-5300. USAF Medical Center Scott (MAC), Scott Air Force Base, IL 62225- 5300. USAF Medical Center Wright-Patterson (AFLC), Wright-Patterson Air Force Base, OH 45433-5300. 13th Air Force Medical Center (PACAF), APO AP 96274-5300. 7100th Combat Support Wing Medical Center (USAFE), APO AE 09220- 5300. 1st Tactical Regional Hospital (TAC), Langley Air Force Base, VA 23665-5300. USAF Regional Hospital Elmendorf (AAC), Elmendorf Air Force Base, AK 99506-5300. Air Force Systems Command Regional Hospital Eglin (AFSC), Eglin Air Force Base, FL 32542-5300. Air University Regional Hospital Maxwell (AU), Maxwell Air Force Base, AL 36112-5300. USAF Regional Hospital Minot (SAC), Minot Air Force Base, ND 58705-5300. USAF Regional Hospital Sheppard (ATC), Sheppard Air Force Base, TX 76311-5300. USAF Academy Hospital (USAFA), Colorado Springs, CO 80840-5300. Ehrling Bergquist Strategic Hospital (SAC), Offutt Air Force Base, NE 68113-5300. Robert L. Thompson Strategic Hospital (SAC), Carswell Air Force Base, TX 76127-5300. United States Air Force Hospitals USAF Hospital Altus (MAC), Altus Air Force Base, OK 73523-5300. USAF Hospital Chanute (ATC), Chanute Air Force Base, IL 61868- 5300. USAF Hospital Columbus (ATC), Columbus Air Force Base, MS 39701- 5300. USAF Hospital Dover (MAC), Dover Air Force Base, DE 19901-5300. Air Force Systems Command Hospital Edwards (AFSC), Edwards Air Force Base, CA 93523-5300. USAF Hospital Hill (AFLC), Hill Air Force Base, UT 84056-5300. USAF Hospital Kirtland (MAC), Kirtland Air Force Base, NM 87117- 5300. USAF Hospital Lajes (MAC), APO AE 09406-5300. USAF Hospital Laughlin (ATC), Laughlin Air Force Base, TX 78843- 5300. USAF Hospital Little Rock (MAC), Little Rock Air Force Base, AR 72099-5300. USAF Hospital Mather (ATC), Mather Air Force Base, CA 95655-5300. Air Force Systems Command Hospital Patrick (AFSC), Patrick Air Force Base, FL 32925-5300. USAF Hospital Reese (ATC), Reese Air Force Base, TX 79489-5300. USAF Hospital Robins (AFLC), Robins Air Force Base, GA 31098- 5300. USAF Hospital Tinker (AFLC), Tinker Air Force Base, OK 73145- 5300. USAF Hospital Williams (ATC), Williams Air Force Base, AZ 85224- 5300. Numbered Medical Groups, USAF Clinics, Hospitals and Strategic and Tactical Fighter Wing Hospitals 1st Medical Group (TAC), Langley Air Force Base, VA 23665-5300. 1st Strategic Hospital (SAC), Vandenberg Air Force Base, CA 93437-5300. 2nd Strategic Hospital (SAC), Barksdale Air Force Base, LA 71110- 5300. 4th Medical Group (TAC), Seymour Johnson Air Force Base, NC 27531-5300. 8th Medical Group (PACAF), APO AP 96264-5300. 9th Strategic Hospital (SAC), Beale Air Force Base, CA 95903- 5300. 15th Medical Group (PACAF), Hickam Air Force Base, HI 96853-5300. 20th Tactical Fighter Wing Hospital (USAFE), APO AE 09194-5300. 23d Medical Group (TAC), England Air Force Base, LA 71311-5300. 24th Medical Group (TAC), APO AA 34001-5300. 27th Medical Group (TAC), Cannon Air Force Base, NM 88103-5300. 31st Medical Group (TAC), Homestead Air Force Base, FL 33039- 5300. 36th Tactical Fighter Wing Hospital (USAFE), APO AE 09132-5300. 39th Tactical Group Hospital (USAFE), APO AE 09289-5300. 48th Tactical Fighter Wing Hospital (USAFE), APO AE 09179-5300. 50th Tactical Fighter Wing Hospital (USAFE), APO AE 09122-5300. 51st Medical Group (PACAF), APO AP 96570-5300. 56th Medical Group (TAC), MacDill Air Force Base, FL 33608-5300. 67th Medical Group (TAC), Bergstrom Air Force Base, TX 78743- 5300. 90th Strategic Hospital (SAC), F E Warren Air Force Base, WY 82005-5300. 91st Strategic Hospital (SAC), Minot Air Force Base, ND 58705- 5300. 92nd Strategic Hospital (SAC), Fairchild Air Force Base, WA 99011-5300. 93rd Strategic Hospital (SAC), Castle Air Force Base, CA 95342- 5300. 96th Strategic Hospital (SAC), Dyess Air Force Base, TX 79607- 5300. 97th Strategic Hospital (SAC), Eaker Air Force Base, AR 72315- 5300. 305th Strategic Hospital (SAC), Grissom Air Force Base, IN 46971- 5300. 313th Medical Group (PACAF), APO AP 96239-5300. 325th Medical Group (TAC), Tyndall Air Force Base, FL 32403-5300. 341st Strategic Hospital (SAC), Malmstrom Air Force Base, MT 59402-5300. 347th Medical Group (TAC), Moody Air Force Base, GA 31699-5300. 351st Strategic Hospital (SAC), Whiteman Air Force Base, MO 48753-5300. 354th Medical Group (TAC), Myrtle Beach Air Force Base, SC 29579- 5300. 363d Medical Group (TAC), Shaw Air Force Base, SC 29152-5300. 366th Medical Group (TAC), Mt Home Air Force Base, ID 83648-5300. 379th Strategic Hospital (SAC), Wurtsmith Air Force Base, MI 488753-5300. 380th Strategic Hospital (SAC), Plattsburg Air Force Base, NY 23903-5300. 384th Strategic Hospital (SAC), McConnell Air Force Base, KS 67221-5300. 401st Tactical Fighter Wing Hospital (USAFE), APO AE 09283-5300. 410th Strategic Hospital (SAC), K I Sawyer Air Force Base, MI 49843-5300. 416th Strategic Hospital (SAC), Griffiss Air Force Base, NY 13441-5300. 432d Medical Group (PACAF), APO AP 96519-5300. 475th Medical Group (PACAF), APO AP 96328-5300. 509th Strategic Hospital (SAC), Pease Air Force Base, NH 03803- 5300. 554th Medical Group (TAC), Nellis Air Force Base, NV 89191-5300. 831st Medical Group (TAC), George Air Force Base, CA 92394-5300. 832d Medical Group (TAC), Luke Air Force Base, AZ 85309-5300. 833d Medical Group (TAC), Holloman Air Force Base, NM 88330-5300. 836th Medical Group (TAC), Davis-Monthan Air Force Base, AZ 85707-5300. Numbered and USAF Clinics 10th Tactical Fighter Wing Clinic (USAFE), APO AE 09238-5300. 26th Tactical Reconnaissance Wing Clinic (USAFE), APO AE 09860- 5300. 32nd Tactical Fighter Group Clinic (USAFE), APO AE 09292-5300. 36th Tactical Fighter Wing Clinic (USAFE), APO AE 09104-5300. 40th Tactical Group Clinic (USAFE), APO AE 09293-5300. 43d Strategic Clinic (SAC), APO AP 96334-5300. 52nd Tactical Fighter Wing Clinic (USAFE), APO AE 09126-5300. 66th Electronic Combat Wing Clinic (USAFE), APO AE 09136-5300. 81st Tactical Fighter Wing Clinic (USAFE), APO AE 09755-5300. 128th Strategic Clinic (SAC), Barksdale Air Force Base, LA 71110- 5300. 315th USAF Clinic (Assoc) (MAC), Charleston Air Force Base, SC 29404-5300. 316th Air Division Clinic (USAFE), APO AE 09094-5300. 349th USAF Clinic ((Assoc) (MAC), Travis Air Force Base, CA 94535-5300. 406th Tactical Fighter Training Wing Clinic (USAFE), APO AE 09286-5300. 433d USAF Clinic (AFRES), Kelly Air Force Base, TX 72241-5300. 434th USAF Clinic (AFRES), Grissom Air Force Base, IN 46971-5300. 445th USAF Clinic (Assoc) (MAC), Norton Air Force Base, CA 92409- 5300. 446th USAF Clinic (Assoc) (MAC), McChord Air Force Base, WA 98438-5300. 452d USAF Clinic (AFRES), March Air Force Base, CA 92518-5300. 459th USAF Clinic (AFRES), Andrews Air Force Base, DC 20331-5300. 485th Tactical Missile Wing Clinic (USAFE), APO AE 09188-5300. 487th Tactical Missile Wing Clinic (USAFE), APO AE 09694-5300. 501st Tactical Missile (USAFE), APO AE 09150-5300. 503d USAF Clinic (AFRES), Tinker Air Force Base, OK 73145-5300. 512th USAF Clinic (Assoc) (AFRES), Dover Air Force Base, DE 19902-5300. 514th USAF Clinic (Assoc) (AFRES), McGuire Air Force Base, NJ 08641-5300. 906th Tactical Clinic (AFRES), Wright Patterson Air Force Base, OH 45433-5300. 907th Tactical Clinic (AFRES), Rickenbacker ANGB, OH 43217-5300. 908th Tactical Clinic (AFRES), Maxwell Air Force Base, AL 36112- 5300. 910th Tactical Clinic (AFRES), Youngstown Muni Aprt, OH 44473- 5300. 911th Tactical Clinic (AFRES), Pittsburgh IAP, PA 15231-5300. 913th Tactical Clinic (AFRES), Willow Grove Air Res, Facility, PA, 19090-5300. 914th Tactical Clinic (AFRES), Niagara Falls IAP, NY 14304-5300. 917th Tactical Clinic (AFRES), Barksdale Air Force Base, LA 71110-5300. 919th Tactical Clinic (AFRES), Aux Fld 3, Eglin Air Force Base, FL 32542-5300. 924th Tactical Clinic (AFRES), Bergstrom Air Force Base, TX 78743-5300. 926th Tactical Clinic (AFRES), NAS, New Orleans, LA 70143-5300. 928th Tactical Clinic (AFRES), O'Hare Air Force Base, IL 60666- 5300. 931st Tactical Clinic (AFRES), Grissom Air Force Base, IN 46971- 5300. 932d Tactical Clinic (AFRES), Scott Air Force Base, IL 62225- 5300. 934th Tactical Clinic (AFRES), Minneapolis IAP, St Paul, MN 55450-5300. 939th Tactical Clinic (AFRES), Portland IAP, OR 97218-5300. 940th Tactical Clinic (AFRES), Mather Air Force Base, CA 95655- 5300. 7020th Air Base Group Clinic (USAFE), APO AE 09125-5300. 7217th Air Base Group Clinic (USAFE), APO AE 09254-5300. 7241st Air Base Group Clinic (USAFE), APO AE 09224-5300. 7274th Air Base Group Clinic (USAFE), APO AE 09193-5300. 7275th Air Base Group Clinic (USAFE), APO AE 09240-5300. 7276th Air Base Group Clinic (USAFE), APO AE 09291-5300. USAF Clinic Brooks (SAJMMC), Brooks Air Force Base, TX 78235- 5300. USAF Clinic Charleston (MAC), Charleston Air Force Base, SC 29404-5300. USAF Clinic Eielson (AAC), Eielson Air Force Base, AK 99702-5300. USAF Clinic Goodfellow (ATC), Goodfellow Air Force Base, TX 76908-5300. USAF Clinic Kelly (SAJMMC), Kelly Air Force Base, TX 78241-5300. Air Force Systems Command Hospital Hanscom (AFSC), Hanscom Air Force Base, MA 01731-5300. Air Force Systems Command Clinic Los Angeles (AFSC), P.O. Box 92960, Worldway Postal Center, Los Angeles, CA 90009-5300. USAF Clinic Lowry (ATC), Lowry Air Force Base, CO 80230-5300. USAF Clinic McChord (MAC), McChord Air Force Base, WA 98438-5300. USAF Clinic McClellan (AFLC), McClellan Air Force Base, CA 95652- 5300. USAF Clinic McGuire (MAC), McGuire Air Force Base, NJ 08641-5300. USAF Clinic Norton (MAC), Norton Air Force Base, CA 92409-5300. USAF Clinic Peterson (AFSPACECOM), Peterson Air Force Base, CO 80914-5300. USAF Clinic Pope (MAC), Pope Air Force Base, NC 28308-5300. USAF Clinic Randolph (SAJMMC), Randolph Air Force Base, TX 78150- 5300. USAF Clinic Rhein Main (MAC), APO AE 09097-5300. USAF Clinic Vance (ATC), Vance Air Force Base, OK 73702-5300. Numbered Hospitals 1st Strategic Hospital Vandenberg (SAC), Vandenberg Air Force Base, CA 93437-5300. 2d Strategic Hospital Barksdale (SAC), Barksdale Air Force Base, LA 71110-5300. 4th Tactical Hospital (TAC), Seymour Johnson Air Force Base, NC 27531-5300. 9th Strategic Hospital Beale (SAC), Beale Air Force Base, CA 95903-5300. 11th USAF Contingency Hospital, Lackland Air Force Base, TX 78236-5300. 12th USAF Contingency Hospital, Travis Air Force Base, CA 94535- 5300. 13th USAF Contingency Hospital (AFRES), Scott Air Force Base, IL 62225-5300. 22d Strategic Hospital (SAC), March Air Force Base, CA 92518- 5300. 22nd Air Transportation Hospital (SAC), March Air Force Base, CA 92518-5300. 23rd Tactical Hospital (TAC), England Air Force Base, LA 71311- 5300. 26th Tactical Hospital (USAFE), APO AE 09860-5300. 27th Tactical Hospital (TAC), Cannon Air Force Base, NM 88103- 5300. 31st Tactical Hospital (TAC), Homestead Air Force Base, FL 33039- 5300. 35th Tactical Hospital (TAC), Luke Air Force Base, AZ 85309-5300. 36th Tactical Hospital (USAFE), APO AE 09132-5300. 39th Tactical Hospital (USAFE), APO AE 09289-5300. 42d Strategic Hospital (SAC), Loring Air Force Base, ME 04751- 5300. 44th Strategic Hospital (SAC), Ellsworth Air Force Base, SD 57706-5300. 48th Tactical Hospital (USAFE), APO AE 09179-5300. 50th Tactical Hospital (USAFE), APO AE 09122-5300. 56th Tactical Hospital (TAC), MacDill Air Force Base, FL 33608- 5300. 67th Tactical Hospital (TAC), Bergstrom Air Force Base, TX 78743- 5300. 86th Tactical Hospital (USAFE), APO AE 09094-5300. 90th Strategic Hospital F E Warren (SAC), F E Warren Air Force Base, WY 82005-5300. 91st Strategic Hospital Minot (SAC), Minot Air Force Base, ND 58705-5300. 92d Strategic Hospital Fairchild (SAC), Fairchild Air Force Base, WA 99011-5300. 93d Strategic Hospital Castle (SAC), Castle Air Force Base, CA 95342-5300. 94th Tactical Hospital (AFRES), Dobbins Air Force Base, GA 30069- 5300. 96th Strategic Hospital Dyess (SAC), Dyess Air Force Base, TX 79607-5300. 97th Strategic Hospital Eaker (SAC), Eaker Air Force Base, AR 72315-5300. 131st Tactical Hospital (TAC), Lambert Intl Aprt, St Louis, MO 63145-5300. 140th Tactical Hospital (TAC), Buckley ANGB, CO 80010-5300. 301st Tactical Hospital (AFRES), Carswell Air Force Base, TX 76127-5300. 302d Tactical Hospital (AFRES), Peterson Air Force Base, CO 80914-5300. 305th Strategic Hospital Grissom (SAC), Grissom Air Force Base, IN 46971-5300. 310th USAF Contingency Hospital (USAFE), APO AE 09049-5300. 316th Tactical Hospital (USAFE), APO AE 09094-5300. 317th USAF Contingency Hospital (USAFE), APO AE 09194-5300. 321st Strategic Hospital Grand Forks (SAC), Grand Forks Air Force Base, ND 58205-5300. 341st Strategic Hospital Malmstrom (SAC), Malmstrom Air Force Base, MT 59402-5300. 347th Tactical Hospital (TAC), Moody Air Force Base, GA 31699- 5300. 351st Strategic Hospital Whiteman (SAC), Whiteman Air Force Base, MO 65305-5300. 354th Tactical Hospital (TAC), Myrtle Beach Air Force Base, SC 29579-5300. 363d Tactical Hospital (TAC), Shaw Air Force Base, SC 29152-5300. 366th Tactical Hospital (TAC), Mt Home Air Force Base, ID 83648- 5300. 379th Strategic Hospital Wurtsmith (SAC), Wurtsmith Air Force Base, MI 48753-5300. 380th Strategic Hospital Plattsburgh (SAC), Plattsburgh Air Force Base, NY 12903-5300. 384th Strategic Hospital McConnell (SAC), McConnell Air Force Base, KS 67221-5300. 401st Tactical Hospital (USAFE), APO AE 09283-5300. 403d Tactical Hospital (TAC), Keesler Air Force Base, MS 39534- 5300. 410th Strategic Hospital K I Sawyer (SAC), K I Sawyer Air Force Base, MI 49843-5300. 416th Strategic Hospital Griffiss (SAC), Griffiss Air Force Base, NY 13441-5300. 419th Tactical Hospital (TAC), Hill Air Force Base, UT 84056- 5300. 434th Tactical Hospital (AFRES), Grissom Air Force Base, IN 46971-5300. 439th Tactical Hospital (AFRES), Westover Air Force Base, MA 01022-5300. 440th Tactical Hospital (AFRES), Gen Mitchell IAP, 300 E College Ave, Milwaukee, WI 53207-5300. 442d Tactical Hospital (AFRES), Richards-Gebaur Air Force Base, MO 64030-5300. 482d Tactical Hospital (AFRES), Homestead Air Force Base, FL 33039-5300. 509th Strategic Hospital Pease (SAC), Pease Air Force Base, NH 03803-5300. 601st Tactical Hospital (USAFE), APO AE 09136-5300. 607th USAF Contingency Hospital (USAFE), APO AE 09283-5300. 608th USAF Contingency Hospital (USAFE), APO AE 09238-5300. 609th USAF Contingency Hospital (USAFE), APO AE 09860-5300. 610th USAF Contingency Hospital (USAFE), APO AE 09633-5300. 622d USAF Contingency Hospital (ATC), Sheppard Air Force Base, TX 76311-5465. 652d USAF Contingency Hospital (USAFE), APO AE 09131-5300. 653d USAF Contingency Hospital (USAFE), APO AE 09457-5300. 655th Tactical Hospital (PACAF), APO AP 96328-5300. 656th Tactical Hospital (PACAF), APO AP 96432-5300. 657th Tactical Hospital (PACAF), APO AP 96432-5300. 658th USAF Contingency Hospital (PACAF), APO AP 96214-5300. 832d Tactical Hospital (TAC), Luke Air Force Base, AZ 85309-5300. 833d Tactical Hospital (TAC), Holloman Air Force Base, NM 88330- 5300. 869th USAF Contingency Hospital (USAFE), APO AE 09129-5300. 870th USAF Contingency Hospital (USAFE), APO AE 09198-5300. 927th Tactical Hospital (AFRES), Selfridge ANGB, MI 48045-5300. 7206th Air Base Group Hospital (USAFE), APO AE 09223-5300. 7276th Air Base Group Hospital (USAFE), APO AE 09291-5300. ANG Hospitals and Clinics 101st USAF Clinic (TAC), Bangor IAP, Bangor, ME 04401-4393. 102d USAF Clinic (TAC), Otis ANGB, MA 02542-5001. 103d Tactical Clinic (TAC), Bradley ANGB, East Granby, CT 06026- 5300. 104th Tactical Clinic (TAC), Barnes Muni Aprt, Westfield, MA 01085-1385. 105th USAF Clinic (MAC), Stewart IAP, New Burgh, NY 12550-0031. 106th Tactical Clinic (TAC), Suffolk ANGB, West Hampton Beach, NY 11978-1294. 107th USAF Clinic (MAC), Niagara Falls IAP, Niagara Falls, NY 14304-6000. 108th Tactical Clinic (TAC), McGuire Air Force Base, NJ 08641- 6004. 109th Tactical Clinic (TAC), Schenectady Co Aprt, Scotia, NY 12302-9752. 110th Tactical Clinic (TAC), P.O. Box 668, Battle Creek, MI 49016-1291. 111th Tactical Clinic (TAC), Willow Grove NAS, Willow Grove, PA 19090-5101. 112th Tactical Clinic (TAC), Pittsburgh IAP, Pittsburgh, PA 15231-0459. 113th Tactical Hospital (TAC), Andrews Air Force Base, DC 20331- 6519. 114th Tactical Clinic (TAC), P.O. Box 5044, Sioux Falls, SD 57117-5044. 115th Tactical Clinic (TAC), 3110 Mitchell St, Madison, WI 53704- 2591. 116th Tactical Hospital (TAC), Dobbins Air Force Base, GA 30069- 6004. 117th Tactical Hospital (TAC), Sumpter Smith ANGB, Birmingham, AL 35217-3595. 118th Tactical Hospital (TAC), P.O. Box 17267, Nashville, TN 37217-0267. 119th USAF Clinic (SAC), P.O. Box 5536, Fargo, ND 58105-5536. 120th USAF Clinic (AFRES), Great Falls IAP, MT 59404-5300. 121st Tactical Hospital (TAC), Rickenbacker ANGB, OH 43217-5007. 122d Tactical Hospital (TAC), Baer Field, Fort Wayne, IN 46809- 5300. 123d Tactical Hospital (TAC), Shewmaker ANGB, Louisville, KY 40213-2678. 124th Tactical Clinic (TAC), P.O. Box 45, Boise, ID 83701-4525. 125th USAF Clinic (TAC), P.O. Box 18018, Jacksonville, FL 32229- 0018. 126th USAF Clinic (AFRES), P.O. Box 66486, O'Hare ARFF, Chicago, IL 60666-0486. 127th Tactical Clinic (TAC), Selfridge ANGB, MI 48045-5029. 128th Tactical Clinic (TAC), Gen Mitchell ANGB, Milwaukee, WI 53207-2591. 129th Tactical Hospital (TAC), NAS Moffett Fld, CA 94035-5006. 130th Tactical Clinic (TAC), Yaeger Aprt, Charleston, WV 25311- 5300. 131st Tactical Hospital (TAC), Lambert IAP (ANGB), 10800 Natural Bridge Road, Bridgeton, MO 63044-2371. 132d Tactical Hospital (TAC), 4200 SW 34 St, Des Moines, IA 50321-2799. 133d Tactical Hospital (TAC), Minneapolis-St Paul IAP, St Paul, MN 55111-4098. 134th USAF Clinic (AFRES), McGhee-Tyson Aprt, Knoxville, TN 37901-5300. 135th Tactical Clinic (TAC), 2701 Eastern Blvd, Baltimore, MD 21220-2899. 136th Tactical Hospital (TAC), Hensley Fld, Dallas, TX 75211- 9503. 137th Tactical Hospital (TAC), P.O. Stn 18, Will Rogers World Aprt, Oklahoma City, OK 73169-5300. 138th Tactical Clinic (TAC), P.O. Box 15768, Admiral Stn, Tulsa, OK 74115-1699. 139th Tactical Clinic (TAC), Rosecrans Memorial Aprt, St Joseph, MO 64503-3247. 140th Tactical Hospital (TAC), Buckley ANGB, CO 30011-9599. 141st USAF Clinic (AFRES), Fairchild Air Force Base, WA 99011- 6434. 142d USAF Clinic (AFRES), Portland IAP, OR 97218-2797. 143d Tactical Hospital (TAC), Quonset State Aprt, North Kingstown, RI 02886-0794. 144th Tactical Hospital (TAC), Fresno ANGB, CA 93727-2199. 145th Tactical Clinic (TAC), Douglas Muni Aprt, Charlotte, NC 28208-5795. 146th Tactical Hospital (TAC), 8030 Balboa Blvd, Van Nuys, CA 91409-1195. 147th USAF Clinic (AFRES), Ellington Air Force Base, TX 77209- 5586. 148th USAF Clinic (AFRES), Duluth IAP, MN 55811-5300. 149th Tactical Clinic (TAC), Kelly Air Force Base, TX 78421-7001. 150th Tactical Clinic (TAC), P.O. Box 551, Albuquerque, NM 87103- 5510. 151st Tactical Clinic (TAC), P.O. Box 16087, Salt Lake City, UT 84115-2000. 152d Tactical Clinic (TAC), 1776 National Guard Way, Reno, NV 89502-4494. 153d Tactical Clinic (TAC), P.O. Box 2268 Muni Aprt, Cheyenne, WY 82005-2268. 154th Tactical Hospital (PACAF), Hickam Air Force Base, HI 96853- 5300. 155th Tactical Clinic (TAC), Lincoln Muni Aprt, NE 68524-1897. 156th Tactical Clinic (TAC), P.O. Box 12307, Loiza Stn, San Juan, PR 00914-2307. 157th USAF Clinic (AFRES), Pease Air Force Base, NH 03803-6507. 158th Tactical Clinic (TAC), Burlington IAP, VT 05401-5300. 159th Tactical Clinic (TAC), NAS New Orleans, New Orleans, LA 70146-5300. 160th USAF Clinic (TAC), Rickenbacker ANGB, OH 43217-5006. 161st Tactical Clinic (TAC), 32 & Watkins Rd, Phoenix, AZ 85034- 6098. 162d Tactical Clinic (TAC), Tucson IAP, AZ 85076-1037. 163d Tactical Clinic (TAC), March Air Force Base, CA 92518-5300. 164th Tactical Clinic (TAC), P.O. Box 18026, Memphis, TN 38118- 0026. 165th Tactical Hospital (TAC), P.O. Box 7568, Garden City, GA 31404-7568. 166th Tactical Clinic (TAC), Greater Wilmington Aprt, New Castle, DE 19720-2495. 167th Tactical Clinic (TAC), Eastern WV Regional Aprt, Martinsburg, WV 25401-0204. 169th Tactical Clinic (TAC), McEntire ANGB, Eastover, SC 29044- 9690. 170th USAF Clinic (MAC), McGuire Air Force Base, NJ 08641-5300. 171st USAF Clinic (AFRES), Pittsburgh IAP, Pittsburgh, PA 15231- 0459. 172d USAF Clinic (AFRES), P.O. Box 5810, Jackson, MS 39208-0810. 174th Tactical Clinic (TAC), Hancock Fld, Syracuse, NY 13225- 7099. 175th Tactical Clinic (TAC), 2701 Eastern Blvd, Baltimore, MD 21220-2899. 176th Tactical Clinic (TAC), Kulis ANGB, 6000 Air Guard Rd, Anchorage, AK 99502-5300. 177th USAF Clinic (TAC), FAA Technical Center, Atlantic City Airport, NJ 08405-9500. 178th Tactical Hospital (TAC), Springfield ANGB, OH 45501-1780. 179th Tactical Clinic (TAC), Mansfield Lahm Aprt, OH 44901-5300. 180th Tactical Clinic (TAC), Toledo Express Aprt, Swanton, OH 43558-5005. 181st Tactical Clinic (TAC), Hulman Fld, Terre Haute, IN 47803- 5300. 182d Tactical Clinic (TAC), Greater Peoria Aprt, Greater Peoria, IL 61607-1498. 183d Tactical Clinic (TAC), Capitol Muni Aprt, Springfield, IL 62707-5300. 184th Tactical Clinic (TAC), McConnell Air Force Base, KS 67221- 6225. 185th Tactical Clinic (TAC), P.O. Box 278, Sergeant Bluff, IA 51054-1002. 186th Tactical Clinic (TAC), P.O. Box 1825, Meridian, MS 39302- 1825. 187th Tactical Clinic (TAC), Dannelly Fld, Montgomery, AL 36105- 0001. 188th Tactical Clinic (TAC), Fort Smith MAP, AR 72099-5300. 189th USAF Clinic (SAC), Little Rock Air Force Base, AR 72099- 5300. 190th USAF Clinic (AFRES), Forbes ANGB, Topeka, KS 66620-5300. 191st USAF Clinic (AFRES), Selfridge ANGB, MI 48045-5029. 192d Tactical Clinic (TAC), Byrd Fld, Sandston, VA 23150-0297. 193d Tactical Hospital (TAC), Harrisburg IAP, Middletown, PA 17057-2424. USAF Numbered Air Forces First Air Force (TAC), Langley Air Force Base, VA 23665-5009. Third Air Force (USAFE), APO AE 09127-5000. Fourth Air Force (AFRES), McClellan Air Force Base, CA 95652- 6002. Fifth Air Force (PACAF), APO AP 96328-5000. Seventh Air Force (PACAF), APO AP 96570-5000. Eighth Air Force (SAC), Barksdale Air Force Base, LA 71110-5002. Ninth Air Force (TAC), Shaw Air Force Base, SC 29152-5002. Tenth Air Force (AFRES), Bergstrom Air Force Base, TX 78743-6002. Twelfth Air Force (TAC), Bergstrom, Air Force Base, TX 78743- 5002. Thirteenth Air Force (PACAF), APO AP 96274-5000. Fourteenth Air Force (AFRES), Dobbins Air Force Base, GA 30069- 5002. Fifteenth Air Force (SAC), March Air Force Base, CA 92518-5000. Sixteenth Air Force (USAFE), APO AE 09283-5000. Seventeenth Air Force (USAFE), APO AE 09136-5002. Twenty-First Air Force (MAC), McGuire Air Force Base, NJ 08641- 5002. Twenty-Second Air Force (MAC), Travis Air Force Base, CA 94535- 5002. Twenty-Third Air Force (MAC), Scott Air Force Base, IL 62225- 5001. Air Force Plant Representative Offices (AFPRO-XP) AFPRO-XP, Pratt & Whitney, P.O. Box 109600, West Palm Beach, FL 33410-9600. AFPRO-XP, Pratt & Whitney, 400 Main St, East Hartford, CT 06108- 0969. AFPRO-XP, Boeing Co, P.O. Box 3707, Seattle WA 98124-3707. AFPRO-XP, Martin Marietta, Denver Operations, P.O. Box 179, Denver, CO 80201-0179. AFPRO-XP, Rockwell Intl Corp, Rocketdyne Div, 6633 Canoga Avenue, Canoga Park, CA 91303-2790. AFPRO-XP, Lockheed Msl & Space Co, Space Systems Div, P.O. Box 3504, Sunnyvale, CA 94088-3504. AFPRO-XP, Rockwell Intl, North American Acft Division, P.O. Box 92098, Los Angeles IAP, CA 90009-2098. AFPRO-XP, Rockwell Intl Corp Anaheim, 3370 Miraloma Ave, Anaheim, CA 92803-3110. AFPRO-XP, Lockheed-Aeronautical Systems Co (LASC), Marietta, GA 30063-0001. AFPRO-XP, General Dynamics, Fort Worth Division, P.O. Box 371, Fort Worth, TX 76101-0371. AFPRO-XP, General Electric Co/MD-N1, Aircraft Engine Group, Cincinnati, OH 45215-6303. AFCMD 31/FAS, MS AFPRO/2A, 8900 E. Washington Blvd, Rico Rivera, CA 90660-3783. AFPRO-XP, Boeing Military Airplanes, P.O. Box 7730, Wichita, KS 67277-7730. AFPRO-XP, Aerojet-General Corp, P.O. Box 15846, Sacramento, CA 95852-1866. AFPRO-XP, Hughes Acft Co, P.O. Box 92463, Los Angeles, CA 90009- 2463. AFPRO-XP, Northrop Corp, One Northrop Ave, Hawthorne, CA 90250- 3296. AFPRO-XP, General Electric Co, Space Systems Div, P.O. Box 8555, Philadelphia, PA 19101-8555. AFPRO-XP, AFPRO Textron Defense Systems, 201 Lowell St, Wilmington, MA 01887-2941. AFPRO-XP, Morton Thiokol Inc, P.O. Box 524, MS-Z10, Brigham City, UT 84302-0524. AFPRO-XP, Westinghouse Electric Corp, Defense & Electronics Center, P.O. Box 1693, Baltimore, MD 21203-1693. AFPRO-XP, TRW Space & Defense Sector, One Space Park, Redondo Beach, CA 90278-1078. AFPRO-XP, Douglas Aircraft Corp, 3855 Lakewood Blvd, Long Beach, CA 90846-0001. Hughes Missile Systems Group, P.O. Box 11337, Emery Park Station, Tucson, AZ 85734-1337. AFPRO Eaton Corp, AIL Div, Commack Road, Deer Park, NY 11729- 9998. AFCMD 50/FAS, F E Warren Air Force Base, WY 82005-8110. AFPRO/FAS, LTV Aerospace & Defense Co, P.O. Box 655907, Dallas, TX 78265-5907. Alphabetical Listing of Air Force Activities Academic Instructor School, Maxwell Air Force Base, AL 36112- 5712. Aeronautical Systems Division (AFSC), Wright-Patterson Air Force Base, OH 45433-6503. Aerospace Audio Visual Service (MAC), Norton Air Force Base, CA 92409-5439. Aerospace Guidance & Metrology Center (AFLC), Newark Air Force Base, OH 43057-5000. Aerospace Maintenance and Regeneration Center (AFLC), Davis- Monthan Air Force Base, AZ 85707-5000. Air Command and Staff College, Maxwell Air Force Base, AL 36112- 5542. Air Defense Operations Center (AFSPACECOM), Cheyenne Mt Complex Air Force Base, CO 80914-5601. Air Force Accounting and Finance Center (SOA), Denver, CO 80279- 5000. Air Force Armament Laboratory, Eglin Air Force Base, FL 32542- 5000. Air Force Astronautics Laboratory (AFSTC), Edwards Air Force Base, CA 93523-5000. Air Force Audit Agency (AFAA) (SOA), Norton Air Force Base, CA 92409-6001. Air Force Audit Agency (AFAA) (SOA), Norton Air Force Base, CA 92409-6001. Air Force Broadcasting Service (AFSINC), Kelly Air Force Base, TX 78241-5000. Air Force Center for Studies and Analyses (DRU) (1100 RMG), Washington, DC 20330-5000. Air Force Center for International Programs (DRU) (1100 RMG), Washington, DC 20330-5000. Air Force Central Notice to Airmen (NOTAM) Facility (AFCC), Carswell Air Force Base, TX 76127-6340. Air Force Chaplain School (AU), Maxwell Air Force Base, AL 36112- 5712. Air Force Civil Engineer Continental Europe Region (USAFE), APO AE 09094-5000. Air Force Civil Engineer Northern Region (USAFE), APO AE 09241- 5000. Air Force Civilian Appellate Review Agency (AFRBO), Washington, DC 20330-1000. Air Force Civilian Personnel Management Center (DRU), Randolph Air Force Base, TX 78150-6421. Air Force Combat Ammunition Center (SAC), Sierra Army Depot, Herlong, CA 96113-5000. Air Force Combat Operations Staff (DRU), Washington DC 20330- 5000. Air Force Commissary Service (SOA), Kelly Air Force Base, TX 78241-6290. Air Force Communications Command (MAJCOM), Scott Air Force Base, IL 62225-6001. Air Force Communications Command Operational Test and Evaluation Center (AFCC), Wright Patterson Air Force Base, OH 45433-5000. Air Force Communications-Computer Systems Doctrine Office (AFCC), Keesler Air Force Base, MS 39534-6340. Air Force Comptroller Management Engineering Team (AFMEA), Lowry Air Force Base, CO 80230-5000. AFCC Systems Acquisition Support Office (AFCC), Hanscom Air Force Base, MA 01731-5000. Air Force Computer Acquisition Center (AFCC), Hanscom Air Force Base, MA 01731-6340. Air Force Contract Maintenance Center (AFLC), Wright-Patterson Air Force Base, OH 45433-5000. Air Force Contract Management Division (AFSC), Kirtland Air Force Base, NM 87117-5000. Air Force Coordinating Office Logistics Research, Wright- Patterson Air Force Base, OH 45433-5000. Air Force Cost Center (DRU) 5600 Columbia Pike, Room 203, Falls Church, VA 22041-5101. Air Force Cryptologic Support Center (ESC), San Antonio TX 78243- 5000. Distribution Control Office (AFLC), Wright-Patterson Air Force Base, OH 45433-5000. Air Force Distribution Agency (AFLC), Wright-Patterson Air Force Base, OH 45433-5000. Air Force District of Washington (DRU), Bolling Air Force Base, DC 20332-5000. Air Force Drug Testing Laboratory (AFSC), Brooks Air Force Base, TX 78235-5000. Air Force Electronic Combat Office (AFSC), Wright-Patterson Air Force Base, OH 45433-6503. Air Force Electronic Warfare Center (ESC) San Antonio, TX 78243- 5000. Air Force Emergency Operations Center, Fort Ritchie, MD 21719- 5010. Air Force Engineering and Services Center (SOA), Tyndall Air Force Base, FL 32403-6001. Air Force Engineering and Services Management Engineering Team (AFMEA), Tyndall Air Force Base, FL 32403-5601. Air Force European Broadcasting Squadron (Air Force BaseS), APO AE 09012-5000. Air Force District of Washington Accounting and Finance Office, Bolling Air Force Base, DC 20332-5260. Air Force Flight Test Center (AFSC), Edwards Air Force Base, CA 93523-5000. Air Force Frequency Management Center (AFCC), Washington, DC 20330-6340. Air Force Geophysics Laboratory (AFSTC), Hansom Air Force Base, MA 01731-5000. Air Force Global Weather Central (MAC), Offutt Air Force Base, NE 68113-5000. Air Force Human Resources Laboratory (AMD), Brooks Air Force Base, TX 78235-5601. Air Force Inspection and Safety Center (SOA), Norton Air Force Base, CA 92409-7001. Air Force Institute of Technology (AU), Wright-Patterson Air Force Base, OH 45433-6583. Air Force Intelligence Management Engineering Team (AFMEA), Fort Belvoir, VA 22060-5000. Air Force Intelligence Agency (SOA), Fort Belvoir, VA 22060-5788. Air Force Judge Advocate General School (AU), Maxwell Air Force Base, AL 36112-5712. Air Force Judge Advocate Legal Information Services, Denver, CO 80279-5000. Air Force Legal Services Center (SOA), Washington, DC 20330-5000. Air Force Logistics Command (MAJCOM), Wright-Patterson Air Force Base, OH 45433-5001. AFLC International Logistics Center (AFLC), Wright-Patterson Air Force Base, OH 45433-5000. AFLC Inspection and Safety Center (AFLC), Wright-Patterson Air Force Base, OH 45433-5000. AFLC Logistics Support Group Saudi Arabia, APO AE 09038-5000. AFLC Support Group Europe (AFLC), APO AE 09243-5000. AFLC Cataloging and Standardization Center (AFLC), 74 N. Washington Ave, Battle Creek, MI 49017-3094. Logistics Operations Center (AFLC), Wright-Patterson Air Force Base, OH 45433-5000. Logistics Management Systems Center (AFLC), Wright-Patterson Air Force Base, OH 45433-5000. Air Force Acquisition Logistics Center (AFLC), Wright-Patterson Air Force Base, OH 45433-5000. Air Force Contract Law Center (AFLC), Wright-Patterson Air Force Base, OH 45433-5000. Air Force Disaster Preparedness Center, Lowry Air Force Base, CO 80230-5000. Air Force Logistics, Management Center (AFLC), Gunter Air Force Base, AL 36114-6693. Air Force Legal Service Center, Washington, DC 20330-5000. Air Force Logistics Management Engineering Team (AFMEA), Dover Air Force Base, DE 19902-6437. Air Force Management Engineering Agency (SOA), Randolph Air Force Base, TX 78150-6431. Air Force Military Personnel Center (SOA), Randolph Air Force Base, TX 78150-6001. Air Force Manpower and Personnel Management Engineering Team (AFMEA), Randolph Air Force Base, TX 78150-6431. Air Force Medical Logistics Office (USAF), Frederick, MD 21701- 5006. Air Force Medical Management Engineering Team (AFMEA), Maxwell Air Force Base, AL 36112-5006. Air Force Office of Medical Support (SOA), Brooks Air Force Base, TX 78235-5000. Air Force Military Training Center (ATC), Lackland Air Force Base, TX 78236-5000. Air Force Mortuary Services Office (AFESC), Bolling Air Force Base, DC 20332-5000. Air Force Office of Public Affairs, Midwest Region, 55 East Monroe, Suite 1525, Chicago, IL 60603-5707. Air Force Office of Public Affairs, Western Region (AFSINC), Room 10114, 11000 Wilshire Blvd, Los Angeles, CA 90024-3602. Air Force Office of Public Affairs, Eastern Region (AFSINC), 133 East 58th St, Suite 1500, New York, NY 10022-1236. Air Force Office of Scientific Research (AFSC), Bolling Air Force Base, DC 20332-6600. Air Force Office of Security Police (SOA), Kirtland Air Force Base, NM 87117-6001. Air Force Professional Manpower & Personnel Management School (AU), Maxwell Air Force Base, AL 36112-5712. Air Force Professional Military Comptroller School (AU), Maxwell Air Force Base, AL 36113-5712. Air Force Publishing Distribution Center (SAF/AAI), Baltimore, MD 21220-2898. Air Force Reserve (SOA), Robins Air Force Base, GA 31098-5000 Air Force Rescue Coordination Center (MAC/ARRS), Scott Air Force Base, IL 62225-5000. Air Force Reserve Officers Training Corps (ATC), Maxwell Air Force Base, AL 36112-6663. Air Force Review Boards Office (DRU), Washington, DC 20330-5000. Air Force Security Clearance Office (AFOSP), Washington, DC 20330-5000. Air Force Security Police Management Engineering Team (AFMEA), Kirtland Air Force Base, NM 87117-6004. Air Force Service Information and News Center (SOA) Kelly Air Force Base, TX 78241-5000. Air Force Space Command (MAJCOM), Peterson Air Force Base, CO 80914-5001. Air Force Space Technology Center (AFSC), Kirtland Air Force Base, NM 87117-5000. Air Force Special Activities Center (AFIA), Fort Belvoir, VA 22060. Air Force Special Staff Management Engineering Team (AFMEA), Peterson Air Force Base, CO 80914-5000. Air Force Systems Command (MAJCOM), Andrews Air Force Base, DC 20331-5000. Air Force Technical Applications Center (DRU), Patrick Air Force Base, FL 32925-6001. Air Force Telecommunications Certification Office (AFCC), Scott Air Force Base, IL 62225-6001. Air Force Wartime Manpower and Personnel Readiness Team (AFMEA), Fort Ritchie, MD 21719-5010. Air Force Weapons Laboratory (AFSTC), Kirtland Air Force Base, NM 87117-6008. Air Force Wright Aeronautical Laboratories (ASD), Wright- Patterson Air Force Base, OH 45433-5000. Air Forces Iceland (TAC), APO AE 09673-2055. Air Ground Operations School (TAC), Hurlburt Fld, FL 32544-5000. Air National Guard Support Center (DRU), Andrews Air Force Base, MD 20331-6008. Air Reserve Personnel Center (SOA), Denver, CO 80280-5000. Air Training Command (MAJCOM), Randolph Air Force Base, TX 78150- 5001. ATC Civilian Automated Training Office (ATC), Lackland Air Force Base, TX 78236-5000. ATC OPSCEN Operations Center (ATC), Randolph Air Force Base, TX 78150-5000. Air Training Communications Division (AFCC), Randolph Air Force Base, TX 78150-6343. Air University (MAJCOM), Maxwell Air Force Base, AL 36112-5001. Armed Forces Staff College, 12 3825 Spt Gp (Acad), Norfolk, VA 23511-2020. Air War College (AU), Maxwell Air Force Base, AL 36112-5522. Air Weather Service (MAC), Scott Air Force Base, IL 62225-5008. Airlift Communications (AFCC), Scott Air Force Base, IL 62225- 6343. Alaskan Air Command (MAJCOM), Elmendorf Air Force Base, AK 99506- 5001. Alaskan North American Aerospace Defense Command Region (NORAD), Elmendorf Air Force Base, AK 99506-5000. AFSC Armament Division (AFSC), Eglin Air Force Base, FL 32542- 5000. Armed Forces Vocational Testing Group (ATC), Randolph Air Force Base, TX 78150-5000. Army and Air Force Exchange Service (DOD), P.O. Box 660202, Dallas, TX 75266-0202. Arnold Engineering Development Center (AFSC), Arnold Air Force Base, TN 37389-5000. Ballistic Missile Office (AFSC), Norton Air Force Base, CA 92409- 6468. HQ Defense Communications Agency (DOD), Washington, DC 20305- 2000. Defense Equal Opportunity Management Institute, Patrick Air Force Base, FL 32925-6685. Defense Mapping Agency Aerospace Center (DMA), 8900 S. Broadway, St Louis, MO 63118-2020. Defense Medical Examination Review Board (DOD), Colorado Springs, CO 80840-5000. Defense Reutilization Marketing Office (AFLC), Barksdale Air Force Base, LA 71110-6100. Director of Nuclear Surety (AFISC), Kirtland Air Force Base, NM 87117-5000. Electromagnetic Compatibility Analysis Center (AFSC), North Severn, Annapolis, MD 21402-1187. Electronic Security Combat Operations Staff (ESC), Kelly Air Force Base, TX 78243-5000. Electronic Security Command (MAJCOM), San Antonio, TX 78243-5000. Continental Electronic Security Division (ESC), San Antonio, TX 78243-5000. European Electronic Security Division (ESC), APO AE 09094-6373. Electronic Systems Division (AFSC), Hanscom Air Force Base, MA 01731-5000. Logistics Communications Division (AFCC), Wright-Patterson Air Force Base, OH 45433-6343. Military Airlift Command (MAJCOM), Scott Air Force Base, IL 62225-5000. National Personnel Record Center (Civilian), NPRC/CPR-AF, 111 Winnebago St, St Louis, MO 63118-2001. National Personnel Record Center (Military), NPRC/MPR-AF, 9700 Page Blvd, St Louis, MO 63132-2001. North American Aerospace Defense Command (NORAD), Peterson Air Force Base, CO 80914-5002. CONUS North American Aerospace Defense Command Region, Langley Air Force Base, VA 23665-5009. North American Aerospace Defense Airborne Command and Control Squadron, Tinker Air Force Base, OK 73145-5000. NORAD Computer Services Squadron, Tyndall Air Force Base, FL 32403-6702. Officer Training School (ATC), Lackland Air Force Base, TX 78236- 5000. Ogden Air Logistics Center (AFLC), Hill Air Force Base, UT 84056- 6000. Oklahoma City Air Logistics Center (AFLC), Tinker Air Force Base, OK 73145-5000. Operations Training Support Laboratory (SAC), Carswell AB, TX 76127-5000. Pacific Air Combat Operations Staff (PACAF), Hickam Air Force Base, HI 96853-5000. Pacific Air Forces (MAJCOM), Hickam Air Force Base, HI 96853- 5001. Pacific Communications Division (AFCC), Hickam Air Force Base, HI 96853-6343. PACAF Logistics Spt Center (PACAF), APO AP 96239-5000. Pacific Technical Operations Area (HQ PACTOA), Wheeler Air Force Base, HI 96854-5000. UNITED STATES ARMY HOW SYSTEMS OF RECORDS ARE ARRANGED. Department of the Army records are identified by the directive number which prescribes the records created, maintained and used, and are published in numerical sequence by identification number. For example, a system of records about assignment of military personnel may be found in the 614 series; `assignments, details and transfers'. Some subjects, such as investigations, are treated as sub-elements of a series, e.g., `criminal investigations', `security', and `military intelligence'. HOW TO USE THE INDEX GUIDE. To locate a particular system of records, follow this general guide. The series subject corresponds to the system identification number. For example: medical records for military and civilian personnel are in the 40 series. The first letter, `A', represents the Army, the number 40-66 is the prescribing directive, and the suffix letters are internal management devices. FOR FURTHER ASSISTANCE: Any questions should be addressed to the Privacy Act Officer, Records Management Program Division, U.S. Total Army Personnel Command, ATTN: TAPC-PDR-P, Stop C55, Ft. Belvoir, VA 22060-5576. POINT OF CONTACT: Ms. Janice Thornton at (703) 806-4390 or DSN 656-4390. SUBJECT SERIES SYSTEM IDENTIFICATION SERIES A0001 Office Administration Housekeeping Files A0015 Boards, Commissions, and Committees Files A0020 Inspector General Assistance, Inspections Investigation, and Follow-up Files A0025 Information Management Files A0027 Legal Services Files A0030 Food Program Files A0037 Financial Administration/Management Files A0040 Medical Services Files A0055 Transportation and Travel Files A0056 Surface Transportation Files A0060 Exchange Service Files A0065 Postal Services Files A0070 Research, Development, and Acquisition Files A0095 Aviation Files A0135 General Army National Guard and Army Reserve Files A0140 U.S. Army Reserve Files A0145 Reserve Officers Training Corps (ROTC) Files A0165 Religious Activity Files A0190 Military Police Files A0195 Criminal Investigation Files A0210 Army Installations Files A0215 Morale, Welfare, and Recreation/Nonappropriated Funds (NAF) Files A0220 Military Personnel Data Files A0340 Army Privacy Program Files A0350 Training and Evaluation Files A0351 Army Schools Files A0352 Dependent's Education Files A0360 Army and Public Information Files A0380 Security Information Files A0381 Military Intelligence Files A0385 Safety Files A0405 Homeowners Assistance/Real Estate Files A0570 Human Resources Information Files A0600 General/Military Personnel Management Files A0601 Military Personnel Procurement Files A0602 Behavioral and Social Sciences Files A0608 Personal Affairs Files A0614 Assignments, Details, and Transfers Files A0621 Education Files A0635 Officer/Enlisted Personnel Separation Files A0640 Personnel Management and Identification of Individuals Files A0672 Decorations, Awards, and Honors Files A0680 Personnel Information System Files A0690 Civilian Personnel Files A0710 Inventory Management Files A0715 Procurement Files A0725 Requisition and Issue of Supplies and Equipment Files A0735 Library Borrowers'/Users' Files A0870 Army History Files A0920 Civilian Marksmanship Program Files A0930 Army Emergency Relief Transaction Files A1105 Corps of Engineers Planning Files A1130 Corps of Engineers Civilian Uniform Files A1145 Corps of Engineers Regulator Functions Files ARMY AND AIR FORCE EXCHANGE SERVICE (AAFES) AAFES 02 Executive Management Records AAFES 04 Personnel Management Records AAFES 05 Information and Public Relations Records AAFES 06 Legal and Legislative Records AAFES 07 Financial Management Records AAFES 09 Automated Data Processing Records AAFES 12 Procurement Records AAFES 15 Transportation Records AAFES 16 Pans and Management Records AAFES 17 Safety and Security Records IN ADDITION, THE DEPARTMENT OF THE ARMY MAINTAINS SYSTEMS OF RECORDS IN ACCORDANCE WITH GOVERNMENT-WIDE PRIVACY ACT SYSTEMS OF RECORDS NOTICES. Equal Employment Opportunity Commission EEOC/GOVT-1 Equal Employment Opportunity in the Federal Government Complaint and Appeal Records. Federal Emergency Management Agency FEMA/GOVT-1 National Defense Executive Reserve System. General Services Administration GSA/GOVT-2 Employment Under Commercial Activities Contracts. GSA/GOVT-3 Travel Charge Card Program. GSA/GOVT-4 Contracted Travel Service Program. Department of Labor DOL/GOVT-1 Office of Workers' Compensation Programs, Federal Employees' Compensation Act File. DOL/GOVT-2 Job Corps Student Records. Merit Systems Protection Board MSPB/GOVT-1 Appeal and Case Records. Office of Government Ethics OGE/GOVT-1 Executive Branch Public Financial Disclosure Reports and Other Ethics Program Records. OGE/GOVT-2 Confidential Statements of Employment and Financial Interests. Office of Personnel Management OPM/GOVT-1 General Personnel Records. OPM/GOVT-2 Employee Performance File System Records. OPM/GOVT-3 Records of Adverse Actions, Performance Based Reduction in Grade and Removal Actions, and Termination of Probationers. OPM/GOVT-4 [Reserved] OPM/GOVT-5 Recruiting, Examining, and Placement Records. OPM/GOVT-6 Personnel Research and Test Validation Records. OPM/GOVT-7 Applicant Race, Sex, National Origin, and Disability Status Records. OPM/GOVT-8 [Reserved] OPM/GOVT-9 File on Position Classification Appeals, Job Grading Appeals, and Retained Grade or Pay Appeals. OPM/GOVT-10 Employee Medical File System Records. REQUESTING RECORDS Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. BLANKET ROUTINE USES Certain `blanket routine uses` of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. LAW ENFORCEMENT ROUTINE USE In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. CONGRESSIONAL INQUIRIES ROUTINE USE Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. PRIVATE RELIEF LEGISLATION ROUTINE USE Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law. COUNTERINTELLIGENCE PURPOSES ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. A0001DAMI System name: Controlled Accountable Document Inventory System. System location: Document Control Center/Security Office of Army installations or major commands to the extent that classified inventories are directed by the Commander. 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: Custodians of classified Defense information. Categories of records in the system: Custodian's name, Social Security Number, and a listing of controlled classified documents for which custodian is responsible. Records may include document title, originator, type, and date. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 3012. Purpose(s): To conduct periodic inventory of classified documents and to determine or validate custodial accountability of those documents. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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: Magnetic tapes/discs, computer printouts; paper records. Retrievability: By custodian's surname or Social Security Number. Safeguards: Access is restricted to security officers for verifying inventory of classified documents and to others having similar official need. Information is housed in buildings controlled by security guards during non-duty hours. Retention and disposal: Retained until the next inventory has been completed satisfactorily following which it is destroyed. System manager(s) and address: Assistant Chief of Staff for Intelligence, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-1002. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the commander of the installation where information was collected or maintained. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. Individual should provide his/her name, Social Security Number, date and place of employment, and signature Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the commander of the installation where information was collected or maintained. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. Individual should provide his/her name, Social Security Number, date and place of employment, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual who receipts for classified documents. Exemptions claimed for the system: None. A0001DAPE System name: Personnel Locator/Organizational Roster/Telephone Directory. System location: Segments are maintained by offices and/or Army telephone switchboards at Headquarters, Department of the Army, Staff and field operating agencies, commands, installations and activities. 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: Military personnel, civilian employees, and in some instances their dependents. Categories of records in the system: Records include cards or listings/compilations of individual's name, Social Security Number, unit of assignment and/or home address, unit and/or home telephone number, and related information. Military alert rosters, organizational telephone directories, and listings of office personnel are included in this system. Authority for maintenance of the system: 10 U.S.C. 3012 and E.O. 9397. Purpose(s): To provide commanders and supervisors with emergency notification data, and operators and other users with locator data. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's listing of record system notices. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders, card files, loose-leaf and bound notebooks; magnetic tape/discs or other computer media. Retrievability: By individual's surname and Social Security Number. Safeguards: Records are maintained in file cabinets, locked desks, or rooms accessible only to authorized personnel having official need therefor. Retention and disposal: Individual records are destroyed upon transfer or separation of individual; rosters are destroyed upon update. System manager(s) and address: Commander or supervisor of organization maintaining locator or directory. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the commander or supervisor of organization to which individual is/was assigned or employed. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices procedure`. Individual should provide full name, and some detail such as organization of assignment, that can be verified, except that, in cases where individual has provided written consent to release of home address/telephone number to the general public, no identification is required. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the commander or supervisor of organization to which individual is/was assigned or employed. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices procedure. Individual should provide full name, and some detail such as organization of assignment, that can be verified, except that, in cases where individual has provided written consent to release of home address/telephone number to the general public, no identification is required. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From official Army records. Exemptions claimed for the system: None. A0001 DAPE-ARI System name: Professional Staff Information File. System location: Headquarters, U.S. Army Research Institute for the Behavioral and Social Sciences, 5001 Eisenhower Avenue, Alexandria, VA 22333-5600. Categories of individuals covered by the system: Department of the Army civilian psychologists, engineers, economists, sociologists, and other professional staff members employed by the Army Research Institute who voluntarily supply information for release and military officers assigned to the Army Research Institute who voluntarily provide information for release. Categories of records in the system: Files contain names of individuals and their curricula vitae, including data and information on the qualifications, expertise, experience and interests of the professional staff of the Army Research Institute. Data include name, grade or rank, Institute assignment, education, prior professional experience, professional activities and development, lists of awards and recognition, extra- government professional activities and significant professional publications. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and 10 U.S.C. 3013, Secretary of the Army. Purpose(s): To establish and maintain a professional staff directory which is used to consider staff members with special expertise for special duty assignments and to produce evidence of professional staff qualifications during Institute peer reviews and similar independent evaluations. Records are also used as basis for summary statistical reports concerning professional qualifications. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Information is stored on a personal computer. Retrievability: Information is retrieved by the surname of professional person. Categorical data is retrieved by keyword. Safeguards: Records are accessible only to designated individuals having official need-to-know in the performance of assigned duties. Retention and disposal: Information will be maintained during the tenure of the person and deleted upon permanent departure from the Institute. System manager(s) and address: Director, U.S. Army Research Institute for the Behavioral and Social Sciences, ATTN: TAPC-ARI-ASZ, 5001 Eisenhower Avenue, Alexandria, VA 22333-5600. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, U.S. Army Research Institute for the Behavioral and Social Sciences, ATTN: TAPC-ARI-ASZ, 5001 Eisenhower Avenue, Alexandria, VA 22333-5600. Record access procedures: Individuals seeking to access information about themselves contained in this system should address written inquiries to the Director, U.S. Army Research Institute for the Behavioral and Social Sciences, ATTN: TAPC-ARI-ASZ, 5001 Eisenhower Avenue, Alexandria, VA 22333-5600. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Individuals employed by or assigned to the Army Research Institute who voluntarily submit requested information. Exemptions claimed for the system: None. A0001SAIS System name: Carpool Information/Registration System. System location: Decentralized to Army installations/activity levels. 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: All personnel participating in carpool programs who voluntarily provide information for release. Categories of records in the system: Name of individual, Social Security Number, home address and telephone, office address and telephone, map coordinates of home or nearby reference points, working hours, and similar information. Authority for maintenance of the system: 10 U.S.C. 3012 and E.O. 9397. Purpose(s): To assign and administer allocated carpool parking assignments; establish priority of assignments, assist members and applicants in contacting one another and provide printout of individuals in system to other participants who desire to arrange a carpool. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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: Reference cards, computer cards, disk or tape, and file folders. Retrievability: By name, Social Security Number, grid coordinate reference, and working hours. Safeguards: Accessible only to authorized personnel and those providing identification and purpose for which information is requested; may be accessed by persons seeking members who have provided consent for release of information. Retention and disposal: Retained only on active participants, destroyed upon request/ reassignment. Destroyed after 1 year. System manager(s) and address: Director of Information Systems for Command, Control, Communications, and Computers, ATTN: SAIS-IDP, Department of the Army, Washington, DC 20310-0107. Notification procedure: lndividuals seeking to determine if information about themselves is contained in this system should address written inquiries to the command, installation, or activity where they participated in a carpool. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. For verification purposes, individuals should provide full name, current address, and sufficient information to permit locating the record. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to the command, installation, or activity level. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. For verification purposes, individuals should provide full name, current address, and sufficient information to permit locating the record. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are published in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual. Exemptions claimed for the system: None. A0001-20 SALL System name: Congressional Inquiry File. System location: Chief, Legislative Liaison, Office of the Secretary of the Army, 1600 Army Pentagon, Washington, DC 20310-1600. Categories of individuals covered by the system: Any citizen who writes to a Member of Congress requesting that the Member solicits information from the Department of the Army on their behalf. Categories of records in the system: Individual's request to the Member of Congress, the Member's inquiry to the Army, the Army's response, and relevant supporting documents. Authority for maintenance of the system: 10 U.S.C 1034, Protected Communications; Prohibition of Retaliatory Personnel Actions; 10 U.S.C.3013, Secretary of the Army and E.O. 9397(SSN). Purpose(s): To conduct necessary research and/or investigations 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(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: The DoD ``Blanket Routine Uses'' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Electronic storage media on local area network. Retrievability: Requester's name or Social Security Number (when available), date of correspondence, Congress-member's name. Safeguards: Records are maintained on a password protected network accessible to authorized personnel only. Retention and disposal: Information on congressional inquiries on all matters within the scope and activity of the Department of the Army are maintained for two years, then destroyed. System manager(s) and address: Chief, Legislative Liaison, Office of the Secretary of the Army, 1600 Army Pentagon, Washington, DC 20310-1600. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Chief, Legislative Liaison, Office of the Secretary of the Army, 1600 Army Pentagon, Washington, DC 20310-1600; or to the legislative liaison and control officer at the Army Staff or field office known to have the record. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. For verification purposes, individual should provide the full name, current address and telephone number, and sufficient detail to permit locating the record. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Legislative Liaison, Office of the Secretary of the Army, 1600 Army Pentagon, Washington, DC 20310-1600; or to the legislative liaison and control officer at the Army Staff or field office known to have the record. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. For verification purposes, individual should provide the full name, current address and telephone number, and sufficient detail to permit locating the record. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual Member of Congress; Army records and reports. Exemptions claimed for the system: None. A0001aTAPC System name: Office Visitor/Commercial Solicitor Files. System location: Segments may be maintained at Headquarters, Department of the Army, staff, field operating agencies, commands, installations, and activities. 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: Visitors to Army installations/activities and/or commercial solicitors who represent an individual, firm, corporation, academic institution, or other enterprise involved in official or business transactions with the Department of the Army and/or its elements. Categories of records in the system: Individual's name, name and address of firm represented, person/ office visited, purpose of visit, and status of individual as regards past or present affiliation with the Department of Defense. Authority for maintenance of the system: 10 U.S.C. 3013. Purpose(s): To provide information to officials of the Army responsible for monitoring/controlling visitor's/solicitor's status and determining purpose of visit so as to preclude conflict of interest. Routine uses of records maintained in the system including categories of users and the purpose of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders. Retrievability: By name of visitor/solicitor. Safeguards: Records are maintained in file cabinets with access limited to officials having need therefor. Retention and disposal: Retained for one year after which records are destroyed. System manager(s) and address: Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0400. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the commander/supervisor maintaining the information. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. Individual should provide the full name and other information verifiable from the record itself. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the commander/supervisor maintaining the information. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. Individual should provide the full name and other information verifiable from the record itself. Contesting record procedures: The Army's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual. Exemptions claimed for the system: None. A0001bTAPC System name: Unit Administrative Military Personnel Records. System location: Headquarters, Department of the Army Staff, major commands, field operating agencies, installations and activities performing unit level administration for military personnel, whether active, inactive (reservist MOEDES) and including the National Guard. 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: Military personnel (and in some instances, their dependents) at the local supervisory level (i.e., battalion PAC/S1, company, platoon/squad, or comparable office size) when the individual's Military Personnel Records Jacket (MPRJ) or other personnel records are maintained elsewhere. Categories of records in the system: Records/documents of a temporary nature which are needed in the day-to-day administration/supervision of the individual. Authority for maintenance of the system: 5 U.S.C. 301 and E.O. 9397. Purpose(s): To provide supervisors/unit commanders a ready source of information for day-to-day operations and administrative determinations pertaining to assigned/attached personnel. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records, index-cards, microfiche, magnetic tape/disk. Retrievability: By individual's surname or Social Security Number. Safeguards: Information is stored in locked rooms/buildings with access restricted to individuals whose duties require a need-to-know. Where information exists on word processing disk/diskettes/tapes or in automated media, the administrative, physical, and technical requirements of Army Regulation 380-19, Information Systems Security, are assured to preclude improper use or inadvertent disclosure. Retention and disposal: Records are destroyed not later than 1 year after departure of the individual. System manager(s) and address: Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0400. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to their immediate supervisor. Individual should provide the full name, Social Security Number, and particulars which facilitate locating the record. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the custodian of the record at the location to which assigned/attached. Individual should provide the full name, Social Security Number, and particulars which facilitate locating the record. 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; 32 CFR part 505; or may be obtained from the system manager. manager. Record source categories: Copy of documents in individual's Official Military Personnel File, Military Personnel Records Jacket, Career Management Information File, individual's supervisor, other Army records and reports. Exemptions claimed for the system: None. A0015-2-2CE System name: Violation Warning Files. System location: Corps of Engineers offices world-wide; addresses may be obtained from the system manager. Categories of individuals covered by the system: Individuals who violate the provisions of chapter III, parts 313 or 327, of title 36, CFR which govern public use of water resource development projects administered by the Corps of Engineers. Categories of records in the system: DD Form 1805 (Violation Notice), or Engineer Form 4381, (Warning Citation); relevant correspondence between the Corps of Engineers and the individual. Authority for maintenance of the system: Section 234 of the Flood Control Act of 1970 (Pub. L. 91-611; 84 Stat. l8l8). Purpose(s): To determine and take appropriate action with regard to violations of water resource development projects. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' published at the beginning of the Army's 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 records in file folders. Retrievability: By individual's surname. Safeguards: Records are accessible only to designated individuals having official need therefor, located in buildings protected by security guards. Retention and disposal: Records are destroyed by shredding 1 year after case is closed. System manager(s) and address: Chief of Engineers, Headquarters, Department of the Army, ATTN: CEPM, Washington, DC 20314-1000. Notification procedure: Indivdiuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief of Engineers, Headquarters, Department of the Army, ATTN: CEPM, Washington, DC 20314-1000. Individual should provide his/her full name, current address and telephone number, name of project that originated the violation/ warning notice, and serial number thereon. Record access procedures: Indivdiuals seeking access to information about themselves contained in this system should address written inquiries to the Chief of Engineers, Headquarters, Department of the Army, ATTN: CEPM, Washington, DC 20314-1000. Individual should provide his/her full name, current address and telephone number, name of project that originated the violation/ warning notice, and serial number thereon. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Army records and reports. Exemptions claimed for the system: None. A0015-34 ARPC System name: Army Civilian/Military Service Review Board. System location: U.S. Army Reserve Personnel Command, 1 Reserve Way, St. Louis, MO 63132-5200. Categories of individuals covered by the system: Civilians or contractual personnel (or their survivors) who were members of a group certified to have performed active military service with the Armed Forces of the United States. Categories of records in the system: Application of individuals for recognition of service, evidence that supports claim of membership in an approved group, name, address, date of birth, social security number, action of the Army CivilianMilitary Service Review Board, Certificate of Release or Discharge from Active Duty, Honorable Discharge Certificate, General Discharge Certificate, and/or Report of Casualty as appropriate, and similar relevant documents. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 38 U.S.C. 106, Certain service deemed to be active service; Pub. L. 105-368, Veterans Benefits Enhancement Act of 1998; Pub. L. 95-202, GI Bill Improvement Act; DoD Directive 1000.20, Active Duty Service Determinations for Civilian or Contractual Groups; Army Regulation 15-34 Department of the Army Individual Service Review Board; and E.O. 9397 (SSN). Purpose(s): To determine whether individual applicants were members of civilian or contractual groups approved as having rendered service to the Army and whose service constitutes active military service, and to issue appropriate discharge or casualty documents, including applicable pay and equivalent rank or grade. 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: Copy of Certificate of Release or Discharge from Active Duty is furnished to the Department of Veterans Affairs for benefit entitlements. The DOD `Blanket Routine Uses' set forth at the beginning of the Army's 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: Papers stored in file folders. Retrievability: By applicant's surname. Safeguards: Information is accessible only to designated persons having official need therefore in the performance of their duties. During non-duty hours, guards assure that records areas are secured. Retention and disposal: Control cards are permanent; maintain in current file area for 20 years then offer to National Archives and Records Administration, 700 Pennsylvania Avenue, NW, Washington, DC 20408. Approved requests result in the creation of an Official Military Personnel File, containing Certificate of Release or Discharge from Active Duty, Honorable Discharge Certificate, General Discharge Certificate, and/ or Report of Casualty as appropriate, which is retired permanently, to National Personnel Records Center, 9700 Page Avenue, St. Louis, MO 63132-5100. Documentation relating to disapproved requests are maintained for 2 years then destroyed. System manager(s) and address: Commander, U.S. Army Reserve Personnel Command, 1 Reserve Way, St. Louis, MO 63132-5200. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Reserve Personnel Command, 1 Reserve Way, St. Louis, MO 63132-5200. For verification purposes, individual should provide the full name at the time of the recognized military service, date and place of birth, details concerning affiliation with group certified to have performed active duty with the Army, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Army Reserve Personnel Command, 1 Reserve Way, St. Louis, MO 63132-5200. For verification purposes, individual should provide the full name at the time of the recognized military service, date and place of birth, details concerning affiliation with group certified to have performed active duty with the Army, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are published in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual. Exemptions claimed for the system: None. A0015-180 SFMR System name: Military Review Boards. System location: Office of the Secretary of the Army, 101 Army Pentagon, Washington, DC 20310-0101. The Army Review Boards Agency (ARBA) maintains an automated index of Discharge Review Board cases by alphanumeric code and case summary data by personal identifier. The Army Review Boards Agency, Support Division, St. Louis, MO performs administrative processing of these cases via its on-line terminal to the Army Review Boards Agency. Decisions of the Military Review Boards are incorporated in the Official Military Personnel File of the petitioner at the U.S. Army Reserve Components Personnel and Administration Center, St. Louis, MO. Categories of individuals covered by the system: Members and/or former members of the active Army; prospective enlistees/inductees separated or pending separation who have cases pending or under consideration by the Military Review Boards or any of its components. Categories of records in the system: Individual's application for review which includes name, Social Security Number, present address; DD Form 293; name and address of counsel, if applicable; type, authority, and reason for discharge; mode of hearing, if desired; issues addressed by the board, findings, conclusions, and decisional documents. Authority for maintenance of the system: 10 U.S.C. 1214, 1216, 1553, and 1554; and E.O. 9397 (SSN). Purpose(s): Records are used by the following Boards to determine propriety of action taken or requested, within the purview of the Board's charter: (1) Army Discharge Review Board, (2) Army Board for Review of Elimination, (3) Army Discharge Rating Review Board, (4) Army Physical Disability Appeal Board, (5) Army Security Review Board, (6) Army Ad Hoc Board, (7) Army Grade Determination Review Board, and (8) Army Active Duty Board. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders, magnetic tapes and/or discs, microfiche. Retrievability: Within individual Board, by Social Security Number or surname of petitioner. Safeguards: Information is privileged, restricted to individuals who have a need in the performance of official duties. Records are retained in locked rooms within buildings having security guards. Automated records are identified as Privacy Act data and further protected by assignment of user ID and passwords. Retention and disposal: Paper records are stored in the Official Military Personnel File. Active cases in automated media are retained for 2 years before being transferred to the historical files where they are retained permanently. System manager(s) and address: Director, Review Boards Agency, ATTN: SFMR-RBX, Promulgation Team, 1941 Jefferson Davis Highway, Arlington, VA 22202-4508. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Review Boards Agency, ATTN: SFMR-RBX, Promulgation Team, 1941 Jefferson Davis Highway, Arlington, VA 22202- 4508. Individuals must furnish full name, Social Security Number, home address and telephone number, and sufficient details to permit locating the records in question. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Review Boards Agency, ATTN: SFMR-RBX, Promulgation Team, 1941 Jefferson Davis Highway, Arlington, VA 22202-4508. Individuals must furnish full name, Social Security Number, home address and telephone number, and sufficient details to permit locating the records in question. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; his/her Official Military Personnel File; correspondence, documents, and related information generated as a result of action by the Boards. Exemptions claimed for the system: None. A0015-185 SFMR System name: Correction of Military Records Cases. System location: Army Review Boards Agency, Army Board for the Correction of Military Records, 1941 Jefferson Davis Highway, Arlington, VA 22202- 4508. Copy of Board decision is incorporated in petitioner's Official Military Personnel File except where such action would nullify relief granted, in which case application and decision are retained in files of the Correction Board. Categories of individuals covered by the system: Present or former members of the U.S. Army, U.S. Army Reserve or Army National Guard who apply for the correction of his/her military records. Categories of records in the system: Application for Correction of Military or Naval Record (DD Form 149), documentary evidence, affidavits, information from individual's military record pertinent to corrective action requested, testimony, hearing transcripts when appropriate, briefs/arguments, advisory opinions, findings, conclusions and decisional documents of the Board. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 1552; and E.O. 9397 (SSN). Purpose(s): Records are used by the Board to consider all applications properly before it to determine the existence of an error or an injustice. 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 Department of Justice when cases are litigated. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders and microfiche. Retrievability: By applicant's surname and Social Security Number. Safeguards: Information is privileged, and restricted to individuals who have a need for the record in the performance of their official duties. All records are retained in locked rooms within Crystal Mall 4 which has security guards. Retention and disposal: Records are retained at the Army Board for Correction of Military Records for at least 6 months after case is closed and then retired to the National Personnel Records Center where they are retained for 20 years. System manager(s) and address: Director, Army Board for the Correction of Military Records, 1941 Jefferson Davis Highway, Arlington, VA 22202-4508. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Army Board for the Correction of Military Records, 1941 Jefferson Davis Highway, Arlington, VA 22202-4508. Individual must furnish full name, Social Security Number, service number if assigned, current address and telephone number, information that will assist in locating the record, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Army Board for the Correction of Military Records, 1941 Jefferson Davis Highway, Arlington, VA 22202-4508. Individual must furnish full name, Social Security Number, service number if assigned, current address and telephone number, information that will assist in locating the record, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, his/her Official Military Personnel File, other Army records/reports, relevant documents from any source. Exemptions claimed for the system: None. A0020-1aa SAIG System name: Inspector General Investigation Files. System location: Primary location: Office of the U.S. Army Inspector General Agency, Headquarters, Department of the Army, 1700 Army Pentagon, Washington, DC 20310-1700. Secondary location: Offices of Inspector General at major Army commands, field operating agencies, installations and activities, Army-wide. 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: Any individual, military or civilian, against whom allegations of wrongdoing have been made related to violations of laws, rules, or regulations or to mismanagement, gross waste of funds, or abuse of authority, that have been reviewed or investigated. Categories of records in the system: Investigation case files containing investigative reports, such as, preliminary inquiries and Reports of Investigation (ROIs), and administrative documents; and computer indices. ROIs include the authority for the inquiry/investigation, matters investigate, narrative, summaries/excerpts of testimony given by witnesses and appended exhibits that may include supporting documents, documentary evidence, summaries of interviews or transcripts of verbatim testimony, or other investigative information from Federal, State, and local investigative agencies and departments. Administrative documents in the files include those that guide or facilitate inquiry/investigative activities in the cases and provide the opening, transfer, or closing data for the cases. Computerized indices contain the names/subjects of the inquiry/investigation, opening and closing dates, codes for the type of allegations and their disposition, brief summaries of allegations, case notes, locations of the inquiries/investigations and the assigned case numbers. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 3014; 10 U.S.C. 3020; 10 U.S.C. 3065(a); Inspector General Act of 1978 (Pub L. 95- 452), as amended; 42 U.S.C. 10606 et seq., Victims Rights; Department of Defense Directive 1030.1, Victim and Witness Assistance. Purpose(s): To review and conduct non-criminal law enforcement inquiries/ investigations into allegations of wrongdoing by Army personnel related to violations of laws, rules, or regulations or to mismanagement, gross waste of funds, or abuse of authority and report the results to the Office of the Secretary of Defense, the Department of Defense Inspector General, Office of the Secretary of the Army and Army officials, and to commanders so they may discharge their responsibilities under the Inspector General Act of 1978 for maintaining discipline, law, and order. To provide detailed information necessary for the Secretary of Defense and Secretary of the Army, Army officials and commanders to direct further investigation, effect corrective personnel or other administrative action; to provide facts and evidence upon which to base prosecution; to provide information to other investigative elements of the Army, Department of Defense, other Federal, State, or local agencies having jurisdiction over the substance of the allegations or a related investigative interest; to provide information upon which determinations may be made for individuals' suitability for various personnel actions including but not limited to retention, promotion, assignment, retirement in grade or selection for sensitive or critical positions in the Armed Forces or Federal service. 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 victims and witnesses of a crime for purposes of providing information, consistent with the requirements of the Victim and Witness Assistance Program, regarding the investigation and disposition of an offense. The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders; electronic storage media; CD-ROM. Retrievability: By individual's full name and/or other descriptive information cross-referenced to the case number. Safeguards: Access is limited to authorized individuals having need for the records in the performance of their official duties. Paper files and CD-ROMs are stored in containers with locks, located in a locked room, in a secured building with controlled access. Computer indices are secured in locked rooms with limited/controlled access. Access to computerized information is controlled by a system of assigned passwords and available only to personnel responsible for system operation and maintenance. Retention and disposal: Office of The Inspector General primary location of inquiry/ investigative case files that contain allegations, that attract high public and/or Congressional Committee or Sub-Committee interest, or that are deemed to be historical significance by the Inspector General, are retained for 30 years, except that they may be offered to the National Archives after 25 years. Paper files are transferred to a Federal Records Center 2 years after completion of the inquiries/investigations and destroyed by burning upon completion of the transfer. The case files on CD-ROMs are erased by media being physically destroyed, unless retained permanently by the National Archives. Paper files of closed inquiry/investigative cases held by the secondary location Offices of The Inspector General are retained for up to 3 years, at the conclusion of which they are forwarded to the Office of The Inspector General system manager for optical scanning and retention as stated above. System manager(s) and address: Chief, Investigations Division, Office of the Inspector General, Headquarters, Department of the Army, 1700 Army Pentagon, Washington, DC 20310-1700. Notification procedure: Individuals seeking to determine if information about themselves is contained in this system should address written inquiries to the Office of the Inspector General, Headquarters, Department of the Army, ATTN: Records Release Office, 1700 Army Pentagon, Washington, DC 20310-1700. Individual should provide the full name, home address, telephone numbers and Army unit or activity to which assigned at the time of any Army Inspector General investigation, and a free statement. Requests submitted on behalf of other persons must include their written, notarized or certified authorization. Record access procedures: Individuals seeking to determine if information about themselves is contained in this system should address written inquiries to the Office of the Inspector General, Headquarters, Department of the Army, ATTN: Records Release Office, 1700 Army Pentagon, Washington, DC 20310-1700. Individual should provide the full name, home address, telephone numbers and Army unit or activity to which assigned at the time of any Army Inspector General investigation, and a fee statement. Requests submitted on behalf of other persons must include their written, notarized or certified authorization. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Army records and reports, and other sources providing or containing pertinent information. Exemptions claimed for the system: Investigatory material complied for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Investigatory material complied solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) published in 32 CFR part 505. For additional information contact the system manager. A0020-1bSAIG System name: Inspector General Action Request/Assistance Files. System location: Primary location is at the U.S. Army Inspector General Agency, Department of the Army, The Pentagon, Washington, DC 20310-1700. Secondary location is at the Offices of Inspectors General at major Army commands, field operating agencies, installations and activities, Army-wide. 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: Any person who submits a request for assistance to an Inspector General. Categories of records in the system: Individual's request/complaint, all related reports of inquiry, studies, memoranda, and reference material; name, component, and functional relationship or complainant to military; correspondence reflecting disposition of request. Authority for maintenance of the system: 10 U.S.C. 3013 and 3020. Purpose(s): To record complaints of wrongdoing and requests for assistance, to document inquiries, research facts and circumstances, sources of information, impressions and conclusions; to record action taken and notification of interested parties and agencies. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of record system notices apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in binders/file folders and computer data base. Retrievability: By requester's surname or by other descriptive name cross- referenced to case number. Safeguards: Files are stored in locked containers accessible only to authorized persons with an official need to know. Computer data base access is limited by terminal control and a password system to authorized persons with an official need to know. Retention and disposal: Requests for assistance and/or complaints acted on by The Inspector General, Headquarters, Department of the Army, are retained for 2 years following completion and closing of case. System manager(s) and address: Office of the Inspector General, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-1700. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Office of the Inspector General, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-1700. Individual should provide the full name, address, nature of request for assistance or complaint, and identification of the Inspector General's Office to which the request was submitted. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Office of the Inspector General, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-1700. Individual should provide the full name, address, nature of request for assistance or complaint, and identification of the Inspector General's Office to which the request was submitted. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Army records and reports, and other sources providing or containing pertinent information. Exemptions claimed for this system: Portions of this system may be exempt under 5 U.S.C. 552a(k)(2) or (k)(5), as applicable. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0025 JDIM System name: HQDA Correspondence and Control/Central Files System. System location: Office, Secretary of the Army; Office, Chief of Staff; Headquarters, Department of the Army Staff agencies. 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: Individuals who either initiated, or are the subject of, communications with the Headquarters, Department of the Army. Categories of records in the system: Inquiries, with referrals and responses, and other communications pertaining to any function or subject involving or of interest to Headquarters, Department of the Army level. Records may include, but are not restricted to, complaints, appeals, grievances, investigations, alleged improprieties, personnel actions, medical reports, intelligence, and similar matters. They may be either specific or general in nature and may include such personal information as an individual's name, Social Security Number, date and/or place of birth, description of events or incidents of a sensitive or privileged nature, commendatory or unfavorable data. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 3013, Secretary of the Army; Army Regulation 25-1, The Army Information Resources Management Program; and E.O. 9397 (SSN). Purpose(s): To control correspondence, document actions taken, and locate records for reference 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Note: Disclosure of information from documents or records which properly become part of another system of records will be as authorized in the `routine uses` portion of that system of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records and computer database. Retrievability: Paper records are retrieved by date of correspondence; electronic records are retrieved by name, date of correspondence, subject natter, or key word (which may include Social Security Number and date of birth). Safeguards: Records are controlled; access to information from specified documents if restricted to persons who have been designated by their agency to have official need for the information in the performance of their duties. File areas are protected by electronic surveillance systems with combination lock doors. Users of the system receive training designed to preclude misuse or unauthorized disclosure of information Retention and disposal: Disposition pending (until NARA disposition is approved, treat as permanent). System manager(s) and address: Chief of Correspondence, Office of the Secretary of the Army, 101 Army Pentagon, Washington, DC 20310-0101. Chief of Staff, 200 Army Pentagon, Washington, DC 20310-0200. Commander, Corps of Engineers, 200 Massachusetts Avenue, Washington, DC 20314-1000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the system manager having functional responsibility or interest. For verification purposes, the individual should provide full name, current address, and Social Security Number (if applicable), and the request must be signed. Inquiry should include timeframe of correspondence, subject matter, and details that will assist in identifying the records sought. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the system manager having functional responsibility or interest. For verification purposes, the individual should provide full name, current address, and Social Security Number (if applicable), and the request must be signed. Inquiry should include timeframe of correspondence, subject matter, and details that will assist in identifying the records sought. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; correspondence emanating within the Army Secretariat, the Office, Chief of Staff, and Army Staff agencies; and other Federal agencies. Exemptions claimed for the system: Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Records maintained in connection with providing protective services to the President and other individuals under 18 U.S.C. 3506, may be exempt pursuant to 5 U.S.C. 552a(k)(3). Records maintained solely for statistical research or program evaluation purposes and which are not used to make decisions on the rights, benefits, or entitlement of an individual except for census records which may be disclosed under 13 U.S.C. 8, may be exempt pursuant to 5 U.S.C. 552a(k)(4). Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal service may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would compromise the objectivity or fairness of the test or examination process. Evaluation material used to determine potential for promotion in the Military Services may be exempt pursuant to 5 U.S.C. 552a(k)(7), but only to the extent that the disclosure of such material would reveal the identity of a confidential source. An exemption rule for this exemption has been promulgated in accordance with requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0025-6USASC System name: Military Affiliate Radio System (August 7, 1997, 62 FR 42523). System location: U.S. Army Signal Command, Fort Huachuca, AZ 85613-5000. Categories of individuals covered by the system: Individuals having a valid amateur radio station license issued by the Federal Communications Commission, Army Military Affiliate Radio System call-sign, relevant inquiries, records and reports. Categories of records in the system: Applicant's name, home address and telephone number, licensing data and call-sign provided by Federal Communications Commission, Army MARS call-sign, relevant inquiries/records and reports. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army: DoD Directive 4650.2, Military Affiliate Radio System; Army Regulation 25-6, Military Affiliate Radio System; and E.O. 9397 (SSN). Purpose(s): To provide a potential reserve of trained radio communications personnel for military duty when needed and/or to provide auxiliary communications for military, civil, and/or disaster officials during periods of emergency. 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: Information may be disclosed to federal supply agencies in connection with individual's participation in the Army MARS Equipment Program. The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Cards, paper records in file folders, discs, listings and electronic storage media. Retrievability: By member's name, amateur and or Military Affiliate Radio call signs. Safeguards: Information is maintained in buildings accessible to authorized personnel in the performance of their duties. Automated records are further protected by a password assigned to designated personnel. Retention and disposal: Destroy on each renewal or two years after termination of membership. System manager(s) and address: Commander, U.S. Army Signal Command, Fort Huachuca, AZ 95613- 5000. Notification procedure: Individual seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Signal Command, Fort Huachuca, AZ 95613-5000. Individual should provide the name under which licensed is the Army Military Affiliate Radio System program, amateur and or Military Affiliate Radio System call sign, present address, call sign, and signature. Record access procedures: Individuals seeking to access records about themselves contained in this record system should address written inquiries to the Commander, U.S. Army Signal Command, Fort Huachuca, AZ 95613-5000. Individual should provide the name under which licensed is the Army Military Affiliate Radio System program, amateur and or Military Affiliate Radio System call sign, present address, call sign, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual and the Federal Communications Commission. Exemptions claimed for the system: None. A0025-55SAIS System name: Request for Information Files. System location: Headquarters, Department of the Army, staff and field operating agencies, major commands, installations and activities receiving requests to access records pursuant to the Freedom of Information Act or to declassify documents pursuant to E.O. 12958. Official mailing addresses are published as an appendix to the Army's compilation of record system notices. Categories of individuals covered by the system: Any individual who requests an Army record under the Freedom of Information Act, or requests mandatory review of a classified document pursuant to E.O. 12958. Categories of records in the system: Individual's request, related papers, correspondence between office of receipt and records custodians, Army staff offices and other government agencies; retained copies of classified or other exempt materials; and other selective documents. Authority for maintenance of the system: 5 U.S.C. 552, Freedom of Information Act, as amended by Pub. L. 93-502; and E.O. 12958. Purpose(s): To control administrative processing of requests for information either pursuant to the Freedom of Information Act or to E.O. 12958, including appeals from denials. Routine uses of records, maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of record system notices apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders; microfilm. Retrievability: By requester's surname. Safeguards: Records are maintained in areas accessible only to authorized personnel who are properly trained and have official need therefor. Retention and disposal: Records reflecting granted requests are destroyed after 2 years. When requests have been denied, records are retained for 5 years; and if appealed, records are retained 4 years after final denial by the Army or 3 years after final adjudication by the courts, whichever is later. System manager(s) and address: Director of Information Systems for Command, Control, Communications, and Computers, ATTN: SAIS-PDD, Department of the Army, Washington, DC 20310-0107. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Director of Information Systems for Command, Control, Communications, and Computers, ATTN: SAIS-PDD, Department of the Army, Washington, DC 20310-0107. For verification purposes, individual should provide enough information to permit locating the record. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Director of Information Systems for Command, Control, Communications, and Computers, ATTN: SAIS-PDD, Department of the Army, Washington, DC 20310-0107. For verification purposes, individual should provide enough information to permit locating the record. Personal visits may be made to the office maintaining the records upon presentation of acceptable identification, such as a valid driver's license, and furnishing verbal information that can be verified. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations by the individual concerned are published in Department of the Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Army organizations, Department of Defense components, and other federal, state, and local government agencies. Exemptions claimed for the system: The majority of records in this system are not exempted. Copies of documents residing in the office of an Initial Denial Authority having a law enforcement mission which fall within 5 U.S.C. 552a(j)(2) are exempt from the following provisions of 5 U.S.C. 552a: (c)(3), (d), (e)(1), (e)(2), (e)(3), (e)(4)(G), (e)(4)(H), (e)(5), (e)(8), (f), and (g). Copies of documents maintained by other Initial Denial Authorities not having a law enforcement mission which fall within 5 U.S.C. 552a(k)(1) through (k)(7) are exempt from the following provisions of 5 U.S.C. 552a: (c)(3),(d), (e)(1), (e)(4)(G), (e)(4)(H), and (f). A0027 DAJA System name: Civil Process Case Files. System location: Office of the Judge Advocate, Headquarters, U.S. Army Europe and Seventh Army, Unit 29351, APO AE 09014-0007. Categories of individuals covered by the system: Military members of the Armed Forces, civilian employees of the U.S. Government, and their dependents upon whom service is made of documents issued by German civil courts, customs and taxing agencies, and other administrative agencies. Categories of records in the system: Documents from German authorities regarding payment orders, execution orders, demands for payment of indebtedness, notifications to establish civil liability, customs and tax demands, assessing fines and penalties, demands for court costs or for costs for administrative proceedings summonses and subpoenas, paternity notices, complaints, judgments, briefs, final and interlocutory orders, orders of confiscation, notices, and other judicial or administrative writs; correspondence between U.S. Government authorities and the Federal Republic of Germany; identifying data on individuals concerned; and similar relevant documents and reports. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Agreement to Supplement the Agreement between the Parties to the North Atlantic Treaty regarding the Status of their Forces with respect to Foreign Forces stationed in the Federal Republic of Germany (NATO Status of Forces Supplementary Agreement); and E.O. 9397 (SSN). Purpose(s): To ensure that U.S. Forces obligations under the North Atlantic Treaty Organization Status of Forces Agreement are honored and the rights of U.S. Government employees are protected by making legal assistance available. 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: Information may be disclosed to foreign law enforcement or investigatory or administrative authorities, to comply with requirements imposed by, or to claim rights conferred in international agreements and arrangements regulating the stationing and status in Federal Republic of Germany of Defense military and civilian personnel. Information disclosed to authorities of the Federal Republic of Germany may be further disclosed by them to claimants, creditors or their attorneys. The DoD ``Blanket Routine Uses'' set forth at the beginning of the Army's compilation of systems 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 records and cards in file cabinets and electronic storage media. Retrievability: By individual's surname. Safeguards: All information is maintained in areas accessible only to designated individuals having official need therefor in the performance of their duties. Records are housed in buildings protected by military police or security guards. Retention and disposal: Disposition pending (until NARA disposition is approved, treat as permanent). System manager(s) and address: Commander, Office of the Judge Advocate, Headquarters, U.S. Army Europe and Seventh Army, Unit 29351, APO AE 09104-0007. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address inquiries to the Office of the Judge Advocate General, Headquarters, U.S. Army Europe and Seventh Army, Unit 29351, APO AE 09104-0007. Individual should provide the full name, rank/grade, service number, sufficient details to permit locating the records, and signature. Record access procedures: Individuals seeking access to record about themselves contained in this record system should address inquiries to the Office of the Judge Advocate General, Headquarters, U.S. Army Europe and Seventh Army, Unit 29351, APO AE 09104-0007. Individual should provide the full name, rank/grade, service number, sufficient details to permit locating the records, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; German authorities; Army records and reports. Exemptions claimed for the system: None. A0027-1 DAJA System name: General Legal Files. System location: Office of the Judge Advocate General, Headquarters, Department of the Army; Offices of Staff Judge Advocates; Judge Advocates; and Legal Counsels of Washington, DC 20310-2200; subordinate commands, installations, and organizations. Official mailing addresses are published as an appendix to the Army's compilation of record system notices. Categories of individuals covered by the system: Individuals who have been the subject of administrative, civil or criminal matters referred to the Office of the Judge Advocate General or to legal offices of subordinate commands, installations, and organizations for legal opinion, legal review, or other action. Categories of records in the system: Inquiries with substantiating documents, personnel actions, investigations, petitions, complaints, correspondence and responses thereto. Examples of records include: Elimination and separation proceedings; questions pertaining to entitlement to pay; allowances, or other benefits; flying evaluation boards, line of duty investigations; reports of survey; other boards of investigating officers; DA Suitability Evaluation Board cases; DA Special Review Board efficiency report appeals; petitions to the Army Board for the Correction of Military Records; matters pertaining to on-post solicitation, revocation of privileges, and bars to entry on military installations; matters pertaining to appointments, promotions, enlistments, and discharges; matters pertaining to prohibited activities and conflicts of interest for Army personnel and employees; Article 138, UCMJ complaints; private relief legislation; military justice matters including requests for delivery of service members for trial by civilian authorities; appeals from nonjudicial punishment imposed under Article 15, UCMJ; appeals under Article 69, UCMJ; Secretarial review of officer dismissal cases; petitions for clemency, requests for pardons and requests for grants of immunity for civilian witnesses; matters pertaining to civilian employees and employees of non-appropriated fund instrumentalities including employment, pay, allowances, benefits, separations, discipline and adverse actions, grievances, equal opportunity complaints, awards, and claims processed by other agencies; and matters pertaining to attorney professional responsibility inquiries. Authority for maintenance of the system: 10 U.S.C. 3037 and 3072. Purpose(s): To ensure legal sufficiency of Army operations, policies, procedures, and personnel actions. 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: Information from this system of records may be disclosed to the Department of Justice for grants of immunity and requests for pardons. Information from this system of records may also be disclosed to law students participating in a volunteer legal support program approved by the Judge Advocate General of the Army. The `Blanket Routine Uses' published at the beginning of the Army's compilation of systems 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 records in file folders; magnetic tapes/discs. Retrievability: Retrieved by individual's surname. Safeguards: Records are maintained in locked file cabinets and/or in locked offices in buildings employing security guards or on military installations protected by military police patrols. Retention and disposal: Records at the Office of the Judge Advocate General and Office of the Chief Counsel, Office, Chief of Engineers are permanent; at all other locations, records are destroyed upon obsolescence. System manager(s) and address: Chief, Legislative Branch, Office of the Judge Advocate General, Department of the Army, 2200 Army Pentagon, Washington, DC 20310- 2200. Notification procedure: Individuals seeking to determine if information about themselves is contained in the record system should address written inquiries to the Department of the Army, Office of the Judge Advocate General, 2200 Army Pentagon, Washington, DC 20310-2200. Individual should provide his/her full name, the address and telephone number, and any other personal data which would assist in identifying records pertaining to him/her such as current or former military status, date of birth, and, if applicable, specifics concerning the incident or event believed to be the basis for legal review. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Department of the Army, Office of the Judge Advocate General, 2200 Army Pentagon, Washington, DC 20310-2200. Individual should provide his/her full name, the address and telephone number, and any other personal data which would assist in identifying records pertaining to him/her such as current or former military status, date of birth, and, if applicable, specifics concerning the incident or event believed to be the basis for legal review. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Army records, and other public and private records. Exemptions claimed for the system: Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of the information, the individual will be provided access to the information except to the extent that disclosure would reveal the identity of a confidential source. Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal service may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would compromise the objectivity or fairness of the test or examination process. Evaluation material used to determine potential for promotion in the Military Services may be exempt pursuant to 5 U.S.C. 552a(k)(7), but only to the extent that the disclosure of such material would reveal the identify of a confidential source. An exemption rule for this exemption has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0027-1k DAJA System name: Judge Advocate General Professional Conduct Files. System location: Primary location: Department of the Army Standards of Conduct Office, ATTN: DAJA-SC 10th Floor, Rosslyn Plaza North, 1777 North Kent Street, Rosslyn, VA 22209-2194. Secondary locations: Offices of the Judge Advocate General at major Army commands, field operating agencies, installations and activities Army-wide. 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: Judge Advocates, civilian attorneys of the Judge Advocate Legal Service, and civilian attorneys subject to the disciplinary authority of the Judge Advocate General who have been the subject of a complaint related to their impairment, professional conduct or mismanagement or when a court has convicted, diverted, or sanctioned the attorney, or has found contempt or an ethics violation, or the attorney has been disciplined elsewhere. Categories of records in the system: Records include, but are not limited to, complaints with substantiating documents, tasking memoranda, preliminary screening inquiry (PSI) reports and mismanagement inquiry reports (containing sensitive personal information, witness statements, and inquiry officer's findings and recommendations), supervisory Judge Advocate recommendations and actions, staff memoranda to Judge Advocate General's Corps leadership, Professional Responsibility Committee opinions, memoranda related to disciplinary actions, responses from subjects and correspondence with Governmental agencies and professional licensing authorities. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 3037(c); RCM 109, Manual for Courts-Martial, 1995; Army Regulation 690-300, Employment (Civilian Personnel); Army Regulation 27-1, Judge Advocate Legal Service. Purpose(s): To assist the Judge Advocate General in the evaluation, management, administration, and regulation of the delivery of legal services by offices and personnel under his jurisdiction; and to record the disposition of ethics complains and to document ethics violations and corrective action taken. 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 of information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 522a(b)(3) as follows: Information concerning substantiated misconduct may be released to professional licensing authorities (e.g., state and federal disciplinary agencies); To current and potential governmental employers during authorized background checks to assist their efforts to protect the public by maintaining the integrity of the legal profession; To the Army Lawyer, a monthly publication for Army lawyers, for publication when directed by the Judge Advocate General or the Assistant Judge Advocate General; and To directly interested complainants to inform them of the disposition of professional misconduct allegations. The ``Blanket Routine Uses'' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records: Storage: Papers records in file folders and on computers. Retrievability: By subject's name. Safeguards: Records are maintained in locked offices and/or in locked file cabinets in secured building or on military installations protected by police patrols. All information is maintained in secured areas accessible only to designated individuals having official need therefor in the performance of official duties. Computer stored information is password protected. Retention and disposal: Disposition pending (until NARA disposition is approved, treat as permanent). System manager(s) and address: Chief, Department of the Army Standards of Conduct Office, ATTN: DAJA-SC, 10th Floor, Rosslyn Plaza North, 1777 North Kent Street, Rosslyn, VA 22209-2194. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquires to the Department of the Army Standards of Conduct Office, ATTN: DAJA-SC, 10th Floor, Rosslyn Plaza North, 1777 North Kent Street, Rosslyn, VA 22209-2194. Record access procedures: Individuals seeking access to records about themselves should address written inquiries to the Department of the Army Standards of Conduct Office, ATTN: DAJA-SC, 10th Floor, Rosslyn Plaza North, 1777 North Kent Street, Rosslyn, VA 22209-2194. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Information is received from individuals and from federal, state, and local authorities (e.g., preliminary screening report, other Army records, state bar records, law enforcement records, educational institution records, etc.). Exemptions claimed for the system: None. A0027-3 DAJA System name: Legal Assistance Files. System location: Army Legal Assistance Policy Division, Office of the Judge Advocate General, Headquarters, Department of the Army, Washington, DC 20310-2200; Staff Judge Advocate offices at Army commands, installations, and activities. Official mailing addresses are published as an appendix to the Army's compilation of record system notices. Categories of individuals covered by the system: Active duty or retired military personnel and/or their dependents. Categories of records in the system: Individual's name, grade/rank, Social Security Number, organization, and details of problem/incident/matter on which legal assistance is sought. Records may be in the form of correspondence, memoranda, opinions of legal assistance officers, and may include interviews, summary of problems considered, advice rendered, referrals made, and documents created as a result of assistance provided. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 1044, Legal Assistance; Army Regulation 27-1, The Army Legal Assistance Program; and E.O. 9397 (SSN). Purpose(s): To respond to inquiries and settle issues; for management and statistical reports. 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: Information from this system of records may be disclosed to law students participating in a volunteer legal support program approved by the Judge Advocate General of the Army. The DoD `Blanket Routine Uses' published at the beginning of the Army's compilation of systems 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 records in file folders and electronic storage media. Retrievability: By Social Security Number and client's surname. Safeguards: Records are maintained in secured buildings, accessible only to designated authorized personnel who are properly instructed in the permissible use of the information. Retention and disposal: Legal assistance records maintained for 5 years then destroy. System manager(s) and address: Chief, Army Legal Assistance Policy Division, Office of the Judge Advocate General, 1777 North Kent, Arlington, VA 22209-2194; and the Staff Judge Advocates of organizations listed in the address directory published as an appendix to the Army's compilation of record system notices. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system may inquire of the Staff Judge Advocate of the installation or command where legal assistance was sought. Individual should provide full name, Social Security Number, and any details that will assist in locating the record. Record access procedures: Individuals seeking access to records about themselves contained in this record system may inquire of the Staff Judge Advocate of the installation or command where legal assistance was sought. Individual should provide full name, Social Security Number, and any details that will assist in locating the record. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, his/her attorney, Army records and reports. Exemptions claimed for the system: None. A0027-3SAFM System name: Pecuniary Charge Appeal Files. System location: U.S. Army Finance and Accounting Center, Indianapolis, IN 46249- 0601. Categories of individuals covered by the system: Army military members or civilian employees held pecuniarily liable for charges for which an appeal is filed. Categories of records in the system: Reports of investigations, copies of vouchers, certificates, statements and correspondence between Department of the Army staff agencies and other Government agencies. Authority for maintenance of the system: 10 U.S.C. 3012. Purpose(s): To obtain data for determining the propriety of the pecuniary liability ruling. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders. Retrievability: By individual's surname. Safeguards: Building employs security guards. Records are maintained in areas accessible only to authorized personnel having official need therefor in the performance of their duties. Retention and disposal: Records are destroyed 10 years after close of case. System manager(s) and address: Commander, U.S. Army Finance and Accounting Center, Indianapolis, IN 46249-0601. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Finance and Accounting Center, Indianapolis, IN 46249-0601. Individual must provide full name, Social Security Number, current address and telephone number. Record access procedures: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Finance and Accounting Center, Indianapolis, IN 46249-0601. Individual must provide full name, Social Security Number, current address and telephone number. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From Army records and reports. Exemptions claimed for the system: None. A0027-10a DAJA System name: Prosecutorial Files. System location: Decentralized at Staff Judge Advocate Offices. 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: Any individual who is the subject of a military justice investigation, a Court or Board of Inquiry, other administrative or disciplinary hearing, or pending trial by courts-martial. Categories of records in the system: Witness statements; pretrial advice; documentary evidence; exhibits, evidence of previous convictions; personnel records; recommendations as to the disposition of the charges; explanation of any unusual features of the case; charge sheet; and criminal investigation reports; convening orders; appointment orders; investigative reports of federal, state, and local law enforcement agencies; local command investigations; immunity requests; search authorizations; general correspondence; legal research and memoranda; motions; forensic reports; pretrial confinement orders; personal, financial, and medical records; report of Article 32, UCMJ investigations; subpoenas; discovery requests; correspondence reflecting pretrial negotiations; requests for resignation or discharge in lieu of trial by court-martial; work product of trial counsel; results of trial memoranda; and forms to comply with the Victim and Witness Assistance Program, the Sexual Assault Prevention and Response Program and the Victim's Rights and Restitution Act of 1990. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 42 U.S.C. 10606 et seq., Victims' Rights; Department of Defense Directive 1030.1, Victim and Witness Assistance; and Army Regulation 27-10, Military Justice. Purpose(s): To prosecute or otherwise resolve military justice cases; to obtain information and assistance from federal, state, local, or foreign agencies, or from individuals or organizations relating to an investigation, allegation of criminal misconduct, or court-martial; and to provide information and support to victims and witnesses in compliance with Victim and Witness Assistance Statutes and regulations. 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: Information from this system of records may be disclosed to law students participating in a volunteer legal support program approved by the Judge Advocate General of the Army. To victims and witnesses of a crime for purposes of providing information, consistent with the requirements of the Victim and Witness Assistance Program, regarding the investigation and disposition of an offense. To attorney licensing and/or disciplinary authorities as required to support professional responsibility investigations and proceedings. The DoD ``Blanket Routine Uses'' set forth at the beginning of the Army's compilation of systems 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 records in file folders and electronic storage media. Retrievability: Retrieved by individual's surname. Safeguards: Information in the system is both classified and unclassified and located in file cabinets in the trial counsel's office or other offices in the Criminal Law section of the Staff Judge Advocate offices. Classified information is stored in locked safe drawers with the proper security measures applicable. Unclassified information is located file cabinets accessible only to authorized personnel who are properly instructed in the permissible use of the information. Some file cabinets have locking capabilities. Automated filed are password protected. Offices are locked during non-work hours. The files are not accessible to the public or to persons within the command without an official need to know. Retention and disposal: Records are destroyed two years after final review/appellate action. System manager(s) and address: Chief, Criminal Law Division, Office of the Judge Advocate General, 2200 Army Pentagon, Washington, DC 20310-2000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Criminal Law Division, Office of the Judge Advocate General, 2200 Army Pentagon, Washington, DC 20310-2200. Individual should provide his/her full name, current address and telephone number, case number and office symbol of Army element which furnished correspondence to the individual, other personnel identifying data that would assist in locating the records. The inquiry must be signed. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Criminal Law Division, Office of the Judge Advocate General, 2200 Army Pentagon, Washington, DC 20310-2200. Individual should provide his/her full name, current address and telephone number, case number and office symbol of Army element which furnished correspondence to the individual, other personal identifying data that would assist in locating the records. The inquiry must be signed. Contesting record procedure: The Army's rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From official Army records and reports, investigative documents, law enforcement agencies; Court-martial, Article 32; UCMJ investigations; convening authority; Federal, state, and local law enforcement agencies; witness interviews; personnel, financial, and medical records; medical facilities; financial institutions; information provided by the defense/accused; and the work-product of trail counsel and other individuals assisting them on a particular case. Exemptions claimed for the system: Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. An exemption rule for this exemption has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0027-10b DAJA System name: Courts-Martial Records and Reviews. System location: Clerk of Court, U.S. Army Legal Services Agency, 901 North Stuart Street, Suite 1200, Arlington, VA 22203-1837; Washington National Records Center, 4205 Suitland Road, Suitland, MD 20746-8001; National Personnel Records Center, 9700 Page Avenue, St. Louis, MO 63132-5200; and Office of the Judge Advocate General, Criminal Law Division, Department of the Army, Washington, DC 20310-2200. Categories of individuals covered by the system: Individuals having appeared as an accused before a courts- martial. Categories of records in the system: Certain general and all special bad conduct discharge (BCD) courts-martial records of trial that include a verbatim transcript of the trial and allied papers relating to the charged offenses and legal review of the case. General courts-martial examined pursuant to Article 69 and special non-bad conduct discharge (non-BCD) and summary courts-martial records of trial may include only a summarized transcript of the trial as well as allied papers relating to the charged offenses, but do not necessarily include all records of review pursuant to Articles 69 or 73, Uniform Code of Military Justice. Pre-decisional legal reviews pursuant to Articles 69 and 73 are separately maintained in this system. Authority for maintenance of the system: 10 U.S.C. 801-940 (Uniform Code of Military Justice); 10 U.S.C. 3013, Secretary of the Army; 42 U.S.C. 10606 et seq.; Department of Defense Directive 1030.1, Victim and Witness Assistance; 10 U.S.C. 3037, Judge Advocate General; Army Regulation 27-10b, Military Justice; and E.O. 9397 (SSN). Purpose(s): The purpose of this system is to satisfy statutory requirements of Chapter 47 of title 10, United States Code, for maintaining records of trial of courts-martial proceedings to complete appellate review, to determine whether clemency is warranted, to answer inquiries concerning the state of particular cases, to develop statistical data to guide individuals responsible for making policy decisions regarding military justice activities, to serve as a central repository of Army courts-martial records, and for related 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: Courts-martial records reflect criminal proceedings ordinarily open to the public; therefore, they are normally releasable to the public pursuant to the Freedom of Information Act. Information from these records may be disclosed to the Department of Justice, the Department of Veterans Affairs, and federal, state, and local law enforcement agencies for determination of rights and entitlements of the individuals concerned and for use in the enforcement of criminal or civil law. Information from this system of records may also be disclosed to law students participating in a volunteer legal support program approved by the Judge Advocate General of the Army. To victims and witnesses of a crime for purposes of providing information, consistent with the requirements of the Victim and Witness Assistance Program, regarding the investigation and disposition of an offense. The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Papers in file folders; index cards; electronic storage medium; courts-martial coding sheets; and on a computer database (Army Courts-Martial Management Information System). Retrievability: By individual's name and Social Security number, by court-martial number assigned to the case. Safeguards: All records are protected by systems of personnel screening, cipher locks, and hand receipts. During non-duty hours, military police or contract guard patrols ensure protection against unauthorized access. Access to hard disk is controlled by password and is restricted to personnel having a need to know. Retention and disposal: With respect to each courts-martial, there is an original record and from 1 to 5 copies. One copy is given to the accused and the remaining copies are used in the review of the case for legal sufficiency. The original record is disposed of as follows: All records of trial by general courts-martial and those special courts-martial records in which a bad-conduct discharge (BCD) was approved are retained in the Office of the Clerk of Court, U.S. Army Legal Service Agency, 901 North Stuart Street, Suite 1200, Arlington, VA 22203-1837, for 1-2 years after completion of appellate review. Thereafter, the records are forwarded to the Washington National Records Center, 4205 Suitland Road, Suitland, MD 20746-8001 for permanent storage. Records of trial by special courts-martial (non-BCD) and summary courts-martial are retained in the staff judge advocate office of the general courts-martial authority for 1 year after completion of supervisory review. Thereafter the records are held for 2 years in the record holding area or overseas records center. Records are then sent to National Personnel Records (Military Records), 9700 Page Avenue, St. Louis, MO 63132-5200, where they are retained for 7 years. Thereafter, the records are destroyed and the remaining evidence of conviction is the special (non-BCD) and summary courts- martial promulgating order maintained in the individual's permanent records and any review(s) of the cases conducted pursuant to Articles 69 or 73, UCMJ. The original reviews of special (non-BCD) and summary courts- martial cases and a copy of all other reviews pursuant to Articles 69 or 73, UCMJ are maintained for 3 years in the Office of the Chief, Examination and New Trails Division, U.S. Army Legal Services Agency 901 N. Stuart Street, Suite 1200, Arlington, VA 22203-1837. They are retained an additional 7 years at the Washington National Records Center, 4205 Suitland Road, Suitland, MD 20746-8001, and destroyed. Pre-decisional legal reviews pursuant to Articles 69 or 73, UCMJ are maintained for 3 years in the Office of the Chief, Examination and New Trials, U.S. Army Legal Services Agency, 901 North Stuart Street, Arlington, VA 22203-1837 or at the office of the Judge Advocate General, Criminal Law Division, Department of the Army, Washington, DC 20310-2200. They are retained an additional 7 years at the Washington National Records Center, 4205 Suitland Road, Suitland, MD 20746-8001 and destroyed. Courts-martial index cards from 1900-1986 are permanently stored at the Office of Clerk of Court, U.S. Army Legal Services Agency, 901 North Stuart Street, Suit 1200, Arlington, VA 22203-1837. Arranged alphabetically by name of the accused, they identify the docket number and accession information for permanent records of trial. Since mid-July 1986, courts-martial information is accessible by computer database. System manager(s) and address: Clerk of Court, U.S. Army Legal Services Agency, 901 North Stuart Street, Suite 1200, Arlington, VA 22203-1837. Notification procedure: Requests from individuals as to whether there are any general or special bad conduct discharge (BCD) courts-martial records in the system pertaining to them should be addressed to the Clerk of Court, U.S. Army Legal Services Agency, 901 N. Stuart Street, Suite 1200, Arlington, VA 22203-1837. Requests for information as to special non bad conduct discharge (non-BCD) and summary courts-martial records should be addressed to the staff judge advocate of the command where the record was reviewed or, if no longer there, to the National Personnel Records Center (Military Records), 9700 Page Avenue, St. Louis, MO 63132-5200. Requests for information concerning reviews pursuant to Articles 69 or 73, UCMJ, should be addressed to the Office of the Chief, Examination and New Trails Division, U.S. Army Legal Services Agency, 901 N. Stuart Street, Suite 1200, Arlington, VA 22203-1837. Written requests should include individual's full name, Social Security Number, the record file number if available, and any other personal information which would assist in locating the records. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquires to the Clerk of the Court, U.S. Army Legal Services Agency, 901 N. Stuart Street, Suite 1200, Arlington, VA 22203-1837, if the type of courts-martial or reviewing command is unknown. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Information from almost any source may be included in the record if it is relevant and material to courts-martial proceedings. Exemptions claimed for the system: Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principal function any activity pertaining to the enforcement of criminal laws. An exemption rule for this exemption has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0027-10cDAJA System name: Witness Appearance Files. System location: Office of the Judge Advocate General, U.S. Army Litigation Division, 901 N. Stuart Street, Suite 400, Arlington, VA 22203-1837 Categories of individuals covered by the system: Present and former military personnel and civilian employees requested to appear as witnesses before civil courts, administrative tribunals, and regulatory bodies. Categories of records in the system: Name and address of the witness and official requesting same; name and location of trial or other proceeding. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): To locate and provide witnesses to U.S. attorneys conducting trials on behalf of the Department of the Army. 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: Information from this system of records may also be disclosed to law students participating in a volunteer legal support program approved by the Judge Advocate General of the Army. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders and magnetic tapes/discs. Retrievability: Retrieved by individual's surname. Safeguards: Records are accessible only to authorized personnel who are properly instructed in the permissible use thereof; building housing records are protected by security guards. Retention and disposal: Destroyed after 2 years. System manager(s) and address: Office of the Judge Advocate General, Department of the Army, 2200 Army Pentagon, Washington, DC 20310-2200.. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, U.S. Army Litigation Division, 901 N. Stuart Street, Suite 400, Arlington, VA 2203-1837. Individual should provide his/her full name, current address and telephone number, case number appearing on correspondence, and any other personal identifying data that will assist in locating the record. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, U.S. Army Litigation Division, 901 N. Stuart Street, Suite 400, Arlington, VA 2203-1837. Individual should provide his/her full name, current address and telephone number, case number appearing on correspondence, and any other personal identifying data that will assist in locating the record. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Army records and reports, Department of Justice, U.S. attorneys, civilian counsel, and similar pertinent sources. Exemptions claimed for the system: None. A0027-20aDAJA System name: U.S. Army Claims Service Management Information System. System location: U.S. Army Claims Service, Office of the Judge Advocate General, ATTN: JACS-Z, Fort Meade, MD 20755-5360. Segments exist at subordinate field operating agencies and at Staff Judge Advocate Offices at Army installations throughout the world. 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: Individuals, corporations, associations, countries, states, territories, political subdivisions presenting a claim against the United States. Categories of records in the system: Name of claimant, claim file number, type of claim presented, reports of investigation, witness statements, police reports, photographs, diagrams, bills, estimates, expert opinions, medical records and similar reports, copy of correspondence with claimant, potential claimants, third parties, and insurers of claimants or third parties, copies of finance vouchers evidencing payment of claims, and similar relevant information. Authority for maintenance of the system: 10 U.S.C. 939, 2733, 2734, 2734A, 2734B, 2737; 28 U.S.C. 2671- 2680; 31 U.S.C. 3711 and 3721; 32 U.S.C. 715; E.O. 9397. Purpose(s): To develop and preserve all relevant evidence about incidents which generate claims against or in favor of the Army. Evidence developed is used as a legal basis to support the settlement of claims. Data are also used as a management tool to supervise claims operations at subordinate commands worldwide. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To the Internal Revenue Service for tax purposes. To the Department of Justice for assistance in deciding disposition of claims filed against or in favor of the Government and for considering criminal prosecution, civil court action or regulatory orders. To the U.S. Claims Court and the Court of Appeals for the Federal Circuit, to support legal actions, considerations or evidence to support proposed legislative or regulatory changes, for budgetary purposes, for quality control or assurance type studies, or to support action against a third party. To Foreign governments for use in settlements of claims under the North Atlantic Treaty Organization Status of Forces Agreement or similar international agreements. To the State governments for use in defending or prosecuting claim by the state or its representatives. To the Department of Labor, for consideration in determining rights under Federal Employees Compensation Act or similar legislation. To civilian and Government experts for assistance in evaluating the claim. To the Office of Management and Budget for preparation of private relief bills for presentation to the Congress. To Government contractors for use in defending or settling claims filed against them, including recovery actions, arising out of the performance of a Government contract. To Federal and state workmen's compensation agencies for use in adjudicating claims. To private insurers with a legal interest in the same case. To potential joint tortfeasors or their representatives for the purpose of prosecuting or defending claims for contribution or indemnity. Information from this system of records may also be disclosed to law students participating in a volunteer legal support program approved by the Judge Advocate General of the Army. The `Blanket Routine Uses' set forth at the beginning of the Army's 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: Index cards, paper records in file folders, computer disc. Retrievability: By last name, Social Security Number, or claim number. Safeguards: Records are accessible only by authorized personnel who are properly instructed in the permissible use of the information, buildings housing records are locked after normal business hours. Retention and disposal: Destroyed when no longer needed (claims reports); after 5 years (claims journals); after 6 years, 3 months (investigative reports, except those relating to medical malpractice); or 10 years (medical malpractice investigative reports, claims files).'' System manager(s) and address: The Judge Advocate General, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-2200. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Commander, U.S. Army Claims Service, Fort Meade, MD 20755-5360. Individual should provide full name, current address and telephone number, claim number if known, date and place of incident giving rise to the claim, and any other personal identifying data which would assist in determining location of the records. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Army Claims Service, Fort Meade, MD 20755-5360. Individual should provide full name, current address and telephone number, claim number if known, date and place of incident giving rise to the claim, and any other personal identifying data which would assist in determining location of the records. Contesting record procedures: The Army's rules for accessing records contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; investigative reports originating in the Department of the Army, Federal Bureau of Investigation, and/or foreign, state, or local law enforcement agencies; medical treatment facilities; Armed Forces Institute of Pathology; relevant records and reports in the Department of Defense. Exemptions claimed for the system: None. A0027-20bDAJA System name: Tort Claim Files. System location: Office of the Judge Advocate General, U.S. Army Litigation Division, 901 N. Stuart Street, Suite 400, Arlington, VA 22203-1837. Categories of individuals covered by the system: Individuals who have filed a complaint against the U.S. Army in the U.S. District Court under the Federal Tort Claims Act. Categories of records in the system: Pleadings, motions, briefs, orders, decisions, memoranda, opinions, supporting documentation, and allied material, including claims investigation, reports and files involved in representing the U.S. Army in the Federal Court System. Authority for maintenance of the system: 28 U.S.C. 2671-2680. Purpose(s): To defend the Army in civil suits filed against it in state or federal courts. 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: Information is disclosed to the Department of Justice and United States Attorneys' offices handling the particular case. Most of the information is filed in some manner in the courts in which the litigation is pending and therefore is a public record. In addition, some of the information will appear in the written orders, opinions, and decisions of the courts which, in turn, are published in the Federal Reporter System under the name or style of the case and are available to individuals with access to a law library. Information from this system of records may also be disclosed to law students participating in a volunteer legal support program approved by the Judge Advocate General of the Army. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders; magnetic tapes/discs. Retrievability: Retrieved by claimant's surname and court docket number. Safeguards: Records are maintained in file cabinets within secured buildings and available only to designated authorized individuals who have official need for them. Retention and disposal: Records are destroyed 10 years after final action on the case. System manager(s) and address: Office of the Judge Advocate General, Department of the Army, 2200 Army Pentagon, Washington, DC 20310-2200. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, U.S. Army Litigation Division, 901 N. Stuart Street, Suite 400, Arlington, VA 2203-1837. Individuals should provide full name, current address and telephone number, case number that appeared on documentation, any other information that will assist in locating pertinent records and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, U.S. Army Litigation Division, 901 N. Stuart Street, Suite 400, Arlington, VA 2203-1837. Individual should provide full name, current address and telephone number, case number that appeared on documentation, any other information that will assist in locating pertinent records and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; Army records and reports. Exemptions claimed for the system: None. A0027-20cDAJA System name: Army Property Claim Files. System location: Staff Judge Advocate Offices at Army commands, field operating agencies, installations, and activities. A segment of the system is located at U.S. Army Claims Service, Fort Meade, MD 20755-5360. Categories of individuals covered by the system: Individuals who, having damaged Government property, were not subject to the collection activities of other agencies or organizations and therefore require litigation on behalf of the Department of the Army. Categories of records in the system: Copies of reports from the claim investigator, accident and police reports relating to damage, and pleadings, motions, briefs, orders, decisions, memoranda, opinions, supporting documentation, and allied material involved in representing the U.S. Army. Authority for maintenance of the system: 31 U.S.C. 3711 and E.O. 9397. Purpose(s): To negotiate with, or to sue, as appropriate, the individual or entity, including insurance carriers, responsible for loss or damage of U.S. Army property. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information may be disclosed to the Department of Justice, U.S. Attorney, and opposing parties and their attorneys as deemed necessary in litigating property claims. Information from this system of records may also be disclosed to law students participating in a volunteer legal support program approved by the Judge Advocate General of the Army. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file orders; magnetic tapes/discs. Retrievability: By individual's surname, Social Security Number, and court docket number. Safeguards: Records are accessible only by authorized personnel who are properly instructed in the permissible use of the information. Retention and disposal: Records at the Judge Advocate General's Office are destroyed 10 years after final action; i.e., completion of litigation of determination that case will not be prosecuted. Claims settled by local Staff Judge Advocates are destroyed 5 years after final action. System manager(s) and address: The Judge Advocate General, Headquarters, Department of the Army, Washington, DC 20310-2210. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Judge Advocate General, Headquarters, Department of the Army, Washington, DC 20310-2210. Individual should provide their full name, current address and telephone number, case number that appeared on documentation, any other information that will assist in locating pertinent records, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Judge Advocate General, Headquarters, Department of the Army, Washington, DC 20310-2210. Individuals should provide their full name, current address and telephone number, case number that appeared on documentation, any other information that will assist in locating pertinent records, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; Army records and reports; Office of Personnel Management; Department of Justice, U.S. Attorney, opposing counsel, and similar pertinent sources. Exemptions claimed for the system: None. A0027-20dDAJA System name: Medical Expense Claim Files. System location: Staff Judge Advocate Offices at Army commands, field operating agencies, installations and activities. A segment of the system is located at U.S. Army Claims Service, Fort Meade, MD 20755-5360. Categories of individuals covered by the system: Individuals who have received medical treatment at the expense of the U.S. Army as a result of a tortuous or negligent act of a third party; third parties causing medical care to be furnished to individuals entitled to medical care at Government expense. Categories of records in the system: Copies of medical and personnel records of individuals injured by a third party from whom the U.S. Army is seeking to recover the costs of medical care furnished the injured party; accident and police reports relating to the injury, claims investigation files; correspondence with attorneys representing the Army's interest; court documents; and similar pertinent documents. Authority for maintenance of the system: 42 U.S.C. 2651-3; E.O. 9397 and 11060; and 28 CFR part 43. Purpose(s): To negotiate with the tortfeasor or an insurance carrier, or to sue the same to collect the value of medical care furnished the injured party. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information may be disclosed to the Department of Justice, appropriate U.S. Attorneys, civilian attorneys representing the injured party who agree also to represent the U.S. Army's claim, and opposing parties and their attorneys. Information from this system of records may be disclosed to law students participating in a volunteer legal support program approved by the Judge Advocate General of the Army. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders; magnetic tapes/discs. Retrievability: By individual's surname, Social Security Number, and court docket number. Safeguards: Records are accessible only by authorized personnel who are properly instructed in the permissible use of the information. Retention and disposal: Records at the Judge Advocate General's Office are destroyed 10 years after final action; i.e., completion of litigation or determination that case will not be prosecuted. Claims settled by local Staff Judge Advocates are destroyed 5 years after final action. System manager(s) and address: The Judge Advocate General, Headquarters, Department of the Army, Washington, DC 20310-2210. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Judge Advocate General, Headquarters, Department of the Army, Washington, DC 20310-2210. Individual should provide full name, current address and telephone number, case number that appeared on documentation, any other information that will assist in locating pertinent records, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Judge Advocate General, Headquarters, Department of the Army, Washington, DC 20310-2210. Individual should provide full name, current address and telephone number, case number that appeared on documentation, any other information that will assist in locating pertinent records, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; Army records and reports; Office of Personnel Management; Department of Justice, U.S. Attorneys, opposing counsel, and similar pertinent sources. Exemptions claimed for the system: None. A0027-40CE System name: Corps of Engineers Case Management Information Files. System location: U.S. Army Engineer Division, South Atlantic, CESAD-IM-SO-S, 77 Forsyth Street, SW, Atlanta, GA 30335-6801, with input and access locations at all Corps of Engineers' Counsel Offices. 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: Individuals involved in litigation, contract claims and appeals, procurement fraud, potentially responsible party negotiations under the Comprehensive Environmental Response Compensation and Liability Act, and patents and technology transfer with the Corps of Engineers, including parties to the action, attorneys, forum officials, contracting officers, project managers, inventors, witnesses, Corps of Engineers' attorneys and other Federal agency attorneys. Categories of records in the system: Records relating to litigation, contract claims and appeals, procurement fraud, potentially responsible party negotiations under the Comprehensive Environmental Response Compensation and Liability Act and patents and technology transfer, involving the Corps of Engineers; including names, addresses and phone numbers of individuals, case name, the forum, status of the action, summaries of the action, action number, project name and location, remedies or relief requested, milestones and suspense dates, title of invention and royalty information. Authority for maintenance of the system: 5 U.S.C. 301; 10 U.S.C. 2301 et seq.; 15 U.S.C. 1 et seq.; 15 U.S.C. 3701 et seq.; 31 U.S.C. 3729 et seq; and 42 U.S.C. 9601 et seq; and E.O. 9397. Purpose(s): To allow the Corps of Engineers legal offices to monitor, and to contact individuals involved in, litigation, contract claims and appeals, procurement fraud, potentially responsible party negotiations under the Comprehensive Environmental Response Compensation and Liability Act, and patents and technology transfer, involving the Corps of Engineers. 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: Litigation, contract and appeal records are disclosed to Department of Justice and U.S. Attorney's offices involved in a particular case, for use in the litigation. Most of this information is filed in the courts and is therefore a public record. Procurement fraud records may be disclosed to Department of Justice and U.S. Attorney's offices for use in litigation. Names of individuals and companies involved in potentially responsible party negotiations may be disclosed to the Environmental Protection Agency, Department of Justice and the involved parties for the purpose of facilitating potentially responsible party negotiations. Patent records may be disclosed to the U.S. Patent and Trademark Office, Department of Commerce; appropriate authorities in foreign countries, for foreign patent filings; parties to a licensing arrangement for specific files involved; and contractors and government agencies, to conduct patent investigations and evaluations. The `Blanket Routine Uses' set forth at the beginning of the Army's 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: Magnetic tapes/disks and printouts. Retrievability: By individual's name, address and telephone number; in conjunction with the forum name; docket or contract number; office symbol; action name; file number; type of action; category of action; disposition of action; date of action and amount of award. Safeguards: Access is restricted to authorized users in Corps of Engineers' legal offices. Computer records are maintained in a building protected by security guards. Access or update of information in automated media is by a system of passwords. Printed records are kept in locked offices. Access to procurement fraud information is further restricted to those having a need therefore in the performance of official duties. Retention and disposal: Records relating to Civil Works litigation, contract claims and appeals and potentially responsible party negotiations are retained for 30 years or indefinitely depending on the specific case. Records for cases and contract claims not involving litigation are retained for 10 years. Records relating to procurement fraud matters are retained for 1 year after the close of the case. Records relating to government patent applications are retained for 25 years. Records relating to technology transfer matters are retained until superseded or obsolete. System manager(s) and address: Chief Counsel, U.S. Army Corps of Engineers, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Chief Counsel, ATTN: CECC-ZB, U.S. Army Corps of Engineers, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Individual must provide full name, current address and telephone number, category of record (litigation, contract claims and appeals, procurement fraud, potentially responsible party negotiations, patents or technology transfer) and signature. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Chief Counsel, U.S. Army Corps of Engineers, ATTN: CECC-ZB, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Individual must provide full name, current address and telephone number, category of record (litigation, contract claims and appeals, procurement fraud, potentially responsible party negotiations, patents or technology transfer) and signature. Contesting record procedures: The Army's rules for accessing records and for contesting contents and appealing initial agency determinations are contained in Department of the Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From documents provided by the individual, his/her attorney, court records, Army records, investigation reports, other Federal agencies and state and local agencies, the Patent and Trademark Office. Exemptions claimed for the system: None. A0027-40DAJA System name: Litigation Case Files. System location: Office of the Judge Advocate General, U.S. Army Litigation Division, 901 N. Stuart Street, Suite 400, Arlington, VA 22203-1837. Categories of individuals covered by the system: Any individual who has filed a complaint against the U.S. Army or its personnel in the state or federal courts; military and civilian personnel in the Department of the Army who are named defendants, in their individual or official capacity, in civil litigation initiated by or against the Army. Categories of records in the system: Pleadings, motions, briefs, orders, decisions, memoranda, opinions, supporting documentation, and allied materials involved in representing the U.S. Army in the Federal Court System. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): To defend the Army in civil suits filed against it in the state or federal courts. 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: Information is disclosed to Department of Justice and U.S. Attorney's offices handling a particular case. Most of the information is filed in some manner in the courts in which the litigation is pending and therefore is a public record. In addition, some of the information will appear in the written orders, opinions, and decisions of the courts which, in turn, are published in Federal Reporter System under the name or style of the case and are available to individuals with access to a law library. Information from this system of records may be disclosed to law students participating in a volunteer legal support program approved by the Judge Advocate General of the Army. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders; magnetic tapes/discs. Retrievability: By individual's surname and court docket number. Safeguards: Records are maintained in file cabinets within secured buildings and available only to designated authorized individuals who have official need therefor. Retention and disposal: Records at the Office of the Judge Advocate General and the Chief of Engineers' office (for civil works) are destroyed after 30 years, except that those cases determined to have precedential, policy, or otherwise significant, value are permanent. Records in other legal offices are destroyed 6 years after completion of litigation. System manager(s) and address: Office of the Judge Advocate General, Department of the Army, 2200 Army Pentagon, Washington, DC 20310-2200. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, U.S. Army Litigation Division, 901 N. Stuart Street, Suite 400, Arlington, VA 22203-1837. Individual should provide full name, current address and telephone number, case number that appeared on documentation, any other information that will assist in locating pertinent records, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, U.S. Army Litigation Division, 901 N. Stuart Street, Suite 400, Arlington, VA 22203-1837. Individual should provide full name, current address and telephone number, case number that appeared on documentation, any other information that will assist in locating pertinent records, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 35 CFR part 505; or may be obtained from the system manager. Record source categories: Department of the Army records. Exemptions claimed for the system: None. A0027-50DAJA System name: Foreign Jurisdiction Case Files. System location: Office of the Judge Advocate General, Headquarters, Department of the Army, International Affairs Division, Washington, DC 20310-2210. (Copy of record will exist for shorter periods in Office of the Staff Judge Advocate at the command where case originated.) Categories of individuals covered by the system: Members of the U.S. Army; civilians employed by, serving with, or accompanying the U.S. Army Abroad; and dependents of such individuals who have been subject to the exercise of civil or criminal jurisdiction by foreign courts or foreign administrative agencies and/or sentenced to unsuspended confinement. Categories of records in the system: Individual case reports concerning the exercise of jurisdiction by foreign tribunals, trial observer reports, requests for provision of counsel, records of trials, requests for local authorities to refrain from exercising their jurisdiction; communications with other lawyers, officials within the Department of the Army and/or Defense, diplomatic missions; other selected relevant documents. Authority for maintenance of the system: 10 U.S.C. 3013. Purpose(s): To monitor development and status of each individual case to ensure that all rights and protection to which U.S. personnel abroad and their dependents are entitled under pertinent international agreements are accorded such personnel; to obtain information to answer queries regarding the status and disposition of individual cases involving the exercise of civil or criminal jurisdiction by foreign courts or foreign administrative agencies to render management and statistical reports. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information from this system of records may be disclosed to law students participating in a volunteer legal support program approved by the Judge Advocate General of the Army. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders. Retrievability: By individual's surname. Safeguards: Records are maintained in secured buildings, accessible only to designated authorized personnel who are properly instructed in the permissible use of the information. Retention and disposal: Individual case files are retained for 30 years following completion of the case. Consolidated and summary reports are permanent records at the Office of the Judge Advocate General. System manager(s) and address: The Judge Advocate General, Headquarters, Department of the Army, Washington, DC 20310-2210. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to either the Judge Advocate General, Headquarters, Department of the Army, Washington, DC 20310-2210 or the Staff Judge Advocate of the installation or command where legal assistance was sought. Individual should provide full name, current address and telephone number, case number and office symbol appearing on official correspondence concerning the matter, any other identifying information and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to either the Judge Advocate General, Headquarters, Department of the Army, Washington, DC 20310-2210 or the Staff Judge Advocate of the installation or command where legal assistance was sought. Individual should provide full name, current address and telephone number, case number and office symbol appearing on official correspondence concerning the matter, any other identifying information and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, his/her attorney, foreign government agencies, Department of State, law enforcement jurisdictions, relevant Army records and reports. Exemptions claimed for the system: None. A0027-60aDAJA System name: Patent, Copyright, Trademark, and Proprietary Data Files. System location: Primary: JALS-PC, Nassif Building, Falls Church, VA 22041-5013. Secondary: Office of the Staff Judge Advocate at major Army commands, field operating agencies, and installations. 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: Individuals who have submitted inventions to the Government; inventors with patents or applications for patents procured on behalf of the Department of the Army or in which the government has an interest; authors of copyrightable or copyrighted material in which the government has an interest; and government employees to whom copyright assistance has been rendered. Categories of records in the system: Documents relating to; disposition of rights in Government employees' inventions; foreign patent filings; licensing of government-owned patents, copyrights, and service marks; government interest in or under patents, applications for patent, and copyrights procured on behalf of the Department of the Army; and invention disclosures including drawings, patentability search reports, evaluation reports, applications, amendments, petitions, appeals, interferences, licenses, assignments, other instruments, and relevant correspondence. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): To determine the rights in government employee inventions, and to maintain evidence and record of: Documents used in filing for foreign patents; invention disclosures submitted to the Department of the Army; patents and applications for patent procured on behalf of the Army or in which the Army has an interest; patent and copyright licensing and assignments; and copyright assistance rendered. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The U.S. Patent and Trademark Office, Department of Commerce, and/or to the Copyright Office, Library of Congress. In the event of legal proceedings and litigation, information may be disclosed to the Civil Division, Department of Justice. For foreign patent filings records are presented to the Director of Patent Administration, Department of National Defense in Ottawa, Ontario, Canada. Parties to a licensing arrangement have access to the specific files involved. Concerned contractors and/or Government agencies have access in order to conduct patent investigations and evaluations. Information from this system of records may be disclosed to law students participating in a volunteer legal support program approved by the Judge Advocate General of the Army. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders. Retrievability: By individual's surname. Safeguards: Records are maintained in buildings protected by secured guards, and are accessible only to authorized persons having need therefor in the performance of official duties. Retention and disposal: At the primary location: Records pertaining to patent matters are retained for 20 to 25 years depending on the specific case; those concerning copyright matters are retained either for 56 years or an expiration of copyright not renewed, after which they are destroyed by shredding. Records at the secondary locations are destroyed after 2 years. System manager(s) and address: The Judge Advocate General, Headquarters, Department of the Army, Washington, DC 20310-2210; senior patent attorney at each secondary location. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this systems should address written inquiries to the Judge Advocate General, Headquarters, Department of the Army, Washington, DC 20310-2210. Individuals should provide full name, current address and telephone number, the case number or other identifying information on correspondence emanating from the Army. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Judge Advocate General, Headquarters, Department of the Army, Washington, DC 20310-2210. Individuals should provide full name, current address and telephone number, the case number or other identifying information on correspondence emanating from the Army. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Army records, the government agency interested in the invention or copyright, research material in libraries, the Patent and Trademark Office, and/or the Copyright Office. Exemptions claimed for the system: None. A0027-60bDAJA System name: Patent, Copyright, and Data License Proffers, Infringement Claims, and Litigation Files. System location: Office of the Judge Advocate General, Department of the Army, Patents, Copyrights, and Trademarks Division, Nassif Building, 5611 Columbia Pike, Falls Church, VA 22041-5013. Segments of this system may exist at the Office, Chief of Engineers, Headquarters, U.S. Army Materiel Command, and/or its major subordinate field commands. Categories of individuals covered by the system: Claimants or defendants in administrative proceedings or litigation with the government for improper use, infringement, enforcement of agreements, or comparable claims concerning patents or copyrights; individuals having copyrights in material in which the Department of the Army is interested; individuals who own patents which they offer to license to Department of the Army; individuals seeking private relief before the Congress because of right in inventions, patents, copyrights, or data licenses. Categories of records in the system: Documents relating to the administrative assertion of claims by and against the government and to litigation with the government for alleged misuse of patents, copyrights, trademarks, and data, including inquiries, investigations, settlements, communications with claimants or defendants, and related correspondence; documents relating to advice and assistance provided in obtaining licenses for Department of the Army use of copyright material; documents relating to the investigation and disposition of patent license offers; documents relating to investigations in connection with processing proposed legislation or bills for private relief of individuals because of rights of individuals in inventions, patents, copyrights, or data, including reports of investigations, comments or recommendations, and related correspondence. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): To maintain evidence and record of claims and litigation involving Department of the Army concerning patents, trademarks, copyrights, and data; to maintain evidence and record of Department of the Army attempts to use copyrighted material and to receive the copyright owner's permission for such use; to maintain record and evidence of patent license offers received and investigations and reports pursuant thereto; and to maintain record and evidence of investigations of proposed legislation or bills for private relief. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Government agencies involved in the claims or litigation and the Civil Division, Department of Justice, have access to the records to determine the validity of allegations and to properly prosecute or defend the case; government agencies potentially interested have access to the records of offered licenses to determine actual interest; Congress receives reports on Department of the Army's position on particular bills for private relief. Information from this system of records may be disclosed to law students participating in a volunteer legal support program approved by the Judge Advocate General of the Army. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders. Retrievability: By individual's surname. Safeguards: Records are accessible only by authorized personnel who are properly instructed in the permissible use of information therein. Retention and disposal: Destroyed after 25, 30, or 35 years depending on the specific case. System manager(s) and address: The Judge Advocate General, Headquarters, Department of the Army, Washington, DC 20310-2200. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Judge Advocate General, Headquarters, Department of the Army, Washington, DC 20310-2200. Individual should provide full name, current address and telephone number, case number that appeared on documentation, any other information that will assist in locating pertinent records, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Judge Advocate General, Headquarters, Department of the Army, Washington, DC 20310-2200. Individual should provide full name, current address and telephone number, case number that appeared on documentation, any other information that will assist in locating pertinent records, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, the Army organizational element interested in the copyrighted material or offered license, employment records, pertinent government patent files, Department of Justice and/or the government agencies involved in the claims or litigation. Exemptions claimed for the system: None. A0030AMC System name: Food Taste Test Panel Files. System location: U.S. Army Natick Research, Development and Engineering Center, Natick, MA 01760-5020. Categories of individuals covered by the system: Civilian and military personnel who volunteer to participate in sensory taste tests of food items. Categories of records in the system: Questionnaire and locator documents completed by participants containing name, date, organization, business telephone number, sex, age, marital status, rank/grade, present/prior military service, highest educational level attained, section of country lived in the longest, willingness to test irradiated foods, food aversion/food preference data. Authority for maintenance of the system: 10 U.S.C. 3012. Purpose(s): To evaluate food rations under development by the Army; to determine acceptability of food items in consideration of purchase. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's 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: Computer paper printouts, cards, magnetic tapes and paper records in file folders. Retrievability: By participant's surname or assigned unique number. Safeguards: Records are stored in metal file cabinets which are locked when not under the control of authorized personnel. Buildings housing the records employ security guards. Retention and disposal: Records are destroyed when participant is no longer active in the program. System manager(s) and address: Office of the Chief Counsel, U.S. Army Soldier Systems Command, Natick, MA 01760-5035. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, U.S. Army Natick Research Development and Engineering Center, ATTN: AMSSC-NC, Science and Technology Directorate, Natick, MA 01760-5020. Individual should provide their full name and current address. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, U.S. Army Natick Research Development and Engineering Center, ATTN: AMSSC-NC, Science and Technology Directorate, Natick, MA 01760-5020. Individual should provide their full name and current address. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual. Exemptions claimed for the system: None. A0037-1DAPE System name: Resource Management and Cost Accounting Files. System location: Headquarters, Department of the Army, Staff and field operating agencies, major commands, installations and activities. 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: Military and civilian personnel assigned/attached to the organization. Categories of records in the system: Records by individual of man-hours applied to the accomplishment of assigned tasks or projects. Specific data elements include name, Social Security Number/employee identification number, organizational element, military rank/civilian grade, job title, clearance status, rating data, regular/overtime wage rates, regular/overtime hours worked, hours of leave taken, record of official travel, project code, accounting code and cost data, workload units accomplished, file references and related information and records control data. Authority for maintenance of the system: 5 U.S.C. 301; 10 U.S.C. 3013; and E.O. 9397. Purpose(s): To project manpower and monetary requirements; to allocate available resources to specific projects; to schedule workload and assess progress; to project future organizational milestones; to evaluate individual performance and equipment efficiency; to set standards and methods; to record and control personnel and equipment utilization; to document inventories; to interpolate training needed by unit or individual; to monitor use of overtime; to control and monitor obligations and expenditures of government funds; to provide audit trail; to generate statistical reports of workload and production levels and other trends within the organization; and to provide other accounting and monitoring reports. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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: Punch cards, magnetic tapes, cards, discs, microform, microfiche, computer printouts and paper records. Retrievability: By individual's name, Social Security Number, or employee identification number. Information may also be accessed by a non- personal data element such as project code, cost accounting code, or organizational element. Safeguards: Automated systems employ computer hardware/software safeguard features. All records are maintained in controlled areas, within buildings/rooms which are secured during non-duty hours. Personal information is accessed only by individuals who have need therefor in their official duties. Retention and disposal: Magnetic media are erased after 1 year; manual records are destroyed after 1 year by pulping, tearing, or shredding. System manager(s) and address: The Deputy Chief of Staff for Personnel, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-4000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the agency head/installation commander of the Department of the Army organization to which they are (or were) assigned/ employed. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. Individual should provide the full name, Social Security Number, office believed to have the record, time frame, and other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the agency head/installation commander of the Department of the Army organization to which they are (or were) assigned/employed. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. Individual should provide the full name, Social Security Number, office believed to have the record, time frame, and other information verifiable from the record itself. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations by the individual concerned are published in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Employee time cards; organization manpower rosters; individual personnel and training records; production records; travel orders; unit inventory records; and other relevant Army documents and reports. Exemptions claimed for the system: None. A0037-1 MTMC System name: Defense Travel System (DTS). System location: TRW Systems and Information Technology Group, 12900 Federal Systems Park Drive, FPI/6133, Fairfax, VA 22033-4411. Archived/Management Information System travel records are located at the Defense Manpower Data Center, DoD Center, Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771. Categories of individuals covered by the system: DoD civilian personnel, military active duty personnel, Military Reserve personnel, and Army and Air National Guard personnel; and other individuals that travel on DoD travel orders. Categories of records covered by the system: Records located at TRW consist of the traveler's name, traveler's initial travel arrangements, trip record number, traveler's Social Security Number, home address, government credit card account numbers, traveler's personal checking and/or saving account numbers, travel itinerary, estimation of cost of trip, commitment of travel funds, actual payment of travel funds, and supporting documentation. Archived/Management Information System records consist of completed trip records, record number, traveler's name, Social Security Number, authorized arrangements and cost, reimbursement claim, the actual costs of lodging, meals and modes of transportation used, actual arrival/departure times, and approved payment. Authority for maintenance of the system: 5 U.S.C Chapter 57, Travel, Transportation, and Subsistence; 10 U.S.C. 135, Under Secretary of Defense (Comptroller); 10 U.S.C 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 8013, Secretary of the Air Force; DoD Directives 7000.14-R; and E.O. 9397 (SSN). Purpose(s): To provide a DoD-wide travel management process which will cover all official travel, from pre-travel arrangements to post-travel payments, to include the processing of official travel requests for DoD personnel, and other individuals who travel pursuant to DoD travel orders; to provide for the reimbursement of travel expenses incurred by individuals while traveling on official business; and to create a tracking system whereby DoD can monitor the authorization, obligation, and payment for such travel. To establish a repository of archived/Management Information System (MIS) travel records which can be used to satisfy reporting requirements; to assist in the planning, budgeting, and allocation of resources for future DoD travel; to conduct oversight operations; to analyze travel, budgetary, or other trends; to detect fraud and abuse; and to respond to authorized internal and external requests for data relating to DoD official travel and travel related services. 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 Federal and private entities providing travel services for purposes of arranging transportation and lodging for those individuals authorized to travel at government expense on official business. The `Blanket Routine Uses' set forth at the beginning of the Army's 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: The records are maintained on electronic storage media. Retrievability: Information is retrieved by the traveler's name and/or Social Security Number. Safeguards: Computerized records that are maintained in a controlled area are accessible only to authorized personnel. Physical entry is restricted by the use of locks, guards, and administrative procedures. Physical and electronic access is restricted to designated individuals having need therefor in the performance of official duties. Password control and the use of digital signatures are maintained in accordance with industry user standards. Retention and disposal: Records maintained at TRW - disposition pending (until NARA disposition is approved, treat as permanent). Records maintained at DMDC - disposition pending (until NARA disposition is approved, treat as permanent). System manager(s) and address: Project Manager, Project Management Office, Defense Travel System, 1745 Jefferson Davis Highway, Suite 100, Arlington, VA 22202- 3402. For archived/Management Information System Records: Deputy Director, Defense Manpower Data Center, 400 Gigling Road, Seaside, CA 93955-6771. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to Headquarters, Military Traffic Management Command, ATTN: MTIM-IP (Privacy Act Officer), 5611 Columbia Pike, Falls Church, VA 22041-5050. Individual should provide full name, Social Security Number, and office or organization where assigned when trip was taken. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to Headquarters, Military Traffic Management Command, ATTN: MTIM-IP (Privacy Act Officer), 5611 Columbia Pike, Falls Church, VA 22041- 5050. Individual should provide full name, Social Security Number, and office or organization where assigned when trip was taken. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From individuals and related travel voucher documents. Exemptions claimed for the system: None. A0037-2-1CE System name: Corps of Engineers Management Information System Files. System location: Finance and accounting offices in Corps of Engineers Division and District Offices; addresses may be obtained from the Chief of Engineers, Headquarters, Department of the Army, ATTN: CERM-F, Washington, DC 20314-1000. Categories of individuals covered by the system: Civilians and military employees of the Corps of Engineers located at Division and District Offices. Categories of records in the system: Employees name, Social Security Number, pay rate, employing office, organizational location, cost codes, functional designator funds, coverage under Fair Labor Standards Act, travel advance record, and similar information. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): To compute employee labor and travel costs charged to the job worked on in the management of financial expenditures. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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: Computer magnetic tape and printouts; microfilm. Retrievability: By Social Security Number. Safeguards: Computers in which system information resides are located in locked rooms which are accessible only to authorized persons possessing a special badge or password. Microfilm produced by contract with vendors is maintained by the contractor under lock and key. Retention and disposal: Cost data as input documents and voucher output listings comprising employee labor and travel costs, and audit trail tapes of valid transactions, are destroyed after 6 years and 3 months; punched cards which process these data are destroyed upon completion of audit by General Accounting Office. Internal/external output files containing these data are destroyed after 30 years. Utility files (output reports for maintaining and controlling transactions) are destroyed after 5 years. Magnetic tape data base containing transactions results processed by the update programs are retained for 30 years. Computer printouts and magnetic tapes are retained on microfilm. Records prior to July 2, 1975 are destroyed after 10 years and 3 months; those on/after July 2, 1975 are December 2, 1975 are destroyed after 6 years and 3 months. System manager(s) and address: Chief of Engineers, Headquarters, Department of the Army, Washington, DC 20314-1000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the servicing Comptroller office within the Corps of Engineers, District/Division. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the servicing Comptroller office within the Corps of Engineers, District/ Division. Individuals must provide his/her full name, and Social Security Number. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; official Army records and reports. Exemptions claimed for the system: None. A0037-103cSAFM System name: Validation Files. System location: U.S. Army Finance and Accounting Center, Indianapolis, IN 46249- 0601. Categories of individuals covered by the system: Any Army military member or Department of Army civilian or former military member or individual suspected of fraud or improper payment. Categories of records in the system: Reports of copies of vouchers/orders/notices of exception/ military pay orders/certificates of dependency, sworn statements, and correspondence between the Comptroller of the Army, U.S. General Accounting Office, Department of the Army staff agencies, U.S. Army Criminal Investigation Command, and/or other governmental agencies. Authority for maintenance of the system: 44 U.S.C. 3101. Purpose(s): To obtain data for determining propriety and validity of Army financial transactions. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders. Retrievability: By individual's surname. Safeguards: Building employs security guards. Records are maintained in areas accessible only to authorized personnel having official need therefor. Retention and disposal: Records are destroyed after 3 years. System manager(s) and address: Commander, U.S. Army Finance and Accounting Center, Indianapolis, IN 46249-0601. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Finance and Accounting Center, Indianapolis, IN 46249-0601. Individuals should furnish their full name, Social Security Number, current address and telephone number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Army Finance and Accounting Center, Indianapolis, IN 46249-0601. Individuals should furnish their full name, Social Security Number, current address and telephone number. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Federal Bureau of Investigation, Criminal Investigation Detachments, finance officers, Provost Marshals and individuals. Exemptions claimed for the system: None. A0037-103dSAFM System name: Conversion Files. System location: U.S. Army Finance and Accounting Center, Indianapolis, IN 46249- 0601. Categories of individuals covered by the system: Active and former members of the Armed Services and civilians who file military payment certificate (MPC) claims and/or foreign currency claims. Categories of records in the system: Individual's application for exchange of military payment certificates; letter request for exchange of MPC and foreign currency; military pay vouchers; substantiating documents such as receipts; and correspondence between the U.S. Army Finance and Accounting Center and claimant, and other Army and Government agencies. Authority for maintenance of the system: 10 U.S.C. 3012. Purpose(s): To evaluate claim and, if approved, issue Treasury check to claimant. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders. Retrievability: By claimant's surname. Safeguards: Building employs security guards. Records are maintained in areas accessible only to authorized personnel having official need therefor in the performance of their duties. Retention and disposal: Records are destroyed 10 years after final action on claim. System manager(s) and address: Commander, U.S. Army Finance and Accounting Center, Indianapolis, IN 46249-0601. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Finance and Accounting Center, Indianapolis, IN 46249-0601. Individuals should furnish their full name, Social Security Number, current address and telephone number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Army Finance and Accounting Center, Indianapolis, IN 46249-0601. Individuals should furnish their full name, Social Security Number, current address and telephone number. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; Government agencies, records and reports. Exemptions claimed for the system: None. A0037-104-3 USMA System name: USMA Cadet Account System. System location: U.S. Military Academy, West Point, NY 10996--1783. Categories of individuals covered by the system: Members of the U.S. Corps of Cadets, U.S. Military Academy. Categories of records in the system: Monthly deposit listings of Corps of Cadets members showing entitlements and activities pertaining to funds held in trust by the USMA Treasurer. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of Army; 10 U.S.C. 4340 and 4350; Title 7 of the General Accounting Office Policy and Procedures Manual for Guidance of Federal Agencies; and E.O. 9397 (SSN). Purpose(s): To compute debits and credits posted against cadet account balances. Debits include charges to the cadet account for uniforms, textbooks, computers and related supplies, academic supplies, various fees, etc.; credits include advance pay, monthly deposits from payroll, scholarships, initial deposits, interest accumulated on cadet account balances, and individual deposits. All funds are held in trust by the Treasurer, USMA. 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 Internal Revenue Service to report taxable earnings and taxes withheld and other taxable data. The Blanket Routine Uses set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. 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 (15 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); 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: Electronically on computers and microfiche. Retrievability: By Cadet's account number, surname or Social Security Number. Safeguards: Records are maintained in office areas which are secured and accessible only to personnel who have need therefor in the performance of official duties. User ID and password protect automated system. The physical system is accessible only to authorized personnel. Retention and disposal: Financial statements and schedules, both fiche and automated data, will be retained for a period of at least 6 years and 3 months. This information is not archived but destroyed by shedding/erasure. System manager(s) and address: Superintendent, U.S. Military Academy, ATTN: USMA Treasurer, West Point, NY 10996-1783. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Superintendent, U.S. Military Academy, ATTN: USMA Treasurer, West Point, NY 10996-1783. Individual should provide full name, cadet account number, Social Security Number, graduating class year, current address and telephone number, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Superintendent, U.S. Military Academy, ATTN: USMA Treasurer, West Point, NY 10996-1783. Individual should provide full name, cadet account number, Social Security Number, graduating class year, current address and telephone number, and signature. Personal visits may be made to the Treasurer, U.S. Military Academy; individual must provide acceptable identification such as valid driver's license and information that can be verified with his/ her payroll. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Department of Army, Department of the Treasurer, financial institutions and insurance companies. Exemptions claimed for the system: None. A0037-202SAFM System name: FHA Mortgage Payment Insurance Files. System location: U.S. Army Finance and Accounting Center, Indianapolis, IN 46249- 0601. Categories of individuals covered by the system: Any Army military member with more than 2 years of active duty service who applies for an FHA loan. Categories of records in the system: Individual's application, certificate of eligibility, record of payments, notices of termination of eligibility, and correspondence with FHA and other Government offices. Authority for maintenance of the system: 44 U.S.C. 3101. Purpose(s): To determine the amount of insurance payments and to control authorized payments. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices apply to this system. 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 (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders. Retrievability: By Army member's surname. Safeguards: Building employs security guards. Records are maintained in areas accessible only to authorized persons having official need therefor in the performance of their duties. Retention and disposal: Records are destroyed 10 years after final separation of the individual from the Army. System manager(s) and address: Commander, U.S. Army Finance and Accounting Center, Indianapolis, IN 46249-0601. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Finance and Accounting Center, Indianapolis, IN 46249-0601. Individuals should furnish their full name, Social Security Number, current address and telephone number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Army Finance and Accounting Center, Indianapolis, IN 46249-0601. Individuals should furnish their full name, Social Security Number, current address and telephone number. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the applicant, his/her commanding officer, FHA, and other government records. Exemptions claimed for the system: None. A0040 DASG System name: Medical Facility Administration Records. System location: Medical centers, hospitals, and health clinics. 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: Individuals who are authorized to use services of an Army medical facility. Categories of records in the system: Information in this system generally relates to administration at a medical facility, as opposed to an individual's health/care. Typically, records comprise scheduling of appointments, medical history data used to locate medical records, individual's name, Social Security Number, birth, death, accountability of patients (e.g., bad charts; transfer, leave requests, etc.); receipts for patients' personal property, prescriptions for medications, eyeglasses, hearing aids, prosthetic devices, diet/special nourishment plans, blood donor records, charges, receipts and accounting, documents of payments for medical/dental services; register number assigned; Social Security Number, and similar records/reports. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 3013; and E.O. 9397 (SSN). Purpose(s): To locate medical records and personnel, schedule appointments; provide research and statistical data. To enhance efficient management practices and effective patient administration. 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: Birth records are disclosed to states' Bureau of Vital Statistics and overseas birth records are disclosed to the Department of State to provide the official certificates of birth. Birth records may also be used for statistical purposes. Death records are disclosed to federal, state and private sector authorities to provide the official certificates of death. Death records may also be used for statistical purposes. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Cards; paper records in file holders or other computerized or machine readable media. Retrievability: By individual's surname or Social Security Number. Safeguards: Records are maintained within secured buildings in areas accessible only to persons having official need therefor who are properly trained and screened. Automated segments are protected by controlled system passwords governing access to data. Retention and disposal: Nominal index files, including register numbers assigned, are destroyed after 20 years. Records of transient value (e.g., issuance of spectacles/prosthetics, diet/food plan, etc.) are destroyed within 3 months of patient's release. Other records have varying periods of retention: Record of birth/death 2 years; patient accountability (admission/discharge) 5 years; blood donor 5 years or when no longer needed for medical/legal reasons whichever is longer; record of patient's personal property 3 years. System manager(s) and address: Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Patient Administrator at the medical facility where service/care was provided. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. For verification purposes, individual should provide the full name, Social Security Number, details which will assist in locating record, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Patient Administrator at the medical facility where service/care was provided. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. For verification purposes, individual should provide the full name, Social Security Number, details which will assist in locating record, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; medical facility records and reports. Exemptions claimed for the system: None. A0040-1 DASG System name: Professional Consultant Control Files. System location: Office of the Surgeon General, Headquarters, Department of the Army; U.S. Army Medical Command; U.S. Army Medical Command, Europe; U.S. Army Medical Command, Korea. Official mailing addresses are published as an appendix to the Army's compilation of system of records notices. Categories of individuals covered by the system: Any individual who has been appointed as a professional consultant in the professional medical services. Categories of records in the system: Name, Social Security Number, address, curriculum vitae, appointment, duties, experience, compensation of appointed consultants. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C., Chapter 55, Medical and Dental Care; Army Regulation 40-1, Composition, Mission, and Function of The Army Medical Department; and E.O. 9397 (SSN). Purpose(s): To evaluate and appoint select individuals as professional consultants. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders. Retrievability: By name. Safeguards: Records are maintained in secured areas accessible only to authorized individuals having official need therefore in the performance of assigned duties. Retention and disposal: Records are destroyed 1 year after termination of consultant's appointment. System manager(s) and address: Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. For verification purposes, the individual should provide the full name, current address and telephone number, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. For verification purposes, the individual should provide the full name, current address and telephone number, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Army records and reports. Exemptions claimed for the system: None. A0040-3a DASG System name: Medical Review Files. System location: The Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. Categories of individuals covered by the system: Applicants and registrants who are being considered for Army service and whose medical fitness is questionable; Army members being considered for continuance in service, promotion, special assignment, or separation whose medical fitness is questioned either by the medical evaluating authority or by the individual. Categories of records in the system: Files contain documents relating to medical fitness of individuals for appointment, enlistment, retention in service, promotion, special assignment, or separation. Included are reports of medical examination and evaluation, psychological evaluation reports, and similar or related documents. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and 10 U.S.C., Chapter 55. Purpose(s): To evaluate medical fitness of marginally qualified personnel for Army program with strict regard to established medical standards. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders. Retrievability: By individual's name. Safeguards: Records are maintained in secured areas accessible only to designated personnel having official need therefor in the performance of assigned duties. Retention and disposal: Destroyed after 3 years. System manager(s) and address: Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. For verification purposes, the individual should provide the full name, place and date of medical examination, additional details that will facilitate locating the record, and signature. Record access procedures Individuals seeking access to information about themselves contained in this system should address written inquiries to Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. For verification purposes, the individual should provide the full name, place and date of medical examination, additional details that will facilitate locating the record, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From clinical records, health records, medical boards, civilian physicians, consultation reports, other Army records and reports. Exemptions claimed for the system. None. A0040-3b DASG System name: Medical Evaluation Files. System location: Primary location: Army Medical Department medical facilities convening a medical board. A segment exists at the U.S. Army Physical Evaluation Board and the U.S. Army Physical Disability Agency. Categories of individuals covered by the system: Army members whose medical fitness for continued service has been questioned either by the member or his/her commander. Categories of records in the system: Personal information concerning the member; certain codes of specific types of injuries for research study purposes; Department of Veterans Affairs Schedule for Rating Disability Diagnostic Codes; documents reflecting determination by an Army board of medical fitness for continued Army active service; board proceedings and related documents. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapters 55 and 61; and E.O. 9397 (SSN). Purpose(s): Records are used by Medical Boards to determine medical fitness for continued Army active service. They are used by the Physical Evaluation Board to review board findings when required and to determine if the individual should be discharged, temporarily or permanently retired for disability, or retained for active service. The U.S. Physical Disability Agency reviews determinations and dispositions, and responds to 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(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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders; magnetic diskettes. Retrievability: By individual's name. Safeguards: Records are maintained in areas accessible only to authorized personnel who are properly screened and trained. Operation of data processing equipment and magnetic tapes are limited strictly to authorized personnel. Computer has key lock and key is controlled. Magnetic diskettes are stored and controlled to ensure they do not result in unauthorized disclosure of personal information. Retention and disposal: Records of Medical Boards are retained for 5 years and then destroyed. Records of the U.S. Army Physical Evaluation Boards are retained for 2 years or until discontinued, whichever occurs first. Records at the U.S. Army Physical Disability Agency are retained for 5 years and then destroyed. Destruction of all records is by shredding. System manager(s) and address: Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. For verification purposes, the individual should provide the full name, Social Security Number, details which will assist in locating pertinent records, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. For verification purposes, the individual should provide the full name, Social Security Number, details which will assist in locating pertinent records, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; medical records and reports. Exemptions claimed for the system: None. A0040-3c DASG System name: Medical Regulating Files. System location: Primary location: The Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234- 6013. Segments exist at Army medical treatment facilities, evacuation units and medical regulating offices. Categories of individuals covered by the system: Any patient requiring transfer to another medical treatment facility who is reported to the Global Patient Movement Requirements Center by U.S. Government medical treatment facilities for designation of the receiving medical facility. Categories of records in the system: File contains information reported by the transferring medical treatment facility and includes, but is not limited to, patient identity, service affiliation and grade or status, sex, medical diagnosis, medical condition, special procedures or requirements needed, medical specialties required, administrative considerations, personal considerations, the patient's home town and/or duty station and other information having an impact on the transfer. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and 10 U.S.C. 3013, Secretary of the Army. Purpose(s): To properly determine the appropriate medical treatment facility to which the reported patient will be transferred; to notify the reporting U.S. Government medical treatment facility of the transfer destination; to notify the receiving medical treatment facility of the transfer; to notify evacuation units, medical regulating offices and other government offices for official reasons; to evaluate the effectiveness of reported information; to establish further the specific needs of the reported patient; for statistical purposes; and when required by law and official 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Note: Record of the identity, diagnosis, prognosis, or treatment of any client/patient, irrespective of whether or when he ceases to be a client/patient, maintained in connection with the performance of any alcohol or drug abuse prevention and treatment function conducted, regulated, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided therein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. This statute takes precedence over the Privacy Act of 1974, in regard to accessibility of such records except to the individual to whom the record pertains. The Army's `Blanket Routine Uses' do not apply to these types records. 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: By individual's name. Safeguards: Records are maintained in secured areas accessible only to authorized personnel who are properly screened and trained. Retention and disposal: Destroyed 1 year following the end of the calendar year in which the patient was reported to the Global Patient Movement Requirements Center System manager(s) and address: Chief, Patient Administration Division, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCHO-CL-P, Room G104, 2050 Worth Road, Fort Sam Houston, TX 78234-6013. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Chief, Patient Administration Division, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCHO-CL-P, Room G104, 2050 Worth Road, Fort Sam Houston, TX 78234-6013 or to the Patient Administrator at the medical treatment facility where service was provided. Individual should provide full name, rank or status and parent service, approximate date of transfer, medical treatment facility from which transferred, and current address and telephone number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to Chief, Patient Administration Division, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCHO-CL-P, Room G104, 2050 Worth Road, Fort Sam Houston, TX 78234-6013 or to the Patient Administrator at the medical treatment facility where service was provided. Individual should provide full name, rank or status and parent service, approximate date of transfer, medical treatment facility from which transferred, and current address and telephone number. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From transferring and receiving treatment facilities, medical regulating offices, evacuation offices, and other U.S. Government offices, agencies and commands relevant to the patient transfer. Exemptions claimed for the system: None. A0040-5 DASG System name: Occupational Health Records. System location: Army medical treatment facilities. Addresses may be obtained from the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. Categories of individuals covered by the system: Department of the Army employees; active duty military personnel and their dependents who are treated on an out-patient basis by medical treatment facilities for whom specific occupational health examinations have been requested. Categories of records in the system: Name, Social Security Number, date and place of birth, marital status, dates of medical surveillance tests and their results; documents reflecting the training, experience and certification to work within hazardous environments; external exposures to chemicals, radiation, physical stress, non-human primates, including personnel monitoring results, work area monitoring readings, and similar and related documents; personnel protective equipment and medical programs required to limit exposure to environmental safety and health hazards. Authority for maintenance of the system: 5 U.S.C. 7902; 29 U.S.C. 668; 29 CFR Chapter XVII, Occupational Safety and Health Standards; E.O.s 12223 and 12608; and E.O. 9397 (SSN). Purpose(s): To determine persons listed in the `Individual-Category' above, pursuant to appropriate preventive medicine programs; to ensure that employees are qualified to perform duties under environmental stress and that such stress is limited to lowest level practical. 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: Information may be disclosed to appropriate Government agencies whose responsibility falls within the above occupational health statutes. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records; magnetic tapes, discs, and printouts. Retrievability: By individual's name and/or Social Security Number. Safeguards: Access to all records is restricted to designated individuals whose official duties dictate need therefor. Information in automated media are further protected by storage in locked rooms. All individuals afforded access are given periodic orientations concerning sensitivity of personal information and requirement to prevent unauthorized disclosure. Retention and disposal: Personnel exposure files/monitoring data are retained 5 years after evaluation and recorded on permanent medical records. Records relating to individual's health are incorporated in the individual's medical record. System manager(s) and address: Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013, or to the Patient Administrator at the appropriate medical treatment facility. Individual must provide full name, Social Security Number, current address and telephone number, sufficient details to permit locating records, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013, or to the Patient Administrator at the appropriate medical treatment facility. Individual must provide full name, Social Security Number, current address and telephone number, sufficient details to permit locating records, and signature. Contesting record procedures: The Army's rules for accessing records, and for contesting contents and appealing initial determination are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From Army Medical records and reports. Exemptions claimed for the system: None. A0040-14 DASG System name: Radiation Exposure Records. System location: Army installations, activities, laboratories, etc., which use or store radiation producing devices or radioactive materials or equipment. An automated segment exists at Lexington Blue Grass Depot, KY 40511-5000. Categories of individuals covered by the system: Persons employed by the Army, including employees of contractors, who are occupationally exposed to radiation or radioactive materials. Categories of records in the system: Documents reflecting individual's training, experience, and certification to work within hazardous environments such as require the handling of or exposure to radioactive materials or equipment, exposure to radiation. Records may include DD Form 1852 (Dosimeter Application and Record of Occupational Radiation Exposure), DD Form 1141 (Dosimetry Record), DA Form 3484 (Photodosimetry Report), SF 11- 206, exposed dosimetry film; investigative reports of harmful chemical, biological, and radiological exposures; relevant management reports. Automated records contain data elements such as individual's name, Social Security Number, date of birth, film badge number, coded cross-reference to place of assignment at time of exposure, dates of exposure and radiation dose, cumulative exposure, type of measuring device, and coded cross-reference to qualifying data regarding exposure readings. Authority for maintenance of the system: 29 U.S.C. 668; U.S. Nuclear Regulatory Commission Regulation (10 CFR part 19); Department of Labor Regulation (29 CFR part 1910); and E.O. 9397 (SSN). Purpose(s): To ensure individual qualifications to handle radioactive materials and/or to work under management identified stressful conditions; to monitor, evaluate, and control the risks of individual exposure to ionizing radiation or radioactive materials by comparison of short and long term exposures; to conduct investigations of occupational health hazards and relevant management studies; to determine safety standards. 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: Information from this system of records may be disclosed to Federal agencies, academic institutions, and non-governmental agencies such as the National Council on Radiation Protection and Measurement, and the National Research Council which are authorized to conduct research, evaluation, and monitorship. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Papers in file folders, film packets, magnetic/tapes/discs. Retrievability: By individual's name and/or Social Security Number. Safeguards: Access to all records is restricted to designated individuals having official need therefor in the performance of assigned duties. In addition, access to automated records is controlled by Card Key System, which requires positive identification and authorization. Retention and disposal: Personnel dosimetry and bioassay records are permanent. Investigative reports of harmful chemical, biological, and radiological exposures are retained for 30 years. Processed film showing individual exposure is retained 5 years after evaluation and recorded on permanent records. Medical test results are transferred to military members medical records or, in the case of civilians, to their civilian personnel records on reassignments, transfer, or separation. System manager(s) and address: Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. Individual must furnish full name, Social Security Number, dates and locations at which exposed to radiation or radioactive materials, etc., and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. Individual must furnish full name, Social Security Number, dates and locations at which exposed to radiation or radioactive materials, etc., and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, dosimetry film, Army and/or DoD records and reports. Exemptions claimed for the system: None. A0040-31a DASG System name: Pathology Consultation Record Files. System location: Armed Forces Institute of Pathology, Walter Reed Army Medical Center, Washington, DC 20307-5001. Categories of individuals covered by the system: Individuals treated in military or civilian medical facilities whose cases were reviewed on a consultative basis by members of the staff of the Armed Forces Institute of Pathology. Categories of records in the system: Documents, tissue blocks, microscopic slides, X-rays and photographs reflecting outpatient or inpatient treatment or observation of all individuals on whose cases consultation has been requested. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapter 55; and E.O. 9397 (SSN). Purpose(s): To ensure complete medical data are available to pathologist providing consultative diagnosis to requesting physician in order to improve quality of care provided to individuals; to provide a data base for education of medical personnel; to provide a data base for medical research and statistical purposes and when required by law or for official 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: Individual records may be released to referring physician, to physicians treating the individual, to qualified medical researchers and students, and to other Federal agencies and law enforcement personnel when requested for official purposes involving criminal prosecution, civil court action or regulatory orders. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records, X-rays, photographs in paper file folders, microfiche, magnetic tape, printout; tissue blocks in appropriate storage containers; and microscopic slides in cardboard file folders. Retrievability: By last name or terminal digit number (Social Security Number) or accession number assigned when case is received for consultation. Safeguards: Access to the Armed Forces Institute of Pathology is controlled. Records are maintained in areas accessible only to authorized personnel who are properly screened and trained. Retention and disposal: Retained as long as case material has value for medical research or education. Individual cases are reviewed periodically and materials no longer of value to the Institute are destroyed. System manager(s) and address: Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Patient Records and Tissue Repository Division, Armed Forces Institute of Pathology, Walter Reed Army Medical Center, Washington, DC 20307-5001. Requesting individual must submit full name, name, Social Security Number or service number of military sponsor and branch of military service, if applicable, or accession number assigned by the Armed Forces Institute of Pathology, if known. For requests made in person, identification such as military ID card or valid driver's license is required. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Patient Records and Tissue Repository Division, Armed Forces Institute of Pathology, Walter Reed Army medical Center, Washington, DC 20307-5001. Requesting individual must submit full name, name, Social Security Number or service number of military sponsor and branch of military service, if applicable, or accession number assigned by the Armed Forces Institute of Pathology, if known. For requests made in person, identification such as military ID card or valid driver's license is required. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Interview, diagnostic test, other available administrative or medical records obtained from civilian or military sources. Exemptions claimed for the system: None. A0040-31b DASG System name: Research and Experimental Case Files. System location: U.S. Army Medical Research Institute of Chemical Defense, Aberdeen Proving Ground, MD 21010-5425. Individual research/test/medical documents (paper records) are contained in individual's health record which, for reserve and retired military members, is at the U.S. Army Reserve Components Personnel and Administration Center, St. Louis, MO; for other separated military members, is at the National Personnel Records Center, 9700 Page Boulevard, St. Louis, MO 63132-5200; for military members on active duty, is at the servicing medical facility/center; for civilians (both Federal employees and prisoners) is in a special file at the National Personnel Records Center. As paper records are converted to microfiche, the original (silver halide) and 1 copy of the microfiche will be located at the Washington National Records Center; 1 copy will be located at Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013; 1 copy will reside with the Army contractor-the National Academy of Sciences; and 1 copy retained at the U.S. Army Medical Research Institute of Chemical Defense. Historical 16mm film and audio visual tapes are at Norton Air Force Base, CA. Categories of individuals covered by the system: Volunteers (military members, Federal civilian employees, state prisoners) who participated in Army tests of potential chemical agents and/or antidotes from the early 1950's until the program ended in 1975. Categories of records in the system: Individual pre-test physical examination records and test records of performance and biomedical parameters measured during and after test exposure. Authority for maintenance of the system: 10 U.S.C. 3013; Pub.L. 103-160; and E.O. 9397 (SSN). Purpose(s): To follow up on individuals who voluntarily participated in Army chemical/biological agent research projects for the purpose of assessing risks/hazards to them, and for retrospective medical/ scientific evaluation and future scientific and legal significance. 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: Information may be disclosed to the Department of Veterans Affairs in connection with benefits determinations. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in individual's medical file folders; see `system location' above for storage of microfiche, computer magnetic tapes and paper printouts, video tapes and 16mm film. Retrievability: Paper records in individual's health record are retrieved by surname and/or service number/Social Security Number. Microfiche are retrieved by individual's surname. Film/video tape is accessed by case number and/or volunteer's number. Automated records are accessed by volunteer's number or case number. Safeguards: Paper records and microfiche are kept in locked rooms/ compartments with access limited to authorized personnel. Access to computerized data is by use of a valid site ID number assigned to the individual terminal and by a valid user ID and password code assigned to authorized user, changed periodically to avoid compromise. Data entry is on-line using a dial-up terminal. Computer files are controlled by keys known only to U.S. Army Medical Research Institute of chemical Defense personnel assigned to work on the data base. Data base output is available only to designated computer operators at the Institute. Computer facility has double barrier physical protection. The remote terminal is in a room which is locked when vacated and the building is secured when unoccupied. The contractor (National Academy of Sciences) employs equal safeguards which meet Army standards for Privacy Act data. Retention and disposal: Records stored in the computer and on microfiche are retained indefinitely at the sites identified under `system location'. Paper medical records in an individual's health record are retained permanently. System manager(s) and address: Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Medical Research Institute of Chemical Defense, Aberdeen Proving Ground, MD 21010-5425. Individual should provide full name, Social Security Number, current address and telephone number of the requester. For personal visits, the individual should be able to provide acceptable identification such as valid driver's license, employer or other individually identifying number, building pass, etc. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Army Medical Research Institute of Chemical Defense, Aberdeen Proving Ground, MD 21010-5425. Individual should provide full name, Social Security Number, current address and telephone number of the requester. For personal visits, the individual should be able to provide acceptable identification such as valid driver's license, employer or other individually identifying number, building pass, etc. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual through test/questionnaire forms completed at test location; from medical authorities/sources by evaluation of data collected previous to, during, and following tests while individual was in this research program. Exemptions claimed for the system: None. A0040-57a DASG System name: Armed Forces Repository of Specimen Samples for the Identification of Remains. System location: Armed Forces Repository of Specimen Samples for the Identification of Remains, Armed Forces Institute of Pathology, 16050 Industrial Drive, Gaithersburg, MD 20877-1414. Categories of individuals covered by the system: Department of Defense military personnel (active and reserve). Civilian family members of Department of Defense military personnel (active and reserve) who voluntarily provide specimens for DNA typing for purpose of identifying the human remains of family members. DoD civilian and contractor personnel deploying with the armed forces. Other individuals may also be included in this system when the Armed Forces Institute of Pathology (AFIP) is requested by Federal, state, local and foreign authorities to identify human remains. Categories of records in the system: Specimen collections from which a DNA typing can be obtained (oral swabs, blood and blood stains, bone, and tissue), and the DNA typing results. Accession number, specimen locator information, collection date, place of collection, individual's name, Social Security Number, right index fingerprint, signature, branch of service, sex, race and ethnic origin, address, place and date of birth, and relevant kindred information, past and present. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 131; 10 U.S.C. 3013, Secretary of Army; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 8013, Secretary of the Air Force; E.O. 9397 (SSN); Deputy Secretary of Defense memorandum dated December 16, 1991; and Assistant Secretary of Defense (Health Affairs) memoranda dated January 5, 1993, March 9, 1994, April 2, 1996, and October 11, 1996. Purpose(s): Information in this system of records will be used for the identification of human remains. The data collected and stored will not be analyzed until needed for the identification of human remains. 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 Federal, state, local and foreign authorities when the Armed Forces Institute of Pathology (AFIP) is requested to identify human remains. To a proper authority, as compelled by other applicable law, in a case in which all of the following conditions are present: (1) The responsible DoD official has received a proper judicial order or judicial authorization; (2) The specimen sample is needed for the investigation or prosecution of a crime punishable by one year or more of confinement; (3) No reasonable alternative means for obtaining a specimen for DNA profile analysis is available; and (4) The use is approved by the Assistant Secretary of Defense for Heath Affairs. The Army's `Blanket Routine Uses' do not apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored manually and electronically. Retrievability: By individual's surname, sponsor's Social Security Number, date of birth, and specimen reference or AFIP accession number. Safeguards: Access to the Armed Forces Institute of Pathology is controlled. Computerized records are maintained in controlled areas accessible only to authorized personnel. Entry to these areas is restricted to those personnel with a valid requirement and authorization to enter. All personnel whose duties require access to, or processing and maintenance of personnel information are trained in the proper safeguarding and use of the information. Any DNA typing information obtained will be handled as confidential medical information. Retention and disposal: Records are maintained 50 years and then destroyed by shredding or incineration. Statistical data used for research and educational projects are destroyed after end of project. Military personnel, their civilian family members, or others may request early destruction of their individual remains identification specimen samples following the conclusion of the donor's complete military service or other applicable relationship to DoD. For this purpose, complete military service is not limited to active duty service; it includes all service as a member of the Selected Reserves, Individual Ready Reserve, Standby Reserve or Retired Reserve. In the case of DoD civilians and contractor personnel, early destruction is allowed when the donor is no longer deployed by DoD in a geographic area which requires the maintenance of such samples. Upon receipt of such requests, the samples will be destroyed within 180 days, and notification of the destruction sent to the donor. Requests for early destruction may be sent to the Repository Administrator, Armed Forces Repository of Specimen Samples for the Identification of Remains, Armed Forces Institute of Pathology, Washington, DC 20306-6000. System manager(s) and address: Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Administrator, Repository and Research Services, ATTN: Armed Forces Repository of Specimen Samples for the Identification of Remains, Armed Forces Institute of Pathology, Walter Reed Army Medical Center, Washington, DC 20306-6000. Requesting individual must submit full name, Social Security Number and date of birth of military member and branch of military service, if applicable, or accession/reference number assigned by the Armed Forces Institute of Pathology, if known. For requests made in person, identification such as military ID card or valid driver's license is required. Record access procedures: Individuals seeking access to information about themselves or deceased family members contained in this system should address written inquiries to the Administrator, Repository and Research Services, ATTN: Armed Forces Repository of Specimen Samples for the Identification of Remains, Armed Forces Institute of Pathology, Armed Forces Institute of Pathology, Walter Reed Army Medical Center, Washington, DC 20306-6000. Requesting individual must submit full name, Social Security Number and date of birth of military member and branch of military service, if applicable, or accession/reference number assigned by the Armed Forces Institute of Pathology, if known. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Individual, family member, diagnostic test, other available administrative or medical records obtained from civilian or military sources. Exemptions claimed for the system: None. A0040-66a DASG System name: Medical Staff Credentials File. System location: Medical treatment facilities at Army commands, installations and activities. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Categories of individuals covered by the system: Individuals performing clinical practice in medical treatment facilities. Categories of records in the system: Documents reflecting delineation of clinical privileges and clinical performance and medical malpractice case files. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapter 55; and E.O. 9397 (SSN). Purpose(s): To determine and assess capability of practitioner's clinical practice. 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: In specific instances, clinical privileged information from this system of records may be provided to civilian and military medical facilities, Federation of State Medical Boards of the United States, State Licensure Authorities and other appropriate professional regulating bodies for use in assuring high quality health care. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders. Retrievability: By individual's surname. Safeguards: Records are maintained in areas accessible only to the medical treatment facility commander and credentials committee members. Retention and disposal: Records are retained in medical treatment facility of individual's last assignment. Records of military members are transferred to individual's Military Personnel Records Jacket upon separation or retirement. Records on civilian personnel are destroyed 5 years after employment terminates. Medical malpractice case files are destroyed after 10 years. System manager(s) and address: Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the commander of the medical treatment where practitioner provided clinical service. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. For verification purposes, the individual should provide the full name, Social Security Number, and signature. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the commander of the medical treatment where practitioner provided clinical service. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. For verification purposes, the individual should provide the full name, Social Security Number, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Interviewer, individual's application, medical audit results, other administrative or investigative records obtained from civilian or military sources. Exemptions claimed for the system: None. A0040-66b DASG System name: Health Care and Medical Treatment Record System. System location: Army Medical Department facilities and activities. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Categories of individuals covered by the system: Military members of the Armed Forces (both active and inactive); family members; civilian employees of the Department of Defense; members of the U.S. Coast Guard, Public Health Service, and National Oceanic and Atmospheric Agency; cadets and midshipmen of the military academies; employees of the American National Red Cross; and other categories of individuals who receive medical treatment at Army Medical Department facilities/activities. Categories of records in the system: Medical records (of a permanent nature) used to document health; psychological and mental hygiene consultation and evaluation; medical/dental care and treatment for any health or medical condition provided an eligible individual on an inpatient and/or outpatient status to include but not limited to: health; clinical (inpatient); outpatient; dental; consultation; and procurement and separation x- ray record files; and Human Immunodeficiency Virus (HIV) blood sampling results to identify Acquired Immune Deficiency Syndrome (AIDS); and Psychological Assessment and Selection Case records. Subsidiary medical records (of a temporary nature) are also maintained to support records relating to treatment/observation of individuals. Such records include but are not limited to: social work case files, inquiries/complaints about medical treatment or services rendered by the medical treatment facility, and patient treatment x- ray and index files. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 1071-1085, Medical and Dental Care; 50 U.S.C. Supplement IV, Appendix 454, as amended, Persons liable for training and service; 42 U.S.C. Chapter 117, Sections 11131-11152, Reporting of Information; 10 U.S.C. 1097a and 1097b TRICARE Prime and TRICARE Program; 10 U.S.C. 1079, Contracts for Medical Care for Spouses and Children; 10 U.S.C. 1079a, CHAMPUS; 10 U.S.C. 1086, Contracts for Health Benefits for Certain Members, Former Members, and Their Dependents; E.O. 9397 (SSN); DoD Instruction 6015.23, Delivery of Healthcare at Military Treatment Facilities (MTFs); DoD Directive 6040.37, Confidentiality of Medical Quality Assurance (QA) Records; DoD 6010.8-R, Civilian Health and Medical Program of the Uniformed Services (CHAMPUS); Army Regulation 40-66, Medical Record Administration and Health Care Documentation. Purpose(s): To provide health care and medical treatment of individuals; to establish tuberculosis/tumor/cancer/Human Immunodeficiency Virus (HIV) registries; for research studies; compilation of statistical data and management reports; to implement preventive medicine, dentistry, and communicable disease control programs; to adjudicate claims and determine benefits; to evaluate care rendered; determine professional certification and hospital accreditation; and determine medical and psychological suitability of persons for service or assignment. 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: Information may be disclosed to the Department of Veterans Affairs to adjudicate veterans' claims and provide medical care to Army members. National Research Council, National Academy of Sciences, National Institutes of Health, Armed Forces Institute of Pathology, and similar institutions for authorized health research in the interest of the Federal Government and the public. When not essential for longitudinal studies, patient identification data shall be eliminated from records used for research studies. Facilities/activities releasing such records shall maintain a list of all such research organizations and an accounting disclosure of records released thereto. To local and state government and agencies for compliance with local laws and regulations governing control of communicable diseases, preventive medicine and safety, child abuse, and other public health and welfare programs. Third party payers per 10 U.S.C. 1095 as amended by Pub. L. 99- 272, and guidance provided to the DoD health services by DoD Instruction 6015.23, for the purpose of collecting reasonable inpatient/outpatient hospital care costs incurred on behalf of retirees or dependents. To former DoD health care providers, who have been identified as being the subjects of potential reports to the National Practitioner Data Bank as a result of a payment having been made on their behalf by the U.S. Government in response to a malpractice claim or litigation, for purposes or providing the provider an opportunity, consistent with the requirements of DoD Instruction 6025.15 and Army Regulation 40-68, to provide any pertinent information and to comment on expert opinions, relating to the claim for which payment has been made. The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Note: Records of identity, diagnosis, prognosis, or treatment of any client/patient, irrespective of whether or when he/she ceases to be a client/patient, maintained in connection with the performance of any alcohol or drug abuse prevention and treatment function conducted, regulated, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided therein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. This statute takes precedence over the Privacy Act of 1974 in regard to accessibility of such records except to the individual to whom the record pertains. The DoD `Blanket Routine Uses' do not apply to these types of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders; visible card files; microfiche; cassettes; magnetic tapes/discs; computer printouts; x-ray film preservers. Retrievability: By patient or sponsor's surname or by sponsor's Social Security Number. Safeguards: Records are maintained in buildings which employ security guards and are accessed only by authorized personnel having an official need-to-know. Automated segments are protected by controlled system passwords governing access to data. Retention and disposal: Military health/dental and procurement/separation x-ray records are permanent. Clinical (inpatient), outpatient, dental and consultation record files for military members are destroyed after 50-75 years. All records (except the Military Health/Dental records) which are active while individual is on active duty, then retired with individual's Military Personnel Records Jacket and the procurement/ separation x-ray records which are forwarded to the National Personnel Records Center on an accumulation basis) are retained in an active file while treatment is provided and subsequently held for a period of 1 to 5 years following treatment before being retired to the National Personnel Records Center. Subsidiary medical records, of a temporary nature, are normally not retained long beyond termination of treatment; however, supporting documents determined to have significant documentation value to patient care and treatment are incorporated into the appropriate permanent record file. Until the National Archives and Records Administration approves the disposition of Psychological Assessment and Selection Case records, treat as permanent. System manager(s) and address: Commander, U.S. Army Medical Command, Suite 13, 2050 Worth Road, Fort Sam Houston, TX 78234-6010. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the medical facility where treatment was provided. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Red Cross employees may write to the Medical Officer, American National Red Cross, 1730 E Street, NW, Washington, DC 20006. For verification purposes, the individual should provide the full name, Social Security Number of sponsor, and current address and telephone number. Inquiry should include name of the hospital, year of treatment and any details which will assist in locating the records. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the medical facility where treatment was provided. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Red Cross employees may write to the Medical Officer, American National Red Cross, 1730 E Street, NW, Washington, DC 20006. For verification purposes, the individual should provide the full name, Social Security Number of sponsor, and current address and telephone number. Inquiry should include name of the hospital, year of treatment and any details which will assist in locating the records. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Subject individual, personal interviews and history statements from the individuals; abstracts or copies of pertinent medical records; examination records of intelligence, personality, achievement, and aptitude; reports from attending and previous physicians and other medical personnel regarding results of physical, dental, and mental examinations, treatment, evaluation, consultation, laboratory, x-ray and special studies and research conducted to provide health care and medical treatment; and similar or related documents. Exemptions claimed for the system: None. A0040-400 DASG System name: Entrance Medical Examination Files. System location: Army medical examining facilities; military entrance processing stations (for enlistees); Department of Defense Medical Review Board, U.S. Academy, CO 80840-2200 (except for reservists). Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Categories of individuals covered by the system: Individuals who enroll in the Reserve Officers Training Corps (nonscholarship) program, enlist or are appointed in the active or reserve units of the Armed Forces. Categories of records in the system: Entrance medical examination and resulting documentation such as SF 88, Report of Medical Examination, and SF 93, Report of Medical History, together with relevant and supporting documents. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C., Chapter 55; Army Regulation 601-270, Military Entrance Processing Station; and E.O. 9397 (SSN). Purpose(s): To determine medical acceptance of applicant for military service and thereafter to properly assign and use individual. Management data are derived from and used by Health Services Command to evaluate effectiveness of procurement medical standards. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders; selected management data are stored on word processing or magnetic discs and tapes. Retrievability: By individual's surname and Social Security Number. Safeguards: Records are maintained in secured buildings, accessible only to authorized personnel. Retention and disposal: Original SF 88 and SF 93 become permanent documents in individual's Health Record: 1 copy of these forms and supporting documentation is retained by the military entrance processing station examining facility for 2 years; 1 copy is forwarded to the Department of Defense Medical Review Board where it is retained until no longer needed then destroyed. Medical records on qualified applicants are retained for 2 years then destroyed. Records of individuals rejected for military service will be maintained until all requirements of Pub.L. 104-201 are met and until a records disposition is obtained from the National Archives and Records Administration. System manager(s) and address: Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the commander of the medical examining facility where physical examination was given. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. For verification purposes, the individual should provide their full name, Social Security Number, home address, approximate date of the examination, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the commander of the medical examining facility where physical examination was given. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. For verification purposes, the individual should provide their full name, Social Security Number, home address, approximate date of the examination, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; the physician and other medical personnel. Exemptions claimed for the system: None. A0040-407 DASG System name: Army Community Health Nursing Records - Family Records. System location: Army Medical Centers and hospitals. 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: Individuals eligible for Army military medical care. Categories of records in the system: Family Record Form (DA Form 3762) Case Referral Form (DA Form 3763); Medical diagnosis, observations, socioeconomic plans and goals for nursing care, summarization of consultations, and similar relevant documents and reports. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapter 55; and E.O. 9397 (SSN). Purpose(s): To identify family members who receive Army community health nursing care. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders retained in the Army Community Health Nursing Office; copy of DA Forms 3762 and 3763 is filed in individual's outpatient medical record. Retrievability: By surname of eligible military member or sponsor. Safeguards: Records are maintained in areas accessible only to authorized personnel having official need therefor. Facilities are locked during non-duty hours. Retention and disposal: Records are destroyed 3 years after case is closed. System manager(s) and address: Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Patient Administrator of the Army medical treatment facility which provided the health nursing care. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. For verification purposes, the individual should furnish the full name, Social Security Number, name and Social Security Number of sponsor, if applicable, relationship to military member, current address and telephone number, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Patient Administrator of the Army medical treatment facility which provided the health nursing care. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. For verification purposes, the individual should furnish the full name, Social Security Number, name and Social Security Number of sponsor, if applicable, relationship to military member, current address and telephone number, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, family members, other persons having information relevant to health of family members; educational institutions; civilian health, welfare, and recreational agencies; civilian law enforcement agencies. Exemptions claimed for the system: None. A0040-905 DASG System name: Defense Privately Owned Animal Record Files. System location: Medical facilities on DoD bases and installations where veterinary services are provided. Categories of individuals covered by the system: Persons who privately own animals which receive veterinary care on any DoD base or installation. Categories of records in the system: Name, Social Security Number, home address and telephone number of animal's owner; record of treatment of animal; and related information. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; DoD Directive 6015.5, Joint Use of Military Health and Medical Facilities and Service; Army Regulation 40-905, Veterinary Health Services; and E.O. 9397 (SSN). Purpose(s): To record registration, vaccination, and/or treatment of animals; to compile statistical data; and to identify animals registered with the Veterinary Treatment Facility. Used by veterinarians and health care authorities to identify the animal, verify ownership, record history, and to insure veterinary care, treatment and immunizations provided to animals of authorized owners is recorded; to compile statistical data; conduct research; teach; assist in law enforcement, to include investigation and litigation; and evaluate the care provided. 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: The information may be used to aid in preventive health and communicable disease control programs, report medical conditions required by law to Federal, state, and local agencies. The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders and electronic storage media. Retrievability: By name and Social Security Number of the animal's owner. Safeguards: Records are maintained in buildings which are locked when unattended and are accessed only by authorized personnel having an official need-to-know. Retention and disposal: Destroy upon death of the animal, transfer of owner, or 2 years after last entry in the record. System manager(s) and address: Chief Information Officer, Office of the Surgeon General, U.S. Army Medical Command, ATTN: MCIM, 2050 Worth Road, Suite 13, Fort Sam Houston, TX 78234-6013. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the veterinary facility at the installation where the animal was treated or euthanized. Animal owner should provide the full name, Social Security Number, home address and telephone number and the animal's rabies vaccination number. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the veterinary facility at the installation where the animal was treated or euthanized. Animal owner should provide the full name, Social Security Number, home address and telephone number and the animal's rabies vaccination number. Personal visits may be made to the veterinary facility where animal was treated. Owner must provide personal identification such as a valid military identification card or driver's license. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the animal owner, veterinarian reports, and similar or related documents. Exemptions claimed for the system: None. A0040-1HSC System name: Professional Personnel Information File. System location: Office of the Surgeon General, Headquarters, Department of the Army, 5109 Leesburg Pike, Falls Church, VA 22041-3258. Categories of individuals covered by the system: Practicing physicians, residents, psychologists, social workers, and pharmacists assigned or employed in medical treatment facilities operated by the Army Medical Department. Categories of records in the system: Files contain personal information provided to the various professional staff officers assigned to Department of the Army Surgeon General by practitioners assigned to medical treatment facilities. This includes personal data questionnaires, curricula, vitae, assignment preferences, personal correspondence, and other records pertaining to the professional qualifications and experience of personnel being monitored by the consultant. Authority for maintenance of the system: 10 U.S.C. 3013. Purpose(s): To establish and maintain familiarity with the locations, assignments, utilization, marital and family status, professional and military experience and qualifications, and assignment preferences of professional staff in medical treatment activities, and as an aid in monitoring the utilization of professional personnel and to assist in career management and assignment activities. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Clinical privileged information may be provided to civilian and military medical facilities, Federation of State Medical Boards of the United States, State Licensure Authorities and other appropriate professional regulating bodies. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders and on index cards. Retrievability: By last name of professional person. Safeguards: Records are stored in buildings protected by security guards; accessing records is restricted to designated individuals having need therefor in the performance of official duties. Retention and disposal: Records are destroyed within 1 year following termination of practitioner's assignment or employment. System manager(s) and address: Office of the Surgeon General, Headquarters, Department of the Army, 5109 Leesburg Pike, Falls Church, VA 22041-3258. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Surgeon General, Headquarters, Department of the Army, 5109 Leesburg Pike, Falls Church, VA 22041- 3258. For verification purposes, the individual should provide the full name, current address and telephone number, and signature. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to the Office of the Surgeon General, Headquarters, Department of the Army, 5109 Leesburg Pike, Falls Church, VA 22041-3258. For verification purposes, the individual should provide the full name, current address and telephone number, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are published in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Official Personnel Rosters, registers, and Army records and reports. Exemptions claimed for the system: None. A0055-355MTMC System name: Personal Property Movement and Storage Records. System location: Installation Transportation Offices and Joint Personal Property Shipping Offices, world-wide. Addresses may be obtained from the Commander, Headquarters, Military Traffic Management Command, Falls Church, VA 22041-5050. Categories of individuals covered by the system: Military members of the Army, Navy, Marine Corps, and Air Force: Civilian employees; dependents; personnel of other government agencies when sponsored by the Department of Defense. Categories of records in the system: Orders authorizing shipment/storage of personal property to include privately owned vehicles and house trailers/mobile homes; DD Form 1131 (Cash Collection Voucher), DD Form 1299 (Application for Shipment and/or Storage of Personal Property), DD Form 1384 (Transportation Control and Movement Document), DD Form 1797 (Personal Property Counseling Checklist), Standard Form 1203 (Government Bill of Lading), Storage contracts, and other related documents. Authority for maintenance of the system: 10 U.S.C. 3012 and E.O. 9397. Purpose(s): To arrange for the movement, storage and handling of personal property; to identify/trace lost or damaged shipments; to answer inquiries and monitor effectiveness of personal property traffic management functions. 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: Information may be disclosed to commercial carriers to identify ownership, verify delivery of shipment, support billing for services rendered, and justify claims for loss, damage, or theft. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders; microfilm; magnetic tapes and computer printouts. Retrievability: By individual's surname and Social Security Number. Safeguards: Information is maintained in secured areas, accessible only to authorized personnel having an official need-to-know. Automated segments are further protected by code numbers/passwords. Retention and disposal: Documents relating to packing, shipping and/or storing of household goods within continental United States are destroyed after 3 years; those relating to overseas areas are destroyed after 6 years. Documents regarding shipment of Privately owned vehicle/house trailers are destroyed after 2 years. Shipment discrepancy reports are destroyed after 2 years or when claim/investigation is settled, whichever is later. Administrative files reflecting queries and responses are retained for 2 years; then destroyed. System manager(s) and address: Commander, Headquarters, Military Traffic Management Command, Falls Church, VA 22041-5050. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Installation Transportation Office which processed the shipping/storage documents. Individuals should provide full name, Social Security Number, current address and telephone number, and any information which will assist in locating the records requested (e.g. type of shipment, origin, destination, date of application, etc.). Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Installation Transportation Office which processed the shipping/ storage documents. Individuals should provide full name, Social Security Number, current address and telephone number, and any information which will assist in locating the records requested (e.g. type of shipment, origin, destination, date of application, etc.). Contesting record procedures: The Army's rules for access to records and for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual whose personal property is shipped/stored; from the carrier/storage facility. Exemptions claimed for the system: None. A0055-355aDALO System name: Local Transportation Authorization and Use Files. System location: Army offices charged with responsibility for approving and issuing local transportation fare media to be used in the transaction of official Government business. Categories of individuals covered by the system: Any person required to use official local transportation in conducting official Government business with and around his/her designated duty stations. Categories of records in the system: Documents pertaining to the accounting for and issuance of local ferry tickets, commercial bus tokens, rail passes, toll bridge tickets, etc., for official travel of Government personnel. Authority for maintenance of the system: 10 U.S.C. 3012. Purpose(s): To account for issuance of tickets/tokens/fare passes for local official travel. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders; cards. Retrievability: By user's name or Social Security Number. Safeguards: Records are maintained in areas accessible only to authorized personnel. Retention and disposal: Destroyed after 3 years. System manager(s) and address: Deputy Chief of Staff for Logistics, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-0505. Notification procedure: Information can be obtained from the designated official responsible for issuing local transportation fare media. Record access procedures: Individuals may inquire of the designated official who dispenses local fare authorizations. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From individuals using tickets/tokens/passes for official travel. Exemptions claimed for the system: None. A0055-355bDALO System name: Individual Travel Files. System location: Travel offices at installations, major commands, and Army Staff Agencies. Categories of individuals covered by the system: Army military (active and reserve) and civilian personnel, U.S. Government personnel assigned to Army and other military installations, their dependents and bona fide members of individual's household, and U.S. personnel traveling under Army sponsorship, including contractors. Categories of records in the system: Documents pertaining to travel of persons on official Government business, and/or their dependents, including but not limited to travel assignment orders, authorized leave en route, availability of quarters and/or shipment of household goods and personal effects, application for passport/visas, the passport authorized travel, security clearance and relevant messages and correspondence. Records may also include clearances for official travel to or within certain foreign countries which may require military theater/area and/or Department of State authorization pursuant to DOD Directive 5000.7, or other established military requirement applying in overseas commands for personal unofficial travel in certain foreign countries. Authority for maintenance of the system: 10 U.S.C. 704 and 3012; Status of Forces Agreement or other similar international agreements binding on military forces. Purpose(s): To process official travel requests (and personal travel to restricted areas if in overseas commands) for military and civilian personnel; to determine eligibility of individual's dependents to travel; to obtain necessary clearances where foreign travel is involved, including assisting individual in applying for passports and visas and counseling where proposed travel involves visiting/ transiting communist countries. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information may be disclosed to attache' or law enforcement authorities of foreign countries; to U.S. Department of Justice or Department of Defense legal/intelligence/investigative agencies for security, investigative, intelligence, and/or counterintelligence operations. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders. Retrievability: By individual's surname. Safeguards: Records are maintained in areas accessible only to authorized persons who are properly screened, cleared, and trained. Buildings housing records are either located on controlled access post or otherwise secured when offices are closed. Retention and disposal: Records are retained for 2 years after which they are destroyed by shredding. System manager(s) and address: The Adjutant General, Headquarters, Department of the Army, 2461 Eisenhower Avenue, Alexandria, VA 22331-0470. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Administrative or Personal Services Office at the installation/major command at which travel request/clearance was initiated. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the appropriate decentralized record custodian. Individual should provide full name, grade/rank, signature, and details of travel authorization/clearance documents being accessed. Custodian of records may require notarized statement of identity. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual requesting travel authorization/clearance; Army records and reports. Exemptions claimed for the system: None. A0059-9 TRADOC System name: marine Qualification Records. System location: Director, Office of the Chief of Transportation, 705 Read Street, Room 12, Fort Eustis, VA 23604-5407. Categories of individuals covered by the system: Military and civilian employees of the army. Categories of records in the system: Marine Service Records (DA Form 3068-1), individual's request for examination, test results, character and suitability stastements, physical qualification reports; physical qualification reports, experience qualifications and evaluations, commander's recommendation, Marine Qualification Board recommendation and final action thereon, U.S. Army Marine Licenses (DA Forms 4309 and 4309-1), and similar relevant documents. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 600-88,Sea Duty; and E.O. 9397 (SSN). Purpose(s):T1 To evaluate and recommend appropriate action concerning the issuance, denial, suspension, or revocation of U.S. Army Marine Licenses; to award certification to individuals passing the marine qualification examination; to monitor test content and procedures to ensure that tests are valid and current; to award Special Qualification Identifiers to appointed Marine Qualification Field Examiners; to review marine casualty reports; incident reports, and investigations to re-evaluate qualifications of persons involved; and to maintain Marine Service Records. 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: The U.S. Goast guard, Department of Transportation may be furnished information concerning certification and licensing of individuals. The DoDBlanket Routine Uses set forth at the beginning of the Army's compilation of system of record notices apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Electronic storage medium, paper records in file folders and on microfiche. Retrievability: By individual's surname and Social Security Number. Safeguards: Records are maintained in locked file cabinets in a slecure building and are accessible only to authorized personnel in their official capacity. Retention and disposal: DA Form 3068-1 and related records are maintained for 40 years then destroyed. Registers are destroyed 40 years after the date of the last entry in the register. System manager(s) and address: Commander, U.S. Army Transportation Center, Privacy Act Officer, 667 Monroe Avenue, Fort Eustis, VA 23604-5040. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Office of the Chief Transportation, 705 Read Street, Room 12, Fort Eustis,VA 23604-5407. Individual should furnish name, Social Security Number, address and enough pertinent details that will facilitate locating the information. Request must be signed. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Office of the Chief Transportation, 705 Read Street, Room 12, Fort Eustis, VA 26304-6507. Individual should furnsih name, Social Security Number, address and enough pertinent details that will facilitate locating the information. Request must be signed. Contesting record procedures: The Army's rule for accessing records, and for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, military and civilian personnel records and reports, civilian maritime records, U.S. Coast Guard, commanders and vessel masters, and other appropriate sources able to furnsih relevant information. Exemptions claimed for the system: None. A0060-20 USFK System name: Ration Control/Blackmarket Monitoring Files. System location: U.S. Forces Korea/Eighth U.S. Army, ATTN: J1 Data Management APO AP 96205-0010. Beer sale control logs are maintained by Office of Provost Marshal, U.S. Forces Korea/Eighth U.S. Army. Categories of individuals covered by the system: All members of the U.S. Army in the Republic of Korea, their dependents, civilian employees, U.S. Embassy personnel, contract personnel, technical representatives, and individuals who are assigned to or under the judicial or administrative control of the U.S. Army; who make purchases of controlled items from authorized resale activities in Korea; those authorized duty-free privileges at Class VI stores, commissaries, retail outlets, shoppettes, car care centers, and gas stations located on U.S. facilities and installations within the Republic of Korea. Categories of records in the system: Individual's name, Social Security Number, passport number, citizenship, service component, dependency status, local address; sales slips and control sheets used in sale of controlled items by U.S. Forces; over spending/over purchase printouts produced by central computer facilities, and beer sale control logs. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army, Status of Forces Agreement between the United States of America and the Republic of Korea; and E.O. 9397 (SSN). Purpose(s): To assist commanders and U.S. Armed Forces investigative agents in monitoring purchases of controlled items; to produce ration control plates for authorized users; to maintain record of selected controlled item purchases at retail facilities and suspected violators of the system; and to comply with Joint Service black- market monitoring control policy, and Status of Forces Agreement with the Republic of Korea. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: An 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 provide information to the host country, required by the Status of Forces Agreement between the United States of America and the host country. The `Blanket Routine Uses' set forth at the beginning of the Army compilation of systems 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 records, magnetic tapes, microfiche, and floppy diskettes. Retrievability: By name and/or Social Security Number. Safeguards: Records are accessed only by authorized personnel having official need therefor. During off duty hours, the facility housing the records is secured by sound activated alarm. Retention and disposal: Destroy when no longer needed for current operations or when no longer needed to meet host country laws and regulations. System manager(s) and address: Commander, U.S. Forces, Korea, ATTN: FKJ1-DM, Unit 15237, APO AP 96205-0010 and Provost Marshal, U.S. Forces, Korea, Unit 15237, APO AP 96205-0010. Notification procedure: Individual's seeking access to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Forces, Korea. ATTN: FKJ1-DM, Unit 15237, APO AP 96205-0010. Individual's should provide their full name, Social Security Number, address, details concerning the expulsion or embar action, and signature. Record access procedures: Individual's seeking access to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Forces, Korea ATTN: FKJ1-DM, Unit 15237, APO AP 96205-0010. Individual's should provide their full name, Social Security Number, address, details concerning the expulsion or embar action, and 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, 32 CFR part 505; or may be obtained from the system manager. Record source categories: From individual's application for ration control privileges, recorded sales at retail outlets, and orders made through exchange catalog sales at U.S. facilities and installations within the Republic of Korea. Exemptions claimed for the system: None. A0065 TAPC System name: Postal and Mail Service System. System location: Postal facilities at Army headquarters offices, commands, and installations. 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: Persons designated as postal clerks; military and civilian personnel assigned/attached to Army installations who require mail handling service. Categories of records in the system: Designating Army postal clerks/NCO's/supervisors/orderlies (DD Form 285); locator cards (DA Form 3955) comprising a directory of individuals assigned, en route, and/or departing given installation, showing individual's full name, grade, current mailing address, date of assignment/detachment, and Social Security Number. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; DoD 4525.6-M, DoD Postal Manual; and E.O. 9397 (SSN). Purpose(s): To designate persons authorized to perform Army postal functions; to maintain current addresses of persons arriving/departing units for the purpose of handling personal mail. 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: Information may be disclosed to the U.S. Postal Service. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records, microfiche and electronic storage media. Retrievability: By individual's surname and/or Social Security Number. Safeguards: Records are located in secured buildings, accessible only to designated persons having an official need for the information. Electronic information is password controlled. Retention and disposal: Documents designating postal personnel are destroyed two years from the termination/revocation date of designation. Directory locator cards (DA Form 3955) are retained for 12 months after member's departure from unit and then destroyed. System manager(s) and address: Commander, U.S. Total Army Personnel Command, ATTN: TAPC-PDO-IP, Army Postal Officer, 200 Stovall Street, Alexandria, VA 22332-0474. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Installation Postal Director at the unit where assigned or employed. Individual should provide the full name, Social Security Number, current address, and signature to assist in locating the records. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Installation Postal Director at the unit where assigned or employed. Individual should provide the full name, Social Security Number, current address, and signature to assist in locating the records Personal visits may be made; individual must furnish proof of identity. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, unit commanders and Army postal officers. Exemptions claimed for the system: None. A0070 AMC System name: Resumes for Non-Government Technical Personnel. System location: U.S. Army Research Office, 4300 South Miami Blvd, Research Triangle Park, NC 27703-9142. Categories of individuals covered by the system: Resumes of candidates who can provide scientific and engineering discipline services to federal agencies, namely mathematics, physical science, and geosciences. Categories of records in the system: Individual's name, personal history resume, affiliations, area of expertise, Social Security Number, record of remuneration for services provided, and performance evaluations. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; DoD Directive 4205.2, Acquiring and Managing Contract Advisory Services; Army Regulation 5- 14, Management of Contracted Advisory and Assistance Services; and E.O. 9397 (SSN). Purpose(s): To provide a source of qualified scientists and technical personnel to solve scientific and technical problems for the Federal government. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in metal containers; magnetic discs, tapes. Retrievability: By candidate's surname. Safeguards: Records are maintained in areas accessible only to authorized, properly trained personnel who have official need therefor. Retention and disposal: Retained for life of the contract; destroyed by shredding when no longer needed. System manager(s) and address: Director, U.S. Army Research Office, 4300 South Miami Blvd, Research Triangle Park, NC 27703-9142. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Contracting Officer, U.S. Army Research Office, 4300 South Miami Boulevard, Research Triangle Park, NC 27703-9142. Individuals should provide his/her full name, current address and telephone number, position title, and current employer. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Contracting Officer, U.S. Army Research Office, 4300 South Miami Boulevard, Research Triangle Park, NC 27703-9142. Individuals should provide his/her full name, current address and telephone number, position title, and current employer. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual candidate. Exemptions claimed for the system: None. A0070-45 DASG System name: Medical Scientific Research Data Files. System location: Primary locations: U.S. Army Medical Research and Development Command, 504 Scott Street, Fort Detrick, MD 21701-5009. U.S. Army Chemical Research, Development, and Engineering Center, Aberdeen Proving Ground, MD 21010-5423; Secondary locations: Letterman Army Institute of Research, Presidio of San Francisco, CA 94129-6800; Walter Reed Army Institute of Research, Washington, DC 20307- 5104; U.S. Army Aeromedical Research Laboratory, Fort Rucker, AL 36362- 5000; U.S. Army Institute of Dental Research, Washington, DC 20307- 5300; U.S. Army Institute of Dental Research, Fort Sam Houston, TX 78234-6200; U.S. Army Medical Bioengineering Research and Development Laboratory, Fort Detrick, MD 21701-5010; U.S. Army Medical Research Institute of Chemical Defense, Aberdeen Proving Ground, MD 21010-5425; U.S. Army Medical Research Institute of Infectious Diseases, 1425 Porter Street, Fort Detrick, MD 21702-5011; U.S. Army Research Institute of Environmental Medicine, Natick, MA 01760-5007; and U.S. Army Research Institute of Infectious Diseases, 1425 Porter Street, Fort Detrick, MD 21702-5011. Categories of individuals covered by the system: Volunteers who participate in the Sandfly Fever (Clinical Research Data) studies at the U.S. Army Medical Research Institute of Infectious Diseases; individuals who participate in research sponsored by the U.S. Army Medical Research and Development Command and the U.S. Army Chemical Research, Developments, and Engineering Center; and individuals at Fort Detrick who have been immunized with a biological product or who fall under the Occupational Health and Safety Act or Radiologic Safety Program. Categories of records in the system: Participant's name, Social Security Number, age, race, date of birth, occupation, titers, body temperature, pulse, blood pressure, respiration, urinalysis, immunization, schedules, blood serology, amount of dosage, reaction to immunization radiologic agents, exposure level, health screening result, health test schedule, test protocols, challenge materials, inspection, after action reports, medical support plans, summaries of pre and post test physical exams parameter and other related documents. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C., Chapter 55, Medical and Dental Care; Army Regulation 70-25, Use of Volunteers as Subjects of Research; Army Regulation 70-45, Scientific and Technical Information Program; Occupational Safety and Health Administration Act of 1970; and E.O. 9397 (SSN). Purpose(s): To create a database of immunological or vaccinal data for research purposes. To answer inquiries and provide data on health issues of individuals who participated in research conducted or sponsored by U.S. Army Medical Research Institute of Infectious Diseases, U.S. Army Medical Research and Development Command, and U.S. Army Chemical Research, Development, and Engineering Center. To provide individual participants with newly acquired information that may impact their health. To maintain and manage scheduling of health screening tests immunizations, physicals, safety and immunogenicity and other special procedures for a given vaccine or biosurveillance program, radiologic safety program and occupational health safety program. 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 Department of Veteran Affairs to assist in making determinations relative to claims for service connected disabilities; and other such benefits. The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file cabinets and automated computer systems that are backed up daily. Retrievability: By individual's name and Social Security Number. Safeguards: Computerized and paper records are maintained in controlled areas. Access is restricted to authorized personnel only. Retention and disposal: Special Immunization System Records are permanent; Research Volunteer Registry records are maintained for 65 years then destroyed; and Clinical Research Data records are maintained until they have no further research value then destroyed. System manager(s) and address: Commander, U.S. Army Medical Research Institute of Infectious Diseases, 1425 Porter Street, Fort Detrick, MD 21702-5011 for special immunization records. Office of The Surgeon General, Headquarters, Department of Army, 5109 Leesburg Pike, Falls Church, VA 22041-3258 for all other records maintained in this system of records. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the appropriate system manager. For verification purposes the individual should provide full name, Social Security Number, military status or other information verifiable from the record itself. For personal visits, the individual should be able to provide acceptable identification such as valid driver's license, employer, or other individually identifying number, and building pass. Individual should provide his/her full name, address and telephone number, Social Security Number, date of birth, and any other personal data which would assist in identifying records pertaining to him/her. Record source categories: From quantitative data obtained from investigative staff, research/test results, individuals concerned, interviews, clinical laboratory results/reports, immunization results, records and other relevant tests. Contesting record procedures: The Army's rules for accessing records, and for contesting contents and appealing initial determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From quantitative data obtained from investigative staff and clinical laboratory reports. Exemptions claimed for the system: None. A0095-1a TRADOC System name: Individual Flight Records Folder. System location: The original record folder is maintained at the individual's unit of assignment. Upon transfer, the record folder is given to the individual to turn in at his/her new unit, except for personnel assigned to Fort Rucker. Individual flight records of personnel assigned to Fort Rucker are located at the Directorate of Plans, Training, Mobilization, and Security, Resident Training Management Division, Student Support Branch, Flight Records Section, Building 5700, Room 210, Fort Rucker, AL 36362-5000. Upon leaving the service, the folder is turned in with all other official military records (personnel, finance, medical, dental, etc.) at the Adjutant General transfer point. Individual flight records for contractor personnel are maintained by the designated Government Flight Representative at the contractor facility. Categories of individuals covered by the system: Army aviators who are members of the Active and Reserve Components and qualified and current in the aircraft to be flown; civilian employees of Government agencies and Government contractors who have appropriate certifications or ratings, flight surgeons or aeromedical physicians' assistants in aviation service, enlisted crew chief/crew members, aerial observers, personnel in non-operational aviation positions, and those restricted or prohibited by statute from taking part in aerial flights. Categories of records in the system: DA Forms 759 and 759-1 (Individual Flight and Flight Certificate Army (Sections I, II, and III)); DA Form 4186 (Medical Recommendations for Flying Duty), DD Form 1821 (Contractor Crewmember Record); Name, Social Security Number, home address, date of birth, security clearance data, education, waivers, qualifications, disqualifications, re-qualifications, training, proficiency, and experience data, medical and physiological data, approvals to operate Government aircraft, requests for approval or contractor flight crewmember and contractor qualification training, and similar relevant documents. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 95-20, Contractor Flight Operations; and E.O. 9397 (SSN). Purpose(s): To record the flying experience and qualifications data of each aviator, crew member, and flight surgeon in aviation service; and to monitor and manage individual contractor flight and ground personnel records. 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: Information may be disclosed to the Federal Aviation Agency and/ or the National Transportation Safety Board. The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of system of record notices apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders, notebooks, and selected data automated on computer tapes and discs for management purposes. Retrievability: By name, Social Security Number or Army Serial Number. Safeguards: Records are maintained in secure areas available only to designated persons having official need for the record. Automated systems employ computer hardware/software safeguard features and controls which meet the administrative, physical, and technical safeguards of Army Regulation 380-19, Information Systems Security. Retention and disposal: Active paper records are retained by the Flight Operations Facility until individual is transferred or separated. The records are transferred with the military personnel records jacket or civilian personnel folders, as appropriate. Upon separation or retirement of individual, the records are retired to the National Personnel Records Center (Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO 63118 and U.S. Army Personnel Center (Military Personnel Records), and U.S. Army Reserve Components Personnel and Administration Center (Reserve Personnel), 9700 Page Street, St. Louis, MO 63132-5200; retained for 20 years after date earliest document in the folder. Flight orders and Flight examinations are maintained until the end of the current calendar year for which they were conducted then destroyed 2 years and 1 year after the cutoff period of one year, respectively. Flight regulation violations are maintained until the case is closed then destroyed one year from the date of closure. Automated management information at system locations is retained until no longer needed for current operations. System manager(s) and address: Commander, U.S. Army Aviation Center, Privacy Act Officer, Fort Rucker, AL 36362-5000. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Flight Operations Section of their current unit or contractor facility. If assigned to Fort Rucker and not on active duty, send written inquiries to addresses listed under System location: or to the system manager. Individual should provide the full name, Social Security Number, details which will help locate the records, current address, and signature. Record access procedures: Individuals seeking access to records about themselves contained in this record system may visit or address written inquiries to the Flight Operations Section of their current unit or contractor facility. If assigned to Fort Rucker and not on active duty, send written inquiries to addresses listed under System location: or to the system manager. Individual should provide the full name, Social Security Number, details which will help locate the records, current address, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Federal Aviation Administration, flight surgeons, evaluation reports, proficiency and readiness tests, and other relevant records and reports. Exemptions claimed for the system: None. A0095-2dTRADOC-ATC System name: Air Traffic Controller/Maintenance Technician Records. System location: Primary system is at U.S. Army Aviation Center, Fort Rucker, AL 36362-5000. Segments are located at Army Air Traffic Control facilities at fixed Army airfields and other aviation units requiring Air Traffic Control personnel. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Categories of individuals covered by the system: Air Traffic Controllers and Air Traffic Control Maintenance Technicians employed by the Department of the Army. Categories of records in the system: Name, Social Security Number, Air Traffic Controller and Maintenance Technician qualifications and certifications, training and proficiency data and ratings, date assigned to current facility, and similar relevant documents. Authority for maintenance of the system: Federal Aviation Act of 1958, 49 U.S.C. 313, 601, 1354, and 1421; and E.O. 9397. Purpose(s): To determine proficiency of Air Traffic Controllers and Air Traffic Control Maintenance Technicians and the reliability of the Air Traffic Control system operations within the Department of the Army. 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: Information may be disclosed to the Federal Aviation Administration, the National Transportation Safety Board, and similar authorities in connection with aircraft accidents, incidents, or traffic violations. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of system of record notices also apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders and on cards. Selected data is automated on tapes and discs for management purposes. Retrievability: Manually by individual surname; automated records are retrieved by name, plus any numeric identifier such as date of birth, Social Security Number, or Army serial number. Safeguards: Records are maintained in secure areas available only to designated persons having official need for the record. Automated systems employ computer hardware/software safeguard features and controls which meet the administrative, physical, and technical safeguards of Army Regulation 380-19, Information Systems Security. Retention and disposal: Active paper records are retained by the Air Traffic Control facility until individual is transferred. The records are transferred with the military personnel records jacket or civilian personnel folders, as appropriate. Upon separation or retirement of individual, the records are retired to the National Personnel Records Center (Civilian Personnel Records), 111 Winnebago Street, St Louis, MO 63118 and U.S. Army Personnel Center, and U.S. Army Reserve Components Personnel and Administration Center, 9700 Page Boulevard, St Louis, MO 63132-5200; retained for 75 years after date of birth or 60 years after date of earliest document in the folder if date of birth cannot be ascertained. Automated management information at the primary location is retained until no longer needed for current operations. System manager(s) and address: Commander, U.S. Army Aviation Center, ATTN: ATZQ-IS (Privacy Act Officer), Fort Rucker, AL 36362-5000. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Air Traffic Control facility where assigned or to Commander, U.S. Army Aviation Center, ATTN: ATZQ-ATC-PM, Fort Rucker, AL 36362- 5000. Individual should provide the full name, Social Security Number, details which will facilitate locating the records, current address and signature. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Air Traffic Control facility where assigned or to Commander, U.S. Army Aviation Center, ATTN: ATZQ-ATC-PM, Fort Rucker, AL 36362-5000. Individual should provide the full name, Social Security Number, details which will help locate the records, current address, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, individual's supervisor, Army or Federal Aviation Administration physicians, Air Traffic Control Facility Personnel Status Reports (DA Form 3479-6-R), and Air Traffic Control Maintenance Personnel Certification Record. Exemptions claimed for the system: None. A0140DAJA System name: JAGC Reserve Components Officer Personnel Records. System location: JAGS-ZA, 600 Massey Street, Charlottesville, VA 22903-1781. Categories of individuals covered by the system: All Judge Advocate General Corps (JAGC) U.S. Army Reserve and National Guard officers, not serving on extended active duty; and officers seeking appointment, branch transfer, or Federal Recognition to the JAGC without concurrent call to active duty. Categories of records in the system: Individual's name, Social Security Number, application for appointment, active duty training, constructive credit, mobilization designee position, educational courses completed, home and business addresses and telephone numbers, grade, promotion eligibility date, primary military occupational specialty, date of birth, sex, basic date of mandatory removal, unit assignment and address, employer, job title, specialty and awards, correspondence between the Army and the individual. Authority for maintenance of the system: 10 U.S.C. 275(a); E.O. 9397. Purpose(s): To schedule Judge Advocate General Corps reserve officer training; select officers for reserve unit command positions; identify individual reservists in need of training; determine mandatory retirement dates; provide full background information on individuals applying for mobilization designee positions, constructive credit for training courses and/or active duty for training, to document background of applicants for appointment in the Judge Advocate General Corps or branch transfer consistent with prerequisites required for type of appointment/ branch transfer and to establish eligibility for appointment/branch transfer. Records are also used for management and statistical studies and reports. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders; magnetic tape/disc. Retrievability: By individual's surname, Social Security Number. Safeguards: All records are maintained in secured areas, accessible only to designated officials. Automated records require password for access. Retention and disposal: Records are retained until individual officer retires from the Reserves, held 2 additional years, and then destroyed. System manager(s) and address: The Judge Advocate General, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-2210. Notification procedure: Individuals wishing to know whether or not information on them exists in this system should inquire of the Director, Reserve Affairs Department at The Judge Advocate School, Charlottesville, VA 22903- 1781. Individual must provide his/her name, Social Security Number, sufficient details to permit locating pertinent records, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Reserve Affairs Department at The Judge Advocate School, Charlottesville, VA 22903-1781. Individual must provide his/her name, Social Security Number, sufficient details to permit locating pertinent records, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; official personnel documents. Exemptions claimed for the system: None. A0145-1 TRADOC System name: Army Reserve Officer's Training Corps (ROTC) and Financial Assistance Programs. System location: MCS, Incorporated, 10041 Polinski Road, Ivyland, PA 18974-9872; Headquarters, U.S. Army Reserve Officer's Training Corps Cadet Command, 56 Patch Road, Fort Monroe, VA 23651-5000; U.S. Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0400; offices of the Professor of Military Science at civilian institutions in ROTC regional offices; ROTC Cadet Battalions and Reserve Officers Training Corps Brigade Recruiting Teams and Reserve Officer's Training Corps Goldminer Teams. Official mailing addresses are published as an appendix to the Army's compilation of system of records notices. Categories of individuals covered by the system: Individuals who apply and are accepted into the Army ROTC program; potential enrollees in the Senior ROTC program; and individuals who desire to participate in the Army ROTC Financial Assistance (Scholarship Program). Categories of records in the system: Records include individual applications and/or prospect referrals for appointment which include such personal data as name, Social Security Number; sex, date and place of birth, citizenship; home address, telephone number; marital status, dependents, name of high school, high school graduation date, grade point average; Scholastic Assessment Test, American College Testing, preliminary Scholastic Assessment Testing scores; college admission status,; college(s) expected to attend, desired academic major(s); academic transcripts and certificates of education to prior military service information, training, college board scores and test results; medical examination, acceptance/declination, interview board results; financial assistance document awards, ROTC contract and evaluation from Professor of Military Science commanding officer; photographs, references; correspondence between the member and the Army of other Federal agencies, letters of recommendation, inquiries regarding applicant's selection or nonselection, letter of appointment in Active Army on completion of ROTC status; Security clearance documents, reports of Reserve Officer Training Corps Advanced, Ranger, or Basic Camp performance of applicant. Authority for maintenance of the system: 10 U.S.C. 2101-2111, Reserve Officer Training Corps, and 10 U.S.C. 3013, Secretary of the Army; Army Regulation 145-1, Senior Reserve Officer's Training Corps Program: Organization, Administration, and Training; Army Regulation 145-2, Junior Reserve Officer's Training Corps Program: Organization, Administration and Training, and E.O. 9397 (SSN). Purpose(s): To provide a central database of potential prospects for enrollment in the ROTC and the Senior Army ROTC program, provide training and commissioning of eligible cadets in active Army and to assist prospects by providing information concerning educational institutions having ROTC programs; scholarship information and applications, information on specialized programs such as Nursing, Green to Gold and historically Black Colleges and Universities and information regarding other Army enlistment, reserve or National Guard programs. System renders personnel management, recruitment management, information reports, and refers qualified prospects to a Professor of Military Science at or near their college(s) of choice, strength and manpower management accounting. Also administers the financial assistance program; renders the selection of recipients for 2, 3, and 4 year scholarships; monitor selectees performance (academic and ROTC) and also develop policies and procedures, compile statistics and render reports.' 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 Federal Aviation Administration to obtain a flight certification and/or licensing. To the Department of Veterans Affairs for member Group Life Insurance and/or other benefits. The DoD 'Blanket Routine Uses` set forth at the beginning of the Army's compilation of systems or records notices also apply to this system. 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 (15 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); 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: Electronic storage media and paper records in file folders in secured cabinets. Retrievability: By name, Social Security Number, address peculiar identification assigned or other characteristics of qualification or identity. Safeguards: Records maintained in secure area accessible only to authorized personnel in the performance of their duties. Automated records accessible only to authorized personnel with password capability. Retention and disposal: Cadet Command Form 139 is retained in the ROTC unit for 5 years after cadet leaves the institution or is disenrolled from the ROTC program. Following successful completion of ROTC and academic programs and appointment as a commissioned officer with initial assignment to active duty for training, copy of pages 1 and 2 are reproduced and sent to the commandant of individual's basic branch course school. Records of rejected ROTC applicants are destroyed. Other records mentioned in preceding paragraphs are immediately destroyed unless the records are for financial assistance which are retained for 1 year then destroyed or if they are not required to become part of individual's Military Personnel Records Jacket. ROTC QUEST records are retained for 3 years then destroyed. ROTC Scholarship application records are destroyed 1 year after graduation or disenrollment. System manager(s) and address: ROTC applicants and members: Commander, Fort Monroe, Information Management Officer, Building 256, Fort Monroe, VA 23651-5000. ROTC QUEST referral applicants: Commander, Fort Monroe, Marketing Directorate, Building 57, Fort Monroe, VA 23651-5000. ROTC financial assistance application files: Commander, Fort Monroe, Resource Management Officer, Building 256, Fort Monroe, VA 23651-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Reserve Officers Training Corps Cadet Command, Building 56, Port Monroe, VA 23651-5000 for records on the ROTC Financial Assistance (Scholarship) Application File and ROTC Applicant/Member Records; or to the Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0400 for ROTC Applicant/Member Records; or to the Commander, U.S. Army ROTC Cadet Command, Marketing Directorate, Building 57, Fort Monroe, VA 23651-5000 for ROTC QUEST Referral System records. Individuals should provide their full name, current address, telephone number and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Army Reserve Officers Training Corps Cadet Command, Building 56, Fort Monroe, VA 23651-5000; or to the Commander, U.S. Total Personnel Command, 200 Stovall Street, Alexandria, VA 22332- 0400 for ROTC Applicant/Member Records; or to the Commander, U.S. Army ROTC Cadet Command, Marketing Directorate, Building 57, Fort Monroe, VA 23651-5000 for ROTC QUEST Referral System records. Individuals should provide their full name, current address telephone number and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager or the Commander, U.S. Army ROTC Cadet Command, Marketing Directorate, Building 57, Fort Monroe, VA 23651-5000. Record source categories: Source categories can be used for all areas covered in this system, however, the retrieval of this information is limited only to specific areas of interest and specialty: Prospects include the Army ROTC toll-free telephone number, magazines, newspapers, poster advertising coupons, mail-back reply cards, letters, walk-ins, referrals from parents, relatives, civilian educational institutions and staff, friends, associates, college registrars, dormitory directors, national testing organizations, honor societies, boys' clubs, boy scout organizations, Future Farmers of America minority and civil rights organizations, fraternity and church organizations; neighborhood youth centers, YMCA, YWCA, social clubs, athletic clubs, boys state/girls state/scholarship organizations, U.S. Army Recruiting Command, Military Academy Liaison officers, West point non-select listing, previous employers, trade organizations, military service, and other organizations and commands comprising the Department of Defense, Army records addressing entitlement status, medical examination and treatment, security determination and attendance and training information while ROTC cadet. Exemptions claimed for the system: None. A0145-2TRADOC System name: Junior ROTC/NDCC Instructor Files. System location: U.S. Army Reserve Officers Training Corps Cadet Command, Fort Monroe, VA 23651-5000. Categories of individuals covered by the system: Assigned and potential instructors. Categories of records in the system: Instructor evaluation forms, qualification data, biographical sketches and similar or related documents. Authority for maintenance of the system: 10 U.S.C. 2031; Junior Reserrve Officers' Training Corps; 10 U.S.C. 3013, Secretary of the Army, and E.O. 9397 (SSN). Purpose(s): To provide record of qualifications, experience, effectiveness, and similar related information on potential and/or assigned instructors and guest speakers. 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: The Blanket Routine Uses set forth at the beginning of the Army's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders. Retrievability: By name, Social Security number/and or service number. Safeguards: Records are stored in locked cabinets or rooms, depending on location. Retention and disposal: Records are maintained 2 years after instructor's separation. System manager(s) and address: Commander, Fort Monroe, Privacy Act Officer, Fort Monroe, VA 23651-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Commander, U.S. Army Reserve Officers Training Corps Cadet Command, Fort Monroe, VA 23651-5000. Individual should provide the full name, Social Security Number/ military service number, duty position, academic department, and dates of service at the training activity to aid in the information search. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Army Reserve Officers Training Corps Cadet Command, Fort Monroe, VA 23651-5000. Individual should provide the full name, Social Security Number/ military service number, duty position, academic department, and dates of service at the training activity. Contesting record procedures: The Army's rules for accessing records, contesting contents; and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories. Staff and faculty of appropriate school, college, training center, or ROTC Region responsible for conduct of instruction. Exemptions claimed for the system: None. A0165-1aDACH System name: Baptism, Marriage, and Funeral Files. System location: Records from 1917-1952 are in the National Archives and Record Administration. Records from 1953-1977 are in the Washington National Records Center, Washington, DC 20409, as well as the office, Chief of Chaplains, Department of the Army, Washington, DC 20310-2700. Categories of individuals covered by the system: Any service member, his/her dependent, authorized civilian personnel, or retired service member for whom an Army chaplain has performed a baptism, marriage, or funeral. Categories of records in the system: Names of individuals who apply for marriage, those on whom funeral services are conducted, or baptisms are performed. Authority for maintenance of the system: 10 U.S.C. 3547. Purpose(s): To render service to military members, their dependents and authorized civilians. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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: Microfilm at office of the Chief of Chaplains; paper records at the Washington National Records Center for period 1917-1952. Retrievability: Marriage records are filed by groom's surname; funeral records by surname of deceased person; baptismal records by the individual's surname. Safeguards: Records are retained in buildings which employ security guards. Retention and disposal: Records from 1953 to 1977 are retained for 50 years; this system was discontinued October 1, 1977 after which no information was collected or is retained. System manager(s) and address: The Chief of Chaplains, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-2700. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office, Chief of Chaplains, Headquarters, Department of the Army, Attn: DACH-IMW, Washington, DC 20310-2700. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief of Chaplains, Headquarters, Department of the Army, Attn: DACH- IMW, Washington, DC 20310-2700. Individual should provide: (1) For baptismal records: Full name of person baptized, approximate date, names of parents, name of chaplain, and place of baptism. (2) For marriage records: Full name of groom and maiden name of bride, approximate date, installation at which married, and name of chaplain. (3) For funeral records: Name of deceased person, year of death, and name of next-of-kin. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual. Exemptions claimed for the system: None. A0165-1bDACH System name: Chaplain Privileged Counseling/Interview Communication Cases. System location: Army installations. 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: Army members, their dependents and other individuals who have received pastoral counseling from Army chaplains. Categories of records in the system: Memoranda and/or documents resulting from counseling or interview sessions between a chaplain and an individual. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): To document privileged counseling/interview sessions between Army chaplains and individuals. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' published at the beginning of the Army's 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 records in locked file cabinets. Retrievability: By individual's surname. Safeguards: Information is stored in locked cabinets or desks, and is accessible only to the chaplain maintaining the record. Retention and disposal: Retained for 2 years after the individual case is closed; then destroyed by shredding. System manager(s) and address: The Chief of Chaplains, Headquarters, Department of the Army, Washington, DC 20310-2700. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief of Chaplains, Headquarters, Department of the Army, Washington, DC 20310-2700 or the Chaplain at the Army installation where counseling or interview occurred. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief of Chaplains, Headquarters, Department of the Army, Washington, DC 20310-2700 or the Chaplain at the Army installation where counseling or interview occurred. Individual should provide their full name, present address and telephone number, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual. Exemptions claimed for the system: None. A0165-1cDACH System name: Religious Census, Education, and Registration Files. System location: Army installations; official addresses are contained in the directory at the end of the Army inventory of record system notices. Categories of individuals covered by the system: Military, dependent, and civilian personnel who voluntarily participate in religious services and/or activities. Categories of records in the system: Individual's name, age, denominational preference, religious education desired/attained, and similar information. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): To provide data on religious education/training or needs of faith groups, denominations, or religious sects; to determine and administer educational or training needs in social, spiritual, and humanitarian relationships for the military community served; to record attendance, training accomplished, participation, and spiritual growth. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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: Maintained in file folders and/or card files. Retrievability: By individual's surname. Safeguards: Information is accessed only by individuals determined to have need therefor in the performance of official business. Retention and disposal: Information is retained until individual is no longer active in official chaplain-sponsored services and activities. System manager(s) and address: The Chief of Chaplains, Headquarters, Department of the Army, Washington, DC 20310-2700. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chaplain at the Army installation where he/she participated in religious education/training. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chaplain at the Army installation where he/she participated in religious education/training. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual. Exemptions claimed for the system: None. A0190-5DAMO System name: Vehicle Registration System (VRS). System location: Decentralized to Army installation which created the vehicle registration/driver record. A cross-reference index in either manual or automated media may exist at intermediate and higher command levels. In addition, information is stored on computer media at the four Army Information Processing Centers located at: Chambersburg, PA 17201-4150; Huntsville, AL 35898-7340; Rock Island, IL 61299-7210; and, St. Louis, MO 63120-1798. Categories of individuals covered by the system: Military personnel (active, reserve, retired), civilian employees, contractor personnel, vendors, visitors. Categories of records in the system: Information contained on the DA Form 3626 may be provided by paper record, the automated VRS, or the automated Vehicle Registration System/Installation Support Module (VRS/ISM). Information entered into the VRS or VRS/ISM from the DA Form 3626 is used to create a master edit file and master registration file. Authority for maintenance of the system: 5 U.S.C. 301; 10 U.S.C. 3013(g); Status of Forces Agreement between the United States of America and the host country in which U.S. Forces are located and E.O. 9397. Purpose(s): To assist the commander in carrying out effective law enforcement, traffic safety, and crime prevention programs; to ensure compliance with Highway Safety Program Standards (23 U.S.C. 402) applicable to federally administered areas; to provide management data on which to base crime prevention, selective enforcement, and improved driving safety. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information in this system may be disclosed to state law enforcement and motor vehicle departments for ascertaining or disclosing driver information and/or accident reports, and, in overseas areas, to the host country as required by the Status of Forces Agreement between the United States of America and the host country. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders; microfiche; magnetic tapes or discs; punched cards; or computer printouts. Retrievability: By surname/Social Security Number. Safeguards: Information is stored in locked containers or storage areas within buildings which are secured, and the system is accessed by designated persons having an official need for the information. Regional Data Centers are contractor-operated under an Army approved security program. Contractor personnel participate in a security education program under the Regional Data Security Officer. Regional Data Centers are connected through a communications network to data processing centers at Army installations. Technical, physical, and administrative safeguards required by Army Regulation 380-19, Information Systems Security, are enforced at the installation data processing centers. Data are available only to installation personnel responsible for system operation and maintenance. Terminals not in the data processing center are under the supervision of a terminal area security office at each remote location protecting these terminals from unauthorized use. Access to information is also controlled by a system of assigned passwords for authorized users of terminals. Retention and disposal: Destroyed on transfer or separation of parking permit holder, or when permit is superseded or revoked, whichever occurs first. Traffic law enforcement records are destroyed 2 years after closing of the case. System manager(s) and address: Deputy Chief of Staff for Personnel, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Provost Marshal at the installation where vehicle registration or accident occurred. Individual should provide the full name, Social Security Number, current address, and other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Provost Marshal at the installation where vehicle registration or accident occurred. Individual should provide the full name, Social Security Number, current address, and other information verifiable from the record itself. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, participants in car pools, military or civilian police reports, investigative and law enforcement agencies, third parties who provide relevant information. Exemptions claimed for the system Parts of this system may be exempt under 5 U.S.C. 552a(j)(2) as applicable. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0190-9DAMO System name: Absentee Case Files. System location: Primary U.S. Army Deserter Information Point, U.S. Army Enlisted Records Center, Fort Benjamin Harrison, IN 46249-0601. A copy of all or portions of this system is maintained at the installation initiating the report of absence and at respective law enforcement agencies. Categories of individuals covered by the system: Any active Army member absent without proper authority and administratively designated as a deserter pursuant to Army Regulation 630-10, Absence Without Leave and Desertion. Categories of records in the system: Reports and records which document the individual's absence; notice of unauthorized absence from U.S. Army which constitutes the warrant for arrest; notice of return to military control or continued absence in hands of civil authorities. Authority for maintenance of the system: 10 U.S.C. 3013(g) and E.O. 9397. Purpose(s): To enter data in the FBI National Crime Information Center `wanted person' file; to ensure apprehension actions are initiated/ terminated promptly and accurately; and to serve management purposes through examining causes of absenteeism and developing programs to deter unauthorized absences. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information is furnished to local, state, federal, international, or foreign law enforcement authorities in efforts to apprehend, detain, and return offenders to military custody. In overseas areas, information may be disclosed to foreign governmental and civil authorities as required by local customs, law, treaties, and agreements with allied forces and foreign governments. Information may be disclosed to the Department of Veterans Affairs for assistance in determining whereabouts of Army deserters through the Veterans and Beneficiaries Identification and Records Locator Subsystem. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper documents and the record copy of the Arrest Warrant are maintained in the Official Military Personnel Files; verified desertion data are stored on the Deserter Verification Information System at the U.S. Army Deserter Information Point. Retrievability: Manually, by name; automated records are retrieved by name, plus any numeric identifier such as date of birth, Social Security Number, or Army serial number. Safeguards: Access is limited to authorized individuals having a need-to- know. Records are stored in facilities manned 24 hours, 7 days a week. Additional controls which meet the administrative, physical, and technical safeguard requirements of Army Regulation 380-19, Information Systems Security, are in effect. Retention and disposal: Automated records are erased when individual returns to military custody, is discharged, or dies. Paper or microform records remain a permanent part of the individual's Official Military Personnel File. System manager(s) and address: Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the U.S. Army Deserter Information Point, U.S. Army Enlisted Records Center, Fort Benjamin Harrison, IN 42649-0601. Individual should provide the full name, Social Security Number and/or Army serial number, address, telephone number and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the U.S. Army Deserter Information Point, U.S. Army Enlisted Records Center, Fort Benjamin Harrison, IN 46249-0601. Individual should provide the full name, Social Security Number and/or Army serial number, address, telephone number and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Unit commander, first sergeants, subjects, witnesses, military police, U.S. Army Criminal Investigation Command personnel and special agents, informants, Department of Defense, federal, state, and local investigative and law enforcement agencies, departments or agencies of foreign governments, and any other individuals or organizations which may furnish pertinent information. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(j)(2) as applicable. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0190-14DAMO System name: Registration and Permit Files. System location: Army installations. 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: Any citizen registering restricted items of property on a military installation or desiring to engage in restricted activities on a military installation. Items/activities include but are not limited to privately owned firearms/weapons, pets and hunting and fishing. Categories of records in the system: Registration form for items of restricted property; permit application for restricted activities. Authority for maintenance of the system: 10 U.S.C. 3013 and E.O. 9397. Purpose(s): To assist the commander in carrying out effective law enforcement, troop safety, and crime prevention programs. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information is furnished to criminal justice elements outside the Department of Defense for investigation and prosecution when such cases fall within their jurisdiction or concurrent jurisdiction is applicable. These include: Federal Bureau of Investigation; U.S. Customs Services; Bureau of Alcohol, Tobacco and Firearms; U.S. District Courts; U.S. Magistrates; state and local law enforcement, wildlife conservation and public health agencies; and, in overseas areas, host government law enforcement agencies. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders: Magnetic disc/tape; microfiches; computer printouts. Retrievability: By individual's surname. Safeguards: Only authorized personnel have access to files. Physical security measures include locked containers/storage areas, controlled personnel access, and continuous presence of authorized personnel. Retention and disposal: Destroyed upon removal of the restricted property from the military installation or upon expiration of the permit. System manager(s) and address: Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Individual should provide the full name, Social Security Number, and other information verifiable from the record itself. Record access procedure: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Individual should provide the full name, Social Security Number, and other information verifiable from the record itself. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Any citizen desiring/required to register firearms/weapons, pets, etc. that will be maintained within or desiring to hunt/fish within the confines of any Army installation. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(2) as applicable. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0190-30DAMO System name: Military Police Investigator Certification Files. System location: Primary records are maintained at the U.S. Army Military Personnel Center, 200 Stovall Street, Alexandria, VA 22332-0400. Segments exist at the installation initiating request and at respective major Army commands. Categories of individuals covered by the system: Any individual who has been nominated by a commander for certification as a Military Police Investigator. Categories of records in the system: Files contain requests, name checks, background checks, approvals, disapprovals, appeals, rebuttals, and related documents. Authority for maintenance of the system: 10 U.S.C. 3012(g) and E.O. 9397. Purpose(s): To establish eligibility and suitability of individuals to be certified as Military Police Investigators. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders; card indices. Retrievability: By individual's surname. Safeguards: Buildings employ security guards and control access. Information is not disclosed outside the agency; within the agency, access to records containing adverse suitability information is restricted by use of protective markings. Distribution and access are based on strict need-to-know. Retention and disposal: Destroyed upon individual's release from active service or 3 years after involuntary withdrawal of certification. System manager(s) and address: Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Individual should provide the full name, Social Security Number, current address, other information verifiable from the record itself, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Individual should provide the full name, Social Security Number, current address, other information verifiable from the record itself, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Subjects, witnesses, victims, Military Police and U.S. Army Criminal Investigation Command personnel and agents, informants, various Department of Defense, federal, state and local investigative and law enforcement agencies, departments or agencies of foreign governments; and any other individuals or organizations which may supply pertinent information. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(2), (5), and (7) as applicable. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0190-40DAMO System name: Serious Incident Reporting Files. System location: Primary System is located at the Office of the Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Segments are maintained at the installation initiating the report and at the respective major Army command. Categories of individuals covered by the system: Any citizen identified as the subject or victim of a serious incident reportable to Department of the Army in accordance with Army Regulation 190-40, Serious Incident Report. This includes in general any criminal act or other incident which, because of its sensitivity or nature, publicity or other considerations should be brought to the attention of Headquarters, Department of the Army. Categories of records in the system: Records include the initial report of the incident plus any supplemental reports, including reports of final adjudication. Authority for maintenance of the system: 10 U.S.C. 3013(g) and E.O. 9397. Purpose(s): To provide the military chain of command with timely information regarding serious incidents to permit a valid early determination of possible implication; to provide an early indication of acts or conditions which may have widespread adverse publicity; to provide a means of analysis of crime and conditions conducive to crime on which to base crime prevention policies and programs; and to meet the general needs of Department of the Army staff agencies for information regarding selected incidents which impact on their respective areas of responsibility. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders. Retrievability: By individual's name, Social Security Number, and installation number. Safeguards: Buildings employ security guards and control access. Distribution and access to files are based on strict need-to-know. Records are contained in locked safes when not under personal supervision of authorized personnel. Retention and disposal: Destroyed 1 year after final report is completed. System manager(s) and address: Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Individual should provide the full name, Social Security Number, current address and telephone number, other information verifiable from the record itself, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Deputy of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Individual should provide the full name, Social Security Number, current address and telephone number, other information verifiable from the record itself, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Subjects, witnesses, victims, military police and U.S. Army Criminal Investigation Command personnel and special agents, informants, various Department of Defense, federal, state and local investigative and law enforcement agencies, departments or agencies of foreign governments, and any other individuals or organizations which may supply pertinent information. Exemption claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(j)(2) as applicable. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0190-45 DAMO System name: Offense Reporting System (ORS). System location: Decentralized to Army installations which created the Military Police Report. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. The official copy of the military police report and other law enforcement copy of the military policy report and other law enforcement related documents may be sent to the U.S. Army Crime Records Center, 6010 6th Street, Fort Belvoir, VA 22060-5585. Automated records of the Military Police Report are maintained in the Offense Reporting System (ORS) ORS-2 program managed by the Deputy Chief of Staff for Operations and Plans, 400 Army Pentagon, Washington, DC 20310-0400. Categories of individuals covered by the system: Any individual who is the subject, victim, complainant, witness, or suspect in a criminal, civil, or traffic offense. Categories of records in the system: Criminal information or investigative files involving the Army which may consist of military police reports or similar reports containing investigative data, supporting or sworn statements, affidavits, provisional passes, receipts for prisoners of detained persons, reports of action taken, and disposition of cases. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 18 U.S.C. 44, Brady Handgun Violence Prevention Act; 28 U.S.C. 534, Uniform Crime Reporting Act; 42 U.S.C. 10606, Victims Rights and Restitution Act of 1990; DoD Directive 10310.1, Victim and Witness Assistance; Army Regulation 190-45, Military Police Law Enforcement Reporting and E.O. 9397 (SSN). Purpose(s): To provide detailed information necessary for Army officials and commanders to discharge their responsibilities for maintaining discipline, law, and order through investigation of complaints and incidents and possible criminal prosecution, civil court action, or regulatory order. This system contains information which may be used, as permitted by the Privacy Act and other pertinent laws, for employee personnel actions and determinations concerning, but not limited to security clearances, recruitment, retention, and placement. Statistical data are derived from individual report and stored in automated media at major Army commands and Headquarters, Department of the Army, for the purposes of (1) Developing crime trends by major categories (e.g., crimes against persons, drug crimes, crimes against property, fraud crimes, and other offenses); (2) developing law enforcement and crime prevention programs to reduce or deter crime within Army communities; and (3) to satisfy statutory reporting requirements. 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: Information may be disclosed to federal, state, and local (including Foreign Government) agencies for investigation and prosecution when cases are either within their jurisdiction or when concurrent jurisdiction applies. These include: Federal Bureau of Investigation, Drug Enforcement Administration, U.S. Customs Service, Bureau of Alcohol, Tobacco and Firearms, U.S. District Courts, U.S. Magistrates. To victims and witnesses of a crime for purposes of providing information, consistent with the requirements of the Victim and Witness Assistance Program, regarding the investigation and disposition of an offense. The DoD ``Blanket Routine Uses'' set forth at the beginning of the Army's compilation of systems 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 records in file folders and electronic storage media. Retrievability: By individual's name, date of birth, Social Security Number, and case number. Safeguards: Access to information is controlled; limited to authorized personnel having official need therefor. Terminals are under supervision control from unauthorized use. Access to information is also controlled by a system of assigned passwords for authorized users of terminals. Retention and disposal: Criminal investigations data/information is sent to the Crime Records Center where it is retained 40 years after date of final report, all other data/information in the file is destroyed after 5 years. System manager(s) and address: Deputy Chief of Staff for Operations and Plans, 400 Army Pentagon, Washington, DC 20310-0400. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Crime Records Center, 6010 6th Street, Fort Belvoir, VA 22060-5585. Individual should provide the full name, Social Security Number, date and place of the incident. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Army Crime Records Center, 6010 6th Street, Fort Belvoir, VA 22060-5585. Individual should provide the full name, Social Security Number, date and place of the incident. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; witnesses; victims; Military Police and/or U.S. Army Criminal Investigation Command special agents; informants; investigative and law enforcement persons of Federal, state, local and foreign government agencies; any source that may supply pertinent information. Exemptions claimed for the system: Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0190-47 DAMO System name: Correctional Reporting System (CRS). System location: Army Regional Correctional Facilities and U.S. Army Correctional Activity, Fort Riley, KS; U.S. Disciplinary barracks, Fort Leavenworth, KS. The Army Clemency Board Office, Assistant Secretary of the Army, Manpower and Reserve Affairs, Washington, DC 20310-0110 (for decisions on clemency recommendations, parole actions, and restoration to duty). Categories of individuals covered by the system: Any military member confined at an Army confinement or correctional facility as a result of, or pending, trial by courts- martial. Categories of records in the system: Documents related to the administration of individual military prisoners; courts-martial orders, release/confinement orders, medical examiner's reports, requests and receipts for health and comfort supplies, reports and recommendations relating to disciplinary actions, clothing and equipment issue records; forms authorizing correspondence by prisoner, mail records; personal history records; individual prisoner utilization records; requests for interview; fingerprint cards, military police reports; prisoner identification records; parolee agreements; inspections; documents regarding custodianship of personal funds and property of prisoners; former commanding officer's report; parents' report; spouse's report' classification recommendations; request to transfer prisoner; social history; clemency actions; psychologist's report; psychiatric and sociologic reports; certificate of parole; certificate of release from parole; assignment progress reports; and similar relevant documents. Authority for maintenance of the system: 10 U.S.C. 951, NOTE; Victim's Rights and Restitution Act of 1990 as implemented by DoD Directive 1030.1 and DoD Instruction 1030.2; and Army Regulation 190-47, The Army Corrections System; and E.O. 9397 (SSN). Purpose(s): Correctional treatment records are used to determine prisoner's custody classifications, work assignments, educational needs, adjustment to confinement, areas of particular concern, and, as the basis for clemency, parole and restoration to duty considerations. Automated records provide pertinent information required for proper management of confinement facility population, demographic studies, status of discipline and responsiveness of personnel procedures, as well as confinement utilization factors such as population turnover, recidivism, etc. 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: Information may be disclosed to local, state, and federal law enforcement and investigation agencies for investigation and possible criminal prosecution, civil court actions or regulatory orders. To confinement/correctional agencies for use in the administration of correctional programs including custody classification, employment, training and educational assignments, treatment programs, clemency, restoration to duty or parole actions, verification of offender's criminal records, employment records, and social histories. To state and local authorities for purposes of providing (1) notification that individuals, who have been convicted of a specified sex offense or an offense against a victim who is a minor, will be residing in the state upon release from military confinement and (2) information about the individual for inclusion in a state operated sex offender registry. To the Bureau of Prisons for purpose of providing notification that the military transferee has been convicted of a sexually violent offense or an offense against a victim who is a minor. To victims and witnesses of crime for the purpose of notifying them of date of parole or clemency hearing and other release related activities. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders and computerized data base. Retrievability: By prisoner's surname and/or Social Security Number/register number. Safeguards: All records are maintained in areas accessible only to designated personnel having official need therefor. Automated data base and output are managed through comprehensive procedures and policies prescribed in system functional users manuals. Regional Data Centers are contractor-operated. Contractor personnel are security screened; employees receive a security briefing and participate in an on-going security education program under the Regional Data Security Officer. Regional Data Centers are connected through a communications network to 44 distributed data processing centers at Army installations. Technical, physical, and administrative safeguards required by Army Regulation 380-19, Information Systems Security, are met at installation data processing centers and information is secured in locked rooms with limited/ controlled access. Data are available only to installation personnel responsible for system operation and maintenance. Terminals not in data processing centers are under the supervision of a terminal area security officer at each remote location protecting them from unauthorized use. Access to information is controlled further by a system of assigned passwords for authorized users of terminals. Retention and disposal: Individual correctional treatment records for prisoners in the U.S. Army Correctional Activity (USACA) or U.S. Disciplinary Barracks (USDB) are retained for 90 days following expiration of sentence/ completion of parole/maximum release date, following which they are retired to the national Personnel Records Center for 25 years; destruction is by shredding. Similar records for prisoners in local Army confinement and correctional facilities are destroyed 4 years following release of prisoner from confinement. Note: Transfer of a prisoner from one facility to another is not construed as released from confinement. When a prisoner is transferred to another facility, his/her file is transferred with him/her. Information on tape/disc is erased after 3 years. Army Clemency Board case files are returned on completion of Board action to USACA or USDB, as appropriate, where they are retained for 90 days after prisoner's release from confinement or return to duty, following which they are retired to the National Personnel Records Center and maintained for 25 years before being destroyed by shredding. System manager(s) and address: Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0580. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the commander of the confinement/correctional facility, or to the Deputy Chief of Staff for Operations and Plans, ATTN: DAMO- ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Individual should provide the full name, Social Security Number, present address, and dates of confinement and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the confinement/correctional facility where a prisoner, or to the Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440 Individual should provide the full name, Social Security Number, present address, and dates of confinement and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual witnesses; victims; Military Police/U.S. Army Criminal Investigation Command personnel and/or reports; informants; various Federal, state and local investigative and law enforcement agencies; foreign governments; and other individual or organization that may supply pertinent information. Exemptions claimed for the system: Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0195-2a USACIDC System name: Source Register. System location: Primary location: Headquarters, U.S. Army Criminal Investigation Command, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5506. Segments of the system exist at subordinate elements of the U.S. Army Criminal Investigation Command which exercise local administrative and technical control of sources. 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: All individuals, civilian or military, who are used as sources by the U.S. Army Criminal Investigation Command. Categories of records in the system: Files contain cross indexed code numbers, name, race, military occupational specialty, sex, date and place of birth, home of record, educational level, area of utilization, civilian employment, handler, letters, vouchers, personal history, performance, citizenship, marital status, physical description, criminal history, expertise, talents, actions taken, other related personal data and CID Form 20 voucher. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 195-2, Criminal Investigation Activities; and E.O. 9397 (SSN). Purpose(s): To monitor performance and reliability; to check utilization of sources; to maintain an accounting of expenditures connected with the sources; to answer Congressional inquiries concerning misuse or mistreatment of sources or those who allege they are not sources; to document fear-of-life transfers for military sources. 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: Information may be disclosed to foreign countries under the provisions of Status of Forces Agreements or Treaties. The DoD ``Blanket Routine Uses'' set forth at the beginning of the Army's compilation of systems 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 files and electronic storage media. Retrievability: By individual's name, source control number and Social Security Number. Safeguards: All information is stored in locked containers within secured buildings; information is accessible only by designated officials having a need therefore in the performance of official duties. Retention and disposal: At Headquarters, U.S. Army Criminal Investigation Command, information concerning other sources is retained for 10 years after termination of source's service. At locations of U.S. Army Criminal Investigation Command, source files and cross-index cards are retained for 3 years after termination of source's service; master source cards are retained until no longer needed to control or facilitate work. Destruction is by shredding. Retention period for automated records varies according to Headquarters, U.S. Army Criminal Investigation Command and field element, but total retention may not exceed 10 years. System manager(s) and address: Commander, Headquarters, U.S. Army Criminal Investigation Command, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5506. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Headquarters, U.S. Army Criminal Investigation Command, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5506. For verification purposes, individual should provide the full name, Social Security Number, date of birth, current address, timeframe of being a source, and signature. Record access procedures: Individual seeking access to information about themselves contained in this system should address written inquiries to the Commander, Headquarters, U.S. Army Criminal Investigation Command, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5506. For verification purposes, individual should provide the full name, Social Security Number, date of birth, current address, timeframe of being a source, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the military personnel records if the source is military, or the civilian personnel records if source is a civilian employee. Exemptions claimed for the system: Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0195-2b USACIDC System name: Criminal Investigation and Crime Laboratory Files. System location: Headquarters, U.S. Army Criminal Investigation Command, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5506. Segments exist at subordinate U.S. Army Criminal Investigation Command elements. Addresses may be obtained from the Commander, U.S. Army Criminal Investigation Command, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5506. An automated index of cases is maintained at the U.S. Army Crime Records Center, U.S. Army Criminal Investigation Command, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5585 and at the Defense Security Service, Army Liaison Office, PO Box 46060, Baltimore, MD 21240-6060. Categories of individuals covered by the system: Any individual, civilian or military, involved in or suspected of being involved in or reporting possible criminal activity affecting the interests, property, and/or personnel of the U.S. Army. Categories of records in the system: Name, Social Security Number, rank, date and place of birth, chronology of events; reports of investigation containing statements of witnesses, subject and agents; laboratory reports, documentary evidence, physical evidence, summary and administrative data pertaining to preparation and distribution of the report; basis for allegations; Serious or Sensitive Incident Reports, modus operandi and other investigative information from Federal, State, and local investigative agencies and departments; similar relevant documents. Indices contain codes for the type of crime, location of investigation, year and date of offense, names and personal identifiers of persons who have been subjects of electronic surveillance, suspects, subjects and victims of crimes, report number which allows access to records noted above; agencies, firms, Army and Defense Department organizations which were the subjects or victims of criminal investigations; and disposition and suspense of offenders listed in criminal investigative case files, witness identification data. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 195-2, Criminal Investigation Activities; and E.O. 9397 (SSN). Purpose(s): To conduct criminal investigations and crime prevention activities; to accomplish management studies involving the analysis, compilation of statistics, quality control, etc., to ensure that completed investigations are legally sufficient and result in overall improvement in techniques, training and professionalism. 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: Information concerning criminal or possible criminal activity is disclosed to Federal, State, local and/or foreign law enforcement agencies in accomplishing and enforcing criminal laws; analyzing modus operandi, detecting organized criminal activity, or criminal justice employment. Information may also be disclosed to foreign countries under the provisions of the Status of Forces Agreements, or Treaties. To the Department of Veterans Affairs to verify veterans claims. Criminal investigative files may be used to adjudicate veteran claims for disability benefits, post traumatic stress disorder, and other veteran entitlements. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders; automated indices; computer magnetic tapes, disks, and printouts. Retrievability: By name or other identifier of individual. Safeguards: Access is limited to designated authorized individuals having official need for the information in the performance of their duties. Buildings housing records are protected by security guards. Retention and disposal: At Headquarters, U.S. Army Criminal Investigation Command (USACIDC), criminal investigative case files are retained for 40 years after final action, except that at USACIDC subordinate elements, such files are retained from 1 to 5 years depending on the level of such unit and the data involved. Laboratory reports at the USACIDC laboratory are destroyed after 5 years. System manager(s) and address: Commander, Headquarters, U.S. Army Criminal Investigation Command, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5506. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, U.S. Army Crime Records Center, U.S. Army Criminal Investigation Command, ATTN: CICR-FP, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5585. For verification purposes, individual should provide the full name, date and place of birth, current address, telephone numbers, and signature. Record access procedures: Individual seeking access to information about themselves contained in this system should address written inquiries to the Director, U.S. Army Crime Records Center, U.S. Army Criminal Investigation Command, ATTN: CICR-FP, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5585. For verification purposes, individual should provide the full name, date and place of birth, current address, telephone numbers, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Suspects, witnesses, victims, USACIDC special agents and other personnel, informants; various Department of Defense, federal, state, and local investigative agencies; departments or agencies of foreign governments; and any other individual or organization which may supply pertinent information. Exemptions claimed for the system: Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0195-4 USACIDC System name: U.S. Army Criminal Investigation Fund Vouchers. System location: Headquarters, U.S. Army Criminal Investigation Command, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5506. Segments of the system are located at U.S. Army Criminal Investigation Command subordinate elements; addresses for these may be obtained from the Headquarters, U.S. Army Criminal Investigation Command, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5506. Categories of individuals covered by the system: Special agents of U.S. Army Criminal Investigation Command (USACIDC) or military police investigator of U.S. Army who have made expenditures or have requested reimbursement from USACIDC limitation .0015 contingency funds. Categories of records in the system: Individual's name, grade, reason for such expenditure, receipts (or certificates when receipts are unavailable), relevant documents. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 195-4, Use of Contingency Limitation .0015 Funds for Criminal Investigative Activities. Purpose(s): To maintain proper accounting of the USACIDC .0015 contingency funds. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders, computer magnetic tapes, and hard copy printouts. Retrievability: By individual's name at USACIDC subordinate elements; by voucher number at the four USACIDC Group/Region headquarters. Safeguards: Access is limited to designated authorized individuals having official need for the information in the performance of their duties. Buildings housing records are protected by security guards. Retention and disposal: Individual voucher, voucher register, subvoucher and supporting documents maintained at the USACIDC Group/Region headquarters are destroyed one year after inspection and clearance by Secretary of the Army; at other USACIDC subordinate elements, 1 year after inspection and clearance by the appropriate USACIDC Group/Region Comptroller. Automated data are erased after a hard copy of the register is produced. Disposal of paper records is by shredding or burning. System manager(s) and address: Commander, Headquarters, U.S. Army Criminal Investigation Command, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5506. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, U.S. Army Crime Records Center, U.S. Army Criminal Investigation Command, ATTN: CICR-FP, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5585. For verification purposes, individual should provide the full name, date and place of birth, current address, telephone numbers, and signature. Record access procedures: Individual seeking access to information about themselves contained in this system should address written inquiries to the Director, U.S. Army Crime Records Center, U.S. Army Criminal Investigation Command, ATTN: CICR-FP, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5585. For verification purposes, individual should provide the full name, date and place of birth, current address, telephone numbers, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, source, or the statement of third parties pertaining to the expenditure. Exemptions claimed for the system: None. A0195-6 USACIDC System name: Criminal Investigation Accreditation and Polygraph Examiner Evaluation Files. System location: Headquarters, U.S. Army Criminal Investigation Command, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5506. Information concerning polygraph examiners is located at the Director, U.S. Army Crime Records Center, U.S. Army Criminal Investigation Command, ATTN: CICR-FP, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5585, and subsequently at the Washington National Records Center, GSA, 4205 Suitland Road, Suitland, MD 20746-8001. Categories of individuals covered by the system: Applicants for entry into the USACIDC program as an apprentice special agent, a polygraph examiner, for supervisory and staff credentials, for the USACIDC officer specialty program or warrant officer appointments; or for laboratory technician credentials. Categories of records in the system: Individual's application, statement of personal history, personal identifiers, photographs, fingerprint cards, qualifications record, biography, information pertaining to assignment capability or limitation, letters of recommendation, educational institutional documents, character investigation data, reclassification actions, reassignment orders, commander's inquiry data, reports of investigation, reasons for withdrawal from program, reason for denying application, date of acceptance into program, date appointed, date of accreditation, badge number, credential number, polygraph certificate number, agent sequence number, assignment, date assigned, marital status, and other data pertinent to the accreditation function, physical profile, date of last physical, assignment preference, transfer restrictions, job title, security clearance data, date of last background investigation, foreign language proficiency, special qualifications, service agreement, spouse's place of birth and citizenship, agent's place of birth, private licenses, hobbies, and last 10 assignments. Polygraph examiner performance and evaluation data maintained at the Crime Records Center (CRC) include individual's name, personal history statement, certificate number, polygraph examination history, year of polygraph report, report of investigation or CRC cross reference number, type of examination, and monitor's comments. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 195-6, Department of the Army Polygraph Activities; and E.O. 9397 (SSN). Purpose(s): To determine applicant's acceptance into or rejection from the USACIDC program; continuing eligibility, placement or standing therein; and to manage and evaluate polygraph examination performance. 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: The DoD ``Blanket Routine Uses'' set forth at the beginning of the Army's compilation of systems 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 records in file folders and electronic storage media. Retrievability: By individual's surname, agent sequence number, Social Security Number, badge/credential number. Safeguards: All records are maintained in buildings protected by security guards or a locked wire enclosure; information is accessed only by designated individuals having official need therefor in the performance of assigned duties. Retention and disposal: Records of accepted applicants are retained until the individual retires, is released from active duty, or is removed from the USACIDC program; at that time, files are placed in inactive storage at HQ USACIDC for 2 additional years and then stored at the Washington National Records Center for an additional 8 years before being destroyed by shredding. Records of rejected applicants are retained at HQ USACIDC for 1 year, then destroyed by shredding or burning. Information on Criminal Investigation Program Data Cards is maintained permanently. Information in automated media is retained for 90 days following termination of investigator's active status. System manager(s) and address: Headquarters, U.S. Army Criminal Investigation Command, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5506. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, U.S. Army Crime Records Center, U.S. Army Criminal Investigation Command, ATTN: CICR-FP, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5585. For verification purposes, individual should provide the full name, Social Security Number, date and place of birth, current address, telephone numbers, date of application to the program, sufficient details to locate the record, and signature. Record access procedures: Individual seeking access to information about themselves contained in this system should address written inquiries to the Director, U.S. Army Crime Records Center, U.S. Army Criminal Investigation Command, ATTN: CICR-FP, 6010 6th Street, Building 1465, Fort Belvoir, VA 22060-5585. For verification purposes, individual should provide the full name, Social Security Number, date and place of birth, current address, telephone numbers, date of application to the program, sufficient details to locate the record, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, individual's previous or present employers, financial institutions, relatives and former spouses, educational institutions, trade or fraternal organizations, neighbors past and present, work associates, social acquaintances, churches, public records, law enforcement and investigative agencies, Army records and reports. Exemptions claimed for the system: Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. Evaluation material used to determine potential for promotion in the Military Services may be exempt pursuant to 5 U.S.C. 552a(k)(7), but only to the extent that the disclosure of such material would reveal the identify of a confidential source. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0210-7a TAPC System name: Vendor Misconduct/Fraud/Mismanagement Information Exchange Program. System location: U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0474. Segments exist at Army activities and nonappropriated fund instrumentalities. Addresses of which may be obtained from the Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0474. Categories of individuals covered by the system: Individuals who are identified in reports of vendor misconduct, fraud, or mismanagement. Categories of records in the system: Names of individuals; companies represented; reports of misconduct, fraud or mismanagement in procurement efforts concerning military installations/activities; similar relevant documents and reports. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and 10 U.S.C. 3013, Secretary of the Army. Purpose(s): To provide management officials of nonappropriated fund activities and commissaries with timely and useful information regarding incidents of vendor misconduct, fraud, and/or mismanagement and of individuals involved in such incidents through the collection, exchange and dissemination of relevant information to DoD components so as to permit informed responsible procurement decisions. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders. Retrievability: By name of individual, vendor, or company. Safeguards: Records are maintained in combination lock file safes when not under personal supervision of responsible officials. Retention and disposal: Destroyed two years after final determination is rendered on case. System manager(s) and address: Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0474. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0474. Individual should provide full name, name of company, current address and telephone number, sufficient detail concerning incident or event to facilitate locating the record, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0474. Individual should provide full name, name of company, current address and telephone number, sufficient detail concerning incident or event to facilitate locating the record, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Copies of reports of audits, inspections, administrative investigations; summaries of criminal reports received from Army Staff agencies, major Army commands, or the Army and Air Force Exchange Service, and/or Department of Defense agencies. Exemptions claimed for the system: None. A0210-7b TAPC System name: Commercial Solicitation Ban Lists. System location: Centralized list of commercial solicitors banned from Army installations is maintained at the U.S. Total Army Personnel Command. Segments exist at Army installations where commanders have banned agents. Listing of those so banned is furnished to Major Army Commands; addresses may be obtained from the U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0474 Categories of individuals covered by the system: Any individual whose on-base commercial solicitation privileges have been withdrawn. Categories of records in the system: Individual's name, name of company represented, approval/ disapproval of business solicitation action on Army posts, camps, and stations; requests for and authorization of accreditation and removal of accreditation of companies, agents, vendors, salesmen, and solicitors; related documents. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and 10 U.S.C. 3013, Secretary of the Army. Purpose(s): To maintain listing of agents/companies whose business solicitation privileges have been banned or suspended from military bases. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders. Retrievability: By agent's/company's name. Safeguards: Records are maintained in secured areas accessible only to designated officials who have a need in the performance of their official duties. Retention and disposal: Records supporting the denial or suspension of solicitation privileges are retained for 10 years and then destroyed by shredding. Auxiliary and/or non-adverse action records are retained until no longer needed. System manager(s) and address: Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0474. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0474 or to the installation commander who banned their solicitation privileges. Individual should provide full name, name of company represented, current address and telephone number, sufficient details to permit locating the records, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0474. Individual should provide full name, name of company represented, current address and telephone number, sufficient details to permit locating the records, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Agent's/company's name, circumstances leading to banning action, investigatory reports, other Army records and reports, similar relevant documents. Exemptions claimed for the system: None. A0210-7DAMO System name: Expelled or Barred Person Files. System location: Records are maintained at the Army installation initiating the expulsion or debarment action. Categories of individuals covered by the system: Any citizen who is expelled or barred from an Army installation. Categories of records in the system: Name of individual, expulsion orders, investigative reports and supporting documents. Authority for maintenance of the system: 18 U.S.C. 1382 and E.O. 9397. Purpose(s): To assist the commander in carrying out responsibilities required by 18 U.S.C. 1382. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of record system notices apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders. Retrievability: By individual's name. Safeguards: Distribution and access to files are based on strict need-to- know. Physical security measures include locked containers/storage areas, controlled personnel access, and continuous presence of authorized personnel. Retention and disposal: Destroyed on revocation or upon discontinuance. System manager(s) and address: Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Notification procedures: Individuals seeking to determine whether information about themselves is contained in this system should address written inquires to the Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310- 0440. Individual should provide the full name, Social Security Number, address, details concerning the expulsion or debarment action, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Individual should provide the full name, Social Security Number, address, details concerning the expulsion or debarment action, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Subjects, witnesses, victims, Military Police and U.S. Army Criminal Investigations Command personnel and special agents, informants, various Department of Defense, federal, state and local investigative and law enforcement agencies, departments or agencies of foreign governments; and any other individuals or organizations which may supply pertinent information. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(j)(2) as applicable. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0210-50 DAIM System name: Army Housing Operations Management System (HOMS). System location: Office of the Assistant Chief of Staff for Installation Management, Directorate of Facilities and Housing, ATTN: DAIM-FDH, 7701 Telegraph Road, Alexandria, VA 22315-3800. Secondary location: Offices of Facilities and Housing at major Army commands, field operating agencies, installations and activities, Army-wide. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. Categories of records in the system: Application for on/off post housing containing name, service/ Social Security Number, rank/grade and date, service data, organization of assignment, home address and telephone number; locator data; appropriate travel orders; records reflecting housing availability/assignment/termination; housing financial records; referral services; property inventories, inventory listing, and issue slips; cost control, job orders; survey data; reports of liaison with real estate boards, realtors, brokers and other Government agencies; other management reports regarding the Army housing system, complaints and investigations; and similar relevant documents. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; DoD Directive 4165.63, DoD Housing; Army Regulation 210-50, Housing Management; and E.O. 9397 (SSN). Purpose(s): To provide information relating to the management, operation, and control of the Army housing program; to provide necessary housing for military personnel, their dependents, and qualified civilian employees; to determine housing adequacy/suitability; to document cost data for alterations/repair of units; to establish rental rates; to provide guidance and referral service; to reflect liaison with real estate boards, brokers, and other Government agencies; to render reports; to investigate complaints 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, 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 Department of Housing and Urban Development to resolve and/or adjudicate matters falling within their jurisdiction. The Blanket Routine Uses set forth at the beginning of the Army's compilation of systems 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 records, computer tapes, discs, and printouts. Retrievability: By individual's surname and/or Social Security Number. Safeguards: Records are maintained in areas accessible only to authorized persons having official need therefor, housed in buildings protected by security guards or locked when not in use. Information in automated media is further protected by physical security devices; access to or update of information in the system is protected through a system of passwords, thereby preserving integrity of data. Retention and disposal: Installation troop housing files are destroyed after 3 years; installation housing project tenancy files are destroyed 3 years after termination of quarters occupancy; family housing cost controls are destroyed 11 years after last entry; family housing leasing files are destroyed 3 years after lease terminates, is canceled, lapses, or after any litigation is concluded; family housing rental rates are destroyed after 10 years; housing referral services are destroyed after 5 years; off-post rental housing reports are destroyed after 2 years; off-post housing complaints and investigations are destroyed 5 years after completion at office having Army-wide responsibility, and at other offices; complaint and investigation records are destroyed 2 years after completion. System manager(s) and address: Chief, Army Housing Automation, Office of the Assistant Chief of Staff for Installation Management, Directorate of Facilities and Housing, ATTN: DAIM-FDH, 600 Army Pentagon, Washington, DC 20310- 0600. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Directorate of Public Works, Chief of Housing Division at appropriate installation. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director of Public Works, Chief Housing Division at the appropriate installation. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. Individual should provide his/her name, address and last assignment location. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, his/her personnel records, tenants/landlords and realty activities, financial institutions, and previous employers/commanders. Exemptions claimed for the system: None. A0210-60SAFM System name: Check Cashing Privilege Files. System location: All Army installations/activities with facilities to cash checks. Categories of individuals covered by the system: Persons whose checks, written at Army facilities, have been dishonored and/or whose check cashing privileges have been suspended or revoked. Categories of records in the system: Documents related to advancing, revoking, or suspending, restoring and general supervision of check cashing privileges. Included are letters to individuals about bad checks, warnings that a recurrence may result in withdrawing check cashing privileges, notices from banks that the bank was in error, notices to activities that check cashing privileges have been suspended or withdrawn, and related papers. Authority for maintenance of the system: 10 U.S.C. 3012. Purpose(s): To determine individuals to be denied check cashing privileges at installation check cashing facilities. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Lists of persons whose privileges have been suspended or withdrawn may be disclosed to banks or credit unions operating on Army installations so that the financial facilities can, if they wish, withhold check cashing privileges from those individuals. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices apply to this system. Disclosure to consumer reporting agencies: Disclosure 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 (15 U.S.C. 1681a(f) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Cards, paper records in file folders, and computer tapes. Retrievability: By individual's name or Social Security Number. Safeguards: Files are maintained in areas accessible only to authorized persons having an official need therefor in the performance of official duties. Retention and disposal: Destroyed 3 years after individual has made restitution for dishonored check. System manager(s) and address: Comptroller of the Army, U.S. Army Finance and Accounting Center, Fort Benjamin Harrison, IN 46249-0601. Notification procedure: Information may be obtained from the installation commander where check was cashed. Individual should provide full name, Social Security Number, details relevant to the incident, and signature. Record access procedures: Individuals desiring access to records pertaining to themselves should write to the installation commander where check was cashed. Individual should provide full name, Social Security Number, details relevant to the incident, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the dishonored check, the individual, banking facilities. Exemptions claimed for the system: None. A0210-130 DALO System name: Laundry Accounting Files. System location: Laundry and Dry Cleaning Facilities located on Army installations world-wide. Official mailing addresses are published as an appendix to the Army's compilation of system of record notices. Categories of individuals covered by the system: All military personnel who are authorized payroll deduction service. Categories of records in the system: Individual's application for laundry start or stop deductions (DA Form 3799), laundry mark, organizational code number, amount deducted from pay monthly for laundry service, date, and organization name. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army and Army Regulation 210- 130, Laundry and Dry Cleaning Operations. Purpose(s): To determine patrons authorized laundry service, to verify receipt and shipment of individual laundry bundles, and amount of money deducted from soldier's pay; for management and statistical reports. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file cabinets. Retrievability: By individual's surname. Safeguards: Records are accessible only to authorized individuals having need therefor. Retention and disposal: Records are retained for 1 year, after which they are destroyed by shredding/erasing, DA Form 3799 is retained indefinitely until laundry service is canceled by the individual. System manager(s) and address: Deputy Chief of Staff for Logistics, 500 Army Pentagon, ATTN: DALO-TST, Washington, DC 20310-0500. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Laundry Facility at the Army installation/activity where service was obtained. Individual should provide name and pertinent data that will facilitate locating the record. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Laundry Facility at the installation providing service. Individual should provide name and pertinent data that will facilitate locating the record. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual and DA Form 3799. Exemptions claimed for the system: None. A0210-190 TAPC System name: Individual Gravesite Interment Files. System location: Commander, U.S. Total Army Personnel Command, ATTN: TAPC-PED-A, 2461 Eisenhower Avenue, Alexandria, VA 22331-0482 for Army post cemeteries and at Army installations. Categories of individuals covered by the system: Active and former Armed Forces personnel and their dependents who are or will be interred in grave plots in Army post cemeteries or who reserved grave plots prior to 1975. Categories of records in the system: Gravesite record of interment (DA Forms 2122 and 2123); reservations prior to 1961; deceased individuals' name, address, date of birth, date of death, and section of grave reserved or interred in, military service, or dependent name and the relationship to service member. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army. Purpose(s): To maintain records of individuals interred in Army post cemeteries; to conduct periodic surveys to determine validity of reservations; and to respond to 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(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 Department of Veteran Affairs for the purposes of issuing a government headstone. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders. Retrievability: By individual's surname. Safeguards: Records are maintained in areas accessible only to authorized personnel having official need therefor in the performance of their duties. Records are kept in secure office areas in a secure building. Retention and disposal: Permanent. System manager(s) and address: Commander, U.S. Total Army Personnel Command, ATTN: TAPC-PED-A, 2461 Eisenhower Avenue, Alexandria, VA 23321-0482 for Army post cemeteries. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this records system should address written inquiries to the Commander, U.S. Total Army Personnel Command, ATTN: TAPC-PED-A, 2461 Eisenhower Avenue, Alexandria, VA 23321-0482. Individual should provide full name of veteran, or deceased individual's name and sufficient details to permit locating pertinent records and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Total Army Personnel Command, ATTN: TAPC-PED-A, 2461 Eisenhower Avenue, Alexandria, VA 23321-0482. Individual should provide full name of veteran, or deceased individual's name and sufficient details to permit locating pertinent records and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, his/her representative or next-of-kin; Army records and reports. Exemptions claimed for the system: None. A0215 CFSC System name: General Morale, Welfare, Recreation and Entertainment Records. System location: Major Army commands, field operating agencies, installations and activities, Army-wide. 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: Military personnel, their families, other members of the military community, certain DoD civilian employees and their families overseas, certain military personnel of foreign nations and their families, personnel authorized to use Army-sponsored Morale, Welfare, Recreation (MWR) services, youth services, athletic and recreational services, Armed Forces Recreation Centers, Army recreation machines, and/or to participate in MWR-type activities, to include bingo games; professional entertainment groups recognized by the Armed Forces Entertainment; Army athletic team members; ticket holders of athletic events; units of national youth groups such as Boy Scouts, Girl Scouts, and 4-H Clubs. Categories of records in the system: Name, address, and other pertinent information of members, participants, patrons, and other authorized users. Other ancillary information such as travel vouchers, security check results and orders will be kept in the system. Bingo, pay-out control sheet indicating individual name, grade, Social Security Number, duty station, dates and amount of bingo winnings paid, and Internal Revenue Forms W2-G and 5754, (Gambling Winnings and Statement by Person(s) Receiving Gambling Winnings, respectively). Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 26 U.S.C. 6041, Information at Source; Army Regulation 215-1, Morale Welfare, and Recreation Activities and Non-appropriated Fund Instrumentalities; DoD Directive 1015.2, Military Morale, Welfare and Recreation (MWR); DoD Instruction 1015.10, Program for Military Morale, Welfare, and Recreation (MWR); and E.O. 9397 (SSN). Purpose(s): To administer programs devoted to the mental and physical well- being of Army personnel and other authorized users; to document the approval and conduct of specific contests, shows, entertainment programs, sports activities/competitions, and other MWR-type activities and events sponsored or sanctioned by the Army. Information will be used to market and promote similar MWR type activities conducted by other DoD organizations. To provide a means of paying, recording, accounting, reporting, and controlling expenditures and merchandise inventories associated with bingo games. 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 Internal Revenue Service to report all monies and items of merchandise paid to winners of games whose one-time winnings are $1,200 or more. The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders, cards, magnetic tapes, discs, computer printouts, and electronic storage media. Retrievability: By name and Social Security Number. Safeguards: Records are kept in buildings secured during non-duty hours and accessed by only designated persons having official need therefor. Retention and disposal: Bingo records are maintained on-site for four years and then shipped to a Federal Records Center for storage for an additional three years. After seven years, records are destroyed. All other documents are destroyed after 2 years, unless required for current operation. System manager(s) and address: Commander, U.S. Army Community and Family Support Center, 4700 King Street, Alexandria, VA 22302-4414. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director of Community Activities at the installation or activity where assigned. Individuals must provide name, rank, Social Security Number, proof of identification, and any other pertinent information necessary. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director of Community Activities at the installation or activity where assigned. Individuals must provide name, rank, Social Security Number, proof of identification, and any other pertinent information necessary. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual or group receiving the service and bingo pay- out control sheets. Exemptions claimed for the system: None. A0215-1 CFSC System name: Non-appropriated Fund Employee Insurance and Retirement Files. System location: U.S. Army Community and Family Support Center, 4700 King Street, Alexandria, VA 22331-0500. Categories of individuals covered by the system: Army non-appropriated fund (NAF) employees who participate in the NAF Group Insurance and Retirement Plan. Categories of records in the system: Monthly and cumulative insurance and retirement enrollment, dis- enrollment, changes and deductions for each employee; name and Social Security Number. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Pub. L. 101-508, Portability of Benefits for NAF Employees Act of 1990; Pub. L. 104- 106, Defense Authorization Act of 1996; 26 U.S.C. 401, Qualified Pension, Profit-sharing, and Stock Bonus Plans; Army Regulation 215- 3, Non-appropriated Funds and Related Activities Personnel Policies and Procedures; and E.O. 9397 (SSN). Purpose(s): To substantiate initial enrollment and subsequent change in the NAF Group Insurance and Retirement Plan; to verify monthly deductions and to compute annuities, refunds, and death benefits. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. 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 (15 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. Disclosure of records is limited to the individual's name, address, Social Security Number, and other information necessary to establish the individual's identity; the amount, status, and history of the claim; and the agency program under which the claim arose. This disclosure will be made only after the procedural requirement of 31 U.S.C. 3711(f) has been followed. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Electronic storage media, paper records and computer discs. Retrievability: By individual's surname and Social Security Number. Safeguards: Records are located in controlled areas within building having security guards; information is accessed only by individuals who are properly cleared and trained and have need therefor in the performance of official duties. Retention and disposal: Authorized timekeeper lists records are maintained until super- session, then destroyed. Employee benefits and insurance files maintained by office with Army-wide responsibility are maintained for 65 years after employees' final separation from Federal service. System manager(s) and address: Commander, U.S. Army Community and Family Support Center, 4700 King Street, Alexandria, VA 22331-0500. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Community and Family Support Center, 4700 King Street, Alexandria, VA 22331-0500. Individual should provide the full name, Social Security Number, NAF activity where employed, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Army Community and Family Support Center, 4700 King Street, Alexandria, VA 22331-0500 Individual should provide the full name, Social Security Number, NAF activity where employed, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual and NAF personnel officers. Exemptions claimed for the system: None. A0215-1aSAFM System name: Nonappropriated Funds Central Payroll System (NAFCPS). System location: System Proponent: Assistant Comptroller of the Army for Finance and Accounting, ATTN: DACA-FAP-N, lndianapolis, IN 46249-1056; NAFCPS is operational at two sites: Central Nonappropriated Funds Payroll Office, P.0. Box 75, Texarkana, TX 75504-0075, and the Nonappropriated Funds Central Payroll Division, U.S. Army Finance and Accounting Center Europe, APO AE 09007-0137. Categories of individuals covered by the system: All civilian employees of the Department of the Army, Defense Logistics Agency, and Panama Local Nationals who are paid from nonappropriated funds (NAF). Categories of records in the system: Individual records of appointment or assignment; officially authenticated time and attendance records, supported by substantiating documents; individual leave records, payroll control files, individual withholding authorization files, withholding tax exemption certificate files, withholding tax files, savings bond schedule files, other deduction type files, payroll journal and check register, earnings statement, earnings records, tips received, earnings and leave statements, subsistence and quarters files, unemployment compensation data request files, health and life insurance files, income tax withheld, employer and employee Federal Insurance Contributions Act files, Employer Quarterly Federal Tax Return, state tax files, local tax files, Fair Labor Standards Act files, and total employer liability for accrued leave at separation. Authority for maintenance of the system: 5 U.S.C. 2105, 5531, 5533; Pub. L. 92-203; Fair Labor Standards Act; and E.O. 9397. Purpose(s): To calculate the net pay due each employee; provide a history of pay transactions, entitlements and deductions; maintain a record of leave accrued and taken; keep a schedule of bonds due and issued; record taxes paid; respond to inquiries or claims. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Data required by law, e.g., employees' earnings, taxes withheld, Federal Insurance Contributions Act contributions, are provided to the Treasury Department, the Social Security Administration, Internal Revenue Service, states and localities which have an agreement with the Department of the taxable earnings information. Disclosure to consumer reporting agencies: Disclosure 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 (15 U.S.C. 1681a(f), the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)), or Title III, Section 301 of Pub. L. 97-253, the 1982 Omnibus Reconciliation Act. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders and bulk storage, magnetic tapes, discs, microfilm, microfiche, and computer printouts. Retrievability: By individual's Social Security Number within each nonappropriated fund Standard NAF Number (installation, fund, location, and department code). Safeguards: Files are maintained in areas accessible only to designated personnel who have need therefor in the performance of official duties. Retention and disposal: lndividual pay records are permanent; they are forwarded to the National Personnel Records Center after three years; they are retained at servicing payroll office while individual is actively employed. Upon separation or termination of employment, files are placed in an inactive status and retained 18 months after close of pay year. Leave records are retained 10 years and then destroyed. Other management and accounting information reports are retained from one to three years before destruction. System manager(s) and address: Assistant Comptroller of the Army for Finance and Accounting, ATTN: DACA-FAP-N, lndianapolis, IN 46249-1056. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Central NAF Payroll Office, P0 Box 75, Texarkana, TX 75504-0075, or Commander, U.S. Army Finance and Accounting Center Europe, ATTN: AEUTCF-NAF, APO AE 09007-0137. Individual should furnish full name, Social Security Number, period and location of employment, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Central NAF Payroll Office, P0 Box 75, Texarkana, TX 75504- 0075, or Commander, U.S. Army Finance and Accounting Center Europe, ATTN: AEUTCF-NAF, APO AE 09007-0137. Individual should furnish full name, Social Security Number, period and location of employment, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Time and Attendance reports, former employers, Social Security Administration, Treasury Department, DOD staff agencies and field installation, Government benefit programs, servicing civilian personnel offices. Exemptions claimed for the system: None. A0215-2a CFSC System name: Army Club Membership Files. System location: Decentralized at Army installation; files are maintained by the officers, noncommissioned, or other military club managers at Army installations having club activities. 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: Military (Active Reserve, retired), personnel, their dependents, and/or civilian employees who apply for membership in any Army club. Categories of records in the system: Individual's name, Social Security Number, address, phone number, name of spouse, credits, merchandise code, date of purchase, card number, club bill, and similar related information. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 215-1, Morale Welfare and Recreation Activities and Non-appropriated Fund Instrumentalities; and E.O. 9397(SSN). Purpose(s): To administer club accounts, prepare billings, collect monies, and disseminate information concerning club activities. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Cards, magnetic tape/disc and printouts and electronic storage media. Retrievability: By member's name, Social Security Number, or club membership number. Safeguards: Information is maintained in secured areas, accessible only to designated person having official need thereof in the performance of their duties. Retention and disposal: Army club/non-appropriated fund activity membership files are maintained for 1 year after termination of membership or payment of final bill, whichever applies, then destroyed. System manager(s) and address: Commander, U.S. Army Community and Family Support Center, 4700 King Street, Alexandria, VA 22331-0500. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the morale, welfare and recreation program at the installation were membership occurred. Individual should provide the full name, Social Security Number, present address, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the morale, welfare and recreation program at the installation were membership occurred. Individual should provide the full name, Social Security Number, present address, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual and morale, welfare and recreation records. Emexptions claimed for the system: None. A0215-2b CFSC System name: Commercial Entertainment Transaction Records. System location: Installation and area clubs; other membership associations, non- appropriated fund activities and instrumentalities; Armed Forces recreation centers throughout the Army; United States Army Europe and Korea commercial/entertainment offices. Address may be obtained from the Commander, U.S. Army Community and Family Support Center, 2461 Eisenhower Avenue, Alexandria, VA 22331-0500. Categories of individuals covered by the system: Individual performers, members of entertainment groups or their agents who may be members of the United States Forces and/or their dependents, civilian components of U.S. Forces and/or their dependents, and other U.S. citizens or foreign nationals. Categories of records in the system: File contains name of individual or group, Social Security Number of individual, type of entertainment, passport number, nationality, location of performances, agent code, performance/band information, fees charged, payment records, individual contract number, performance information and date, and code of the non-appropriated fund activity. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 215-1, Moral Welfare, and Recreation Activities and Non-appropriated Fund Instrumentalities; and E.O. 9397 (SSN). Purpose(s): To register individual/group entertainers appearing at non- appropriated fund activities or instrumentalities, clubs, associations or recreation centers; to issue pay and supporting documents incident to contract for such entertainers; to account for monies of open messes and clubs for entertainment 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders; punch cards, magnetic tapes and discs, and computer printouts. Retrievability: By Social Security Number, agent code or band code. Safeguards: Buildings housing records employ security guards. Paper files, computer cards, and printouts are stored in areas accessible only to authorized personnel; offices and buildings are locked during non- duty hours. Access to computer is limited to individuals who are properly cleared and trained. Retention and disposal: Offices having Army-wide responsibility maintain records for 10 years then destroy. Offices not having Army-wide responsibility destroy after 2 years. System manager(s) and address: Commander, U.S. Army Community and Family Support Center, Summit, 4700 King Street, Alexandria, VA 22331-0500. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Community and Family Support Center, Summit, 4700 King Street, Alexandria, VA 22331-0500. Individual should provide full name of the individual, agent code (if applicable), Social Security Number and/or passport number, and the time period and performance date involved. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Army Community and Family Support Center, Summit, 4700 King Street, Alexandria, VA 22331-0500. Individual should provide full name of the individual, agent code (if applicable), Social Security Number and/or passport number, and the time period and performance date involved. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual entertainer and agent. Exemptions claimed for the system: None. A0215-3 DAPE System name: NAF Personnel Records. System location: Civilian Personnel Offices and at Army installations; National Personnel Records Center, (Civilian), 111 Winnebago Street, St. Louis, MO 63118-4199. Where duplicates of these records are stored in a manager's employment file, e.g., an administrative office closer to where the employee actually works, this notice applies. Categories of individuals covered by the system: All individuals who have applied for employment with, are employed by, or were employed by nonappropriated fund (NAF) activities. Categories of records in the system: Applications for employment, documents relating to testings, ratings, qualifications, prior employment, appointment, suitability, security, retirement, group insurance, medical certificates; performance evaluations; job descriptions; training and career development records; awards and commendations data, tax withholding authorizations; documents relating to injury and death compensation, unemployment compensation, travel and transportation, Business Based Action (BBA), adverse actions, conflict-of-interest and/or conduct, and similar relevant matters. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 3013, Secretary of the Army; E.O. 9397 (SSN); and Army Regulation 215-3, Nonappropriated Funds and Related Activities Personnel Policies and Procedures. Purpose(s): These records are maintained to carry out a personnel management program for Department of the Army non-appropriated fund instrumentalities. Records are used to recruit, appoint, assign, pay, evaluate, recognize, discipline, train and develop, and separate individuals; to administer employee benefits; and to conduct labor- management relations, employee-management relations, and responsibilities inheret in managerial and supervisory functions. 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: Information may be disclosed to appropriate Federal agencies, such as the Department of Labor and the Equal Employment Opportunity Commission, to resolve and/or adjudicate matters falling within their jurisdiction. Records may also be disclosed to labor organizations in response to requests for names of employees and identifying information. The Blanket Routine Uses set forth at the beginning of the Army's compilation of systems 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 records in file folders, kardex files, and electronic storage media. Retrievability: Paper records are retrieved by surname and electronic retrieval is both surname and Social Security Number. Safeguards: Records are maintained in areas restricted to authorized persons having official need therefor; all information is regarded as if it were marked For Official Use Only. Retention and disposal: Records are permanent; after employee separates records are retired to the National Personnel Records Center (Civilian), 111 Winnebago Street, St. Louis, MO 63118-4199 within 30 days. Copies of these records maintained in an administrative office or by the supervisor are retained until the employee transfers or separates; destroyed 30 days later. System manager(s) and address: Office of the Assistant Secretary of the Army, Manpower and Reserve Affairs, 200 Stovall Street, Alexandria, VA 22332-0300. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the local Civilian Personnel Officer; former nonappropriated fund employees should write to the National Personnel Records Center (Civilian) 111 Winnebago Street, St. Louis, Mo 63118- 4199. Individual should provide his/her full name, current address and telephone number, a specific description of the information/records sought, and any identifying numbers such as Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the local Civilian Personnel Officer; former nonappropriated fund employees should write to the National Personnel Records Center (Civilian) 111 Winnebago Street, St. Louis, MO 63118-4199. Individual should provide his/her full name, current address and telephone number, a specific description of the information/records sought, and any identifying numbers such as Social Security Number. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the applicant; statements or correspondence from persons having knowledge of the individual; official records; actions affecting individual's employment and/or pay. Exemptions claimed for the system: None. A0220-1USSOCOM System name: Military Personnel Data File, USSOCOM. System location: U.S. Special Operations Command, MacDill Air Force Base, FL 33608-6001. Categories of individuals covered by the system: All Army, Navy, Marine Corps, and Air Force personnel assigned for duty with U.S. Special Operations Command (USSOCOM). Categories of records in the system: File contains individual's name, Social Security Number, rank, pay grade, date of rank, branch of service, Army officer branch, basic active service date, basic pay entry date, date of birth, organization and division, primary and secondary military specialty, duty MOS/AFSC, marital status, officer evaluation report/enlisted efficiency report date, reserve regular officer status, duty telephone number, home address and telephone number, spouse's name, date arrived at USSOCOM, projected loss date, expiration term of service, foreign service availability code, human personal reliability screening data, language proficiency, enlisted evaluation report weighted average, name of OER/EER rater, duty title, permanent grade, date of rank, rated category, highest professional military and civilian education, source of commission, mandatory retirement date (officers). Authority for maintenance of the system: 10 U.S.C. 3013 and E.O. 9397. Purpose(s): To maintain a consolidated joint personnel file pertaining to Army, Navy, Marine Corps, and Air Force personnel. Although each service has its own personnel records system, USSOCOM requires basic personnel data for Command Manning Rosters and similar management purposes. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' published at the beginning of the Army's 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: The system is an on-line disc resident application with back-up maintained on magnetic tape. Retrievability: Standard reports and ad hoc retrievals are generated via remote terminals using a data management system. Updates and record browsing may be accomplished in the interactive mode through keying by Social Security Number. Safeguards: All operators have Passwords which are required for access to the computer file. All output products bear Privacy Act labels. Retention and disposal: Personnel data are deleted upon departure of the individual from USSOCOM. System manager(s) and address: Commander in Chief, U.S. Special Operations Command, MacDill AFB, Florida 33608-6001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander in Chief, U.S. Special Operations Command, ATTN: Director of Personnel (SOJ1-P), MacDill AFB, Florida 33608- 6001. Individual should provide the full name, Social Security Number, and military status or other information verifiable from the record itself. Record access procedures: Individuals seeking access to record about themselves contained in this system should address written inquiries to Commander in Chief, U.S. Special Operations Command, ATTN: Director of Personnel (SOJ1-P), MacDill AFB, Florida 33608-6001. Individual should provide the full name, Social Security Number, and military status or other information verifiable from the record itself. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing agency determinations are published in Department of the Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From official military personnel records of the individual upon his/her reporting to USSOCOM for duty. Exemptions claimed for the system: None. A0340-21 TAPC System name: Privacy Case Files. System location: These records exist at Headquarters, Department of the Army, staff and field operating agencies, major commands, installations and activities receiving Privacy Act requests. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. Records also exist in offices of Access and Amendment Refusal Authorities when an individual's request to access and/or amend his/her record is denied. Upon appeal of that denial, record is maintained by the Department of the Army Privacy Review Board. Categories of individuals covered by the system: Individuals who request information concerning themselves which is in the custody of the Department of the Army or who request access to or amendment of such records in accordance with the Privacy Act of 1974, as amended. Categories of records in the system: Documents notifying requesters of the existence of records on them, providing or denying access to or amendment of records, acting on appeals or denials to provide access or amend records, and providing or developing information for use in litigation; Department of the Army Privacy Review Board minutes and actions; copies of the requested and amended or unamended records; statements of disagreement; and other related documents. Authority for maintenance of the system: 5 U.S.C. 552a, the Privacy Act of 1974, as amended; 10 U.S.C. 3013, Secretary of the Army; and Army Regulation 340-21, The Army Privacy Program. Purpose(s): To process and coordinate individual requests for access and amendment of personal records; to process appeals on denials of requests for access or amendment to personal records by the data subject against agency rulings; and to ensure timely response to requesters. 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: The DoD ``Blanket Routine Uses'' set forth at the beginning of the Army's compilation of systems 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 records in file folders; microfilm. Retrievability: By name of requester on whom the records pertain. Safeguards: Records are accessed by custodian of the record system and by persons responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms. Retention and disposal: Approved requests, denials that were not appealed, denials fully overruled by appellate authorities and appeals adjudicated fully in favor of requester are destroyed after 4 years. Appeals denied in full or in part are destroyed after 10 years, provided legal proceedings are completed. System manager(s) and address: FOIA/PA Manager, U.S. Army Records Management and Declassification Agency, Freedom of Information/Privacy Act Office, 7798 Cissna Road, Fort Belvoir, VA 22153-3166. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the U.S. Army Records Management and Declassification Agency, Freedom of Information/Privacy Act Office, 7798 Cissna Road, Fort Belvoir, VA 22153-3166. For verification purposes, individual should provide full name, date and place of birth, current address and other personal information necessary to locate the record. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the office that processed the initial inquiry, access request, or amendment request. Individual may obtain assistance from the U.S. Army Records Management and Declassification Agency, Freedom of Information/Privacy Act Office, 7798 Cissna Road, Fort Belvoir, VA 22153-3166. For verification purposes, individual should provide full name, date and place of birth, current address and other personal information necessary to locate the record. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Army organizations, Department of Defense components, and other Federal, state, and local government agencies. Exemptions claimed for the system: During the course of a Privacy Act (PA) action, exempt materials from ``other'' systems of records may become part of the case records in this system of records. To the extent that copies of exempt records from those ``other'' systems of records are entered into these PA case records, the Department of the Army hereby claims the same exemptions for the records as they have in the original primary systems of records which they are a part. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) published in 32 CFR part 505. For additional information contact the system manager. A0350-1DAMI System name: INSCOM, Personal Qualification and Training Profile. System location: United States Army Intelligence and Security Command, Fort Belvoir, VA, 22060-5370. Categories or Individuals covered by the system: All Army military personnel assigned to Headquarters, United States Army Intelligence and Security Command and its attached activities. Categories of records in the system: File contains individual's name, Social Security Number, pay grade, primary military occupational specialty (PMOS)/Specialty skill identifier (SSI), date of last evaluation report, sex, date of birth, organization/unit processing code, duty section, height, weight, weight control program status, physical profile factors (PULHES), date of last physical examination, examination, profile status, expiration date of temporary profile, over 40 medical clearance status, date last Human Immunodeficiency Virus (HIV) test, date last Army physical fitness test (APFT), APFT results, APFT scores, date last skill qualification test (SQT), SQT score, PLDC attendance, CAS3 attendance, date last weapons qualification, weapons qualification status, caliber of weapon in which qualified, date last subversion and espionage directed against defense in which qualified, date last subversion and espionage directed against defense activities (SAEDA) training, date of last operations security training, and similar personnel, medical and training related data pertaining to assignments. Authority for maintenance of the system: 10 U.S.C. 3012 and E.O. 9397. Purpose(s): To maintain a consolidated file of specified personnel, medical and training related data pertaining to all Army military personnel assigned to Headquarters United States Army Intelligence and Security Command and their supporting tenant activities. A consolidated records system of selected data is required to more efficiently and effectively provide management and training support to assigned personnel. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices apply to this system. Policies and practices for storing, retrieving, assessing, retaining and disposing of records in the system: Storage: Hard disc, floppy diskettes and paper records in file cabinets. Retrievability: By individual's name, Social Security Number or other individually identifying characteristics. Safeguards: Military police are used as security personnel. A stringent employee identification badge and visitor registration/escort system is in effect. The computer terminal and hard copy records are maintained in areas accessible only to authorized personnel who have a need for the information in the performance of their official duties. The computerized records system is accessed and updated by the custodian of the records system and by a limited number of other personnel responsible for servicing the records in the performance of their official duties. Access to the computer file requires utilization of a password. Once in the system, access is restricted to only the user's applicable portions of the system. One unit cannot access another unit's records. All hard copy products bear Privacy Act labels. Retention and disposal: All data pertaining to an individual is deleted from the computer file during the individual's out-processing. Paper records are retained for 2 years and are destroyed as unclassified For Official Use Only waste. System manager(s) and address: Commander, United States Army Intelligence and Security Command, Fort Belvoir, VA 22060-5370. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, United States Army Intelligence and Security Command, ATTN: IACSF-FI, Fort Meade, MD 20755-5995. Individuals must furnish his/her full name, Social Security Number, current address, telephone number, and signature. Record access procedure: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, United States Army Intelligence and Security Command, ATTN: IACSF-FI, Fort Meade, MD 20755-5995. Individuals must furnish the full name, Social Security Number, current address, telephone number, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual and from the official military personnel records, official health records and local training records during in-processing. Data for updates to records in the system are obtained from the individual and from source documents utilized to update the individual's official records. Exemptions claimed for the system: None. A0351AMC System name: Student/Faculty Records: AMC Schools Systems. System location: U.S. Army Management Engineering College, Rock Island 61299-7040 and U.S. Army Defense Ammunition Center and School, Savanna, IL 61074-9639. Categories of individuals covered by the system: Students enrolled/attending schools identified above, faculty, instructors, and guest speakers. Categories of records in the system: Student academic records consisting of course completion and results, aptitudes and personal qualities, grades/ratings assigned; instructor/guest speaker qualifications and evaluations, including biographical data; class historical/academic achievements; and related information. Authority for maintenance of the system: 5 U.S.C. 301 and E.O. 9397. Purpose(s): To determine applicant eligibility, monitor individual's progress, maintain record of student/faculty achievements, and to provide bases for management assessment of curricula and faculty effectiveness and class standing. 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 doutside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records; cards; photographs; magnetic tapes/discs; and printouts. Retrievability: By name, Social Security Number, military service number. Safeguards: Records are maintained in locked cabinets within secured areas accessible only to authorized persons having an official need-to- know. Retention and disposal: Individual academic records are retained for 40 years, 3 of which are at the school which created them; they are subsequently transferred to the National Personnel Records Center, 9700 Page Boulevard, St. Louis, MO 63132-5200. Faculty/instructor qualifications records are retained until individual transfers from the facility, held for 5 years, and then destroyed. Other records are retained until no longer needed, at which time they are destroyed. System manager(s) and address: Commander, U.S. Army Materiel Command, 5001 Eisenhower Avenue, Alexandria, VA 22333-0001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant/Director of the appropriate School/ Agency. Individual should provide full name, rank/grade, Social Security Number, course title/class number, and date of attendance or, if a faculty member: Name, course(s) taught, and period in which instructed at named training facility. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant/Director of the appropriate School/Agency. Individual should provide full name, rank/grade, Social Security Number, course title/class number, and date of attendance or, if a faculty member: Name, course(s) taught, and period in which instructed at named training facility. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual student, faculty, instructor, guest speaker, and management analyses of class performance. Exemptions claimed for the system: None. A0351 DAPE System name: Army Training Requirements and Resources System (ATRRS). System location: Deputy Chief of Staff for Personnel, Headquarters, Department of the Army, 300 Army Pentagon, Washington, DC 20310-0300; U.S. Army Personnel Command; major commands; Army Reserve Personnel Center; National Guard Bureau; Schools and Army Training Centers 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: Members of the Army, Navy, Air Force, Marine Corps, Reserve Officers' Training Corps students, Department of Defense (DoD) civilian employees and approved foreign military personnel attending a course of instruction conducted under the auspices of all Army schools and some DoD schools. Categories of records in the system: The system contains records pertaining to course administrative data, course scope and prerequisites, course training requirements, course equipment, personnel and facilities constraints, requirements for instructors, class schedules, class quotas, prioritized order of merit list for input into Noncommissioned Officers Education System (NCOES) training, by name reservations, limited individual personnel data, and course input and completion data by name/Social Security Number. Data related to an individual is as follows: Training course completion data and reason codes for attrition are maintained for an individual, as well as training seat reservations. Limited personnel data is maintained on an individual as long as the individual has a valid reservation for training or is currently in the training base. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 3013, Secretary of the Army and 4301; and E.O. 9397 (SSN). Purpose(s): The Army Training Requirements and Resources System is the system of records for the management of personnel input to training for the Army; is the repository for training requirements, training programs, selected training cost data, and training personnel data; contains detailed class information on all courses taught and taken by Army personnel; and produces reports and analyses and can display selected data pertinent to training-requirements, programs, inputs, graduates, loads and associated information. Training managers use this information to schedule classes, fill training seats, and train soldiers. The major subsystems of the Army Training Requirements and Resources System include: (a) The Mobilization Planning System is used to plan individual training requirements and training programs for all courses upon mobilization. The product of Mobilization Planning System is the Mobilization Army Program for Individual Training. (b) The Structure Manning Decision Review (SMDR) is the process for reviewing training requirements and modifying them into executable training programs based on available resources. The product of the SMDR is the Army Program for Individual Training which is the mission and resourcing document used by schools and training centers to establish class schedule. Additionally, the Training Resource Arbitration Panel is used to adjust training programs during the execution year. (c) The Student Trainee Management System-Enlisted manages initial entry training seats and provides projected graduate information to PERSCOM. (d) The Quota Management System is used to allocate training quotas by class and redistribute those seats among components in order to maximize the fill of training seats. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Electronic storage medium. Retrievability: Retrieved by individual's name and Social Security Number. Safeguards: Visitor registration system is in effect. Hard copy printouts which contain data by Social Security Number are maintained with an `Official Use Only' cover. Access to the Army Training Requirements and Resources System is limited to authorized personnel and as determined by the system manager. Retention and disposal: Records are destroyed when no longer needed for current operations. System manager(s) and address: Deputy Chief of Staff for Personnel, Headquarters, Department of the Army, 300 Army Pentagon, Washington, DC 20310-0300. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the local commander. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. Individual should provide the full name, Social Security Number, and military status or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves is contained in this system should address written inquiries to the local commander. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. Individual should provide the full name, Social Security Number, and military status or other information verifiable from the record itself. Contesting record procedures: The Army rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Information is received from DoD staff, field installations, and automated systems. Exemptions claimed for the system: None. A0351 DASG System name: Army School Student Files: Physical Therapy Program. System location: Commandant, Academy of Health Services, Physical Therapy Branch, 3151 Scott Road, Suite 1230, Fort Sam Houston, TX 78234-6138. Categories of individuals covered by the system: Graduates of the U.S. Army Physical Therapy Program since 1928. Categories of records in the system: Academic grades only on graduates from 1973 to present. Academic grades and varying amounts and types of anecdotal information on performance: 1945-1972. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army. Purpose(s): To provide certification of graduation from an approved physical therapy program to the individual graduate. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders: Retrievability: By last name of graduate. Safeguards: Records are in closed files, accessible only to designated officials having need therefor in the performance of their duties. Retention and disposal: Records are permanent. System manager(s) and address: Commandant, Academy of Health Services, Physical Therapy Branch, 3151 Scott Road, Suite 1230, Fort Sam Houston, TX 78234-6138. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant, Academy of Health Services, Physical Therapy Branch, ATTN: MCCS HMT, 3151 Scott Road, Suite 1230, Fort Sam Houston, TX 78234-6138. For verification purposes, the individual should provide the full name, maiden name if married, year of graduation, current address, institution and complete address to which transcript is to be mailed if other than that of individual concerned. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant, Academy of Health Services, Physical Therapy Branch, ATTN: MCCS HMT, 3151 Scott Road, Suite 1230, Fort Sam Houston, TX 78234-6138. For verification purposes, the individual should provide the full name, maiden name if married, year of graduation, current address, institution and complete address to which transcript is to be mailed if other than that of individual concerned. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Staff and faculty of appropriate school and/or training hospital responsible for presentation of instruction. Exemptions claimed for the system: None. A0351HSC System name: Practical Nurse Course Files. System location: Practical Nurse Course, Fitzsimons Army Medical Center, Aurora, CO 80045-5001. Categories of individuals covered by the system: These files relate to student personnel who attend formal course of instruction at the Practical Nurse Course. Categories of records in the system: Individual Academic Record Files consisting of courses attended by Army members, length of each, extent of each, completion and results, aptitudes and personal qualities, grade and rating attained and related data for each individual. Faculty Board Files pertaining to the class standing, rating, classification, and proficiency of students; Class Academic Record indicating progress and attendance of class members. Authority for maintenance of the system: 5 U.S.C. 301 and E.O. 9397. Purpose(s): To confirm eligibility for attendance, monitor student progress, determine successful completion of academic requirements and prepare transcripts. Records reflect accomplishment of courses which may be prerequisites for attendance at other formal courses of instruction, or taking of State Board, Licensed Practical Nursing examinations. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders, card files; magnetic disks and tapes. Retrievability: By name and/or assigned class number. Safeguards: Building housing records has limited access; information is released only to authorized personnel. Retention and disposal: Individual Academic Records and Class Academic records are destroyed after 40 years; collateral individual training records are destroyed after 1 year; Faculty Board files are destroyed after 1 year. System manager(s) and address. Commander, Health Services Command, Fort Sam Houston, TX 78234- 6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Practical Nurse Course, Fitzsimons Army Medical Center, Aurora, CO 80045-5001. For verification purposes, individual should provide the full name, Social Security Number, rank at time of attendance, military service number or student number, if applicable, course title and class number, or description of type of training received and dates of course attendance. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Practical Nurse Course, Fitzsimons Army Medical Center, Aurora, CO 80045-5001. For verification purposes, individual should provide the full name, Social Security Number, rank at time of attendance, military service number or student number, if applicable, course title and class number, or description of type of training received and dates of course attendance. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are published in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the school staff and faculty responsible for presentation of instruction. Exemptions claimed for the system: None. A0351HSC-AHS System name: Academy of Health Sciences: Academic and Supporting Records. System location: Academy of Health Sciences, Fort Sam Houston, TX 78234-6000 and Fitzsimons Army Medical Center, Aurora, CO 80045-5001. Categories of individuals covered by the system: Resident and correspondence students enrolled in courses at the Academy. Categories of records in the system: Student's name, Social Security Number, grade/rank, academic qualifications, progress reports, academic grades, ratings attained, aptitudes and personal qualities, including corporate fitness results; faculty board records pertaining to class standing/rating/ classification/proficiency of students; class academic records maintained by instructors indicating attendance and progress of class members. Authority for maintenance of the system: 5 U.S.C. 301 and E.O. 9397. Purpose(s): To determine eligibility for enrollment/attendance, monitor student progress, record accomplishments, and serve as record of courses which may be prerequisite for other formal courses of instruction, licensure, certification, and employment. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information may be disclosed to colleges or universities or medical institutions which accredit the Academy's instruction. .The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records, microfiche, cards, magnetic tape and/or disc, and computer printouts. Retrievability: By individual's name, Social Security Number, assigned passwords. Retention and disposal: Academic records are maintained 40 years at the Academy of Health Sciences. Except for the master file, automated data are erased after the fourth updating cycle. System manager(s) and address: Registrar, Academy of Health Sciences, Fort Sam Houston, TX 78234-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Registrar, Academy of Health Sciences, Fort Sam Houston, TX 78234-6000. For verification purposes, individual should provide the full name, Social Security Number, date attended/enrolled, current address, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Registrar, Academy of Health Sciences, Fort Sam Houston, TX 78234- 6000. For verification purposes, individual should provide the full name, Social Security Number, date attended/enrolled, current address, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are published in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; Academy of Health Sciences' staff and faculty. Exemptions claimed for the system: None. A0351NDU System name: NDU National Defense University Student Data Files. System location: National Defense University, Fort Leslie J. McNair, Washington, DC 20319-5000. Categories of individuals covered by the system: Resident/non-resident students enrolled at courses of instruction at The National Defense University (NDU), including the Industrial College of the Armed Forces and the National War College. Categories of records in the system: Name, date of birth, Social Security Number, student number, grade/rank, branch of service or civilian agency, years of Federal service, biographical data, course/section assignment, prior education, and academic and other related management data. Authority for maintenance of the system: 10 U.S.C. 3012. Purpose(s): To confirm attendance eligibility, monitor student progress, produce record of grades and achievements, prepare assignment rosters; to render management and statistical summaries and reports; and compile class yearbooks. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Student transcripts may be disclosed to other educational institutions. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders; computer magnetic tapes, discs, and printouts. Retrievability: By Social Security Number or student identification number. Safeguards: Records are maintained in buildings which employ security guards and are accessed only by authorized personnel having an official need-to-know. Automated records employ software passwords; magnetic tapes are protected by user identification and manual controls. Computer room is controlled by card key system requiring positive identification and authorization. Retention and disposal: Individual and class academic records are destroyed after 40 years. Records pertaining to extension courses are held indefinitely before being retired to the National Personnel Records Center, St. Louis, MO. Individual training records are destroyed annually; management reports are destroyed when no longer needed. System manager(s) and address: President, National Defense University, Fort Leslie J. McNair, Washington, DC 20319-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the President, National Defense University, Fort Leslie J. McNair, Washington, DC 20319-5000. Individual should provide his/her full name, Social Security Number, and date of enrollment and or completion of graduation. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the President, National Defense University, Fort Leslie J. McNair, Washington, DC 20319-5000. Individual should provide his/her full name, Social Security Number, and date of enrollment and or completion of graduation. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From applicants, faculty evaluations and reports, transcripts from educational institutions. Exemptions claimed for the system: None. A0351 USAREUR System name: Individual Academic Record Files. System location: Commander, Combined Arms Training Center, Unit 28038, APO AE 09112-0100. Categories of individuals covered by the system: Military or civilian personnel admitted as a student at a course of instruction conducted by the Combined Arms Training Center. Categories of records in the system: Student's name, Social Security Number, race, unit of assignment, course quota status, roster number, applicable Army Classification Battery Scores, eligibility for course attendance, academic achievements, awards, and similar relevant data. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army and E.O. 9397 (SSN). Purpose(s): To determine eligibility for enrollment/attendance, monitor student progress, and record accomplishments for management studies and reports. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders and electronic storage media. Retrievability: By student's Social Security Number, surname, course/class number. Safeguards: Records are maintained in locked rooms, accessible only to designated persons authorized to use in the performance of official duties. Retention and disposal: Destroy after 40 years. Maintain in current file area until no longer needed for conducting business, then retire to records holding area, where they will be transferred to the National Personnel Records Center, 9700 Page Avenue, St. Louis, MO 63132-5200. System manager(s) and address: Commander, U.S. Army Europe and Seventh Army, Unit 29351, APO AE 09014-0100. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Combined Arms Training Center, Unit 28038, APO AE 09112-0100. Individuals should provide their Social Security Number, full name, course and class dates of attendance, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Combined Arms Training Center, Unit 28038, APO AE 09112- 0100. Individuals should provide their Social Security Number, full name, course and class dates of attendance, and signature. Contesting record procedures: The Army's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in the Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; his/her commander; instructors; Army records and reports. Exemptions claimed for the system: None. A0351-12DAPE System name: Applicants/Students, U.S. Military Academy Prep School. System location: U.S. Military Academy Preparatory School, Fort Monmouth, NJ 07703-5000. Categories of individuals covered by the system: Applicants and students, U.S. Military Academy Preparatory School. Categories of records in the system: Application for admission, high school/college transcripts, Scholastic Aptitude/American College Test, CLEP/GT/Officer Candidate, and related test scores, admissions evaluation worksheets and correspondence relating to admission, medical history, academic progress/grades and related reports, and relevant information comprising the cadet candidate's attendance and behavior at the School. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): To evaluate applicant's acceptance and, once admitted, to assess his/her leadership, academic, and physical aptitude potential for the U.S. Military Academy. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders. Retrievability: By applicant/student surname. Safeguards: Records are stored in locked rooms within buildings which are secured during non-duty hours, and are available only to authorized persons having an official need for the information. Retention and disposal: For applicants who are rejected or who choose not to enter the U.S. Military Academy, records are maintained until individual exceeds the age limit for acceptance to the Academy. For applicants who are accepted and enter the U.S. Military Academy, records are retained for 40 years after individual's class graduates from Academy, following which records are destroyed by burning and/or shredding. System manager(s) and address: Deputy Chief of Staff for Personnel, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-4000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant, U.S. Military Academy Preparatory School, Fort Monmouth, NJ 07703-5000. Individual should provide full name, Social Security Number, current address and telephone number of the requester, and year of application and/or attendance. For personal visits, the individual should be able to provide acceptable identification such as military, employee, or other individually identifying number, valid driver's license, building pass, etc. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant, U.S. Military Academy Preparatory School, Fort Monmouth, NJ 07703-5000. Individual should provide full name, Social Security Number, current address and telephone number of the requester, and year of application and/or attendance. For personal visits, the individual should be able to provide acceptable identification such as military, employee, or other individually identifying number, valid driver's license, building pass, etc. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; high school/college transcripts, nationally recognized and Army testing services, staff and faculty of the U.S. Military Academy Preparatory School, military supervisors/unit personnel officers. Exemptions claimed for the system: Parts of this system may be exempt pursuant to 5 U.S.C. 552a(k)(5) and (k)(7), as applicable. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0351-17aUSMA System name: U.S. Military Academy Candidate Files. System location: U.S. Military Academy, West Point, NY 10996-1797. Categories of individuals covered by the system: Potential and actual candidates for entrance to the U.S. Military Academy for the current and previous 2 years. Categories of records in the system: Entrance examination results, Personal Data Record (DD Form 1867), Candidate Activities Report (DD Form 1868), Prospective Candidate Questionnaire (DD Form 1908), Interview Sheets, School Official's Evaluation (DD Form 1869), Employer's Evaluation of Candidate, Scholastic Aptitude Examination scores, American College Testing Program Scores, High School and College/University transcripts, physical aptitude examination, Candidate Summary Sheets, Nominating Letter, naturalization or adoption papers, birth certificate, Oath 50950, special orders, all correspondence to/form/ and about candidate. Authority for maintenance of the system: 10 U.S.C. 4331, 4332, and 4334. Purpose(s): To evaluate a candidate's academic, leadership, and physical aptitude potential for the U.S. Military Academy, to conduct management studies of admissions criteria and procedures. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information may be disclosed to Members of Congress to assist them in nominating candidates. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records are maintained in file folder. Selected items of information reside on computer discs. Retrievability: By candidate's surname; by source of nomination, current status, and special categories. Safeguards: All information is stored in locked rooms with restricted access to authorized personnel. Automated data are further protected by a user identification and password convention. Retention and disposal: For accepted candidates, records become part of the Cadet's Personnel Record, described by System of Records A0351-17bUSMA a permanent record. Records on candidates not accepted for admission are destroyed either on expiration of age eligibility or after 3 years, whichever is later. System manager(s) and address: Superintendent, U.S. Military Academy, West Point, NY 10996-1797. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Superintendent, U.S. Military Academy, West Point, NY 10996-1797. Individual should provide the full name, current address, year of application, source of nomination, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Superintendent, U.S. Military Academy, West Point, NY 10996-1797. Individual should provide the full name, current address, year of application, source of nomination, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are published in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Members of Congress, school transcripts, evaluations from former employer(s), medical reports/physical examination results, U.S. Military Academy faculty evaluations, American College Testing Service, Educational Testing Service, and similar relevant documents. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(5), (6), or (7) as applicable. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0351-17bUSMA System name: U.S. Military Academy Personnel Cadet Records. System location: U.S. Military Academy, West Point, NY 10996-5000. Categories of individuals covered by the system: Present and former Cadets of the U.S. Military Academy. Categories of records in the system: Application and evaluations of cadet for admission; letters of recommendation/endorsement; academic achievements, awards, honors, grades, and transcripts; performance counseling; health, physical aptitude and abilities and athletic accomplishments, peer appraisals; supervisory assessments; suitability data, including honor code infractions and disposition. Basic biographical and historical summary of cadet's tenure at the U.S. Military Academy is maintained on cards in the Archives Office or on microfiche in the Cadet Records Section. Authority for maintenance of the system: 10 U.S.C. 3013 and 4334, and E.O. 9397 (SSN). Purpose(s): To record the cadet's appointment to the Academy, his/her scholastic and athletic achievements, performance, motivation, discipline, final standing, and potential as a military career officer. 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: Academic transcripts may be provided to educational institutions. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Manual records in file folders; microfilm. Retrievability: By surname or Social Security Number. Safeguards: Access to records is limited to persons having official need therefor; records are maintained in secure file cabinets and/or in locked rooms. Retention and disposal: Records of Cadets who are commissioned become part of his/her Official Military Personnel File. Records of individuals not commissioned are destroyed after 5 years. Microfilmed records maintained by USMA are permanent; hard copy files are destroyed after being microfilmed. System manager(s) and address: Superintendent, U.S. Military Academy, West Point, NY 10996-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Superintendent, U.S. Military Academy, West Point, NY 10996-5000. Individual should provide the full name, Social Security Number, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Superintendent, U.S. Military Academy, West Point, NY 10996-5000. Individual should provide the full name, Social Security Number, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, his/her sponsors, peer evaluations, grades and reports of U.S. Military Academy academic and physical education department heads, transcripts from other educational institutions, medical examination/assessments, supervisory counseling/performance reports. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(5) or (k)(7), as applicable. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0351a IRMC System name: Information Resources Management College Record System. System location: Information Resources Management College, Washington Navy Yard, Washington, DC 20374-5000. Categories of individuals covered by the system: All students who have completed a course of instruction presented by the Information Resources Management College (IRMC). These are primarily DoD military and civilian personnel; personnel from federal, state and local government agencies who have attended courses on a space available basis; military and civilian personnel from foreign governments who requested and were granted authority to attend courses; and personnel from private industry who are under direct contract to a DoD activity who sponsor their attendance. Categories of records in the system: Individual's name, Social Security Number, home address, home telephone number, military rank, civilian grade, branch of service, course ID, activity and consolidated list of students, names, courses and their activities. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 351-1, Individual Military Education and Training; Army Regulation 351-9, Inter-service Education and Training; and E.O. 9397 (SSN). Purpose(s): Maintained by IRMC Student Operations Section to respond to individuals requesting official verification of attendance to a specific course; to respond to students, agency or activity requesting official record of training completed. Used to compile statistical data of student output, e.g., attendance by course, attendance by branch of service, agency or activity. Statistical data is not compiled by name. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Card file, paper copies forms, and hard disk/magnetic tape. Retrievability: Name and course ID. Safeguards: Maintained in an administrative office, which is locked after normal working hours, accessible only to authorized office staff and director or delegate on demand. Retention and disposal: Records are maintained for a total of 40 years. Current file is maintained until no longer needed, then retired to a records holding area. The records holding area will retire the military records to National Personnel Records Center, 9700 Page Avenue, St. Louis, MO 63132-5100 when records are ten years old. System manager(s) and address: Chief, Student Operations Section, Information Resources Management College, Building 175, Washington Navy Yard, Washington, DC 20374-5000. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Chief, Student Operations Section Information Resources Management College, Building 175, Washington Navy Yard, Washington, DC 20374-5000. Individual should provide full name and course attended. Record access procedures: Individuals seeking to access records about themselves contained in this system of records should address written inquiries to the Chief, Student Operations Section, Information Resources Management College, Building 175, Washington Navy Yard, Washington, DC 20374- 5000. Individual should provide full name and course attended. Contesting record procedures: The Army rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Enrollment and registration request for DoD management education and training program courses, and course listing of students reviewed by course manager and individual students. Exemptions claimed for the system: None. A0351b IRMC System name: IRMC Student/Faculty/Senior Staff Biography System. System location: Information Resources Management College, Washington Navy Yard, Washington, DC 20374-5000. Categories of individuals covered by the system: All faculty members, senior staff members, and guest lecturers currently instructing or managing at the Information Resources Management College (IRMC). All students who are attending or who have completed a course of instruction presented by the Information Resources Management College. These are primarily DoD military and civilian personnel as regular students; personnel from other federal, state and local government agencies who have attended courses on a space available basis; military and civilian personnel from foreign governments who requested and were granted authority to attend courses; and personnel from private industry who are under direct contract to a DoD activity who sponsor their attendance. Categories of records in the system: Biographic summary forms individually submitted upon request by each IRMC faculty member, senior staff member, guest lecturer, or student. Students record consists of name, rank or rate, civilian grade, organization and division, office phone number, current and previous job titles and positions, number of months with present job title, major duties of present job, formal education completed, course ID, objectives for attending IRMC course, computer-related and other technical training and experience, information on usage of computers in present position, influence and authority student has over design of computer-based systems including security and privacy aspects, extent involved in planning and design of teleprocessing systems. Faculty/senior staff record consists of name, rank or rate, current and previous job titles and positions, former major duties, formal education completed, computer-related and other technical training experience. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): The student biographical summaries are used by course managers and functional department heads to evaluate education level, computer related work experience, and general computer background of IRMC students. Establishes student qualifications to attend a requested course and if course objectives have satisfied personal objectives of students attending course. Statistical summarization of information contained in the system provides basis for modification and revision to course content. Serves as vehicle to place student into appropriate laboratory and seminar group in courses requiring such a breakout. Information on faculty/senior staff members contained in the biographical summaries is provided to students as an attachment to their student notebooks. Records are used to identify faculty and senior staff members, areas of data processing and information management expertise for consultation purposes and as an expertise preamble to the next scheduled lecturer. 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: The DoD ``Blanket Routine Uses'' set forth at the beginning of the Army's compilation of systems 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 records and computer hard disk/magnetic tape. Retrievability: By name for faculty/senior staff members. Course ID and name for students. Safeguards: Maintained in Student Operations Section which is locked after normal working hours, access controlled by system manager and accessible only to authorized faculty members, director or administration, and director or delegate on demand. Retention and disposal: All completed individual student biographical summaries are retained in a file folder marked by course ID and course date. Individual student biographical summaries are retained by course for two fiscal years preceding the fiscal year in progress. All individual faculty and senior staff biographical summaries are retained in a master file folder until no longer providing services to IRMC. Master file is reviewed periodically to maintain currency. System manager(s) and address: Chief, Student Operations Section, Information Resources Management College, Building 175, Washington Navy Yard, Washington, DC 20374-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Student Operations Section, Information Resources Management College, Building 175, Washington Navy Yard, Washington, DC 20374-5000. Individual should provide course title and year of attendance. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Student Operations Section, Information Resources Management College, Building 175, Washington Navy Yard, Washington, DC 20374- 5000. Individual should provide course title and year of attendance. Contesting record procedures: The Army rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Student biography forms are of IRMC origin and completed by each individual student. Forms are completed either the first day of the course or, in the case of certain specific courses, are mailed to the prospective student requesting return prior to commencement of the course. Biographies are authorized by each faculty and senior staff member soon after arrival at IRMC. Guest lecturers are requested to voluntarily submit biographies for use in course notebooks. Content is never changed, but in some cases selectively reduced in length so as not to exceed one page. Format and content are generated solely by IRMC member and are subjected only to editorial review. Exemptions claimed for the system: None. A0351c IRMC System name: IRMC Course Evaluation System. System location: Information Resources Management College, Washington Navy Yard, Washington, DC 20374-5000. Categories of individuals covered by the system: All students who have completed a course of instruction presented by the Information Resources Management College (IRMC). These are primarily DoD military and civilian personnel as regular students; personnel from other federal, state and local government agencies who have attended courses on a space available basis; military and civilian personnel from foreign governments who requested and were granted authority to attend courses; and personnel from private industry who are under direct contract to a DoD activity who sponsor their attendance. Categories of records in the system: Individual student evaluation of entire course and random sampling of specific lecture presentations. Includes course ID; objectives for attending course; statement concerning realization of personal objectives, numerical or qualitative rating of overall course, lab sessions and/or specific lectures; list of strengths and weaknesses of course; list of lecture subjects of particular benefit or of little use to student; list of lecture subjects which should be expanded or reduced in coverage; and list of topics not covered in course but should be included. Comments concerning course content, sequence, lecture presentation, teaching techniques, audio visual aids, physical facilities and administrative support are solicited and recorded. Categories are posed as questions with ample space to encourage written response to student opinion in a structured but non-restrictive format. These Course Evaluation Forms also contain hard core factual information, i.e., course ID, course dates, student name, rank/rate/grade, branch of service, duty station or agency, and present job title. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): The system is used to evaluate course, lecture, teaching techniques and individual instructor effectiveness. It provides basis for modification and revision to course content and sequence and lecture content. It provides input to long-range plan for course update, additions and revisions. The evaluation of all attendees to a particular course are reviewed as a composite group by IRMC faculty members to determine problem areas, trends, and provides a continuous evaluation of course effectiveness. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records and computer hard disk/magnetic tape. Retrievability: Course ID and student name. Safeguards: Maintained in Student Operations Section Office, which is locked after normal working hours, access controlled by system manager and accessible only to authorized faculty members. Director of Administration and Director delegate on demand. Retention and disposal: All completed individual evaluations of students attending a specific course are retained by course ID and course date. Individual student evaluation forms are retained by course for two fiscal years preceding the fiscal year in progress. System manager(s) and address: Chief, Student Operations Section, Information Resources Management College, Building 175, Washington Navy Yard, Washington, DC 20374-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Student Operations Section, Information Resources Management College, Building 175, Washington Navy Yard, Washington, DC 20374-5000. Individual should provide course title and year of attendance. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Student Operations Section, Information Resources Management College, Building 175, Washington Navy Yard, Washington, DC 20374- 5000. Individual should provide course title and year of attendance. Contesting record procedures: The Army rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Student course evaluation forms are of IRMC origin and distributed in class and completed by each individual student. Exemptions claimed for the system: None. A0351a TRADOC System name: Army School Student Files. System location: All Army schools, colleges, and training centers. Categories of individuals covered by the system: Students who attend formal and/or non-resident courses of instruction at Army schools, colleges and training centers. Categories of records in the system: Individual academic records consisting of courses attended, length of each, extent of completion and results; aptitudes and personal qualities, including corporate fitness results; grade and rating attained; and related information; collateral individual training records comprising information posted to the basic individual academic training record or other long term records; faculty board files pertaining to the class standing/rating/ classification/proficiency of students; class academic records maintained by training instructors indicating attendance and progress of class member instructors indicating attendance and progress of class members. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 351-1, Individual Military Education and Training; and E.O. 9397 (SSN). Purpose(s): To determine eligibility of students for attendance, monitor progress, record completion of academic requirements, and document courses which may be prerequisites for attendance/participation in other courses of instruction. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders, cards, computer magnetic tapes/ disks; printouts. Retrievability: By individual's name, Social Security Number/military service number. Safeguards: Information is stored in locked cabinets or rooms, accessed only by authorized individuals having official need thereof. Access is restricted to authorized personnel only with secure sign on and password capability. Retention and disposal: Individual and class academic records are destroyed after 40 years, cut-off annually. Records of extension courses are maintained for 3 years in current file area, 2 years in the records holding area prior to retirement to the National Records Center, 9700 Page Street, St. Louis, MO 63132. Collateral individual training records are destroyed after 1 year. Officer candidate school applicant records, destroy after 1 year. Officer candidate relief records destroy after 5 years. Officer candidate inquiry and eligibility records and Judge Advocate General's School records destroy after 2 years. U.S. Army Reserve School records, destroy after 3 years. Disenrollment from officer candidate school records maintain in current file area for 5 years after disenrollment then destroy. System manager(s) and address: Commander, U.S. Army Combined Arms Center, Privacy Act Officer, Fort Leavenworth, KS 66027-2309. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Academic Record Office of the Army school, college, or training center attended. Individual should provide full name, student number, course title and class number, or description of type training received and dates of attendance/enrollment. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Academic Record Office of the Army School, college, or training center attended. Individual should provide full name, student number, course title and class number, or description of type training received and dates of attendance/enrollment. Contesting record procedures: The Army's rules for accessing records, contesting contents; and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the staff and faculty of appropriate school, college, or training center responsible for the instruction. Exemptions claimed for the system: None. A0351b TRADOC System name: Army Correspondence Course Program (ACCP). System location: Commander, U.S. Army Training Support Center, 3306 Wilson Avenue, Fort Eustis, VA 23604-5166. Categories of individuals covered by the system: Members of the Army, Navy, Marine Corps, and Air Force, Reserve Officer Training Corps and National Defense Cadet Corps students, Department of Defense civilian employees, and approved foreign military personnel enrolled in a non-resident course administered by the Army Institute for Professional Development. Categories of records in the system: Files contain name, grade/rank, Social Security Number, address, service component, branch, personnel classification, military occupational specialty, credit hours accumulated, examination and lesson grades, student academic status, curricula, course description. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Department of the Army Pamphlet 350-59, Army Correspondence Course Program Catalog; and E.O. 9397 (SSN). Purpose(s): To record lessons and/or exam grades; maintain student academic status; course and subcourse descriptions; produce course completion certificates and reflect credit hours earned; and produce management summary reports. 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: The DoD ``Blanket Routine Uses'' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic tapes, discs, paper printouts, and microfiche. Retrievability: By name and Social Security Number. Safeguards: Use of individual user identification and passwords are required to access the system. Access is granted to designated personnel at the Army Institute for Professional Development responsible for the administration and processing of non-resident students. Access is also granted to students and former students for the purpose of enrolling, testing, monitoring status, and reviewing academic history. Retention and disposal: Student records indicating courses attended, course length, extent of completion, results, aptitudes and personal qualities, grade, rating attained, and related information destroy after 40 years. Cut off annually. Records of extension courses, however, will be held for 3 years in current file area and 2 years in records holding area before retirement to National Personnel Records Center, 9700 Page Avenue, St. Louis, MO 63132-5100. System manager(s) and address: Commander, Army Training Support Center, 667 Monroe Avenue, Fort Eustis, VA 23604-5040. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Training Support Center, 3306 Wilson Avenue, Fort Eustis, VA 23604-5166. Individual should provide full name, Social Security Number, and signature for identification. Individual making request in person must provide acceptable identification such as driver's license and military identification. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Army Training Support Center, 3306 Wilson Avenue, Fort Eustis, VA 23604-5166. Individual should provide full name, Social Security Number, and signature for identification. Individual making request in person must provide acceptable identification such as driver's license and military identification. Contesting record procedures: The Army's rules for accessing records, contesting content, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From individual upon enrollment, from class records and instructors, and from graded examinations. Exemptions claimed for the system: None. A0351c TRADOC System name: Standardized Student Records System. System location: Commandant, Defense Language Institute Foreign Language Center, 1330 Plummer Street, Monterey, CA 93944-3326. Categories of individuals covered by the system: Persons who have been enrolled for foreign language training at the Defense Language Institute Foreign Language Center. Categories of records in the system: Individual's name, Social Security Number, and military administrative data, together with academic data generated at Defense Language Institute Foreign Language Center. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 350-20, Management of the Defense Foreign Language Program; and E.O. 9397 (SSN). Purpose(s): To establish a permanent student record used for issuing official grade transcripts and preparing statistical studies to improve training and testing methods. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders stored in file cabinets, magnetic tapes, discs, CD-ROM and computer. Retrievability: By Social Security Number, name, service number, class number, language and year. Safeguards: Records are accessible via remote terminal only by authorized personnel citing established user identifier and password. Retention and disposal: Disposition pending (until the National Archives and Records Administration approves retention and disposal schedule, records will be treated as permanent). System manager(s) and address: Commander, Defense Language Institute Foreign Language Center and Presidio of Monterey, 360 Patton Avenue, Monterey CA 93944-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant, Defense Language Institute Foreign Language Center, Academic Records, 1330 Plummer Street, Monterey, CA 93944-3326. Individual should provide the full name, current address and telephone number, Social Security Number, class attended, and year graduated. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant, Defense Language Institute Foreign Language Center, Academic Records, 1330 Plummer Street, Monterey, CA 93944-3326. Individual should provide the full name, current address and telephone number, Social Security Number, class attended, and year graduated. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; staff and faculty. Exemptions claimed for the system: None. A0351-1a TRADOC System name: Automated Instructional Management System-Redesign (AIMS-R). System location: Headquarters, Training and Doctrine Command (TRADOC); TRADOC Service Schools; and Army Training Centers. Addresses for the above may be obtained from the Commander U.S. Army Training Center, 2787 Madison Avenue, Fort Eustis, VA 23604-5166. Categories of individuals covered by the system: Military members of the Army, Navy, Marine Corps, and Air Force, and civilians employed by the U.S. Government, and approved foreign military personnel enrolled in a resident course at a U.S. Army service school. Categories of records in the system: Course data to include scheduling, testing, academic, graduation, personnel and attrition data. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 351-1, Individual Military Education and Training; and E.O. 9397 (SSN). Purpose(s): To automate those processes associated with the scheduling, management, testing, and tracking of resident student training. This TRADOC standard management system is composed of several subsystems which perform functions for personnel, student load management, academic records management, test creation, scoring and grading, student critique, resource scheduling and utilization, and query. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: CD-ROM, computer discs, and paper printouts. Retrievability: Retrieved by Social Security Number and course/class number. Safeguards: Access to system is restricted to authorized personnel only with sign-on and password authorization. Retention and disposal: Records are maintained for 40 years then destroyed. However, records on extension courses are maintained for 3 years in current file area, transferred to the records holding area for 2 years then finally retired to the National Personnel Records Center, 9700 Page Avenue, St. Louis, MO 63132-5100. System manager(s) and address: Commander, U.S. Army Training Support Center, Privacy Act Officer, 667 Monroe Avenue, Fort Eustis, VA 26604. Notification procedure: Individuals seeking to determine if information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Training Support Center, 2787 Madison Avenue, Fort Eustis, VA 23604-5166. Individual should provide the full name, Social Security Number, and military status or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Army Training Support Center, 2787 Madison Avenue, Fort Eustis, VA 23604-5166. Individual should provide the full name, Social Security Number, and military status or other information verifiable from the record itself. Contesting record procedures: The Army's rules for accessing records, contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Information is received from the individual, DoD staff, Personnel and Training systems, and faculty. Exemptions claimed for the system: None A0352-3CFSC System name: Dependent Children School Program Files. System location: Army-operated dependents schools located at Fort Benning, GA; Fort Bragg, NC; Fort Campbell, KY; Fort McClellan, AL; Fort Rucker, AL; Fort Stewart, GA; and U.S. Military Academy, West Point, NY. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. Records of former students are located at the Washington National Records Center, Washington, DC 20409. Categories of individuals covered by the system: Students in the Army-operated dependents schools located at Fort Benning, GA; Fort Bragg, NC; Fort Campbell, KY; Fort McClellan, AL; Fort Rucker, AL; Fort Stewart, GA; and U.S. Military Academy, West Point, NY. Categories of records in the system: Enrollment/admission/registration/transfer applications; course preferences/curriculum; health records; attendance registers; academic achievements and report cards reflecting grades/credits earned; aptitude, intelligence quotient, and other test results; notes regarding student's special interests, hobbies, activities, sports; counseling documents; high school transcripts and certificates; and related supporting documents. Authority for maintenance of the system: Section 6, Pub. L. 81-874. Purpose(s): To record education provided for eligible dependent children of military and civilian personnel residing on Army bases at Fort Benning, GA; Fort Bragg, NC; Fort Campbell, KY; Fort McClellan, AL; Fort Rucker, AL; Fort Stewart, GA; and U.S. Military Academy, West Point, NY. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information may be disclosed to Department of Education in connection with Federal funding for public education; to federal and state educational agencies in connection with student's application for financial aid; to student's parents/legal guardians when Army officials determine bona fide need therefor and disclosure is not otherwise precluded by the Family Educational Rights and Privacy Act of 1974 (The Buckley Amendment) 20 U.S.C. 1232g. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders. Retrievability: By student surname. Safeguards: Records are accessible only to authorized personnel having need for the information in the performance of their official duties. Retention and disposal: Academic records for elementary school students are destroyed at the school attended after 5 years; those for secondary school students are destroyed after 65 years by the Washington National Records Center where such records are retired 5 years following student's graduation/withdrawal. Individual student health records and tests/achievements documents are retained at the local school 1 year for elementary students; 2 years for secondary students, after which they are destroyed. Teacher class registers of attendance and scholastic marks and averages are retained at the local school for 5 years; then destroyed. System manager(s) and address: Commander, U.S. Army Community and Family Support Center, 2461 Eisenhower Avenue, Alexandria, VA 22331-0500. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the principal of the school attended. If the records have been retired to the Washington National Records Center, write to the Commander, U.S. Army Community and Family Support Center, 2461 Eisenhower Avenue, Alexandria, VA 22331-0500. Individual should provide current full name, name use at the time of school attendance, date of birth, identity and location of school attended, dates of attendance, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the principal of the school attended. If the records have been retired to the Washington National Records Center, write to the Commander, U.S. Army Community and Family Support Center, 2461 Eisenhower Avenue, Alexandria, VA 22331-0500. Individual should provide current full name, name used at the time of school attendance, date of birth, identity and location of school attended, dates of attendance, and signature. Contesting record procedures. The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From individual, school teachers, principal, counselors, medical personnel, parents/guardians. Exemptions claimed for the system: None. A0360SAIS System name: Mailing List for Army Newspapers/Periodicals/ Catalogs. System locations: Headquarters, Department of the Army staff and field operating agencies, major commands, field installations and activities, Army service schools/colleges, Army National Guard Bureau Headquarters and field activities. 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: Name and current mailing address of recipients of Army and/or National Guard magazines, newspapers, professional and trade publications, journals, catalogs, admissions policies and procedures, digests, and newsletters. Recipients may be current or former Army and/or National Guard personnel, staff and faculty or graduate/ resident/correspondence student of Service Schools, military reservists, Reserve Officers Training Corps cadets, civilian academicians, professional or other personnel who have requested inclusion on mailing lists. Categories of records in the system: Mailing lists containing names and addresses of recipients of various periodicals published by the Army/or the National Guard which have public relations value. Types of periodicals include but are not limited to journals, catalogs, admissions policies and procedures published by military schools and colleges, medical facilities, and training institutions; and Army newspapers or digests containing official or quasi-official but non-directive data of either a technical or administrative nature. Other personnel data may be included such as Alumni Association Member number, professional society or trade organization of which a member and related information. Authority for maintenance of the system: 10 U.S.C. 3012 and 32 U.S.C. 110. Purpose(s): To produce mailing lists for distribution of Army periodicals, newspapers and various journals, catalogs, digests and newsletters; and to perform statistical analyses and surveys of reader interest and opinion. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records, magnetic tape disc, cards, printouts, and addressograph plates. Retrievability: By individual's name. Safeguards: Records are accessed and maintained only by authorized personnel who have need therefor. Retention and disposal: Retained until no longer needed, normally until individual requests deletion, after which record is destroyed. System manager(s) and address: Heads of Department of Army staff and field operating agencies, major commands, commanders of installations/activities, Army service schools/colleges and National Guard activities that publish periodicals, command newspapers, catalogs or other special-interest recurring publications. Official mailing addresses are published as an appendix to the Army's compilation of system notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to either the editor of the publication, registrar of the school, or the Army or National Guard Public Affairs Office publishing the periodical. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. For verification purposes, individual should provide full name and current address to permit locating the record. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to either the editor of the publication, registrar of the school, or the Army or National Guard Public Affairs Office publishing the periodical. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. For verification purposes, individual should provide full name and current address to permit locating the record. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; records of the Army or National Guard organization publishing the document. Exemptions claimed for the system: None. A0360SAPA System name: Media Contact Files. System location: Chief of Public Affairs, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-1500, and their field operating agencies at Los Angeles, CA; New York, NY; and Washington, DC; public affairs offices of Army Staff agencies, major commands, installations and activities. Official mailing addresses may be obtained from the Chief of Public Affairs, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-1500. Categories of individuals covered by the system: Journalists, authors, editors, columnists, researchers, and media representatives. Categories of records in the system: Name, address, telephone number, biographical data, public media affiliation; and correspondence between the Army and the individual. Authority for maintenance of the system: 10 U.S.C. 3012 Purpose(s): To maintain contact with public media representatives on issues of common interest. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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: Card and papers in file folders. Retrievability: By individual's surname. Safeguards: Information is accessed only by individuals having need in the performance of official duties. Retention and disposal: Records are destroyed when no longer needed for current operations. System manager(s) and address: Chief of Public Affairs, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-1500. Notification procedure: Individuals seeking access to determine whether information about themselves is contained in this system should address written inquiries to the Chief of Public Affairs, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-1500. For verification purposes, individual should provide full name, and current address and telephone number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief of Public Affairs, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-1500. For verification purposes, individual should provide full name, and current address and telephone number. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are published in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager.. Record source categories: From the individual, newspapers, libraries, Army and Department of Defense records. Exemptions claimed for the system: None. A0360-5 SALL System name: Congressional Information File. System location: Chief, Legislative Liaison, Office of the Secretary of the Army, 1600 Army Pentagon, Washington, DC 20310-1600. Categories of individuals covered by the system: Current members of the U.S. Congress and key congressional staff members. Categories of records in the system: Biographical information on members of Congress and key congressional staff members, mailing addresses, and committee memberships. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 1034, Protected Communications; Prohibition of Retaliatory Personnel Actions; and E.O. 9397 (SSN). Purpose(s): To provide information on members of Congress and their staffs for whom Army representatives may be testifying or for whom escorts may be provided to familiarize them with the Members' relationships with the Department of the Army as well as to handle mailings for Department of the Defense related events and materials. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Electronic storage media on local area network. Retrievability: By Congress member's last name, committee membership, date of birth, party affiliation, address, marital status and key congressional staff member's names. Safeguards: Records are maintained in password protected network accessible only to authorized personnel. Retention and disposal: Disposition pending (until the National Archives and Records Administration has approved the disposition, treat as permanent). System manager(s) and address: Chief, Legislative Liaison, Office of the Secretary of the Army, 1600 Army Pentagon, Washington, DC 20310-1600. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Legislative Liaison, Office of the Secretary of the Army, 1600 Army Pentagon, Washington, DC 20310-1600. For verification purposes, individual should provide the full name, Social Security Number, and should identify the Member of Congress' full name and state the Member represents. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Legislative Liaison, Office of the Secretary of the Army, 1600 Army Pentagon, Washington, DC 20310-1600. For verification purposes, individual should provide the full name, Social Security Number, and should identify the Member of Congress' full name and state the Member represents. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Congress person, key congressional staff members. Official public records such as the Congressional Record, Congressional Quarterly Weekly Report, official transcripts of unclassified committee hearings, and the Congressional Staff Directory. Exemptions claimed for the system: None. A0360-5 SAPA System name: Biography Files. System location: Military records are located at General Officer Management Office, Office to the Chief of Staff, Army, 200 Army Pentagon, Washington, DC 20310-0200. Civilian records are located at U.S. Army, Senior Executive Service Office, 111 Army Pentagon, Washington, DC 20310-0111. Categories of individuals covered by the system: Senior Department of the Army military and civilian personnel. Categories of records in the system: Biographical material including name, position, rank, educational degrees/grade, summary of service, photographs, newspaper clippings, speeches, outstanding achievements may also be included and related documents. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 360-5, Public Information; Army Regulation 690-900, Chapter 920, Civilian Personnel-Senior Executive Service. Purpose(s): To respond to queries from the news media, and Army agencies/ commands relating to individuals concerned. 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: Records may be released to the news media to use for informational purposes. The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Electronic media and paper records in file folders. Retrievability: By individual's surname. Safeguards: Records are accessed only by designated officials having need therefore in the performance of their assigned duties. Storage areas are locked during non-duty hours. Retention and disposal: Destroy 2 years after retirement, transfer, separation, or death, of the person concerned, or on discontinuance, whichever is first. System manager(s) and address: Chief, General Officer Management Office, Office of the Chief of Staff, Army, 200 Army Pentagon, Washington, DC 20310-0200 for military records. Chief, Office of the Secretary of the Army, U.S. Army Senior Executive Service Office, 111 Army Pentagon, Room 2C600 Washington, DC 20310-0111 for civilian records. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, General Officer Management Office, Office to the Chief of Staff, Army, 200 Army Pentagon, Washington, DC 20310- 0200 for military records or to the Chief, U.S. Army, Senior Executive Service Office, 111 Army Pentagon, Washington, DC 20310- 0111 for civilian records. For verification purposes, individual should provide full name, current address and telephone number, and signature. Record access procedures: Individuals seeking access to information about themselves contained in the system should address written inquiries to the Chief, General Officer Management Office, Office to the Chief of Staff, Army, 200 Army Pentagon, Washington, DC 20310-0200 for military records or to the Chief, U.S. Army, Senior Executive Service Office, 111 Army Pentagon, Washington, DC 20310-0111 for civilian records. For verification purposes, individual should provide full name, current address and telephone number, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; clippings from published media; published biographical data from Army records and reports. Exemptions claimed for the system: None. A0380-13DAMO System name: Local Criminal Intelligence Files. System location: Records are maintained at the installation initiating or collecting the documents. Categories of individuals covered by the system: Any citizen or group of citizens suspected or involved in criminal activity directed against or involving the United States Army. Categories of records in the system: Reports and supporting documents of criminal activity directed against or involving the U.S. Army. Authority for maintenance of the system: 10 U.S.C. 3013(g) and E.O. 9397. Purpose(s): To identify individuals or groups of individuals in an effort to anticipate, prevent or monitor possible criminal activity directed against or involving the U.S. Army. To enable Army officials, commanders, or civil criminal justice agencies to meet their responsibilities regarding the maintenance of discipline, law and order through investigation and possible criminal prosecution, civil court action or regulatory order. Users within the Army include commanders in exercising their authority under the provisions of Titles 10 and 18, U.S.C.; persons designated by the commander to assist in carrying out these responsibilities, i.e., staff judge advocate, investigating officers appointed in accordance with Army regulations, U.S. Army Criminal Investigation Command, military intelligence personnel in those incidents involving possible or actual sabotage or espionage. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Intelligence may be disclosed to the Federal Bureau of Investigation; Drug Enforcement Administration; U.S. Customs Service; Bureau of Alcohol, Tobacco and Firearms; other federal, state, and local enforcement agencies; and, in overseas areas, host government law enforcement agencies when the intelligence pertains to matters within the jurisdiction of those agencies. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders; magnetic tape/disc. Retrievability: By individual's name, or by cross-index of other data maintained in the system. Safeguards: Only authorized personnel have access to files. Physical security measures include locked containers/storage areas, controlled personnel access, and continuous presence of authorized personnel. Retention and disposal: Destroyed upon supersession, obsolescence, or deactivation of the related command. System manager(s) and address: Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Individual should provide the full name, Social Security Number, address, details concerning the expulsion or debarment action, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Individual should provide the full name, Social Security Number, address, details concerning the expulsion or debarment action, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Subjects, witnesses, victims, Military Police and U.S. Army Criminal Investigation Command personnel and special agents, informants, various Department of Defense, federal, state and local investigative and law enforcement agencies, departments or agencies of foreign governments, and any other individuals or organizations which may supply pertinent information. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(j)(2) as applicable. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0380-19 SAIS System name: Information Assurance For Automated Information Systems (AIS) Files. System location: Department of Defense (DoD) automated information systems which process, store, or transmit DoD information. Categories of individuals covered by the system: Individuals covered includes, but not limited to, Department of Defense civilian personnel; military personnel and Military Reserve personnel; contractor personnel; and Army and Air National Guard personnel. Categories of records in the system: Operator's/user's name, Social Security Number, organization, telephone number, and office symbol; security clearance; level of access; subject interest code; user identification code; data files retained by users; assigned password; magnetic tape reel identification; abstracts of computer programs and names and phone numbers of contributors; similar relevant information; biometrics templates and supporting documents. Authority for maintenance of the system: Pub. L. 106-246, Section 112; 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 8013, Secretary of the Air Force; Department of Defense Directive 8500.aa, Information Assurance (IA); Army Regulation 380-19, Information Systems Security; and E.O. 9397 (SSN). Purpose(s): To administer passwords and identification numbers for operators/ users of data in automated media; to identify data processing and communication customers authorized access to or disclosure from data residing in information processing and/or communication activities; and to determine propriety of individual access into the physical data residing in automated media. Biometrics records are used to control access to DoD information and information based systems by authenticating the identity of a user. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders and electronic storage media. Retrievability: Name, Social Security Number, subject, user identification code, news item number, user password, application program key word/author. Safeguards: Computerized records maintained in a controlled area are accessible only to authorized personnel. Physical and electronic access is restricted to designated individuals having a need therefore in the performance of official duties. Retention and disposal: Individual data remain on file while a user of computer facility; destroyed on person's reassignment or termination. System manager(s) and address: Director of Information Systems for Command, Control, Communications, and Computers, ATTN: SAIS-IDP, Department of the Army, 107 Army Pentagon, Washington, DC 20310-0107. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Director of Information Systems for Command, Control, Communications, and Computers, Department of the Army, 107 Army Pentagon, Washington, DC 20310-0107. For verification purposes, individual should provide full name, sufficient details to permit locating pertinent records, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Act Officer, Director of Information Systems for Command, Control, Communications, and Computers, Department of the Army, 107 Army Pentagon, Washington, DC 20310-0107. For verification purposes, individual should provide full name, sufficient details to permit locating pertinent records, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, DoD security offices, system managers, computer facility managers, automated interfaces for user codes on file at Army sites. Exemptions claimed for the system: None. A0381-20DAMI System name: Badge and Credential Files. System location: U.S. Army Intelligence and Security Command, Fort Meade, MD 20755-5995. Decentralized Segments exist at U.S. Intelligence and Security Command groups, field stations, battalions, detachments, field or resident offices having assigned personnel who possess Military Intelligence badges and credentials. 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: Individuals who currently possess or in the past possessed Military Intelligence badge and credential. Categories of records in the system: Card file contains the name, Social Security Number, rank, and badge and credential number of each person who has been issued Military Intelligence badge and credential. This card file is an index to a numerical filing system consisting of envelopes having a badge and credential status and Control Card (MIA Form 70) attached which contains the name of the individual, badge and credential number, component (military or civilian), military occupational specialty, clearance of civilian, authority for issue, and comments which indicate the history of the badge and credential keyed to the individuals having been assigned the badge and credential. Authority for maintenance of the system: 10 U.S.C. 3013(b), (c), (d) and (g); National Security Act of 1947, as amended; E.O. 10450, sections 2, 3, 4, 5, 6, 7, 8, 9, and 14; and E.O. 9397. Purpose(s): To maintain control and accountability over Military Intelligence badges and credentials. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information may be disclosed to Federal investigative and/or intelligence agencies to ascertain if an individual legally possesses badges and credentials. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Card files. Retrievability: Alphabetically by last name of possessor of badge and credential. Safeguards: Primary system is maintained in buildings employing security guards. Records are maintained in area accessible only to authorized personnel who are properly cleared and trained. Retention and disposal: Records are maintained indefinitely. Destruction is authorized by Central Custodian of the badge and credential. System manager(s) and address: The Deputy Chief of Staff for Intelligence, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-1001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Intelligence and Security Command, ATTN: IACSF-FI, Fort Meade, MD 20755-5995. Telephone (301) 377-4742/3. Individual should provide the full name, Social Security Number, or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, United States Army Intelligence and Security Command, ATTN: IACSF-FI, Fort Meade, MD 20755-5995. Telephone (301) 377-4742/ 4743. Individual should provide the full name, Social Security Number, current address, and telephone number. For personal visits, the individual should furnish acceptable identification and verbal information that can be verified from his/ her file card. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: U.S. Army personnel and security records and U.S. Army Orders. Exemptions claimed for the system: None. A0381-20b DAMI System name: Counterintelligence/Information Operations/Security Files. System location: U.S. Army Intelligence and Security Command, 8825 Beulah Street, Fort Belvoir, VA 22060-5246. Decentralized segments are located at U.S. Army Intelligence brigades, groups, battalions, companies, detachments, field offices and resident offices 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: Military personnel of the U.S. Army, including active duty, National Guard, reservists and retirees; civilian employees of the Department of the Army (DA), including contract, temporary, part- time, and advisory, citizen and alien employees located both in the U.S. and in overseas areas; individuals identified in foreign intelligence or counterintelligence reports and supportive material, including individuals involved in matters of foreign intelligence interest; industrial or contractor personnel working in private industry which have contracts involving classified Department of Defense (DoD) information; aliens granted limited access authorization to U.S. Defense information; alien personnel investigated for visa purposes; certain non-DoD affiliated persons whose activities involve them with the DoD, namely, activities involving requests for admission to DoD facilities or requests for certain information regarding DoD personnel, activities, or facilities; persons formerly affiliated with the DoD; persons who applied for or are/were being considered for employment with or access to DoD such as applicants for military service, pre inductees and prospective contractors; individuals residing on, having authorized official access to, or conducting or operating any business or other function at any DoD installation and facility; and U.S. Army Intelligence sources; and U.S. persons who have been declared missing, prisoners of war (POW), civilian persons who are being detained or held hostage or personnel recovered from hostile control; individuals about whom there is a reasonable basis to believe that they are engaged in, or plan to engage in, activities such as (1) sabotage, (2) possible compromise of classified defense information by unauthorized disclosure or by espionage, treason or spying, terrorism, narcotics trafficking, or activities that are a direct threat to national security, conduct of military operations, (3) subversion of loyalty, discipline or morale of DA military or civilian personnel by actively encouraging violation of lawful orders and regulations or disruption of military activities, and (4) activities that are a direct threat to the conduct of military operations or DoD personnel, facilities and material or classified Defense contractor facilities or those individuals suspected or involved in criminal and intelligence activities directed against or involving DOD Information Systems. Categories of records in the system: Requests for and results of investigations or inquiries conducted by U.S. Army Intelligence or other DoD, Federal, State or local investigative agency. Record includes: Personal history statements; fingerprint cards; personnel security questionnaire; medical and/or educational records and waivers for release; local agency checks; military records; birth records; employment records; education records; credit records and waivers for release; interviews of education, employment, and credit references; interviews of listed and developed character references; interviews of neighbors; requests for, documentation pertaining to, results of electronic surveillance, intelligence polygraph examinations and technical documents, physical surveillance, and mail cover and or search; polygraph examination summaries; documents which succinctly summarize information in subject's investigative file; case summaries prepared by both investigative control offices and requesters of investigative interrogation reports; temporary documents concerning security, suitability, and criminal incidents lawfully collected by U.S. Army counterintelligence units in the performance of the counterintelligence mission; intelligence requirements, analysis, and reporting; operational records; articles, open source data, and other published information on individuals and events of interest to INSCOM; actual or purported correspondence; correspondence pertaining to the investigation, inquiry, or its adjudication by clearance or investigative authority to include; (1) the chronology of the investigation, inquiry, and adjudication; (2) all recommendations regarding the future status of the subject; (3) actions of security/ loyalty review boards (4) final actions/determinations made regarding the subject; and (5) security clearance, limited access authorization, or security determination; index tracing reference which contains aliases and the names of the subject and names of co- subjects; security termination and inadvertent disclosure statements; notification of denial, suspension, or revocation of clearance; and reports of casualty, biographic data and intelligence/ counterintelligence debriefing reports concerning U.S. personnel who are missing, captured, or detained by a hostile entity. Case control and management documents that serve as the basis for conducting the investigation such as documents requesting the investigation and documents used in case management and control such as lead sheets, other field tasking documents, and transfer forms. Administrative records required by the U.S. Army Investigative Records Repository for records management purposes such as form transmitting investigative or operational material to the U.S. Army Investigative Records Repository and providing instructions for indexing the record in the Defense Central Index of Investigations and release of material contained therein, form indicating dossier has been reviewed and all material therein conforms to DoD policy regarding retention criteria, form pertaining to the release of information pertaining to controlled records, form to indicate material has been removed and forwarded to other authorized Federal agencies such as the Defense Investigative Service, cross reference sheet to indicate the removal of investigative documents requiring limited access, form identifying material that has been segregated and or is exempt from release, and records accounting for the disclosure of intelligence, counterintelligence and security information made outside of the DoD. Paper and automated indices of personnel investigations/ operations which are under controlled access within the U.S. Army Investigative Records Repository, such as key USAINSCOM personnel, general officers, file procurement officers and their agencies, and sensitive spying, treason, espionage, sabotage, sedition, and subversion investigations and/or counterintelligence operations. Microform and automated indices and catalogue files, which constitute an index to all U.S. Army Investigative Records Repository holdings contained in microfilmed investigative and operational records. Automated record indices maintained by the U.S. Army Investigative Records Repository to keep a record of all original dossiers charged out of the U.S. Army Investigative Records Repository on loan to user agencies or permanently transferred to National Archives and Records Administration. Paper, card file, microform and computerized case and incident indices containing name, date/place of birth, address, case or incident title and number, and brief summary of case or incident of current interest to investigative activities. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; E.O. 10450, Security Requirements for Government Employees; E.O. 12333, United States Intelligence Activities; the National Security Act of 1947, as amended; the Defense Authorization Act for FY 1988 and 1989; the Foreign Intelligence Surveillance Act of 1978 (50 U.S.C. 401); 18 U.S.C. 2511, Interception and Disclosure of Electronic Communications Prohibited; DoD 5240-R, DoD Intelligence Activities; Army Regulation 381-10, U.S. Army Intelligence Activities; and E.O. 9397 (SSN). Purpose(s): To provide information to assess an individual's acceptability for assignment to or retention in sensitive positions consistent with the interest of national security; to document U.S. intelligence, counterintelligence and security investigations and operations pertaining to the U.S. Army's responsibilities for counterintelligence, and to detect, identify, and neutralize foreign intelligence and international terrorist threats to the DoD; and to temporarily document security, suitability, and criminal incident information not within U.S. Army counterintelligence jurisdiction to investigate, which is lawfully provided to U.S. Army counterintelligence units by cooperating sources of information collected incidental to the counterintelligence mission. To maintain records on information operations, foreign intelligence, counterintelligence, counter-terrorism, counter- narcotics, and matters relating to the protection of the national security, DoD personnel, facilities and equipment, including but not limited to, information systems. This information is shared with other DoD components for the purpose of collaborating on production of intelligence product and countering terrorist acts. 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 routine uses pursuant to 5 U.S.C. 552a(b)(3) as follows: To the Immigration and Naturalization Service, Department of Justice for use in alien admission and naturalization inquiries conducted under section 105 of the Immigration and Naturalization Act of 1952, as amended. To the Department of Veterans Affairs for the purpose of using the information in benefit determinations. To the Department of State, the Department of Treasury, the Department of Justice, the Federal Bureau of Investigation, the Drug Enforcement Administration, U.S. Customs Service, the Bureau of Alcohol, Tobacco and Firearms, and the Central Intelligence Agency for the purpose of collaborating on production of intelligence product and countering terrorist acts. The distribution of investigative information is based on the Army's evaluation of the requesting agency's needs and the relevance of the information to the use for which it is provided. Information collected for one purpose is not automatically used for other purposes or by the other users indicated in this description. The DoD `Blanket Routine Uses' published at the beginning of the Army's compilation of systems 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 records in file folders and on electronic storage media. Retrievability: Records are retrieved by name, aliases, or title in combination with Social Security Number or regular dossier number; date and/or place of birth. For those subjects who have no identifying data other than the name, the name only index is searched. Safeguards: Buildings employ alarms, security guards, and or rooms are security-controlled areas accessible only to authorized persons. Paper and microform records are maintained in General Service Administration approved security containers. Paper and microform records in the U.S. Army Investigative Records Repository are stored in security-controlled areas accessible only to authorized persons. Electronically and optically stored records are maintained in `fail- safe' system software with password-protected access. Records are accessible only to authorized persons with a need-to-know who are properly screened, cleared, and trained. Retention and disposal: Personnel security/adjudicative records on non-DoD persons who are considered for affiliation with DoD are destroyed after 1 year if affiliation is not completed. Personnel security investigations and adjudicative records of a routine nature are retained in the active file until no longer needed; retired to the U.S. Army Investigative Records Repository and retained for 15 years after last action reflected in the file, except that files which contain significant derogatory information and or resulted in adverse action(s) against the individual are destroyed after 25 years. However, once affiliation is terminated, acquiring and adding material to the file is prohibited unless affiliation is renewed. Records determined to be of historical value, of wide spread value, or Congressional interest and investigations of treason, spying, espionage, sabotage, sedition, and subversion or other major investigations or operations of a counterintelligence or security nature are permanent. They will be retained in the U.S. Army Investigative Records Repository for 25 years after the date of the last action reflected in the file and then permanently transferred to the National Archives. Records pertaining to U.S. persons declared POW, missing, or detainees will be maintained in the active file until no longer needed, retired to the U.S. Army Investigative Records Repository and retained for 50 years after the date of the last action reflected in the file or the subject is declared Killed in Action or dead and then permanently transferred to the National Archives. Records pertaining to counterintelligence polygraph technical files will be maintained in the active file until no longer needed and then disposed of after the final quality control review as follows: (1) For counterintelligence scope cases, 90 days for favorably resolved cases or 15 years for other than favorably resolved cases, (2) for counterintelligence investigative cases, 15 years, and (3) for offensive counterintelligence operations and Human Intelligence cases, material is transferred to the U.S. Army Investigative Records Repository, incorporated into an operational dossier, and disposed of 25 years from the date of last action. Security, suitability, and criminal incident information that is collected in the performance of the counterintelligence mission and which is not within the U.S. Army counterintelligence jurisdiction to investigate is retained at the location only so long as necessary to transmit it to the appropriate law enforcement or investigative agency having jurisdiction for this incident. Summarized records pertaining to local intelligence, counterintelligence or incidents of interest to the local military intelligence activity are reviewed annually and destroyed when determined to be of no further operational value. Destruction of records will be by shredding, burning, or pulping for paper records; magnetic erasing for computerized records. Optical digital data records should not be destroyed pending the development of a satisfactory destruction method. System manager(s) and address: Deputy Chief of Staff for Intelligence, Headquarters, Department of the Army, 1001 Army Pentagon, Washington, DC 20310-1001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the U.S. Army Intelligence and Security Command, Freedom of Information/Privacy Office, 8825 Beulah Street, Fort Belvoir, VA 22060-5246. Individual should provide their full name, aliases, date and place of birth, Social Security Number, service number(s), or other information verifiable from the records in written request. Record access procedures: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the U.S. Army Intelligence and Security Command, Freedom of Information/Privacy Office, 8825 Beulah Street, Fort Belvoir, VA 22060-5246 Individual should provide their full name, aliases, date and place of birth, Social Security Number, service number(s), current address, and telephone number in written request. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From individuals; DoD records; U.S. agencies and organizations; media, including periodicals, newspapers, broadcast transcripts; intelligence source documents/reports; other relevant Army documents and reports; informants; various Federal, state and local investigative and law enforcement agencies; foreign governments; and other individuals or agencies/organizations that may supply pertinent information. Exemptions claimed for the system: Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of the information, the individual will be provided access to the information exempt to the extent that disclosure would reveal the identify of a confidential source. NOTE: When claimed, this exemption allows limited protection of investigative reports maintained in a system of records used in personnel or administrative actions. Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c), and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0381-100aDAMI System name: Intelligence/Counterintelligence Source Files. System location: U.S. Army Intelligence and Security Command, 8825 Beulah Street, Fort Belvoir, VA 22060-5246. Decentralized segments are located at U.S. Army Intelligence brigades, groups, battalions, companies, detachments, and field offices and resident offices 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: Selected individuals who qualify and may be accepted as an intelligence or counterintelligence source for the U.S. Army. Categories of records in the system: Record consists of agreements; contracts; information reports; financial reports; operational correspondence; requests for, technical files, and results of polygraph examinations; audiovisual products and similar documents necessary to confirm operational use of source or future claims against the Army by source or heirs of the source. Administrative records required by the U.S. Army Investigative Records Repository (IRR) for records management purposes such as form transmitting operational material to the IRR and providing instructions for indexing the record in the Defense Central Index of Investigations [Defense Clearance and Investigations Index] (System Notice V5-02) and release of material contained therein, form indicating dossier has been reviewed and all material therein conforms to Department of Defense (DoD) policy regarding retention criteria, form pertaining to the release of information pertaining to controlled records, cross reference sheet to indicate the removal of investigative documents requiring limited access, form identifying material that has been segregated and or is exempt from release, and records accounting for the disclosure of operational information made outside of the DoD. Authority for maintenance of the system: 10 U.S.C. 3013(b),(c),(g); National Security Act of 1947, as amended; E.O. 10450, Security Requirements for Government Employment, paragraphs 2, 3, 4, 5, 6, 7, 8, 9, and 14; E.O. 12333, United States Intelligence Activities, paragraphs 1.1(c), 1.1(d), 1.12(d), 2.3, 2.4, and 2.6; the National Security Act of 1947, as amended; the Intelligence Authorization Act of 1995, title V, section 503 and title VIII, sections 801-811 and E.O. 9397. Purpose(s): To support contingency planning and military operations, to conduct counterintelligence and intelligence operations, to confirm claims against the Army by source or heirs of source, and to document source operations pertaining to the U.S. Army's responsibilities for intelligence and counterintelligence. 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 routine uses pursuant to 5 U.S.C. 552a(b)(3) as follows: The `Blanket Routine Uses' published at the beginning of the Army's 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: Maintained on paper records in file folders, audio or audiovisual tapes, microimaging, optical digital data disk, computers, and computer output products. Retrievability: By individual name or source/project name, date and place of birth, Social Security Number, and numerically by source or project number. Safeguards: Buildings employ alarms, security guards and or rooms are security controlled areas accessible only to authorized persons. Paper and microform records are maintained in General Service Administration approved security containers. Paper and microfilm records in the IRR are stored in security controlled areas accessible only to authorized persons. Electronically and optically stored records are maintained in `fail-safe' system software with password protected access. Records are accessible only to authorized persons with a need-to-know who are properly screened, cleared, and trained. Retention and disposal: Records are retained in active file until no longer needed; then retired to the IRR where they are destroyed 75 years after date of last action. Destruction is by shredding, burning, or pulping for paper records and magnetic erasing for computerized records. Optical digital data records should not be destroyed pending the development of a satisfactory destruction method. System manager(s) and address: Deputy Chief of Staff for Intelligence, Headquarters, Department of the Army, 1001 Army Pentagon, Washington, DC 20310-1001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the U.S. Army Central Security Facility, Freedom of Information and Privacy Office, 4552 Pike Road, Fort George G. Meade, MD 20755-5995. Individual should provide their full name, Social Security Number, current address, and telephone number. Record access procedures: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the U.S. Army Central Security Facility,Freedom of Information and Privacy Office, 4552 Pike Road, Fort George G. Meade, MD 20755-5995. Individual should provide their full name, Social Security Number, current address, and telephone number. Visits are limited to Building 4552, Fort Meade, MD 20755-5995. Visitors must provide acceptable identification (e.g., valid driver's license, employing office's identification card) and verbal information that can be verified from his/her case folder. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From individual; Federal and Department of Defense investigative, intelligence and law enforcement agencies; and foreign investigative, intelligence, and law enforcement agencies. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(1), (k)(2), or (k)(5) as applicable. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c), and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0381-100bDAMI System name: Technical Surveillance Index. System location: The intelligence portions of the index are located at the Investigative Records Repository, U.S. Army Central Security Facility, U.S. Army Intelligence and Security Command, 902d Military Intelligence Group, ATTN: IAGPA-CSF-R, Fort Meade, MD 20755-5995; and The law enforcement portions of the index are located at the U.S. Army Crime Records Center, ATTN: CICR-ZA, 2301 Chesapeake Avenue, Baltimore, MD 21222-4099. Categories of individuals covered by the system: Persons under investigation by military law enforcement or military intelligence activities and parties to the conversation whose conversations have been intercepted during electronic surveillance operations conducted by, or on behalf of, the Army. Categories of records in the system: The person who is the subject of the surveillance and to the extent known, names of each identifiable person whose communications were intercepted; language of conversation; Social Security Numbers; telephone number, radio frequencies or radio call signs involved; address of premise at which surveillance was conducted; title or number of the investigative file; element maintaining the case file and date or dates of the interceptions. Also may include backup material (i.e., electronic surveillance information that was used, retained, or disseminated) when not filed as part of the investigative file. Authority for maintenance of the system: 18 U.S.C. 2510-2520 and 3504; DoD 5240.1-R as implemented by Army Regulation 381-10, U.S. Army Intelligence Activities; and DoD 5200.24 as implemented by Army Regulation 190-53, Interception of Wire and Oral Communications for Law Enforcement Purposes; and E.O. 9397 Purpose(s): To enable Military Law Enforcement and Counterintelligence agencies to quickly locate records of electronic surveillance activities in response to motions for discovery and inquiries and court documents. 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: The `Blanket Routine Uses' published at the beginning of the Army's 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: Maintained on computers, micro-imaging, and paper records. Retrievability: By a combination of name, address, Social Security Number, telephone number, radio frequency, call sign, or case designation. Safeguards: Access to buildings is controlled by security guards. Computer based index is maintained in `fail-safe' system software with password protected access. Paper records are maintained in General Services Administration approved security containers, physically separated from other materials, and are accessible only to authorized personnel who are properly screened, cleared, and trained. Retention and disposal: Investigative Records Repository computer index entries are deleted 10 years after date of interception or upon destruction (shredding, burning, pulping or magnetic erasing) or transfer to the National Archives of case file containing electronic surveillance information. Transfer dates occur 25, 30, and 50 years after the date of the most current material in the file as governed by retention period applied to the case dossier. Crime Records Center documents and related interception will be maintained for the period of time consistent to the investigative record to which they pertain, i.e., 3, 5, and 40 years. Disposal will be through shredding, burning or pulping and magnetic erasing. Tapes obtained as the result of domestic non-consensual interceptions and retained as backup material will be kept for 10 years. System manager(s) and address: The Deputy Chief of Staff for Intelligence, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-1001 for the intelligence portion of the index. The U.S. Army Criminal Investigations Command, 5611 Columbia Pike, Falls Church, VA 22041-2015 for the law enforcement portion of the index. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, U.S. Army Central Security Facility, USAINSCOM, 902d Military Intelligence Group, ATTN: IAGPA-CSF-F, Fort George G. Meade, MD 20755-5995, for intelligence records; Or to the Director, U.S. Army Crime Records Center, ATTN: CICR- FP, 2301 Chesapeake Avenue, Baltimore, MD 21222-4099, for law enforcement records. Individual should provide full name, address, and Social Security Number in written request. Record access procedures: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, U.S. Army Central Security Facility, USAINSCOM, 902d Military Intelligence Group, ATTN: IAGPA-CSF-F, Fort George G. Meade, MD 20755-5995, for intelligence records; Or to the Director, U.S. Army Crime Records Center, ATTN: CICR- FP, 2301 Chesapeake Avenue, Baltimore, MD 21222-4099, for law enforcement records. Individual should provide full name, address, and Social Security Number in written request. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Army and other federal, state and local investigative agencies. Exemptions claimed for the system: Portions of this system may be exempt under the provisions of 5 U.S.C. 552a(k)(1), (k)(2), or (k)(5), as applicable. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c), an (e) and published in 32 CFR part 505. For additional information contact the system manager. A0385-10/40ASO System name: Army Safety Management Information System (ASMIS). System location: System exists at U.S. Army Safety Center, Fort Rucker, AL 36362- 5363. Categories of individuals covered by the system: Individuals involved in accidents incident to Army operations or accidents in which Army personnel are injured. Categories of records in the system: Automated data base containing pertinent and relevant information concerning Army mishaps/accidents. For aviation accidents, the records consist of those data elements listed on Preliminary Reports of Aircraft Mishaps but exclude data extracted from DA Forms 2397-R. For ground accidents, the records include data extracted from DA Form 285 and 285-1. Records do not include DA Forms 2397-R, 285 or 285-1 or their exhibits and attachments. Authority for maintenance of the system: 5 U.S.C. 7902; Pub. L. 91-596, section 18, Occupational Safety and Health Act of 1970; section 2, E.O. 11807; and E.O. 9397. Occupational Safety and Health Programs for Federal Employees. Purpose(s): Information is maintained solely for accident prevention purposes. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Commanders and aviation staff officers in the Active Army, National Guard, and Reserve components who have an identified need to determine aviator or soldier accident/mishap experience for increased duty responsibility or training programs may also request a search of the PRAM files by name and Social Security Number. National Guard units are provided the aircraft accident history of applicants to aviation positions in the Guard to help evaluate their suitability for appointment. It may also be used by safety officials within DOD to determine eligibility for safety awards. Access to these records may also be granted by System manager to various Department of Defense agencies, the Department of Labor, Federal Aviation Agency, National Transportation Safety Board, other Federal, State, and local agencies, and applicable civilian organizations, such as the National Safety Council, for use in a combined effort of accident prevention. In those cases, access by non-DOD agencies will not be based on name or Social Security Number. Data must also be disclosed under the provisions of 29 CFR 1960.29 in some cases to employee representatives. The `Blanket Routine Uses' set forth at the beginning of the Army's 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: Magnetic tapes/disks. Retrievability: U.S. Army Safety Center employees may retrieve data by reference to a person's name or Social Security Number. Army Staff agencies, installation and command safety offices, major subordinate commands of the Army Materiel Command can access the records by remote terminal. Retrieval from remote terminals is limited to nonpersonal identifiers such as date, location, type of equipment or type of accident. Retrieval of records from which data in ASMIS is extracted (DA Forms 285, 285-1, and 2397-R) is by date and sequence number. Safeguards: Information is coded and accessed only by authorized personnel who have appropriate clearance. Paper/microfilm records which are the source of the data are maintained in locked file cabinets in a room secured by a manipulation-proof combination lock. Computer stored records are secured similarly behind security doors. Personnel who are granted access from remote sites are required to comply with restrictions on the use and release of the information. Remote terminal access is granted only on the bases of a need-to-know for accident prevention purposes. Authorized personnel are given a personal code word for access and must agree in writing to observe restrictions on the use and release of data. Retention and disposal: Computerized records are retained for 30 years. Computer printouts of accident reports containing names or Social Security Numbers are shredded or burned. Accident reports from which ASMIS data is extracted are maintained at the U.S. Army Safety Center on paper for 5 years, then transferred to microfilm. Paper records at installation and command safety offices are destroyed after 5 years. System manager(s) and address: Director of Army Safety, Headquarters, Department of the Army, Washington, DC 20310. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Safety Center, Fort Rucker, AL 36362-5363, ATTN: Judge Advocate. Individual must furnish his/her full name, Social Security Number, current address and telephone number, when and where the accident occurred, type of equipment involved in the accident, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Army Safety Center, Fort Rucker, AL 36362-5363, ATTN: Judge Advocate. Individual must furnish his/her full name, Social Security Number, current address and telephone number, when and where the accident occurred, type of equipment involved in the accident, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Army records and reports containing information in reports of accident, injury, fire, morbidity, military police traffic accident investigations, casualty reports, individual sick slips, report of vehicle accidents, marine casualty reports, and military aviation records. Exemptions claimed for the system: None. A0405-10aCE System name: Relocation Assistance Files. System location: Office, Chief of Engineers, Headquarters, Department of the Army, Washington, DC 20314-1000; Engineer Division and District Offices. Categories of individuals covered by the system: Individuals who apply for relocation assistance pursuant to Title II of Pub. L. 91-646. Categories of records in the system: Individual's application for relocation assistance; relevant correspondence; documents relating to the movement of displaced persons because of acquisition of real estate for Army Military, Civil works, or other Federal agency use. Authority for maintenance of the system: Pub. L. 91-646. Purpose(s): To process applications for relocation assistance benefits and to consider appeals. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders; magnetic tape, cards, discs. Retrievability: By applicant's surname. Safeguards: Records are maintained in areas accessible only to authorized personnel having need therefor, within buildings protected by security guards. Retention and disposal: Records are destroyed 10 years after final action or determination on appeals, as applicable at offices performing Army- wide responsibility. Other offices destroy records 10 years after payment in full satisfaction of claim or final payment, as applicable. Records are destroyed by shredding. System manager(s) and address: Chief of Engineers, Headquarters, Department of the Army, Washington, DC 20314-1000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief of Engineers, Headquarters, Department of the Army, ATTN: CERE-R; Washington, DC 20314-1000. Individual must furnish full name, address and telephone number, state of residence at the time application was filed, other pertinent information that will assist in locating the records, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief of Engineers, Headquarters, Department of the Army, ATTN: CERE- R; Washington, DC 20314-1000. Individual must furnish full name, address and telephone number, state of residence at the time application was filed, other pertinent information that will assist in locating the records, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Army records and reports. Exemptions claimed for the system: None. A0405-10qCE System name: Homeowners Assistance Case Files. System location: Chief of Engineers, Headquarters U.S. Army Corps of Engineers, ATTN: CERE-R, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Segments of this system are also at Corps of Engineers Major Subordinate Commands and District Commands. 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: Eligible federal civilian employees and military personnel who submit personal and financial information to apply for homeowners assistance benefits. Categories of records in the system: Documents relating to the application of persons sustaining losses in real estate because of closure or reduction of military bases; e.g., applicant's name; Social Security Number; property address; employment verification; income and expense figures; information concerning offer to sell real property or similar written offer; negotiator's report; title evidence and opinions; surveys, leases; Certificate of Inspection and Possession; Payment and Closing Sheet and Receipt for US Treasurer's check; market impact data; insurance and tax data; Disclaimer by Person of Possession; DD Form 1607 (Application for Homeowners' Assistance); FHA Form 1174 (Transmittal of Recorded Deed and Title Assembly-Military Acquisition); appraisal reports, appraisal price, purchase price, benefits, docket sheets, questionnaires, copies of deeds and mortgages, mortgage settlement data, evidence of proof of ownership and occupancy of residence, applicant appeals and final decisions thereon, comparable forms and related correspondence. Authority for maintenance of the system: Section 1013, Demonstration Cities and Metropolitan Development Act of 1966, Pub. L. 89-754, 80 Stat. 1290 (1966), (42 U.S.C. 3374), as amended; and E.O. 9397. Purpose(s): To process applications for homeowners assistance benefits and consider appeals; to review market studies and appraisals; to review final title assemblies of deeds of conveyance to the Government for properties acquired under the program. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Department of Housing and Urban Development/FHA when assuming custody of acquired homes, to manage and dispose of such properties on behalf of the Secretary of Defense. FHA/Department of Veterans Affairs in accepting subsequent purchaser in private sales when property is encumbered by a mortgage loan guaranteed or insured by them. Department of Justice to review final title and deeds of conveyance to the Government for properties acquired under the program, pursuant to their responsibilities under Pub L. 91-393. Internal Revenue Service (IRS) to determine tax liability for sale of property to the Government. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders; magnetic tapes/disks; cards and weekly print outs. Retrievability: By applicant's name; Social Security Number; application number; street address; type of employment i.e. civilian or armed services member; and installation name. Safeguards: All information is protected by physical security devices which include guards to the buildings and limited access only to authorized personnel having official need therefor. Access or update of information in automated media is by a system of passwords, thereby preserving integrity of the data. Retention and disposal: Files are destroyed 10 years after final action or decision on appeals, as applicable. System manager(s) and address: Chief of Engineers, Headquarters U.S. Army Corps of Engineers, ATTN: CERE-R, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief of Engineers, Headquarters U.S. Army Corps of Engineers, ATTN: CERE-R, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Individuals must provide their full name, current address and telephone number, Social Security Number, name and location of the installation closed or announced for closure, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief of Engineers, Headquarters U.S. Army Corps of Engineers, ATTN: CERE-R, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Individuals must provide their full name, current address and telephone number, Social Security Number, name and location of the installation closed or announced for closure, and signature. Contesting record procedures: The Army's rules for access to records and for contesting contents and appealing initial determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the systems manager. Record source categories: From the individual. Exemptions claimed for the system: None. A0405-80CE System name: Real Estate Outgrants. System location: Office of the Chief of Engineers, Headquarters, Department of the Army, ATTN: CERE-M, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000 and the Engineer Division and District Offices. 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: Grantees holding outgrants (leases, licenses, easements, permits, and consents) for use of Government real property, or permission (under consents) for use of property over which the Government holds easement interests. Categories of records in the system: Outgrant instrument and listings by number and name to include location, purpose, term and rental for each outgrant, and an indication when grantees are not in compliance with terms of their outgrants, and recreational use and expenditure information. Authority for maintenance of the system: 10 U.S.C. 2667, 2668, 2672, 3012, 4777, 8012 and 9777; 16 U.S.C. 460d and 661 et seq.; 30 U.S.C. 185; 33 U.S.C. 558b, 558b-1 and 652; 40 U.S.C. 319 and 471 et seq. Purpose(s): To process outgrants and to record inspections of outgrants and determine grantees' compliance with terms and conditions of the grant. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file cabinets and on magnetic tape or optical systems. Retrievability: Records are retrieved by outgrant or response number, or by the grantee's name. Safeguards: Records are maintained in areas accessible only to authorized persons having official need therefore. Records are housed in buildings protected by security guards or locked when not in use. Information in automated media is further protected by physical security devices; access to or update of information in the system is protected through a system of passwords, thereby preserving integrity of data. Retention and disposal: Records are destroyed three years after termination of outgrant instrument. System manager(s) and address: Office of the Chief of Engineers, Headquarters, Department of the Army, ATTN: CERE-M, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Chief of Engineers, Headquarters, Department of the Army, ATTN: CERE-M, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Individual must provide full name, present address and telephone number, response number if known, specifics concerning the outgrant and the request must be signed. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Chief of Engineers, Headquarters, Department of the Army, ATTN: CERE-M, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Individual must provide full name, present address and telephone number, response number in known, specifics concerning the outgrant and the request must be signed. Contesting record procedures: Army rules for accessing records and for contesting contents and appealing initial agency determinations are published in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Information is obtained from the individual and Army records and/ or report. Exemptions claimed for the system: None. A0500-8-104b System name: Military Personnel Records Jacket (NGB). System location: The custodian of the Military Personnel Record will either be the State Personnel Service Center (PSC) located in conjunction with the Office of the Adjutant General or each National Guard Armory in those non-PSC states: Guam, Puerto Rico, the Virgin Islands, and the District of Columbia. Addresses for each state headquarters may be obtained from the National Guard Bureau, Army National Guard Readiness Center, ATTN: NGB-ARP-S, 111 South George Mason Drive, Arlington, VA 22204-1382. Categories of individuals covered by the system: All members of the Army National Guard not on active duty. Categories of records in the system: The individual's service agreement, record of emergency data, certificates of release or discharge from active duty (DD Form 214) and other service computation documents, active duty orders, military occupational specialty orders, Servicemen's Group Life Insurance election, security questionnaire and clearance, transfer requests and orders, promotions, reductions, personnel qualification record (DD Form 2091), oath of extensions of enlistment, selective reserve incentive program agreements, notice of basic eligibility (NOBE) for GI Bill, and discharge documents and orders. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 3013, Secretary of the Army; E.O. 9397 (SSN); and AR 600-8-104, Military Personnel Information Management/Records. Purpose(s): These records are created and maintained to manage the member's National Guard Service effectively; Historically document the member's military service; and Safeguard the rights of members and the Army. 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 Central Intelligence Agency; Department of Agriculture; Department of Commerce; Department of Health and Human Services; Department of Education; Department of Labor; Department of State; Department of the Treasury; Department of Transportation; Federal Aviation Agency; National Transportation Safety Board; American Battle Monuments Commission; Department of Veterans Affairs; Federal Communications Commission; U.S. Postal Service Selective Service System; Social Security Administration; state, county and city welfare organizations when information is required to consider applications for benefits; penal institutions when the individual is a patient or an inmate; state, county and city law enforcement authorities. Note: Records of the identity, diagnosis, prognosis, or treatment of any client/patient, irrespective of whether or when he/she ceases to be a client/patient, maintained in connection with the performance of any alcohol or drug abuse prevention and treatment function conducted, regulated, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided therein be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. This statute takes precedence over the Privacy Act of 1974, as amended, in regard to accessibility of such records except to the individual to whom the record pertains. Blanket Routine Uses do not apply to these records. The ``Blanket Routine Uses'' set forth at the beginning of the Army's compilation of systems 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 records in file folders. Retrievability: By individual's name. Safeguards: Records maintained in areas accessible only to authorized personnel having need therefor in the performance of official business. The Military Personnel Records Jacket is transferred from station to station in the personnel possession of the individual whose record it is, or by U.S. Postal Service. Retention and disposal: Military personnel records are retained until updated or service of individual is terminated. Following separation, the transfer of the records is to the U.S. Army Reserve Personnel Command or to the National Personnel Records Center. System manager(s) and address: National Guard Bureau, Army National Guard Readiness Center, ATTN: NGB-ARP-C, 111 South George Mason Drive, Arlington, VA 22204- 1382. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the commander of the unit to which the Army National Guard member is assigned. For separated personnel, information may be obtained from the Commander, U.S. Army Reserve Personnel Command, One Reserve Way, St. Louis, MO 63132-5200. For discharged or deceased personnel, contact the National Personnel Records Center, 9700 Page Avenue, St. Louis, MO 63132-5200. For verification purposes, individual should provide full name, service identification number current military status and current address. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the commander of the unit to which the Army National Guard member is assigned. For separated personnel, information may be obtained from the Commander, U.S. Army Reserve Personnel Command, One Reserve Way, St. Louis, MO 63132-5200. For discharged or deceased personnel contact the National Personnel Records Center, 9700 page Avenue, St. Louis, MO 63132-5200. For verification purposes, individual should provide full name, service identification number, current military status, and current address. For personal visits, the requester should provide acceptable identification i.e., military identification care or other identification normally acceptable in the transaction of business. Contesting record procedures: The Army's rules for accessing records, and for contesting contents and appealing initial agency determination are contained in Army Regulation 340-21: 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, educational and financial institutions, law enforcement agencies, personal references provided by the individual, Army records and reports, third parties when information furnished relates to the service member's status. Exemptions claimed for the system: None. A0570-4DARP System name: Human Resources Information System (HRIS). System location: U.S. Army Reserve Personnel Center, 9700 Page Boulevard, St. Louis, MO 63132-5200. Categories of records in the system: All U.S. Army Reserve Personnel Center (ARPERCEN) employees, both military and civilian. Categories of records in the system: This system consists of man-hours utilization, production, and backlog records reported by individuals daily and maintained by operating officials to track data in the above categories. The documents include, but are not limited to, information on individuals relating to name, grade, Social Security Number, TDA paragraph and line number, employment category, job title, work center, and distribution of work hours among direct productive, indirect productive, and unavailable categories. Authority for maintenance of the system: 5 U.S.C. 301; 44 U.S.C. 3101; and E.O. 9397. Purpose(s): To document man-hours utilization, workload, and backlogs to analyze, program, and review manpower requirements in ARPERCEN; provide a decision basis for approval or disapproval of requests for additional employees, overtime requests, and awards nominations; measure productivity of units and individual employees. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Records are used to justify manpower requirements with the U.S. Army Manpower Requirements and Documentation Agency. The `Blanket Routine Uses' set forth at the beginning of the Army's 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: Personal computer diskettes and computer tapes. Retrievability: By name, Social Security Number, and TDA paragraph and line number. Safeguards: Computer tapes are stored in locked cabinets. Diskettes are stored in areas accessible only to authorized personnel of ARPERCEN. After hours, the building and security guards and/or doors are secured and all entrances are monitored by electronic surveillance equipment. Retention and disposal: Diskettes and tapes are retained for 5 years, then destroyed. System manager(s) and address: Commander, U.S. Army Reserve Personnel Center, ATTN: DARP-RMS, 9700 Page Boulevard, St. Louis, MO 63132-5200. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquires to the Commander, U.S. Army Reserve Personnel Center, ATTN: DARP-RMS, 9700 Page Boulevard, St. Louis, MO 63132-5200. For verification purposes, individual should provide the full name, Social Security Number, organization to which assigned, and dates of assignment. Record access procedure: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Reserve Personnel Center, ATTN: DARP-RMS, 9700 Page Boulevard, St. Louis, MO 63132-5200. For verification purposes, individual should provide the full name, Social Security Number, organization to which assigned, and dates of assignment. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are published in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Information is obtained from the record subjects by means of DARP Form 222-1-R, Individual Daily Record, and DARP Form 222-3-R, Individual Daily Executive Level. Exemptions claimed for the system: None. A0600 USAREUR System name: USAREUR Community Automation System (UCAS). System location: United States Army Europe and Seventh Army, APO AE 09014-0100, and each United States Army Europe Community. 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: U.S. Army Europe (USAREUR) and Seventh Army military and civilian members and their dependents. Categories of records in the system: Name, Social Security Number, command and unit of assignment, military occupational skill, sex, date of birth, date eligible to return from overseas, basic active service date, pay entry basic date, expiration term of service, date of rank, rank/grade, promotion status, citizenship, marital status, spouse's Social Security Number (For military spouse), insurance and beneficiary data for Department of Defense Form 93 (Record of Emergency Data) and Department of Veterans Affairs Form 29-8286 (Serviceman's Group Life Insurance Election) completion in an automated format (DD Form 93-E and SGLV Form 8286-E), address, work and home telephone numbers, type of tour, dependent status and relationships, marriage data, type and date of cost of living allowance, port call date, departure date and order number, exceptional family member status, household goods/hold baggage, vehicle-shipment dates/destinations/weights. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 600-8, Military Personnel Management; and E.O. 9397 (SSN). Purpose(s): The primary purpose of UCAS is to provide a central database containing all information required to in-process or out-process individuals within a USAREUR community. This data base is shared among five community work centers that need information on arriving and departing personnel. These work centers, the Central Processing Facility, Personnel Services Company, Finance Office, Housing Office and the Transportation Office, have access to certain portions of the UCAS data base. Data base information updates made by each work center are shared by all work centers that need the information. The centralized data base reduces in-processing and out-processing time since individuals no longer need to furnish the same information at each work centers. 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: The DoD ``Blanket Routine Uses'' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Electronic storage media and computer printouts. Retrievability: By Social Security Number, name, or other individual or group identifier. Safeguards: Physical security devices, computer hardware and software security features, and personnel clearances for individuals working with the system. Automated media and equipment are protected by controlled access to computer rooms. Retention and disposal: Disposition pending (until NARA disposition is approved, treat as permanent). System manager(s) and address: Commander, 2d Signal Brigade, USAREUR Community Automation System Project Manager, Unit 29227, APO AE 09024-0100. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, 2d Signal Brigade, USAREUR Community Automation System Project Manager, Unit 29227, APO AE 09024-0100. Individuals should provide sufficient details to permit locating pertinent records, such as full name, Social Security Number, and current address. Request must be signed by individual. Record access procedures: Individuals seeking access to records themselves contained in this record about system should address written inquiries to the Commander, 2d Signal Brigade, USAREUR Community Automation System Project Manager, Unit 29227, APO AE 09024-0100. Individual should provide sufficient details to permit locating pertinent records, such as full name, Social Security Number, and current address. Request must be signed by individual. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; Army records, reports and other official documents; Army Standard Automated Management Information Systems. Exemptions claimed for the system: None. A0600-8ARPC System name: Individual Ready, Standby, and Retired Reserve Personnel Information System. System location: U.S. Army Reserve Personnel Center, 9700 Page Boulevard, St. Louis, MO 63132-5200. Categories of individuals covered by the system: Members of the U.S. Army Reserve and assigned to a Reserve unit and not serving on extended active duty in an entitled reserve status. Categories of records in the system: Personal and military status and qualifications data. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 3013; and E.O. 9397 (SSN). Purpose(s): To maintain personnel data on members assigned to individual ready, standby, and retired Army Reserves; to select and order individuals to military active duty training, to identify personnel for promotion; to determine those not qualified for retention in the reserve forces; to issue annual statement of retirement credits; to select qualified members for potential assignment to active Army units and reserve component units in the event of mobilization. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Computer magnetic tapes and discs. Retrievability: By Social Security Number. Safeguards: Records are located in secured building; access requires an ID badge and is limited to individuals having official need therefor. Retention and disposal: Records are maintained for 7 months after individual completes statutory or contractual reserve commitment. System manager(s) and address: Commander, U.S. Army Reserve Personnel Center, ATTN: ARPC-IMG-F, 9700 Page Boulevard, St. Louis, MO 63132-5200. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Reserve Personnel Center, ATTN: ARPC-IMG-F, 9700 Page Boulevard, St. Louis, MO 63132-5200. For verification purposes, individual should provide full name, Social Security Number, current address and telephone number, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Army Reserve Personnel Center, ATTN: ARPC-IMG-F, 9700 Page Boulevard, St. Louis, MO 63132-5200. For verification purposes, individual should provide full name, Social Security Number, current address and telephone number, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the Official Military Personnel File and the Military Personnel Records Jacket. Exemptions claimed for the system: None. A0600-8 USFK System name: Command Unique Personnel Information Data System (CUPIDS). System location: Headquarters, U.S. Forces, Korea/Eighth U.S. Army, APO AP 96205- 0010. Categories of individuals covered by the system: Members of U.S. Forces, Korea and Eighth U.S. Army, their dependents, U.S. Embassy employees, contract personnel, technical representatives, and individuals who are assigned to or under the jurisdiction or administrative control of the U.S. Army who make purchases of controlled items from authorized resale activities in Korea. Categories of records in the system: Individual's name, Social Security Number, date and place of birth, sex, citizenship, date arrived in and previous tours in the Republic of Korea, rotation date, service component, pay grade/ position, marital status, dependency status, selected skill specialties; sales slips and control sheets used in sales of controlled items by U.S. Forces; overspending/over purchase printouts produced by central computer facilities. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Status of Forces Agreement, United States of America and the Republic of Korea; and E.O. 9397 (SSN). Purpose(s): Information is used for personnel management, strength accounting, manpower management, and contingency planning and operations; to assist commanders and U.S. Armed Forces investigative agents in monitoring purchases of controlled items; to produce ration control plates for authorized users; to maintain record of selected controlled items purchases at retail facilities and suspected violators of the system; and to comply with Joint Service black- market monitoring control policy. 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: Information required for noncombatant evacuating planning and statistical studies by U.S. Forces Korea; to provide a source document for production of ration control plate. The DoD ``Blanket Routine Uses'' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Electronic storage media, microfiche, and computer/paper printouts. Retrievability: By surname of noncombatants; by Social Security Number of all others. Safeguards: Records are accessible only to authorized personnel. During non- duty hours, the facility is locked and secured. Retention and disposal: Disposition pending (until NARA disposition is approved, treat as permanent). System manager(s) and address: Commander, U.S. Forces Korea/Eighth U.S. Army, APO AP 96205-0010. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Forces Korea/Eighth U.S. Army, APO AP 96205-0010. Individual should provide the full name, Social Security Number, and military status or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Forces Korea/Eighth U.S. Army, APO AP 96205-0010. Individual should provide the full name, Social Security Number, and military status or other information verifiable from the record itself. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; Army records and reports. Exemptions claimed for the system: None. A0600-8aDAPE System name: Major Command Military Personnel Management Reporting System. System location: Decentralized to each major Army command. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Categories of individuals covered by the system: Active duty commissioned officers, warrant officers and enlisted personnel assigned or projected for assignment to the major command. Categories of records in the system: Name, Social Security Number, sex, race; marital status and dependents; physical category code; component; expiration of term of service; additional pay; date of rank; annual efficiency index; last overseas short tour, procurement actions; unit identification code; Department of Army location, assignment and status codes; permanent change of station date; date joined/departed current command; gaining unit, location, assignment and status codes; reporting date; date returned from overseas; previous unit identification code, assignment and type transfer strength; primary and secondary military occupational specialties (MOS), secondary MOS evaluation score; duty MOS; away without leave data; date agreements and related documents forms, and correspondence. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 600-8-6, Personnel Accounting and Strength Reporting; Army Regulation 600-8, Military Personnel Management; and E.O. 9397 (SSN). Purpose(s): This system extracts data from Officer and Enlisted Personnel Files and records related to organizations, personnel authorized and assigned strength and prepares reports designed to aid major Army commanders in managing military personnel functions. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Microfiche, printouts and electronic storage media. Retrievability: By Social Security Number, name, MOS and grade. Safeguards: Records are protected by physical security devices, computer hardware and software safeguard features, and personnel clearances for individuals working with the system. Retention and disposal: Offices having Army-wide responsibility: Cut off annually, hold for 1 year in current file area, retire to Washington National Records Center, 4205 Suitland Road, Suitland, MD 20746-8001, destroy 25 years after cutoff. Reporting organizations and strength monitors at installations and major commands destroy after 2 years; offices not within the above categories destroy when no longer needed for current operations. System manager(s) and address: Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0400. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the commander of the major command where assigned or attached. Individual should provide the full name, Social Security Number, current address, and sufficient details to permit locating pertinent records. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written to the commander of the major command where assigned or attached. Individual should provide the full name, Social Security Number, current address, and sufficient details to permit locating pertinent records. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From automated systems interfaces based on the Headquarters, Department of Army data base. Exemptions claimed for the system: None. A0600-8-1aTAPC System name: Emergency Data Files. System location: U.S. Total Army Personnel Command, Alexandria, VA 22332-0400. Copy of Record of Emergency Data (DD Form 93) exists in soldier's field Military Personnel Records Jacket (MPRJ). Categories of individuals covered by the system: All military personnel on active duty. Categories of records in the system: File contains DD Form 93, Record of Emergency Data. Document reflects the service member's name; Social Security Number; spouse and children's names and current address; persons to be and not to be notified in the event of death or injury; information on wills, insurance, and other such information; and designation of beneficiaries for certain benefits. Authority for maintenance of the system: 10 U.S.C. 3013 and E.O. 9397. Purpose(s): To document names and addresses of person(s) to be notified in emergency situations; to determine lawful disposition of service member's pay and allowances when that member is missing, captured, or becomes a casualty. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of record system notices. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Machine processed card in vertical file; paper copy in MPRJ. Retrievability: Card is retrieved by Social Security Number; paper copy in MPRJ is retrieved by soldier's surname. Safeguards: Building employs security guards; the office in which record is located is in operation 24 hours a day, 7 days a week. Records are accessible only to authorized personnel. Retention and disposal: The Emergency Data Card is retained until individual separates from the Army; then destroyed. Copy in the MPRJ is retired with the MPRJ. If individual dies, the form becomes part of the casualty case file which is retired upon completion to the National Personnel Records Center (Military), St. Louis, MO 63132-5200. System manager(s) and address: Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0400. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Commander, U.S. Total Army Personnel Command, ATTN: TAPC-PEC, Alexandria, VA 22332-0400. Individual should provide the full name and other information that can be verified from the file. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Commander, U.S. Total Army Personnel Command, ATTN: TAPC-PEC, Alexandria, VA 22332-0400. Individual should provide the full name and other information that can be verified from the file. Contesting record procedures: The Army's rules for contesting contents and appealing initial determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Service member. Exemptions claimed for the system: None. AO600-8-1b TAPC System name: Line of Duty Investigations. System location: Personnel Plans and Actions Branch, Personnel Service Center at Army Installations; Army Enlisted Records and Evaluation Center, Fort Benjamin Harrison, IN 46249-0601; U.S. Total Army Personnel Command, Alexandria, VA 22332-0400; U.S. Army Reserve Personnel Center, 9700 Page Avenue, St. Louis, MO 63132-5200; National Personnel Records Center (Military), 9700 Page Avenue, St. Louis, MO 63132-5200; National Guard Bureau, 5109 Leesburg Pike, Falls Church, VA 22041- 3258; and Regional Support Centers for U.S. Army Reserve, official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Categories of individuals covered by the system: Active duty, Reserve and National Guard members who have been injured, diseased or deceased and who are in a duty status. Categories of records in the system: Statement of Medical Examination and Duty Status; Report of Investigation-Line of Duty and Misconduct Status; approval/ disapproval authority memoranda, and other relevant supporting documents such as military police reports, accident reports, witness statements, and appointment instruments, and action on appeals. Authority for maintenance of the system: 10 U.S.C. 972, Members: Effect of time lost; 10 U.S.C. 1204, Members, on Active Duty for 30 days or less or on inactive duty training; retirement; 10 U.S.C. 1207, Disability from intentional misconduct of willful neglect: separation; 10 U.S.C. 3013, Secretary of the Army; 37 U.S.C. 802, Forfeiture of pay during absence from duty due to disease from intemperate use of alcohol or drugs; and E.O. 9397 (SSN). Purpose(s): To review facts and circumstances of service member's death, injury or disease and render decisions having the effect of approving/denying certain military benefits, pay and allowances. 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: Information may be provided to the Department of Veterans Affairs for the purpose of determining the service member's entitlement to benefits. The DoD `Blanket Routine Uses' set forth at the beginning of the Army' compilation of systems 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 records in file folders, microfiche and electronic storage media. Retrievability: By Social Security Number and by service member' surname. Safeguards: Paper records in file folders are maintained in file cabinets accessible only to authorized personnel in the performance of their duties. Electronic storage media accessible to authorized personnel with password capability. Retention and disposal: Documents related to determining line of duty status and incident investigation concerning individual Army members are maintained for 5 years then destroyed. System manger(s) and address: Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0400. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Commander, U.S. Army Enlisted Records and Evaluation Center, Fort Benjamin Harrison, IN 46249-0601 (For enlisted personnel on active duty); Commander, U.S. Total Army Personnel Command, Alexandria, Va 22332-0400 (For officers on active duty); Commander, U.S. Army Reserve Personnel Center, 9700 Page Avenue, St. Louis, MO 63132-5200 (For Army reserve personnel); National Personnel Records Center (Military), 9700 Page Avenue, St. Louis, MO 63132-5200 (For separated enlisted and officer personnel); National Guard bureau, 5109 Leesburg Pike, Falls Church, VA 22041-3258 (For full-time National Guard Duty under 32 U.S.C., those in federalized status, or those attending active Army service school). Individuals should provide the full name, Social Security Number, present address, and signature. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Commander, U.S. Army Enlisted Records and Evaluation Center, Fort Benjamin Harrison, IN 46249-0601 (For enlisted personnel on active duty); Commander, U.S. total Army Personnel Command, Alexandria, VA 22332-0400 (For officers on active duty); Commander, U.S. Army Reserve Personnel Center, 9700 Page Avenue, St. Louis, MO 63132-5200 (For Army reserve personnel); National Personnel Records Center (Military), 9700 Page Avenue, St. Louis, MO 63132-5200 (For separated enlisted and officer personnel); National Guard Bureau, 5109 Leesburg Pike, Falls Church, VA 22041-3258 (For full-time National Guard Duty under 32 U.S.C., those in federalized status, or those attending active Army service school). Individuals should provide the full name, Social Security Number, present address, and 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; 32 CFR part 505; or may be obtained from the system manager. Appeals of determinations by authority of the Secretary of the Army are governed by AR 600-8-1, Army Casualty and Memorial Affairs and Line of Duty Investigations; collateral review of decided cases is limited to questions of completeness of the records of such determinations. Record source categories: From the individual, medical records, service member's commander, official Army records and reports, witness statements, civilian and military law enforcement agencies. Exemptions claimed for the system: None. A0600-8-1cTAPC System name: Army Casualty Information Processing System (ACIPS). System location: U.S. Total Army Personnel Command, 2461 Eisenhower Avenue, Alexandria, VA 22331-0481. Categories of individuals covered by the system: Army personnel who are reported as casualties in accordance with Army Regulation 600-8-1, Army Casualty Operations, Assistance, Insurance and Line of Duty Administrative Procedures. Categories of records in the system: Individual's name, Social Security Number, date of birth, branch of service, organization, duty, military occupational specialty (MOS), rank, sex, race, religion, home of record, and other pertinent information; Military Personnel Records Jacket (MPRJ), health/dental records, all correspondence between Department of the Army and soldier, soldier's primary next of kin/secondary next of kin, inquiries from other agencies and individuals, DD Form 1300 (Report of Casualty). Authority for maintenance of the system: 10 U.S.C. 3013; Pub. L. 93-289; and E.O. 9397 (SSN). Purpose(s): To respond to inquiries; to provide statistical data comprising type, number, place and cause of incident to Army members. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic tapes, computer printouts, punch cards, paper records in file cabinets. Retrievability: By individual's name and/or Social Security Number or any other data element. Safeguards: All information is restricted to a secure area in buildings which employ security guards. Computer printouts and magnetic tapes and files are protected by password known only to properly screened personnel possessing special authorization for access. Retention and disposal: Records are permanent. System manager(s) and address: Commander, U.S. Total Army Personnel Command, 2461 Eisenhower Avenue, Alexandria, VA 22331-0481. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Commander, U.S. Total Army Personnel Command, ATTN: TAPC-PEC, 2461 Eisenhower Avenue, Alexandria, VA 22331-0481. Individual should provide full name, current address and telephone number, and should identify the person who is the subject of the inquiry by name, rank and Social Security Number. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Commander, U.S. Total Army Personnel Command, ATTN: TAPC-PEC, 2461 Eisenhower Avenue, Alexandria, VA 22331-0481. Individual should provide full name, current address and telephone number, and should identify the person who is the subject of the inquiry by name, rank and Social Security Number. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From casualty reports received from Army commanders and from investigations conducted by Army commanders under AR 15-6, Procedures for Investigating Officers and Boards of Officers. Exemptions claimed for the system: None. A0600-8-7 DAPE System name: Chief of Staff, Army Retiree Council Files. System location: Chief, Office of the Deputy Chief of Staff for Personnel, Army Retirement Services, 200 Stovall Street, Alexandria, VA 22332-0470. Segments of this system exist at Headquarters, U.S. Army Forces Command, Fort McPherson, GA; U.S. Army Training and Doctrine Command, Fort Monroe, VA; Headquarters, Military District of Washington; and installations operating retiree councils. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Categories of individuals covered by the system: Retired Army personnel who have been nominated to serve and those who have been nominated and appointed to serve on the Chief of Staff, Army Retiree Council. Categories of records in the system: Retiree's name, grade, retirement class/date/code, Social Security Number, branch of service, date of birth, component, years of service, percentage of disability, sex, and home address; biographical sketch of retirees seeking appointment to the Chief of Staff, Army Retiree Council, comprising much of the above information and supplemented by description of involvement in military and civic affairs since retirement, statement of willingness to serve pursuant to Army Regulation 600-8-7, Retirement Services Program, correspondence between Army and applicant regarding acceptance/non- selection, active duty training orders; and similar relevant documents. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 1588 and 3966; Army, Army Regulation 600-8-7, Retirement Service Program; and E.O. 9397 (SSN). Purpose(s): To provide the Active Army with insight into problems and needs of the retirees. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders. Retrievability: By individual's surname. Safeguards: Records are maintained in secure area accessible only to designated individuals in the performance of their duties. Retention and disposal: Paper records relevant to the retiree volunteer waivers and claims are maintained for 6 years then destroyed. Statements of employment are maintained until the death of the individual then destroyed. Retirement service control cards, pre-retirement counseling and related documents are maintained for 1 year after the departure of individual from the installation or retirement then destroyed. Maintain for 1 year then destroy individual retirement cases, includes information related to processing of and providing assistance to personnel planning to retire. System manager(s) and address: Chief, Office Deputy Chief of Staff for Personnel, Army Retirement Services, 200 Stovall Street, Alexandria, VA 22332-0470. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Chief, Office Deputy Chief of Staff for Personnel, Army Retirement Services, 200 Stovall Street, Alexandria, VA 22332-0470. Individuals should provide the full name, current address and telephone number, and any details that would help locate the record. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquires to the Chief, Office Deputy Chief of Staff for Personnel, Army Retirement Services, 200 Stovall Street, Alexandria, VA 22332-0470. Individuals should provide the full name, current address and telephone number, and any details that would help locate the record. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; Army records and reports. Exemptions claimed for the system: None. A0600-8-14 DAPE System name: Security Badge/Identification Card Files. System location: Headquarters, Department of the Army, staff and field operating agencies, states' adjutant general offices, and any Army installations/activities/offices world-wide that issue security badges and identification cards authorized by Army Regulations. 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: Individuals issued a security badge/identification card by the Department of the Army. These include, but are not limited to active duty, reserve, and retired military personnel and authorized dependents; Department of Defense civilians and their dependents; Embassy personnel and their dependents, Medal of Honor recipients; visitors authorized for official purposes, e.g., vendors, delivery men, utility and special equipment servicemen; accident investigators; contractor personnel and their authorized dependents; Red Cross personnel; and persons authorized by the Geneva Convention to accompany the Armed Forces. Categories of records in the system: Individual's application on appropriate Department of Army and Department of Defense forms specified by Army Regulation 600-8-14 (the original of which may be filed in the individual's personnel file) for identification and/or building security pass/badge issuance; individual's photograph, fingerprint record, special credentials, and allied papers; registers/logs reflecting sequential numbering of badges/cards. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 3013, Secretary of the Army; Army Regulation 190-13, The Army Physical Security Program; Army Regulation 600-8-14, Identification Cards for Members of the Uniformed Services, Their Family Members, and Other Eligible Personnel; and E.O. 9397 (SSN). Purpose(s): To provide a record of security badges and identification cards issued: to restrict entry into installations/activities; and to ensure positive identification of personnel authorized access to restricted areas. Registers/logs maintain accountability for issuance and disposition of badges and identification cards. 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: The `Blanket Routine Use' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records: Storage: Paper records in file folders; magnetic tapes; discs; cassettes; computer printouts; and microfiche. Retrievability: By individual's name, Social Security Number, card/badge number. Safeguards: Data are maintained in secure buildings and are accessed only by authorized personnel who are trained and cleared for access. Information in computer facilities is further protected by alarms and established procedures for the control of computer access. Retention and disposal: Applications for military identification cards are maintained by the issuing office for 1 year; those for civilian cards are retained 4 years, after which they are destroyed. Registers/logs are destroyed 3 years after last badge has been accounted for. Limited area credentials are replaced after 3 years or when a total of 5 of the total have been lost or unaccounted for, whichever occurs earlier, exclusion area credentials are replaced at least once every 3 years; controlled area credentials are replaced at the discretion of the major commander. System manager(s) and address: Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0400. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the issuing office where the individual obtained the identification card or to the system manager. Individual should provide the full name, number of the identification card, current address, and signature. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the issuing officer at the appropriate installation. Individual should provide the full name, number of the identification card, current address, and signature. Contesting record procedures: The Army rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; Army records and reports. Exemptions claimed for the system: None. A0600-8-22 TAPC System name: Military Awards Case File. System location: U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0471. Segments exist at Army commands which have been delegated authority for approval of an award. Official mailing addresses may be obtained from the U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0471. Categories of individuals covered by the system: Military personnel on active duty, members of reserve components, U.S. civilians serving with U.S. Army units in a combat zone, and deceased former members of the U.S. Army. Categories of records in the system: Files include recommendations for an award; endorsements; award board approvals/disapprovals; citation texts; Department of Army letter orders/general orders; related papers supporting the award; correspondence among the Army; service member, and individuals having knowledge/information relating to the service member concerned or the act or achievement for which an award is recommended. Authority for maintenance of the system: 10 U.S.C. Chapters 57 and 357, Decorations and Awards; 10 U.S.C. 3013, Secretary of the Army; Army Regulation 600-8-22, Military Awards; and E.O. 9397 (SSN). Purpose(s): To consider individual nominations for awards and/or decorations; record final action; maintain individual award case files. 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: Information may be disclosed to public and private organizations including news media, which grant or publicize awards or honors. The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders and electronic storage media. Retrievability: By nominee's name, service number and/or Social Security Number. Safeguards: Records are maintained in locked file cabinets in secure buildings and are accessible only to designated personnel in the performance of their assigned duties. Retention and disposal: Documents related to providing information about awards given to individuals, i.e., announcements, lists, cards, and similar information destroy after 2 years. Approval and disapproval authority: Approved awards relating to wartime and combat activities are held permanently; Approved peacetime awards and all disapproved awards are retired to the Washington National Records Center and are destroyed after 25 years. Offices not within the disapproval or approval authority maintain records for 2 years then destroy. Proficiency awards are destroyed on transfer of the individual. Public award cases: Exercising approval authority maintain records for 56 years then destroy; Non-approval authority offices maintain records for 2 years then destroy. Special achievement awards: Exercising awarding authority maintain records for 5 years then destroy; Non-Award authority offices maintain for 2 years then destroy. System manager(s) and address: Commander, U.S. Total Army Personnel Command, Awards Policy Division, 200 Stovall Street, Alexandria, VA 22332-0471. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Total Army Personnel Command, Awards Policy Division, 200 Stovall Street, Alexandria, VA 22332-0471. Individual should provide the full name, service number and/or Social Security Number, grade and branch of service, name of award/ honor, and current address. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Total Army Personnel Command, Awards Policy Division, 200 Stovall Street, Alexandria, VA 22332-0471. Individual should provide the full name, service number and/or Social Security Number, grade and branch of service, name of award/ honor, and current address. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From Recommendation for Awards (DA Form 638) with supporting records, forms, statements, letters, and similar documents originated by persons other than the awardee and other individuals having information useful in making an award determination. Exemptions claimed for the system: None. A0600-8-22j TAPC System name: Cold War Recognition System. System location: U.S. Army Information Systems Software Development Center- Washington, ATTN: CWRS, 6000 6th Street, Suite S122A, Fort Belvoir, VA 22060-5576. Categories of individuals covered by the system: Members of the Armed Forces and government civilian personnel who faithfully served the United States after World War II through the collapse of the former Soviet Union, known as the Cold War era, September 2, 1945 to December 26, 1991. Categories of records in the system: Individual's name, Social Security Number, and address. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; FY98 National Defense Authorization Act, Section 1084; Army Regulation 600-8-22, Military Awards and E.O. 9397 (SSN). Purpose(s): To consider individual's request for the Cold War Recognition Certificate, and to issue/mail certificates. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated, maintained on magnetic tapes or disks. Retrievability: By Social Security Number or certificate recipient's name. Safeguards: Records are accessible only to designated individuals having official need therefor in the performance of assigned duties. Retention and disposal: Requests are held for 5 years. System manager(s) and address: Chief, Personnel Service Support Division, The Adjutant General, Directorate, U.S. Total Army Personnel Command, 200 Stovall Street, Suite 3S53, Alexandria, VA 22332-0474. Notification procedures: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Information Systems Software Development Center-Washington, ATTN: Cold War Recognition System, ATTN: CWRS, 6000 6th Street, Suite S122A, Fort Belvoir, VA 22060- 5576. Individual should provide the full name and Social Security Number of the certificate recipient. Record access procedures: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Army Information Systems Software Development Center-Washington, ATTN: Cold War Recognition System, ATTN: CWRS, 6000 6th Street, Suite S122A, Fort Belvoir, VA 22060- 5576. Individual should provide the full name and Social Security Number of the certificate recipient. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual. Exemptions claimed for the system: None. A0600-8-23 DAPE System name: Standard Installation/Division Personnel System. System location: National Guard records are located at the Army National Guard Readiness Center, 111 South George Mason Drive, Arlington, VA 22204- 1382. Reserve Component records are located at the U.S. Army Reserve Components Personnel and Administration Center, 9700 Page Boulevard, St. Louis, MO 63132-5200. Regular Army records are located at the Army Information Processing Centers located in Chambersburg, PA 17201-4150; Huntsville, AL 35898-7340; Rock Island, IL 61299-7210; and St. Louis, MO 63120-1798. Categories of individuals covered by the system: All active duty Army personnel, personnel attached from National Guard and/or Army reserve members of the Army National Guard, and individuals currently assigned to a U.S. Army Reserve unit. Categories of records in the system: Name, Social Security Number, sex, race, citizenship, status, religious denomination, marital status, number of dependents, date of birth, physical profile, ethnic group, grade and date of rank, term of service for enlisted personnel, security clearance, service agreement for non-regular officers, promotion data and dates, special pay and bonus, unit of assignment and identification code, military occupational specialty, civilian occupation, additional skill identifiers, civilian and military education levels, languages, military qualification, assignment eligibility, availability and termination date thereof, security status, suspension of favorable personnel action indicator, Privacy Act disputed record indicator, and similar relevant data. Authority for maintenance of the system: 5 U.S.C 301, Departmental Regulations; 10 U.S.C. 3013, Secretary of the Army; Army Regulation 600-8-23, Standard Installation/Division Personnel System Database Management; and E.O 9397 (SSN). Purpose(s): To support personnel management decisions concerning the selection, distribution and utilization of all personnel in military duties, strength accounting and manpower management, promotions, demotions, transfers, and other personnel actions essential to unit readiness; to identify and fulfill training needs; and to support automated interfaces with authorized information systems for pay, mobilization, and other statistical reports. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic tapes, discs, microfiche, punched cards, and computer printouts. Retrievability: By Name, Social Security Number, or other individually identifying characteristics. Safeguards: Access to data and data storage is controlled and accessible only to authorized personnel and authorized personnel with password capability for the electronic media access Retention and disposal: Records are maintained one year in records holding area or current file area then retired to National Personnel Records Center. Maintained there for 75 years then destroyed. System manager(s) and address: National Guard: Chief, National Guard Bureau, Army National Guard Readiness Center, 111 South George Mason Drive, Arlington, VA 22204- 1382. Reserve Component: Deputy Chief of Staff for Personnel, Headquarters, Department of the Army 300 Army Pentagon, Washington, DC 20310-0300. Regular Army: Commander, U.S. Army Personnel Center, 200 Stovall Street, Alexandria, VA 22332-0400. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the appropriate address below: National Guard individuals should address inquiries to the National Guard Bureau, Army National Guard Readiness Center, 111 South George Mason Drive, Arlington, VA 22204-1382. Reserve individuals should address inquiries to the Commander of the Army Headquarters in which the unit is located. Regular Army individuals should address inquiries to their local Commander. All individuals should furnish full name, service identification number, current address and telephone number, signature, and specific information concerning the event or incident that will assist in locating the record. Personal visits may be made. Individual must furnish proof of identity. Record access procedures: Individuals seeking to access information about themselves contained in this system should address written inquiries appropriate address below: National Guard individuals should address inquiries to the National Guard Bureau, Army National Guard Readiness Center, 111 South George Mason Drive, Arlington, VA 22204-1382. Reserve individuals should address inquiries to the Commander of the Army Headquarters in which the unit is located. Regular Army individuals should address inquiries to their local Commander. All individuals should furnish full name, service identification number, current address and telephone number, signature, and specific information concerning the event or incident that will assist in locating the record. Personal visits may be made. Individual must furnish proof of identity. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: National Guard and Reserve Component: From the individual, individual's personnel and pay files, other Army records and reports. Regular Army: From individual, commanders, Army records and documents, other Federal agencies. Exemptions claimed for the system: None. A0600-8-101TAPC System name: Military and Civilian Out-Processing Files. System location: Administrative offices and Army Staff agencies, field operating commands, installations and/or activities Army wide. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Categories of individuals covered by the system: All Army active duty, National Guard, Army Reserve and Department of the Army civilian personnel' Categories of records in the system: Installation and Unit Clearance Records, Reassignment Records Checklist, copy of receipts or documents evidencing payment of telephone bills, return of material held on memorandum receipt and other supporting clearance matters and materials. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 600-8-101, Personnel (In-and Out-and Mobilization Processing); and E.O. 9397 (SSN). Purpose(s): To verify that an individual has obtained clearance from the Army Staff agency or installation's facilities and has accomplished his/ her personal and official obligations. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders and electronic storage media. Retrievability: By Social Security Number and Surname of departing individual. Safeguards: Information is accessed only by designated persons having official need therefor. Retention and disposal: Information concerning clearance procedures for departing soldiers, included are clearance certificates, checklists, and related information are maintained for one year then destroyed. Information listed in the out-processing master file and out- processing outputs files treat as permanent until a disposition and retention schedule has been approved by the National Archives and Records Administration. System manager(s) and address: Commander, U.S. Total Army Personnel Command, Out-Processing Functional Proponent, 200 Stovall Street, Alexandria, Virginia 22332- 0474. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the administrative office of the installation/activity to which the individual had been assigned. Individual should provide the full name, Social Security Number, departure date, location of last employing office, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the administrative office of the installation/activity to which the individual had been assigned. Individual should provide the full name, Social Security Number, departure date, location of last employing office, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; Army records and reports. Exemptions claimed for the system: None. A0600-8-104b TAPC System name: Official Military Personnel Record. System location: U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0400 for active Army officers. U.S. Army Enlisted Records and Evaluation Center, 8899 East 56th Street, Fort Benjamin Harrison, IN 46249-5301 for active duty enlisted personnel. U.S. Army Reserve Personnel Command, 9700 Page Avenue, St Louis, MO 63132-5200 for reserve personnel. National Personnel Records Center, National Archives and Records Administration, 9700 Page Avenue, St Louis, MO 63132-5100, for discharged or deceased personnel. An automated index exists at the U.S. Army Reserve Personnel Command showing physical location of the Official Military Personnel of retired, separated and files on all service members returned to active duty. National Guard Bureau, Army National Guard Readiness Center, 111 South George Mason Drive, Arlington, VA 22204-1382, for commissioned, warrant officer or enlisted soldier in the Army National Guard. Categories of individuals covered by the system: Active duty members of the U.S. Army and Army National Guard not on active duty, who are enlisted, appointed, or commissioned status; members of the U.S. Army who were enlisted, appointed, or commissioned and were separated by discharge, death, or other termination of military status. Categories of records in the system: Records include enlistment contract; Department of Veterans Affairs benefit forms; physical evaluation board proceedings; military occupational specialty data; statement of service; qualification record; group life insurance election; emergency data; application for appointment; qualification/evaluation report; oath of office; medical examination; security clearance questionnaire; application/memo for retired pay; application for correction of military records; field/application for active duty; transfer or discharge report/Certificate of Release or Discharge from Active Duty; active duty report; voluntary reduction; line of duty and misconduct determinations; discharge or separation reviews; police record checks, consent/declaration of parent/guardian; Army Reserve Officers Training Corps supplemental agreement; award recommendations; academic reports; line of duty casualty report; U.S. field medical card; retirement points, deferment; pre-induction processing and commissioning data; transcripts of military records; summary sheets review of conscientious objector; election of options; oath of enlistment; enlistment extensions; survivor benefit plans; efficiency reports; records of proceeding, 10 U.S.C. section 815 appellate actions; determinations of moral eligibility; waiver of disqualifications; temporary disability record; change of name; statements for enlistment; acknowledgments of service requirements; retired benefits; application for review by physical evaluation board and disability board; appointments; designations; evaluations; birth certificates; photographs; citizenship statements and status; educational constructive credit transcripts; flight status board reviews; assignment agreements, limitations/waivers/election and travel; efficiency appeals; promotion/reduction/recommendations, approvals/declinations announcements/notifications, reconsiderations/ worksheets elections/letters or memoranda of notification to deferred officers and promotion passover notifications; absence without leave and desertion records; FBI reports; Social Security Administration correspondence; miscellaneous correspondence, documents, and military orders relating to military service including information pertaining to dependents, interservice action, in-service details, determinations, reliefs, component; awards, pay entitlement, released, transfers, and other military service data. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 42 U.S.C. 10606; DoD Instruction 1030.1, Victim and Witness Assistance; Army Regulation 600-8-104, Military Personnel Information Management/Records; and E.O. 9397 (SSN). Purpose(s): These records are created and maintained to manage the member's Army and Army National Guard service effectively, to document historically a member's military service, and safeguard the rights of the member and the Army. Routine use 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 Department of State to issue passport/visa; to document persona-non-grata status, attache assignments, and related administration of personnel assigned and performing duty with the Department of State. To the Department of Treasury to issue bonds; to collect and record income taxes. To the Department of Justice to file fingerprints to perform investigative and judicial functions. To the Department of Agriculture to coordinate matters related to its advanced education program. To the Department of Labor to accomplish actions required under Federal Employees Compensation Act. To the Department of Health and Human Services to provide services authorized by medical, health, and related functions authorized by 10 U.S.C. 1074 through 1079. To the Nuclear Regulatory Commission to accomplish requirements incident to Nuclear Accident/Incident Control Officer functions. To the American Red Cross to accomplish coordination and service functions including blood donor programs and emergency investigative support and notifications. To the Civil Aeronautics Board to accomplish flight qualifications, certification and licensing actions. To the Federal Aviation Agency to determine rating and certification (including medical) of in-service aviators. To the U.S. Postal Service to accomplish postal service authorization involving postal officers and mail clerk authorizations. To the Department of Veterans Affairs: 1. To provide information relating to service, benefits, pensions, in-service loans, insurance, and appropriate hospital support. 2. To provide information relating to authorized research projects. To the Bureau of Immigration and Naturalization to comply with status relating to alien registration, and annual residence/location. To the Office of the President of the United States of America to exchange required information relating to White House Fellows, regular Army promotions, aides, and related support functions staffed by Army members. To the Federal Maritime Commission to obtain licenses for military members accredited as captain, mate, and harbor master for duty as Transportation Corps warrant officer. To each of the several states, and U.S. possessions to support state bonus application; to fulfill income tax requirements appropriate to the service member's home of record; to record name changes in state bureaus of vital statistics; and for National Guard affairs. Civilian educational and training institutions to accomplish student registration, tuition support, graduate record examination tests, and related requirements incident to in-service education programs in compliance with 10 U.S.C. chapters 102 and 103. To the Social Security Administration to obtain or verify Social Security Number; to transmit Federal Insurance Compensation Act deductions made from members' wages. To the Department of Transportation to coordinate and exchange necessary information pertaining to inter-service relationships between U.S. Coast Guard (USCG), U.S. Army, and Army National Guard when service members perform duty with the USCG. To the Civil authorities for compliance with 10 U.S.C. 814. To the U.S. Information Agency to investigate applicants for sensitive positions pursuant to E.O. 10450. To the Federal Emergency Management Agency to facilitate participation of Army members in civil defense planning training, and emergency operations pursuant to the military support of civil defense as prescribed by DoD Directive 3025.10, Military Support of Civil Defense, and Army Regulation 500-70, Military Support of Civil Defense. To the Director of Selective Service System to Report of Non- registration at Time of Separation Processing, of individuals who decline to register with Selective Service System. Such report will contain name of individual, date of birth, Social Security Number, and mailing address at time of separation. Other elements of the Federal Government pursuant to their respective authority and responsibility. Note: Record of the identity, diagnosis, prognosis, or treatment of any client/patient, irrespective of whether or when he/she ceases to be a client/patient, maintained in connection with the performance of any alcohol or drug abuse prevention and treatment function conducted, regulated, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided therein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. This statute takes precedence over the Privacy Act of 1974, in regard to accessibility of such records except to the individual to whom the record pertains. The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices do not apply to these categories of records. To victims and witnesses of a crime for purposes of providing information, consistent with the requirements of the Victim and Witness Assistance Program, regarding the investigation and disposition of an offense. To Federal agencies, their contractors and grantees, and to private organizations, 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. The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system, except for those specifically excluded categories of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders and on electronic storage media and fiche. Retrievability: By Social Security Number and name. Safeguards: Records are maintained in areas accessible only to authorized personnel; automated records are further protected by authorized password system for access terminals, controlled access to operations locations, and controlled output distribution. Retention and disposal: Microfiche and paper records are permanent. They are retained in active file until termination of service, following which they are retired to the U.S. Army Reserve Personnel Command, 1 Reserve Way, St. Louis, MO 63132-5200. System manager(s) and address: Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0400. Director, National Guard Bureau, Army National Guard Readiness Center, 111 South George Mason Drive, Arlington, VA 22204-1382. Commander, U.S. Army Reserve Personnel Command, 1 Reserve Way, St. Louis, MO 63132-5200. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the following: Inquiries for records of commissioned or warrant officers (including members of Reserve Components) serving on active duty should be sent to the Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0400. Inquiries for records of enlisted members (including members of Reserve Components) serving on active duty should be sent to: Commander, U.S. Army Enlisted Records and Evaluation Center, 8899 East 56th Street, Fort Benjamin Harrison, IN 46249-5301. Inquiries for records of commissioned officers or warrant officers in a reserve status not on active duty, or Army enlisted reservists not on active duty, or members of the National Guard who performed active duty, or commissioned officers, warrant officers, or enlisted members in a retired status should be sent to the Commander, U.S. Army Reserve Personnel Command, 1 Reserve Way, St. Louis, MO 63132-5200. Inquiries for records of commissioned officers and warrant officers who were completely separated from the service after June 30, 1917, or enlisted members who were completely separated after October 31, 1912, or for records of deceased Army personnel should be sent to the Chief, National Personnel Records Command, National Archives and Records Administration, 9700 Page Avenue, St. Louis, MO 63132-5200. Inquiries for records of National Guard should be sent to the Director, National Guard Bureau, Army National Guard Readiness Center, 111 South George Mason Drive, Arlington, VA 22204-1382. Individual should provide the full name, Social Security Number, service identification number, military status, and current address. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the following: Inquiries for records of commissioned or warrant officers (including members of Reserve Components) serving on active duty should be sent to the Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0400. Inquiries for records of enlisted members (including members of Reserve Components) serving on active duty should be sent to: Commander, U.S. Army Enlisted Records and Evaluation Center, 8899 East 56th Street, Fort Benjamin Harrison, IN 46249-5301. Inquiries for records of commissioned officers or warrant officers in a reserve status not on active duty, or Army enlisted reservists not on active duty, or members of the National Guard who performed active duty, or commissioned officers, warrant officers, or enlisted members in a retired status should be sent to the Commander, U.S. Army Reserve Personnel Command, 1 Reserve Way, St. Louis, MO 63132-5200. Inquiries for records of commissioned officers and warrant officers who were completely separated from the service after June 30, 1917, or enlisted members who were completely separated after October 31, 1912, or for records of deceased Army personnel should be sent to the Chief, National Personnel Records Center, National Archives and Records Administration, 9700 Page Avenue, St. Louis, MO 63132-5200. Inquiries for records of National Guard should be sent to the Director, National Guard Bureau, Army National Guard Readiness Center, 111 South George Mason Drive, Arlington, VA 22204-1382. Individual should provide the full name, Social Security Number, service identification number, military status, and current address. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, enlistment appointment or commission related forms pertaining to individual's military status; educational and financial institutions, training or qualifications records acquired prior to or during military services; law enforcement agencies, references provided by individuals, Army records repots, correspondence, forms, documents and other relevant papers, third parties and members of the public when information furnished relates to the service member's status. Exemptions claimed for the system: None. A0600-8-104g TAPC System name: Career Management Individual and Dual Component Personnel Files. System location: U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0474. Decentralized segments exist at the General Officer Management Office, Judge Advocate General's Office, the Chief of Chaplains Office, and the Medical Service Corps. Official mailing addresses may be obtained from U.S. Total Army Personnel Command. Dual Component Personnel files are located at the U.S. Army Reserve Personnel Command, 1 Reserve Way, St. Louis, MO 63132-5200. Categories of individuals covered by the system: Active Army members in enlisted grades E-5 through E-9, all warrant and commission officers. Any reserve or warrant officer on active duty as a regular Army enlisted; any reserve officer on active duty as a regular Army warrant officer. All reserve officers, warrant officers, and enlisted members. Categories of records in the system: Name, rank, Social Security Number, basic entry date, promotion eligibility date; orders; record briefs; statements of preference; school credit papers; transcripts; details; career personnel actions; correspondence from individual concerned; original copy of efficiency report; academic reports; qualification records; appeal actions; assignment memoranda and requests for orders; memoranda concerning professional development actions; mandatory removal date; classification data; general orders concerning service awards; service agreements; variable incentive pay data; memoranda of interviews; assignment applications; resumes of qualifications, personal background and experience supporting service member's desires, nominative action by career managers; academic reports; copies of admonition/reprimands imposed under Article 15, UCMJ, letters of appreciation/commendation/recommendation; reports/letters from accredited educational and training organizations; and similar documents, records and reports. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 600-39, Dual Component Personnel Management Program; Army Regulation 600-8- 104, Military Personnel Information Management/Records; and E.O. 9397 (SSN). Purpose(s): To manage member's Army career, when they will be considered for promotion; military education that needs to be completed for eligibility, including assignments, counseling, and monitoring professional development. Specific only to Dual Component members: To make determinations if officer should be removed for substandard performance of duty; to advise of eligibility for retirement as either an officer of enlisted person and to apprise individuals of changes in the reserve program affecting them. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders and on magnetic tapes and electronic storage media. Retrievability: By individual's surname and/or Social Security Number. Safeguards: Records are restricted to officially designated individuals in the performance of their assigned duties. Automated data are stored in vaults in secure buildings. Retention and disposal: Career branch individual files disposition pending until National Archives and Records Administration is approved, treat as permanent. Reserve officer career management files are forwarded with the individual's personnel file when transferred to Army Reserve, entry to active duty National Guard, Standby or Retired Reserve, however, upon final separation the records are destroyed. System manager(s) and address: Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0474. Commander, U.S. Army Reserve Personnel Command, 1 Reserve Way, St. Louis, MO 63132-5200 for Dual Component individuals. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the following: For information concerning general officers: General Officer Management Office, 200 Army Pentagon, ATTN: Chief of Staff, Washington, DC 20310-0200. For information concerning chaplains: Chief of Chaplains, 200 Army Pentagon, Room 1E417, Washington, DC 20310-0200. For information concerning officers of The Judge Advocate General Corps: The Judge Advocate General, 200 Army Pentagon, Washington, DC 20310-0200. For information pertaining to all other soldiers: Commander, U.S. Total Army Personnel, 200 Stovall Street, Alexandria, VA 22332-0474. Individuals should designate Officer or Enlisted status. For information concerning dual component personnel: Commander, U.S. Army Reserve Personnel Command, 1 Reserve Way, St. Louis, MO 63132-5200. Individual should provide the full name, Social Security Number, service identification number, military occupational specialty, military status, current home address and telephone number, and signature. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the following: For information concerning general officers: General Officer Management Office, 200 Army Pentagon, ATTN: Chief of Staff, Washington, DC 20310-0200. For information concerning chaplains: Chief of Chaplains, 200 Army Pentagon, Room 1E417, Washington, DC 20310-0200. For information concerning officers of The Judge Advocate General Corps: The Judge Advocate General, 200 Army Pentagon, Washington, DC 20310-0200. For information pertaining to all other soldiers: Commander, U.S. Total Army Personnel, 200 Stovall Street, Alexandria, VA 22332-0474. Individuals should designate Officer or Enlisted status. For information concerning dual component personnel: Commander, U.S. Army Reserve Personnel Command, 1 Reserve Way, St. Louis, MO 63132-5200 Individual should provide the full name, Social Security Number, service identification number, military occupational specialty, military status, current home address and telephone number, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; Army records; reports; enlistment, appointment, or commission related forms pertaining to the service member having a current active duty status; academic, training, and qualifications records acquired incident to military service; correspondence, forms, documents and other related papers originating in or collected by the military department for management purposes. Exemptions claimed for the system: None. A0600-20 NGB System name: Equal Opportunity Investigative Files. System location: National Guard Bureau, Directorate for Equal Opportunity, 1411 Jefferson Davis Highway, Arlington, VA 22202-3231. Categories of individuals covered by the system: National Guard applicants for technician employment, technicians, and military members who file complaints of discrimination or who are involved in such complaints. Categories of records in the system: Formal complaints of discrimination; counselors' reports; notification letters to the complainant; affidavits from complainant and/or witnesses; investigative reports; hearings transcript; examiner's findings, recommendations; decisional documents; and similar relevant records. Authority for maintenance of the system: 10 U.S.C 3013, Secretary of the Army; 32 U.S.C 102; DoD Directive 1350.2, DoD Military Equal Opportunity (MEO) Program; Army Regulation 600-20, Army Command Policy; and E.O. 9397 (SSN). Purpose(s): To investigate, resolve complaints of discrimination and issue decisions, and other determinations to complainants. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders. Retrievability: By name of complainant. Safeguards: Records are maintained in secured rooms/cabinets accessible only to designated officials who have a need in the performance of assigned duties. Retention and disposal: Destroy 4 years after final resolution of case. System manager(s) and address: National Guard Bureau, Directorate for Equal Opportunity, 1411 Jefferson Davis Highway, Arlington, VA 22202-3231. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the National Guard Bureau, Directorate for Equal Opportunity, 1411 Jefferson Davis Highway, Arlington, VA 22202-3231. For verification purposes, individual should provide the full name, current address and telephone number, sufficient details concerning the complaint to facilitate locating the record, and signature. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Office of National Guard Bureau, Directorate for Equal Opportunity, 1411 Jefferson Davis Highway, Arlington, VA 22202-3231. For verification purposes, individual should provide the full name, current address and telephone number, sufficient details concerning the complaint to facilitate locating the record, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, investigative reports, witness statements, Army records and reports. Exemptions claimed for the system: None. A0600-25 MDW System name: State, Official, and Special Military Funeral Plans. System location: Office of Ceremonies and Special Events, U.S. Army Military District of Washington, 103 Third Avenue, Fort Lesley J. McNair, DC 20319-5058. Segments of the system may exist at DoD commands and installations supporting State, Official and Special Military Funerals. Categories of individuals covered by the system: Government officials or service-connected persons and dependent family members who are authorized a State, Official or Special Military funeral. Categories of records in the system: Letters, memoranda, maps, diagrams, ceremonial plans, and similar relevant documents for military honors and/or funeral support for only those authorized individuals who have requested special arrangements for their funeral ceremony. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 38 U.S.C. 2301, Flags; DoD Directive 1300.15, Military Funeral Support; Army Regulation 600-25, Salutes, Honors, and Visits of Courtesy, and E.O 9397 (SSN). Purpose(s): To maintain funeral plans or requests by specifically authorized individuals who have requested special arrangements for their funeral ceremony; to facilitate coordination of military support for State, Official, or Special Military funerals. 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 White House Military Office to facilitate planning and coordination with participating and support personnel prior to execution of State and Official, and possibly Special Military funerals. To the Sergeants-at-arms of the House and Senate to facilitate planning and coordination with participating and support personnel prior to execution of State or Official, and possibly Special Military funerals. To the Departments of State to facilitate planning and coordination with participating and support personnel prior to execution of State or Official, and possibly Special Military funerals. To the Department of Transportation to facilitate planning and coordination with participating and support personnel prior to execution of a State or Official, and possibly Special Military funeral. To the presidential libraries and foundations to facilitate planning and coordination with participating and support personnel prior to execution of State funerals. To state and local law enforcement to facilitate planning and coordination with participating and support personnel prior to execution of State or Official, and possibly Special Military funerals. The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored in file cabinets, magnetic tapes/disc and electronic storage media. Retrievability: By individual's name and plan number. Safeguards: Records are maintained in safes and are accessible only to authorized personnel who have an official need therefor in the performance of their duties. Access to computerized information is controlled by a system of assigned passwords; computerized records are accessible only by authorized personnel. Retention and disposal: Ceremonies of historical importance, such as presidents, ex- presidents, vice presidents, heads of state, heads of government records are permanent. All other ceremonial funerals, maintain records for five years then destroy. Offices not having Army-wide responsibility maintain records for 2 years or when no longer needed for current operations, whichever is later. System manager(s) and address: Commander, U.S. Army Military District of Washington, 103 Third Avenue, Fort Lesley J. McNair, DC 20319-5058. Notification procedure: Individuals seeking to determine if information about themselves contained in this system should address written inquiries to the Commander, U.S. Army Military District of Washington, 103 Third Avenue, Fort Lesley J. McNair, DC 20319-5058. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Army Military District of Washington, 103 Third Avenue, Fort Lesley J. McNair, DC 20319-5058. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Information obtained from the individual or designated representative. Exemptions claimed for the system: None. A0600-37a DAPE System name: Special Review Board Appeal Case Summary File. System location: Office of the Deputy Chief of Staff for Personnel, Special Review Board (DAPE-MPC-S), Washington, DC 20310-0300. Categories of individuals covered by the system: Army officer and enlisted personnel who have submitted substantive, as opposed to administrative, appeal of Officer Evaluation Reports, Enlisted Evaluation Reports, Academic Evaluation Reports, and cases referred for promotion reconsideration. Categories of records in the system: Identification data on individual, date of appeal, dates of contested OER/EER/AER period, and supporting documentation; promotion reconsideration referrals including information provided by the promotion board and relevant documents from individual's OMPF, names of voting SRB member, names of persons contacted by SRB, summary of evidence considered, discussion, recommendations, conclusions, final determination of appeal, and disposition. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army. Purpose(s): To review and adjudicate appeals of officer and noncommissioned officer ratings, academic ratings, and promotion board reconsideration cases. 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: The ``Blanket Routine Uses'' set forth at the beginning of the Army's compilation of systems 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 records in folders. Retrievability: By individual's surname. Safeguards: Records are maintained in areas accessible only to designated authorized persons in buildings which employ security guards. Retention and disposal: Records are retained by the Special Review Board for 6 years, then destroyed. System manager(s) and address: Director, Deputy Chief of Staff for Personnel, Special Review Board (DAPE-MPC-S), Washington, DC 20310-0300. Notification procedure: Individuals seeking to determine if information about themselves contained in this system should address written inquiries to the Director, Deputy Chief of Staff for Personnel, Special Review Board (DAPE-MPC-S), Washington, DC 20310-0300. Individuals should furnish full name, current address and telephone number. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should write to the Director, Deputy Chief of Staff for Personnel, Special Review Board (DAPE-MPC-S), Washington, DC 20310-0300. Individuals should furnish full name, current address and telephone number. For personal visits, individuals must provide acceptable identification such as military identification card. Contesting record procedures: The Army's rules for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, relevant Army records and reports. Exemptions claimed for the system: None. A0600-37bDAPE System name: Unfavorable Information Files. System location: Primary records are located at the Department of the Army Suitability Evaluation Board, Office of the Deputy Chief of Staff for Personnel, The Pentagon, Washington, DC 20310-4000. Segments of the system may exist at Suitability Evaluation Board at Major Army Commands. Categories of individuals covered by the system: Army personnel (active, reserve, National Guard) on whom unfavorable information has been discovered, considered, referred to individual, and disposed of, to include appeals and petitions for removal or transfer of such information from the individual's performance record. Categories of records in the system: Summary of unfavorable information, copy of letter of notification to individual, individual's response or appeal, summary of consideration of response or appeal, disposition determination, and voting record of Board members. Authority for maintenance of the system: 10 U.S.C. 3012. Purpose(s): To record Board action and to provide pattern of subsequent unfavorable information. Information filed in the performance portion of the Official Military Personnel File is also used by Department of Army promotion/selection boards when the individual has been afforded due process. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See `Blanket Routine Uses' set forth at the beginning of the Army's listing of record system notices. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders. Retrievability: By individual's surname. Safeguards: Records are maintained in areas accessible only to authorized personnel having official need therefor. Buildings housing records are secured at all times. Retention and disposal: Records are retained by the Suitability Evaluation Board for 20 years, following which they are destroyed by shredding. System manager(s) and address: Deputy Chief of Staff for Personnel, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-4000. Notification procedure: Individuals desiring to know whether or not information on them exists in this system of records may inquire of the System Manager, ATTN: DAPE-MPD, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-4000. Inquirer should furnish his/her full name, Social Security Number, sufficient details concerning time and place of event to ensure locating pertinent records, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written request to the Deputy Chief of Staff for Personnel, Headquarters, Department of the Army, ATTN: DAPE-MPD, The Pentagon, Washington, DC 20310-4000. Contesting record procedures: The Army's rules for access to records and for contesting contents and appealing initial determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; Suitability Evaluation Board proceedings. Exemptions claimed for the system: None. A0600-43 DAPE System name: DA Conscientious Objector Review Board. System location: DA Conscientious Objector Review Board, Room 5S33, Hoffman Building II, Alexandria, VA 22332-2600. Categories of individuals covered by the system: Army personnel who apply either for separation based on conscientious objection (1-O) or reassignment/reclassification to noncombatant training and service based on conscientious objection (I-A-O). Categories of records in the system: Case record consists of individual's application (DA Form 4187), results of interview evaluation by military chaplain and a psychiatrist recorded on DA Form 3822-R, command's report of investigation, evidence submitted by applicant, witness statements, hearing transcript or summary, information or records from the Selective Service System if appropriate, applicant's rebuttal to commander's recommendation; DA Conscientious Objector Review Board correspondence with applicant, summary of evidence considered, discussion, conclusions, names of voting DACORB members, disposition of application, and similar relevant material. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 600-43, Conscientious Objection; and E.O. 9397 (SSN). Purpose(s): To investigate claims of service member that he/she is a conscientious objector to participation in war or to the bearing of arms and to make final determination resulting in assignment of appropriate status or awarding of discharge. 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 Selective Service System Headquarters for the purpose of identifying individuals who have less than 180 days active duty, and who have been discharged by reason of conscientious objection. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders. Retrievability: Alphabetically, by applicant's surname. Safeguards: Records are maintained in areas accessible only to authorized personnel who have an official need therefor, within building that employs security guards. Retention and disposal: Retained by the Department of the Army Conscientious Objector Review Board for 1 year after transfer or separation of individual. Copy of application and Board decision become part of the individual's Official Military Personnel File permanently. System manager(s) and address: Deputy Chief of Staff for Personnel, Headquarters, Department of the Army, 300 Army Pentagon, Washington, DC 20310-0300. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records may write to the Deputy Chief of Staff for Personnel, Headquarters, Department of the Army, ATTN: DAPE-ZXI-IC (PA Officer), 300 Army Pentagon, Washington, DC 20310-0300. Individuals should provide their full name, current address and information verifiable within the record itself. In addition, the request must be signed. Record access procedures: Individuals seeking access to information about themselves contained in this system of records may write to the Deputy Chief of Staff for Personnel, Headquarters, Department of the Army, ATTN: DAPE-ZXI-IC (PA Officer), 300 Army Pentagon, Washington, DC 20310- 0300. Individual should provide their full name, current address and Social Security Number, and the request must be signed. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, his/her commander, official records required by Army Regulation 600-43. Exemptions claimed for the system: None. A0600-55DAMO System name: Motor Vehicle/Equipment Operator Permit Files. System location: Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Categories of individuals covered by the system: Military and civilian personnel authorized to operate Government motor vehicles and/or certain categories of equipment such as generators, air compressors, gas generators, construction equipment, materials handling equipment, locomotives, guided missile hydraulic elevators, mobile floating assault bridges, fueled heaters and stoves, amphibious crafts, and mine detecting equipment. Categories of records in the system: Individual's permit (SF 46) or other authorization for operating vehicles or equipment such as enumerated in the preceding paragraph; register of such individuals; qualifications records; similar relevant documents and reports. Authority for maintenance of the system: 5 U.S.C. 301 and E.O. 9397. Purpose(s): To determine qualifications of the individuals and issue authorization for operation of Government motor vehicles and/or equipment. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of record system notices apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders; cards. Retrievability: By individual's surname. Safeguards: Records are maintained in secured areas/cabinets accessible only to designated officials having need therefor in the performance of their duties. Retention and disposal: Destroyed 3 years from date of issue or earlier if revoked by proper authority. System manager(s) and address: Deputy Chief of Staff for Operations and Plans, ATTN: DAMO-ODL, Headquarters, Department of the Army, Washington, DC 20310-0440. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Motor Vehicle/Equipment Examiner or Provost Marshal at the installation where permit or authorization was issued. Individual should provide the full name, Social Security Number, and other information verifiable from the record itself. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Motor Vehicle/Equipment Examiner or Provost Marshal at the installation where permit or authorization was issued. Individual should provide the full name, Social Security Number, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial determinations are contained in Army Regulations 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; Army records and reports. Exemptions claimed for the system: None. A0600-85 DAPE System name: Alcohol and Drug Abuse Rehabilitation Files. System location: Primary location: Army Substance Abuse Program (ASAP) rehabilitation/counseling facilities (e.g., Community Counseling Center/ASAP Counseling Facilities) at Army installations and activities. Official mailing addresses are published as an appendix to the Army's compilation of record system notices. Secondary location: Army Center for Substance Abuse Program, ATTN: PEDA, Suite 320, 4501 Ford Avenue, Alexandra, VA 22302-1460. Categories of individuals covered by the system: Eligible military members, civilians employees, family members of military members and retirees who are screened and/or enrolled in the Army Substance Abuse Program (ASAP), federal civilians in testing designated positions. Categories of records in the system: Primary location: Copies of patient intake records, progress reports, psychosocial histories, counselor observations and impressions of patient's behavior and rehabilitation progress, copies of medical consultation and laboratory procedures performed, results of biochemical urinalysis for alcohol/drug abuse, Patient Intake/ Screening record-PIR (DA Form 4465-R); Patient Progress Report-PPR (DA Form 4466-R); Resource and Performance Report (DA Form 3711-R); and Specimen Custody Document-Drug Testing (DD Form 2624), and similar or related documents. Secondary location: Copies of Patient Intake/Screening record-PIR (DA Form 4465-R); Patient Progress Report-PPR (DA Form 4466-R); Resource and Performance Report (DA Form 3711-R); and Specimen Custody Document-Drug Testing (DD Form 2624), and demographic composites thereof. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 42 U.S.C. 290dd-2; Federal Drug Free Workplace Act of 1988; Army Regulation 600-85, Army Substance Abuse Program; and E.O. 9397 (SSN). Purpose(s): To identify alcohol and drug abusers within the Army; to treat, counsel, and rehabilitate individuals who participate in the Army Substance Abuse Program; to judge the magnitude of drug and alcohol abuse in the Army. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices do not apply to this system. The Patient Administration Division at the medical treatment facility with jurisdiction is responsible for the release of medical information to malpractice insurers in the event of malpractice litigation or prospect thereof. Information is disclosed only to the following persons/agencies: To health care components of the Department of Veterans Affairs furnishing health care to veterans. To medical personnel to the extent necessary to meet a bona fide medical emergency. To qualified personnel conducting scientific research, audits, or program evaluations, provided that a patient may not be identified in such reports, or his or her identity further disclosed by such personnel. In response to a court order based on the showing of good cause in which the need for disclosure and the public's interest is shown to exceed the potential harm that would be incurred by the patient, the physician-patient relationship, and the Army's treatment program. Except as authorized by a court order, no record may be used to initiate or substantiate any criminal charges against a patient or to conduct any investigation of a patient. Note: Records of identity, diagnosis, prognosis, or treatment of any client/patient, irrespective of whether or when he/she ceases to be a client/patient, maintained in connection with the performance of any alcohol or drug abuse prevention and treatment function conducted, requested, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided therein, be confidential and be disclosed only for the purposes and under circumstances expressly authorized in 42 U.S.C. 290dd-2. This statute takes precedence over the Privacy Act of 1974 to the extent that disclosure is more limited. However, access to the record by the individual to whom the record pertains is governed by the Privacy Act. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in locked metal containers; computer database; computer magnetic discs/tapes. Retrievability: By patient's surname; Social Security Number or other individually identifying characteristics. Safeguards: Records are maintained in storage areas in locked file cabinets where access is restricted to authorized persons having an official need-to-know. Retention and disposal: Primary location: Records are destroyed 5 years after termination of the patient's treatment, unless the Army Medical Department Activity/Facility commander authorizes retention for an additional 6 months. Secondary location: Manual records are retained up to 18 months or until information taken therefrom and entered into computer records is transferred to the `history' file, whichever is sooner. Disposal of manual records is by burning or shredding. Computer records are retained permanently for historical and/or research purposes. System manager(s) and address: Deputy Chief of Staff for Personnel, Headquarters, Department of the Army (DAPE-HR-PR), 300 Army Pentagon, Washington, DC 20320-3000. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to either the commander of the medical center/medical department activity where treatment was obtained or the Army Center for Substance Abuse Programs, 4501 Ford Avenue, Suite 320, Alexandria, VA 22302-1460. Official mailing addresses are published as an appendix to the Army's compilation of record system notices. Individual should provide the full name, Social Security Number, date of birth, current address and telephone number, and signature. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to either the commander of the medical center/medical department activity where treatment was obtained or the Army Center for Substance Abuse Programs, 4501 Ford Avenue, Suite 320, Alexandria, VA 22302-1460. Official mailing addresses are published as an appendix to the Army's compilation of record system notices. Individual should provide the full name, Social Security Number, date of birth, current address and telephone number, and 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; 32 CFR part 505; or may be obtained from the system manager. Denial to amend records in this system can be made only by the Deputy Chief of Staff for Personnel in coordination with The Surgeon General. Record source categories: From the individual by interviews and history statement; abstracts or copies of pertinent medical records; abstracts from personnel records; results of tests; physicians' notes, observations of client's behavior; related notes, papers, and forms from counselor, clinical director, and/or commander. Exemptions claimed for the system: None. A0600-85f DAPE System name: ADAPCP Clinical Certification Program Application File. System location: U.S. Army Medical Command, Army Substance Abuse Program, Clinical Certification 2050 Worth Road, Suite 10, Fort Sam Houston, TX 78234- 6010. Categories of individuals covered by the system: Department of the Army Civilian Psychologists, Social Workers, Drug and Alcohol Program Specialists, Social Services Representatives/Assistance, Psychology Technicians, and enlisted military counselors (Behavioral Science Specialists) employed or assigned to the Alcohol and Drug Abuse Prevention and Control Program (ADAPCP) Community Counseling Centers or Residential Treatment Facilities who provide counseling services to ADAPCP clients. Categories of records in the system: Copies of candidate Application Portfolio with education and employment history and related documents that include Social Security Numbers, are required for each certification candidate. A signed copy of the Sobriety Statement is included in the application portfolio. Copies of course certificates and/or official college transcripts are also required in the candidate's file. Certification examination results and correspondence pertaining to the application status, certification renewal and Board decisions are also maintained in the candidate's file. In addition to a roster of all certified personnel; examination failures; previously certified personnel; and other program status information. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 600-85, Alcohol and Drug Abuse Prevention and Control Program; and E.O. 9397 (SSN). Purpose(s): To receive, evaluate, and maintain, re-certification applications for Alcohol and Drug Abuse Prevention and Control Program Clinical Certification Staff; process information routinely used to verify and ensure accuracy of education, Continuing Education Units (CEUs), employment or assignment records; ensure incumbents are qualified to provide quality care to Alcohol and Drug Abuse Prevention and Control Program clients; and provide statistical information for program analysis. 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 qualified personnel conducting scientific research, management, or financial audits or program evaluations. All personal identifiers are removed from data. In response to a court order based on the showing of good cause in which the need for disclosure and the public's interest is necessary to support clinical competence. The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of system of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records: Storage: Electronic storage medium and file folders in secured file cabinets. Retrievability: Retrieved by the surname, applicant file number, and social security number. Safeguards: All information is maintained in secured areas accessible only to designated individuals having official need therefor in the performance of official duties. Retention and disposal: Records will be maintained during individual's tenure and 5 years beyond the date of departure from the program then destroyed. Individuals who transfer to another ADAPCP organization records transfer also. System manager(s) and address: Commander, U.S. Army Medical Command, Army Substance Abuse Program Clinical Certification, 2050 Worth Road, Suite 10, Fort Sam Houston, Texas 78234-6010. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commander, U.S. Army Medical Command, Army Substance Abuse Program Clinical Certification, 2050 Worth Road, Suite 10, Fort Sam Houston, Texas 78234-6010. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to Commander, U.S. Army Medical Command, Army Substance Abuse Program Clinical Certification, 2050 Worth Road, Suite 10, Fort Sam Houston, Texas 78234-6010. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individuals employed by or assigned to the Army Alcohol and Drug Abuse Prevention and Control Program who submit requested information to apply for ADAPCP Clinical Certification as a condition of continuing employment or otherwise. Exemptions claimed for the system: None. A0614-200 TAPC System name: Classification and Reclassification of Soldiers. System location: U.S. Total Army Total Personnel Command, Reclassification Management Branch, 2461 Eisenhower Avenue, Alexandria, VA 22331-0400. Categories of individuals covered by the system: Active duty Army, Army National Guard and U.S. Army Reserve enlisted members on active duty. Categories of records in the system: File contains name, Social Security Number, grade, military occupational specialty (MOS), additional information substantiating the soldier's or Army's request for exception to or interpretation of regulatory guidance for the classification, reclassification or utilization of soldiers, Personnel Actions Request, Enlisted Records Brief, MOS and Medical retention board documents and other related documents. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 614-200, Enlisted Assignments and Utilization Management; and E.O. 9397 (SSN). Purpose(s): To perform the objective of maintaining a balance of authorization versus requirements by military occupational specialty within each career management field. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders and electronic storage media. Retrievability: By individual's Social Security Number and surname. Safeguards: Records are accessed only by designated officials having official need therefore in the performance of official duties. Records are kept in file cabinets in locked rooms. Building housing records are protected by security guards. Retention and disposal: MOS classification board proceeding documents and related information maintain for 2 years then destroy. System manager(s) and address: Commander, Total Army Personnel Command, Reclassification Management Branch, 2461 Eisenhower Avenue, Alexandria, VA 22331-0400. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Commander, Total Army Personnel Command, Public Affairs Office, Freedom of Information Act and Privacy Act, 200 Stovall Street, Alexandria, VA 22332-0400. Individual should provide the full name, Social Security Number, current address, and signature. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Commander, Total Army Personnel Command, Public Affairs Office, Freedom of Information Act and Privacy Act, 200 Stovall Street, Alexandria, VA 22332-0400 Individual should provide the full name, Social Security Number, current address, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Army personnel records and reports, and automated personnel systems. Exemptions claimed for the system: None. A0600O TAPC System name: Army Career and Alumni Program (ACAP XXI). System location: Primary location: Headquarters, U.S. Army Personnel Command, ATTN: TAPC-PDT-O, 200 Stovall Street, Alexandria, VA 22332-0476. Secondary locations: Army Career and Alumni Program Centers. A complete list of ACAP centers may be obtained by writing to the system manager. Categories of individuals covered by the system: Department of Defense military personnel (Active/reserve duty) and their spouses; U.S. Coast Guard personnel and their spouses; Department of Defense civilian employees and their spouses; U.S. Army National Guard personnel and their spouses; DoD personnel who retired no earlier than ninety (90) days prior to the date they requested ACAP services; and widows and widowers of deceased active duty military personnel. Categories of records in the system: Files contain individual's name, home address, Social Security Number, date of birth, job qualifications, DD Form 2648 (Pre- Separation Counseling Checklist), and similar or pre-separation/ transition counseling related documents. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapter 58; DoD Directive 1332.35; and E.O. 9397 (SSN). Purpose(s): To provide transition planning/counseling for individuals so that they may re-enter the civilian job market. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Information is stored electronically on computers and on paper in file folders. Retrievability: By name or Social Security Number. Safeguards: All records are maintained in secured areas, accessible only to designated personnel whose official duties require they have access. The personal computer system can only be accessed through a system of passwords known only to the individual and the system administrator/ supervisor. Paper files are secured in locked file cabinets. The areas where the personal computer and paper files are located are secured after duty hours in locked buildings. Retention and disposal: Records are deleted after 90 days inactivity for individual personnel records System manager(s) and address: Commander, U.S. Army Personnel Command, ATTN: TAPC-PDT-O, 200 Stovall Street, Alexandria, VA 22332-0476. Notification procedure: Individuals seeking to determine whether information about themselves is contained in the system should address written inquiries to the Director of the ACAP Center where transition assistance was obtained or contact the system manager. Requesting individual must submit full name and Social Security Number. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to the Director of the ACAP Center where transition assistance was obtained or contact the system manager. Requesting individual must submit full name and Social Security Number. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Army records and reports, and the U.S. Coast Guard records. Exemptions claimed for the system: None. A0601-100 TAPC System name: Officer Appointment Files. System location: Commander, U.S. Total Army Personnel Command, Chief, Officer Records Branch, 200 Stovall, Street, Alexandria, VA 22332-0400. Secondary Locations: Army installations and commands. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Categories of individuals covered by the system: Applicants for appointment in the U.S. Army or U.S. Army Reserves. Categories of records in the system: Individual applications for appointment as a warrant or commissioned officer, evaluation reports, supplemental information regarding qualifications, notification of acceptance/rejection and similar relevant documents and reports. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 601-100, Appointment of Commissioned and Warrant Officers in the Regular Army; and Executive Order 9397 (SSN). Purpose(s): To determine acceptability of applicants into the Army officer ranks. 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: The DoD ``Blanket Routine Uses'' set forth at the beginning of the Army's compilation of systems 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 records in file folders stored in file cabinets on microfiche and electronic storage media. Retrievability: By individual's surname and Social Security Number. Safeguards: Records are maintained in secured areas and secured buildings accessible only to designated individuals having official need thereof in the performance of their duties. Retention and disposal: Inquiry and eligibility files retain and destroy after 2 years. Appointment application records destroy after 1 year. Appointment selection board records retain for 3 years then destroy. Appointment lists retain and destroy after 2 years. System manager(s) and address: Commander, U.S. Total Army Personnel Command, Officer Records Branch, 200 Stovall, Street, Alexandria, VA 22332-0400. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Army installation in which application was sent or to the Commander, U.S. Total Army Personnel Command, Officer Records Branch, 200 Stovall, Street, Alexandria, VA 22332-0400. Individual should provide the full name, Social Security Number, date of application, place to which sent, and any other information that will assist in locating the record. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Army installation in which application was sent or to the Commander, U.S. Total Army Personnel Command, Officer Records Branch, 200 Stovall, Street, Alexandria, VA 22332-0400. Individual should provide the full name, Social Security Number, date of application, place to which sent, and any other information that will assist in locating the record. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; extracts from personnel records; forms, documents, and related papers originated by or received in Army offices. Exemptions claimed for the system: None. A0601-141 DASG System name: Applications for Appointment to Army Medical Department. System location: Primary location: Commander, U.S. Army Recruiting Command, Health Services Directorate, Fort Knox, KY 40121-2726. Secondary locations: Army Medical Department Health Care Recruiting Teams/Stations. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Categories of individuals covered by the system: Potential healthcare professional applicants, to include civilian, active duty and reserve duty personnel, applying for appointment in the U.S. Army and the U.S. Army Reserve with or without concurrent call to active duty. Categories of records in the system: Health Care Recruiter interview, resume, Curriculum Vitae, autobiography, letters of recommendation, selection/non-selection letters, Special Orders, correspondence to, from, and about applicant; Selection Board/Committee results, Statement of Interests, Objectives and Motivation, Letter of Appointment, service agreement, Application for Appointment, oath of office, professional degrees, license certifications, quality assurance documents, prior service records, physical examination, National Practitioner, and birth certificate. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 601-100, Appointment of Commissioned and Warrant Officers in the Regular Army; and E.O. 9397 (SSN). Purpose(s): To evaluate and applicant's acceptability and potential for appointment in the U.S. Army Reserve of the Army Medical Department; to evaluate qualifications for assignment to various career areas; to determine educational and experience background for award of constructive service credit; to determine dates of service and seniority to document service agreement with the U.S. Army; to provide, statistical information for effective management of the Army Medical Department Recruiting Program. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders. Retrievability: By applicant's name. Safeguards: Records are restricted to designated officials having a need-to- know in the performance of official duties. Retention and disposal: Records of selected applicants are held for 1 year before being destroyed by shredding; those for applicants not selected are held 1 year and then destroyed. System manager(s) and address: Commander, U.S. Army Recruiting Command, Health Services Directorate, Fort Knox, KY 40121-2726. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Commander, U.S. Army Recruiting Command, Health Services Directorate, Fort Knox, KY 40121-2726. For verification purposes, the individual should provide full names, Social Security Number, sufficient details to permit locating pertinent records, and signature. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Commander, U.S. Army Recruiting Command, Health Services Directorate, Fort Knox, KY 40121-2726. For verification purposes, the individual should provide full name, Social Security Number, sufficient details to permit locating pertinent records, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; academic transcripts; faculty evaluations; employer evaluations; military supervisor evaluations; American Testing Program; Educational Testing Service; selection board/ committee records; prior military service records. Exemptions claimed for the system: Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0601-210 TAPC System name: Eligibility Determination Files. System location: U.S. Total Army Personnel Command, Non-Commissioned Officer In Charge of Eligibility Inquiries Section, 2461 Eisenhower Avenue, Alexandria, VA 22331-0450. Categories of individuals covered by the system: Applicants for enlistment who require a waiver for an adult felony; soldiers requesting continuation on active duty who require waiver for certain disqualifications. Categories of records in the system: File contains requests for enlistment eligibility or waiver of disqualifications for enlistment/reenlistment, requests for grade determination, documents reflecting determinations made thereon, copies or extracted items from basic records, transmittals, and suspense documents needed to assure that requests are acted upon in a timely manner. Authority for maintenance of the system: 10 U.S.C. 504, Persons not Qualified; 10 U.S.C. 3013, Secretary of the Army; Army Regulation 601-210, Regular Army and Army Reserve Enlisted Program; Army Regulation 635-200, Enlisted Personnel; Army Regulation 601-280, Army Retention Program and E.O 9397 (SSN). Purpose(s): To evaluate waiver requests, determine appropriate action and render decision. 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: The DoD ``Blanket Routine Uses'' set forth at the beginning of the Army's compilation of systems 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 records in file folders and on electronic storage media. Retrievability: By Social Security Number and surname. Safeguards: Records are maintained in areas accessible only to properly cleared, trained, and authorized personnel. Records are in a secure office in a secure building. Retention and disposal: Enlistment eligibility records are destroyed upon reenlistment of individual. Inquiry records and other related documents are maintained for 7 years then destroyed. System manager(s) and address: Commander, U.S. Total Army Personnel Command, 2461 Eisenhower Avenue, Alexandria, VA 22332-0400. Notification procedure: Individuals seeking to determine if information about themselves is contained in this records system should address written inquiries to the U.S. Total Army Personnel Command, Eligibility Inquiries Section, Retention Management Division, Enlistment Personnel Management Directorate, 2461 Eisenhower Avenue, Alexandria, VA 22331- 0451. Individual should provide the full name, Social Security Number, date of separation and service component, if applicable, current address and telephone number, and signature. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the U.S. Total Army Personnel Command, Eligibility Inquiries Section, Retention Management Division, Enlistment Personnel Management Directorate, 2461 Eisenhower Avenue, Alexandria, VA 22331-0451. Individual should provide the full name, Social Security Number, date of separation and service component, if applicable, current address and telephone number, and signature. Contesting record procedures: The Army's rule for accessing records, and for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, official military personnel records; investigative/security dossiers; medical evaluations; Army records and reports. Exemptions claimed for the system: None. A0601-210DAPE System name: Army Recruiting Prospect System. System location: Army recruiting stations, brigades, and divisions; addresses may be obtained from the Commander, U.S. Army Recruiting Command, Fort Knox, KY 40121-5000. Enlistment inquiries generated by public advertising and follow-up data are maintained by Army contractor Market Compilation and Research Bureau, Inc. Categories of individuals covered by the system: Prospects for Army enlistment, individuals who have asked to be excluded from Army promotional mailing, third parties who refer names of prospects to recruiters or who are influential in the recruiting effort. Categories of records in the system: Name, Social Security Number, home address and telephone number, schools attended, arrest record, names and addresses of prospective enlistee. On acceptance, applicant's record includes information furnished by the Military Enlistment Processing Command reflecting examination results. Also included are name, address and/or telephone number of third parties who are influential in the recruiting program, e.g., city/state officials, Chamber of Commerce members, university/college/high school staff and faculty. Authority for maintenance of the system: 10 U.S.C. 503, 504, 510 and 3012. Purpose(s): These records are used by the Department of the Army: (1) To review an individual's potential for enlisting; (2) to obtain school quotas for potential enlistee's skills/ educational/assignment preferences and objectives; (3) to monitor recruiter performance; (4) for personnel management, statistical, and historical reports. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See `Blanket Routine Uses' set forth at the beginning of the Army's listing of record system notices. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records, cards, magnetic tapes, mini-diskettes/discs. Retrievability: By name or Social Security Number of the prospective enlistee, inquirer, recruiter, or third party referring agent. Safeguards: Information in this system is maintained in locked storage areas available only to designated individuals having need therefor in the performance of official duties. Personal information on prospects which is entered into the Joint Optical Information Network - a stand-alone data processor - restricts access to specially assigned recruiter ID/program codes. Administrative, physical and technical safeguards employed by the Recruiting Command and its contractor are commensurate with the sensitivity of personal data to ensure preservation of integrity and to preclude unauthorized use/ disclosure. Retention and disposal: Information furnished by a prospective enlistee is retained until 3 months following end of enlistee's initial term of service, after which it is destroyed or erased; information concerning individuals who provide names of prospects is retained until no longer needed; information on prospects not enlisted is destroyed/erased at the end of each calendar year following that in which collected. System manager(s) and address: Deputy Chief of Staff for Personnel, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-4000. Notification procedure: Individuals wishing to inquire whether this system contains information about them should write to the commander of the recruiting station to which information was provided, or to the Commander, U.S. Army Recruiting Command, Fort Knox, KY 40121-5000. Individual must provide full name, Social Security Number, details that will assist in locating the records, and signature. Record access procedures: Individuals seeking access to information from this system should address requests to the commander of the recruiting station to which information was provided, or to the Commander, U.S. Army Recruiting Command, Fort Knox, KY 40121-5000. Individual must provide full name, Social Security Number, details that will assist in locating the records, and signature. Contesting record procedures: The Army's rules for access rules for access to records and for contesting contents and appealing initial determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, high school officials/yearbooks/directories, law enforcement agencies, third parties who provide prospect leads, relevant Army records/reports, influential community officials. Exemptions claimed for the system: None. A0601-210aUSAREC System name: Enlisted Eligibility Files. System location: U.S. Army Recruiting Command, Fort Knox, KY 40121-5000. Categories of individuals covered by the system: Applicants for the Regular Army who have requested a waiver of moral eligibility for a juvenile or adult felony; determination of medical/Military Occupational Specialty qualifications, determination of Stripes for Skills qualification; exceptions to policy; determination of enlistment eligibility, and prior service personnel requesting a mental retest. Categories of records in the system: Individual's request, evaluation documents, decisions, replies concerning approval/disapproval. Authority for maintenance of the system: 10 U.S.C. 504, 505, 510, and 3012. Purpose(s): To make determinations on the moral, medical, and administrative waivers of applicants for the Regular Army. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' published at the beginning of the Army's 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 records in file folders. Retrievability: By individual's surname. Safeguards: Records are accessed only by designated individuals having official need therefor in the performance of assigned duties. Retention and disposal: Destroyed after 2 years, by shredding. System manager(s) and address: Commander, U.S. Army Recruiting Command, Fort Knox, KY 40121- 5000. Notification procedure: Individuals wishing to know whether or not information on them is contained in this system of records should write to the Commander, U.S. Army Recruiting Command, ATTN: USARCRM-M, Fort Knox, KY 40121- 5000, furnishing full name, Military Status, current address and telephone number, and signature. Record access procedures: Individuals desiring access to records about themselves should write to the Commander, U.S. Army Recruiting Command, ATTN: USARCRM- M, Fort Knox, KY 40121-5000, furnishing full name, Military Status, current address and telephone number, and signature. Contesting record procedures: The Army's rules for access to records and for contesting contents and appealing initial determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, employers, probation officials, law enforcement officials, school officials, personal references, transcripts, medical records, Army records and reports. Exemptions claimed for the system: All portions of this system of records which fall within 5 U.S.C. 552a(k)(5) are exempted from subsection (d) of 5 U.S.C. 552a. A0601-210bUSAREC System name: Recruiter Impropriety Case Files. System location: U.S. Army Recruiting Command, Fort Knox, KY 40121-5000. Segments exist at recruiting brigades and divisions, the addresses of which may be obtained from the System Manager. Categories of individuals covered by the system: Recruiters against whom improprieties or irregularities have been alleged. Categories of records in the system: Recruiter's name, Social Security Number, duty station; report of alleged impropriety or misconduct; report of investigation; findings, recommendations; decisional documents; resultant personnel actions; similar relevant documents. Authority for maintenance of the system: 10 U.S.C. 3012. Purpose(s): To review recruiter improprieties and determine appropriate and necessary action, including reassignment, MOS reclassification, and/ or disciplinary measures. Statistical information is used as a basis for modifying recruiting policies and practices. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See `Blanket Routine Uses' set forth at the beginning of the Army's listing of record system notices. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file cabinets. Retrievability: By surname of person against whom allegations have been made. Safeguards: Records are maintained in secured areas accessible only to designated individuals having official need therefor, within buildings protected by security guards. Retention and disposal: Records at the U.S. Army Recruiting Command are destroyed after 3 years; those at recruiting brigade and division levels are destroyed after 2 years. System manager(s) and address: Commander, U.S. Army Recruiting Command, Fort Knox, KY 40121- 5000. Notification procedure: Individuals wishing to know whether or not information on them exists in this system of records may write to the Commander, U.S. Army Recruiting Command, Fort Knox, KY 40121-5000. Individual should furnish full name, address and telephone number, military status, sufficient details concerning the event or incident to permit locating the records, and signature. Record access procedures: Individuals desiring access to records about themselves should write to the Commander, U.S. Army Recruiting Command, Fort Knox, KY 40121-5000. Individual should furnish full name, address and telephone number, military status, sufficient details concerning the event or incident to permit locating the records, and signature. Contesting record procedures: The Army's rules for access to records and for contesting contents and appealing initial determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From U.S. Army Criminal Investigation Command reports of investigation; other Army records and reports. Exemptions claimed for the system: None. A0601-222 USMEPCOM System name: Armed Services Military Accession Testing. System location: Primary location: U.S. Military Entrance Processing Command, 2834 Green Bay Road, North Chicago, IL 60064-3094. Segments exist at military entrance processing stations (MEPS) in the continental United States, Alaska, Puerto Rico, and Hawaii, participating school systems; State departments of education/testing agencies; Brooks Air Force Base, TX 78235-5352; Defense Manpower Data Center, 400 Gigling Road, Seaside, CA 93955-6771; Army Research Institute, 5001 Eisenhower Avenue, Alexandria, VA 22333-5600; and all service recruiters/recruiting commands. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Categories of individuals covered by the system: High school, college, the National Civilian Community Corps, and vocational students (i.e., technical institutions), as well as civilian and Active duty service members, who have been administered a version of the Armed Services Vocational Aptitude Battery (ASVAB). Categories of records in the system: Individual's name, Social Security Number, address and telephone number, date of birth, sex, ethnic group identification, educational grade, rank, booklet number of ASVAB test, individual's plans after graduation, and individual item responses to each of the 10 ASVAB subtests. Authority for maintenance of the system: 10 U.S.C. 133, Under Secretary of Defense for Acquisition; 10 U.S.C. 3013, Secretary of the Army; Technology, and Logistics; Army Regulation 601-222, Armed Services Military Personnel Accession Testing Programs; and E.O. 9397 (SSN). Purpose(s): To compute and furnish test score products for career/vocational guidance and group assessment of aptitude test performance; to establish eligibility for enlistment and verify enlistment and placement scores and retest eligibility; for marketing evaluation, assessment of manpower trends and characteristics; and related statistical studies and reports. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Microfiche, optical mark sense answer sheets, computer magnetic tapes, file cabinets, and electronic storage media/databases. Retrievability: By individual's name and Social Security Number. Safeguards: Records are maintained in locked room or filing cabinets, and are only accessible to authorized personnel. Automated data systems are further protected by use identification and manual controls Retention and disposal: Test score transmittals and qualification test answers records are maintained for one year then destroyed. Test material inventory files are maintained until inventory is approved, then destroy when no longer needed for conducting business, but not longer than 6 years. System manager(s) and address: Commander, U.S. Military Entrance Processing Command, 2834 Green Bay Road, North Chicago, IL 60064-3094. Notification procedure: Individuals seeking to determine whether information about them is contained in this system should address written inquiries to the appropriate Military Entrance Processing Station. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Individual should provide his/her full name, Social Security Number, date tested, address at the time of testing, and signature. Record access procedures: Individuals seeking access to information about them contained in this system should address written inquiries to the appropriate Military Entrance Processing Station. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Individual should provide his/her full name, Social Security Number, date tested, address at the time of testing, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual and ASVAB tests. Exemptions claimed for the system: Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal service may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would compromise the objectivity or fairness of the test or examination process. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c), and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0601-270 USMEPCOM System name: U.S. Military Entrance Processing Reporting System. System location: Primary location: United States Military Entrance Processing Command, 2834 Green Bay Road, North Chicago, IL 60064-3094. Segments exist at 65 military entrance processing stations in the continental United States, Alaska, Puerto Rico, and Hawaii. Official mailing addresses are published as an appendix to the Army's compilation of record system notices. Categories of individuals covered by the system: All individuals who report to a military entrance processing station (MEPS) to be aptitudinally tested and/or medically examined to determine their fitness for entry into one of the Armed Services. Categories of records in the system: Various personnel data, such as individual's name, Social Security Number, date and place of birth, home address and telephone number, results of aptitude tests, physical examination, and relevant documentation concerning individual's acceptance/rejection for military service. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 601-270, Military Entrance Processing Station (MEPS); and E.O. 9397 (SSN). Purpose(s): To determine qualifications of applicants for the Armed Forces through aptitude testing, medical examination, and administrative processing. To determine patterns and trends in the military population, and for statistical analyses. 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: Information is disclosed to the Selective Service System (SSS) to update the SSS registrant data base. Information may also be disclosed to local and state Government agencies for compliance with laws and regulations governing control of communicable diseases. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records and magnetic tapes/discs. Retrievability: By name and Social Security Number. Safeguards: All data are retained in locked rooms/compartments with access limited to personnel designated as having official need therefor. Access to computerized data is by use of a valid user ID and password code assigned to the individual video display terminal operator. Retention and disposal: Each military entrance processing station retains a copy of reporting system source documents for each enlistee for 90 days after shipment. For all other applicants, each station retains, if applicable, a copy of the Report of Medical Examination with supporting documentation, the Report of Medical History, and any other reporting source documents, for a period not to exceed 2 years, after which they are destroyed. Originals or copies of documents are filed permanently in Official Personnel Files for acceptable applicants and transferred to the gaining Armed Force. Information relating to the individual's who become seriously ill or are injured while at MEPS, or were found disqualified for a condition considered dangerous to the individual's health if left untreated, records will be maintained until all requirements of Pub.L. 104-201 are met and until a records disposition is obtained from the National Archives and Records Administration. System manager(s) and address: Commander, U.S. Military Entrance Processing Command, 2834 Green Bay Road, North Chicago, IL 60064-3094. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Commander, U.S. Military Entrance Processing Command, 2834 Green Bay Road, North Chicago, IL 60064-3094. Individual should provide the full name, Social Security Number, and military status or other information verifiable from the record itself. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Commander, U.S. Military Entrance Processing Command, 2834 Green Bay Road, North Chicago, IL 60064-3094. Individual should provide the full name, Social Security Number, and military status or other information verifiable from the record itself. On personal visits, individual should provide acceptable identification such as valid driver's license, employer identification card, building pass, etc. Contesting record procedures: The Army's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in the Department of the Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, physicians, results of tests, federal/state/ local law enforcement activities/agencies. Exemptions claimed for the system: None. A0601-280a TAPC System name: Qualitative Management Program Appeal File. System location: Active Duty Army and Active Army Reserve records are located at U.S. Army Enlisted Records and Evaluation Center, 8899 East 56th Street, Indianapolis, IN 46249-5301. Active National Guard Reserve records are located at the Commander, Army Personnel Command, 1 Reserve Way, St. Louis, MO 63132-5200. Categories of individuals covered by the system: Active Duty Army, full time Active National Guard Reserve and Active Army Reserve enlisted members in the grades of E-6 through E-9 who have appealed a bar to reenlistment. Categories of records in the system: File contains name, Social Security Number, pay grade, date of rank, basic active service date, estimated termination of service, primary and secondary military occupational specialties, bar to reenlistment letter/memorandum, appeal to bar to reenlistment and associated documentation, final determination of appeal by Reenlistment Appeals Board, enlisted efficiency reports, selected data elements pertaining to service record of appellant and similar relevant documents. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 635-200, Personnel Separation/Enlisted Personnel; Army Regulation 601-280, Army Retention Program; E.O. 9397 (SSN). Purpose(s): Records in this system are used for the management of personnel and manpower in order to deny continued service to nonproductive enlisted soldiers and retain quality enlisted soldiers in the Army and to encourage soldiers to maintain eligibility for further service. Records in this system are used for the management of personnel, year group, and manpower, in order to retain quality soldiers in the Army. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders and electronic storage media. Retrievability: By individual's name and Social Security Number. Safeguards: Records are protected by physical security devices, guards, and personnel clearances for individuals working with the system. Retention and disposal: Approved certificate to bar reenlistment and approved recommendation to withdraw bar to reenlistment are filed in permanent section of the Military Personnel Records Jacket in accordance with prescribed regulations. Bar to reenlistment certificates for which total withdrawal has been approved are removed from the Military Personnel Records Jacket and destroyed. Documents used to determine reenlistment eligibility including entries transferred from personnel records, remarks by commander, additional documentation of interviews and similar information is forwarded with Military Personnel Records Jacket in accordance with prescribed regulations, destroy on reenlistment of individual. System manager(s) and address: Commander, U.S. Army Enlisted Records and Evaluation Center, 8899 East 56th Street, Indianapolis, IN 46249-5301 for matters concerning Active Duty Army and Active Army Reserve. Commander, Army Personnel Command, 1 Reserve Way, St. Louis, MO 63132-5200 for matters concerning Active National Guard Reserve. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Commander, U.S. Army Enlisted Records and Evaluation Center, 8899 East 56th Street, Indianapolis, IN 46249-5301 for matters concerning Active Duty Army and Active Army Reserve; and to the Commander, Army Personnel Command, 1 Reserve Way, St. Louis, MO 63132-5200 for matters concerning Active National Guard Reserve. Individual should provide the full name, Social Security Number, grade, and current address. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Commander, U.S. Army Enlisted Records and Evaluation Center, 8899 East 56th Street, Indianapolis, IN 46249-5301 for matters concerning Active Duty Army and Active Army Reserve; and to the Commander, Army Personnel Command, 1 Reserve Way, St. Louis, MO 63132-5200 for matters concerning Active National Guard Reserve. Individual should provide the full name, Social Security Number, grade, and current address. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From Army records and reports; from appellant. Exemptions claimed for the system: None. A0601-280b TAPC System name: Selective Reenlistment Bonus. System location: U.S. Total Army Personnel Command, Selective Reenlistment Bonus Manager, 2461 Eisenhower Avenue, Alexandria, VA 22332-0451. Categories of individuals covered by the system: Enlisted soldiers in grades E-1 through E-9 who have submitted a request for a selective reenlistment bonus. Categories of records in the system: Name, Social Security Number, grade, Military Occupational Specialty, documentation substantiating request for accelerated payment, advisory recommendation for Army Board for Correction of Military Records consideration, and similar relevant documentation. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 601-280, Army Retention Program; and E.O. 9397 (SSN). Purpose(s): To determine service member's qualification for selective reenlistment bonuses. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders and electronic storage media. Retrievability: By individual's surname and fiscal year. Safeguards: Records are maintained in areas accessible only to authorized personnel within the performance of their duties. Records are in a secured office within a secured building. Retention and disposal: Records are destroyed upon reenlistment of individual. System manager(s) and address: Commander, U.S. Total Army Personnel Command, Selective Reenlistment Bonus Manager, 2461 Eisenhower Avenue, Alexandria, VA 22331-0451. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Commander, U.S. Total Army Personnel Command, Selective Reenlistment Bonus Manager, 2461 Eisenhower Avenue, Alexandria, VA 22331-0451. Individual should provide the full name, Social Security Number, and current address. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Commander, U.S. Total Army Personnel Command, Selective Reenlistment Bonus Manager, 2461 Eisenhower Avenue, Alexandria, VA 22331-0451. Individual should provide the full name, Social Security Number, and current address. Contesting record procedures: The Army's rule for accessing records, and for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, personnel records, other Army records and reports. Exemptions claimed for the system: None. A0602 DAPE-ARI System name: Behavioral and Social Sciences Research Project Files. System location: U.S. Army Research Institute for the Behavioral and Social Sciences, 5001 Eisenhower Avenue, Alexandria, VA 22333-5600 and field offices located at Fort Benning, GA; Boise, ID; Mannheim, Germany; Naval Training Center, Orlando, FL; Fort Hood, TX; Fort Knox, KY; Fort Leavenworth, KS; Fort Bragg, NC; and Fort Rucker, AL. Official mailing addresses are published as an appendix to the Army's compilation of record system notices. Categories of individuals covered by the system: Current and former officer, warrant officer, and enlisted military personnel, including Army Reservists and National Guard; family members of the above service members' civilian employees of Department of Defense; and samples of civilians from the general U.S. population who are surveyed to determine why people do or do not consider military service as a career or a short-term employment option. Categories of records in the system: Service member: Individual's name and Social Security Number, Army personnel records and questionnaire-type data relating to service member's pre-service education, work experience and social environment and culture, learning ability, physical performance, combat readiness, discipline, motivation, attitude about army life, and measures of individual and organizational adjustments; test results from Armed Services Vocational Aptitude Battery and Skill Qualification Tests. Non-service member: Individual's name and Social Security Number, and questionnaire type data relating to non-service member's education, work experience, motivation, knowledge of and attitude about the Army. When records show military service or marriage to a service member, the appropriate non-service records will be linked to the service record. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 2358, Research and Development Projects; and E.O. 9397 (SSN). Purpose(s): To research manpower, personnel, and training dimensions inherent in the recruitment, selection, classification, assignment, evaluation, and training of military personnel; to enhance readiness effectiveness of the Army by developing personnel management methods, training devices, and testing of weapons methods and systems aimed at improved group performance. (No decisions affecting an individual's rights or benefits are made using these research records). 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders, CD ROM; computer disks, and magnetic tape. Retrievability: By individual's name and/or Social Security Number. For research purposes, the data are usually retrieved and analyzed with respect to relative times of entry into service, training performance, and demographic values. Scheduled data for follow-up data collections however, are retrieved by month of scheduled follow-up and by name. Safeguards: Access to records is restricted to authorized personnel having official need therefor. Automated data are further protected by controlled system procedures and code numbers governing access. Retention and disposal: Information is retained until completion of appropriate study or report, after which it is destroyed by shredding or erasing. System manager(s) and address: Director, U.S. Army Research Institute for Behavioral and Social Sciences, ATTN: TAPC-ARI-ASZ, 5001 Eisenhower Avenue, Alexandria, VA 22333-5600. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Director, U.S. Army Research Institute for Behavioral and Social Sciences, ATTN: TAPC-ARI-ASZ, 5001 Eisenhower Avenue, Alexandria, VA 22333-5600. Individual should provide the full name, Social Security Number, current address, subject area, and the year of survey, if known. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Director, U.S. Army Research Institute for Behavioral and Social Sciences, ATTN: TAPC-ARI-ASZ, 5001 Eisenhower Avenue, Alexandria, VA 22333-5600. Individual should provide the full name, Social Security Number, current address, subject area, and the year of survey, if known. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, his or her peers, or, in the case of ratings and evaluations, from supervisors. Exemptions claimed for the system: None. A0608 TAPC System name: Personal Affairs Files. System location: Decentralized to major commands, installations, and activities. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Categories of individuals covered by the system: Army officers, warrant officers, and enlisted personnel on active duty. Categories of records in the system: Third party inquiries pertaining to such matters as dependent assistance, indebtedness, non-support, paternity claims, and marriage in overseas areas. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army and 5 U.S.C. 301, Departmental Regulations. Purpose(s): To review and answer inquiries concerning personal affairs of service members; e.g., dependent assistance, indebtedness, non- support, paternity claims, marriage in overseas areas, and similar matters that originate from third parties. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders. Retrievabiity: By service member's surname. Safeguards: Records are available only to designated persons having official need therefor in the performance of their duties. Records are kept in secure office areas. Retention and disposal: Retained for 2 years. System manager(s) and address: Commander, U.S. Total Army Personnel Command, ATTN: TAPC-PDO-IP, 200 Stovall Street, Alexandria, VA 22332-0474. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the command/installation/activity where they believe inquiry was sent. Individual should provide the full name, current address and telephone number, and sufficient details to permit locating the record. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the command/installation/activity where they believe inquiry was sent. Individual should provide the full name, current address and telephone number, and sufficient details to permit locating the record. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From third parties, official Army records. Exemptions claimed for the system: None. A0608-10CFSC System name: Child Development Services (CDS). System location: Child Care Centers, Army-wide. Addresses may be obtained from the Commander, U.S. Army Community and Family Support Center, 2461 Eisenhower Avenue, Alexandria, VA 22331-0301. Categories of individuals covered by the system: Any of the following who use Child Care Center services: Active duty and retired military personnel and their dependents; members of the Reserve components on active duty for training and their dependents; Department of the Army civilians overseas and their dependents overseas and in the Continental United States where local civilian resources are not available; and other designated personnel as determined by the commander. Categories of records in the system: Documents include, but are not limited to, parent's/guardian's name, grade or rank, Social Security Number, home address and telephone number, duty address and telephone number; signature of parent/guardian for emergency notification; child's name, birthdate, medical information including allergies, immunization dates; remarks and observations by Child Care Center employees, parents, or physician; and financial records. Authority for maintenance of the system: 10 U.S.C. 3012. Purpose(s): To provide child care service. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information from this system may be disclosed to civilian health and welfare departments/agencies in emergency situations. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Card files; paper files in folders; magnetic tapes/discs. Retrievability: By surname and/or Social Security Number of parent or guardian. Safeguards: Records are accessible only to authorized personnel. Positive identification and authorization to access data is established prior to releasing personal data to an individual. Computer systems/remote terminals are housed in designated controlled areas. Retention and disposal: Records are destroyed after 2 years. Information may be transferred from one Child Care Center to another upon transfer of child. System manager(s) and address: Commander, U.S. Army Community and Family Support Center, 2461 Eisenhower Avenue, Alexandria, VA 22331-0301. Notification procedure: Individuals wishing to know whether or not information on them is contained in this system of records should write to the Director, Child Care Center at the installation where record is believed to exist. Individual must provide present name, rank, Social Security Number, and proof of identification. Record access procedures: Individuals desiring access to records about themselves should address an inquiry to the Director, Child Care Center at the installation where record is believed to exist. Individual must provide present name, rank, Social Security Number, and proof of identification. Contesting record procedures: The Army's rules for access to records and for contesting contents and appealing initial determination are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual receiving service and reports. Exemptions claimed for the system: None. A0608-18 DASG System name: Army Family Advocacy Program Files. System location: Primary location: Director, U.S. Army Patient Administration Systems and Biostatistics Activity, ATTN: MCHS-ISF, 1216 Stanley Road, Fort Sam Houston, TX 778234-5053. Secondary location: Any Army medical treatment facility which supports the Family Advocacy Program (FAP). Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Categories of individuals covered by the system: Eligible military members and their family, and DoD civilians who participate in the Family Advocacy Program (FAP). Categories of records in the system: Family Advocacy Case Review Committee (CRC) records of established cases of child/spouse abuse or neglect to include those occurring in Army sanctioned or operated activities. Files may contain extracts of law enforcement investigative reports, correspondence, Case Review Committee reports, treatment plans and documentation of treatment, follow-up and evaluative reports, supportive data relevant to individual family advocacy Case Review Committee files, summary statistical data reports and similar relevant files. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 42 U.S.C. 10606 et seq., Victims' Rights, as implemented by Department of Defense Instruction 1030.2, Victim and Witness Assistance Program; Army Regulation 608- 18, The Family Advocacy Program; and E.O. 9397 (SSN). Purposes(s): To maintain records that identify, monitor, track and provide treatment to alleged offenders, eligible victims and their families of substantiated spouse/child abuse, and neglect. To manage prevention programs to reduce the incidence of abuse throughout the Army military communities. To perform research studies and compile statistical data. 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: Information may be disclosed to departments and agencies of the Executive Branch of government in performance of their official duties relating to coordination of family advocacy programs, medical care and research concerning child abuse and neglect, and spouse abuse. The Attorney General of the United States or his authorized representatives in connection with litigation or other matters under the direct jurisdiction of the Department of Justice or carried out as the legal representative of the Executive Branch agencies. To Federal, state, or local governmental agencies when it is deemed appropriate to use civilian resources in counseling and treating individuals or families involved in child abuse or neglect or spouse abuse; or when appropriate or necessary to refer a case to civilian authorities for civil or criminal law enforcement; or when a state, county, or municipal child protective service agency inquires about a prior record of substantiated abuse for the purpose of investigating a suspected case of abuse. To the National Academy of Sciences, private organizations and individuals for health research in the interest of the Federal government and the public and authorized surveying bodies for professional certification and accreditation such as Joint Commission on the Accreditation of Health Care Organizations. To victims and witnesses of a crime for purposes of providing information consistent with the requirements of the Victim and Witness Assistance Program, regarding the investigation and disposition of an offense. The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders and on electronic storage media. Retrievability: By the sponsor's Social Security Number of an abused victim. Safeguards: Records are maintained in various kinds of filing equipment in specified monitored or controlled areas. Public access is not permitted. Records are accessible only to authorized personnel who are properly screened and trained, and have an official need-to-know. Computer terminals are located in supervised areas with access controlled by password or other user code system. Retention and disposal: Disposition pending (until the National Archives and Records Administration has approved the retention and disposal of these records, treat as permanent). System manager(s) and address: Director, U.S. Army Community Family support, 4700 King Street, Alexandria, VA 22302-4420. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the local Patient Administration Division Office; to the commander of the medical center or hospital where treatment was received; or to the Director, Patient Administration Systems and Biostatistics Activity, 126 Stanley Road, Fort Sam Houston, TX 78234-5053. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. For verification purposes, the individual should provide the full name, Social Security Number of the patient's sponsor, and current address, date and location of treatment, and any details that will assist in locating the record, and signature. Record access procedures: Individuals seeking to access information about themselves contained in this record system should address written inquiries to the local Patient Administration Division Office; to the commander of the medical center or hospital where treatment was received; or to the Director, Patient Administration Systems and Biostatistics Activity, 126 Stanley Road, Fort Sam Houston, TX 78234-5053. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. For verification purposes, the individual should provide the full name, Social Security Number of the patient's sponsor, and current address, date and location of treatment, and any details that will assist in locating the record, and signature. Contesting record procedures: The Army's rules for accessing records, and for contesting contents and appealing initial agency determinations by the concerned individual are published in the Department of the Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, educational institutions, medical institutions, police and investigating officers, state and local government agencies, witnesses, and records and reports prepared on behalf of the Army by boards, committee, panels, auditors, etc. Information may also derive from interviews, personal history statements, and observations of behavior by professional persons (i.e., social workers, physicians, including psychiatrists and pediatricians, psychologists, nurses, and lawyers). Exemptions claimed for the system: Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c), and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0608a CFSC System name: Family Life Communications Information and Referral Service. System location: U.S. Army Community and Family Support Center, 2461 Eisenhower Avenue, Alexandria, VA 22331-0301. Segments of the system are located at Family Assistance/Quality of Life Offices at major commands and installations, Army-wide. Categories of individuals covered by the system: Army service members, civilian employees, their families, social service organizations (Federal, State, local) acting on behalf of the member, employee, or family member. Other military service personnel and civilian employees may be included when such individuals are stationed with Army elements. Categories of records in the system: Name, mailing address and telephone number of the individual; documentation reflecting nature or basis of service desired or required in the following typical matters, but only to the extent or degree required to determine the proper office, command, or installation that should handle details, resolve problems, or provide responses: Pay, medical, education, housing, voting, commissary/ exchange privileges and practices, community service programs provided by chaplains, alcohol/drug abuse, Equal Employment Opportunity; related processing papers. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): To provide assistance to service members (active duty, reserve/ retired), civilian employees and their families in programs that affect family life. Statistical data may be provided commanders or managers at all levels of the Army in support of their functions or programs. 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: Information may be disclosed to bonafide Federal, State, or local social service or welfare organizations. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders; magnetic tape, disc, cassette. Retrievability: By individual's surname. Safeguards: Records are maintained in buildings guarded by security personnel and rooms are secured by locked doors when not in use. All records are restricted to individuals having official need therefor in the performance of their assigned duties. Information in automated media is further protected by an authorized password system for access terminals, controlled access to operation rooms, and controlled output distribution. Retention and disposal: Information is retained for 2 years following resolution of the problem or provision of information, after which it is destroyed by shredding or erasing. Information in automated media used to provide statistical data is retained indefinitely; however, individually identifiable data are purged within 2 years following resolution of problem. System manager(s) and address: Commander, U.S. Army Community and Family Support Center, 2461 Eisenhower Avenue, Alexandria, VA 22331-0301. Notification procedure: Individuals wishing to inquire whether this system of records contains information about them should contact either the Commander, U.S. Army Community and Family Support Center, 2461 Eisenhower Avenue, Alexandria, VA 22331-0301, or the Major Army Command or installation to which initial inquiry was directed. Individual should provide his/her full name, Social Security Number, current address and telephone number, and signature. Record access procedures: Individuals seeking access to records about themselves should write the Commander, U.S. Army Community and Family Support Center, 2461 Eisenhower Avenue, Alexandria, VA 22331-0301 or the Major Army Command or installation to which initial inquiry was directed. Individual should provide his/her full name, Social Security Number, current address and telephone number, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; his/her family; social or welfare organizations under Federal, State, or local jurisdiction; official military or civilian records; other components of the Department of Defense. Exemptions claimed for the system: None. A0608bCFSC System name: Personal Affairs: Army Community Service Assistance Files. System location: Army Community Service Centers at installations, Army-wide; addresses may be obtained from the System manager. Categories of individuals covered by the system: Any of the following who receive Army Community Service (ACS) assistance: Active duty and retired military personnel and their dependents; members of components on active duty for training and their dependents; Department of Army civilians overseas and their dependents overseas and in Continental United States where local civilian resources are not available; widows, widowers and other next-of-kin, regardless of dependency status, of military personnel who were on active duty or retired at time of decease; next-of-kin of prisoner of war/missing in action (POW/MIA) of all Armed Services; and other personnel designated by the Commander; Army Community Service Program volunteers. Categories of records in the system: Documents include, but are not limited to: Contact summaries, progress notes, referral forms, problem statements used to provide referral and follow-up, financial aid; exceptional children assistance, child advocacy assistance, relocation services, general assistance, and similar services; ACS volunteer service records (see DA Form 3063-R, Army Regulation 608-1) for detailed services provided.) Authority for maintenance of the system: 10 U.S.C. 3012. Purpose(s): To provide assistance or service required by persons identified in `Categories of individuals' above in resolving personal problems; to review qualifications or and assign tasks to Army Community Service volunteers participating in the program. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' published at the beginning of the Army's 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 records in file folders. Retrievability: By individual's surname. Safeguards: Records are accessible only to Army Community Service staff. Retention and disposal: Destroyed after 2 years. Information may be transferred from one Army Community Service Center to another upon permanent change of station of service member. System manager(s) and address: Commander, U.S. Army Community and Family Support Center, 2461 Eisenhower Avenue, Alexandria, VA 22331-0301. Notification procedure: Information may be obtained from Army installation Army Community Service officer upon the individual's providing full name, rank, Social Security Number, and military status, together with current military or dependent identification card. Record access procedures: Requests from individuals should be addressed to the Commander, U.S. Army Community and Family Support Center, 2461 Eisenhower Avenue, Alexandria, VA 22331-0301. Individual should provide full name, rank, Social Security Number, and military status. Contesting record procedures: The Army's rules for access to records and for contesting contents and appealing initial determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may obtained from the system manager. Record source categories: From individuals receiving assistance; Army records and reports. Exemptions claimed for the system: None. A0614-100/200SAIG System name: Inspector General Personnel System. System location: U.S. Army Inspector General Agency, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-1700. Categories of individuals covered by the system: Any person assigned and/or detailed to the Offices of Inspectors General/Inspector General positions in Department of the Army and certain Department of Defense and Joint activities. Categories of records in the system: Name, rank/grade, Social Security Number, education, duty position, organization of assignment, date assigned, estimated departure date, job specialty, and relevant career data. Authority for maintenance of the system: 10 U.S.C. 3013 and 3020 and E.O. 9397. Purpose(s): To manage assignment of members to Inspector General duties. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of record system notices apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Computer disc/tape and printouts. Retrievability: By individual's name or Social Security Number. Safeguards: Files are stored in locked containers accessible only to authorized persons with an official need to know. Computer data base access is limited by terminal control and a password system to authorized persons with an official need to know. Retention and disposal: Information is retained until individual transfers or is separated; historical data remain in automated media for 4 years. System manager(s) and address: Office of the Inspector General, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-1700. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Office of the Inspector General, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-1700. Individual should provide the full name, address, telephone number, Social Security Number, and signature. Record access procedure: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Office of the Inspector General, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-1700. Individual should provide the full name, address, telephone number, Social Security Number, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations by the individual concerned are published in Department of the Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Army records and reports, and other sources providing or containing pertinent information. Exemptions claimed for the system: None. A0614-100/200 USMA System name: Evaluation/Assignment of Academic Instructors. System location: Associate Dean for Plans and Resources, Office of the Dean, U.S. Military Academy, Dean of Academic Board, West Point, NY 10996-5000. Categories of individuals covered by the system: Civilian and military personnel who apply and/or serve on the Staff and Faculty, U.S. Military Academy. Categories of records in the system: Individual's application consisting of name, grade or position, Social Security Number, educational and professional qualifications such as the Graduate Record Examination (GRE) or Graduate Management Admission Test (GMAT); evaluations; Officer Record Briefs (military only); personnel actions; appointments; official photographs; curriculum vitae; letters of endorsement; award recommendations; assignment orders; application/acceptance for advanced civil schooling; correspondence between the U.S. Military Academy and the Total Army Personnel Command; and other relevant documents. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 4334, Command and Supervision; 10 U.S.C. 4337, Civilian Faculty and E.O. 9397 (SSN). Purpose(s): Used by the U.S. Military Academy Dean of Academic Board and department heads to assess qualifications and suitability, and manage civilian and military personnel for assignment to the Staff and Faculty, U.S. Military Academy. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records and electronic storage medium. Retrievability: By individual's name and Social Security Number. Safeguards: Information is available only to designated people who have a need-to-know. Retention and disposal: Disposition pending (until the National Archive and Records Administration approves the retention and disposition schedule, treat records as permanent). System manager(s) and address: Associate Dean for Plans and Resources, Office of the Dean, Dean of Academic Board, West Point, NY 10996-5000. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Associate Dean for Plans and Resources, Office of the Dean, U.S. Military Academy, Dean of Academic Board, West Point, NY 10996- 5000. Individual should provide the full name, Social Security Number, sufficient details to locate records, current mailing address, and signature. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Associate Dean for Plans and Resources, Office of the Dean, U.S. Military Academy, Dean of Academic Board, West Point, NY 10996-5000. Individual should provide the full name, Social Security Number, sufficient details to locate records, current mailing address, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; official Army or other Service records; academic institutions; letters of endorsement from third parties; U.S. Army Military Personnel Center; similar relevant documents. Exemptions claimed for the system: None. A0614-100/200USAREC System name: Recruiter Identification/Assignment Records. System location: U.S. Army Recruiting Command, Fort Sheridan, IL 60037. Categories of individuals covered by the system: Soldiers who are considered for, are assigned, or have been assigned to recruiting duty. Categories of records in the system: Name, Social Security Number, rank, MOS, qualifications; duty station preference, unit of assignment and reporting date; recruiter identification number; if either not selected for or relieved from recruiting duty, record includes reasons therefor and other relevant information. Authority for maintenance of the system: 5 U.S.C 301. Purpose(s): To evaluate recruiter production, assign recruiting objectives, ensure that previously relieved recruiters are not assigned to recruiting duties, and to render personnel and management reports. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See blanket routine uses at 48 FR 25503, June 6, 1983. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Computer tapes and printouts; paper records. Retrievability: By individual's surname and four digit recruiter identification number. Safeguards: Records are maintained in area accessible only to properly screened and trained personnel having official need therefor; paper records are stored in locked file cabinets. Retention and disposal: Both automated and manual records are retained so long as individual is assigned to recruiting duty and for 6 years thereafter, following which records are destroyed by erasing and/or shredding. System manager(s) and address: Commander, U.S. Army Military Personnel Center, 200 Stovall Street, Alexandria, VA 22332. Notification procedure: Individuals desiring to know whether or not information exists on them in this system of records may inquire of the Commander, U.S. Army Recruiting Command, ATTN: Director, Personnel, Administration and Logistics, Fort Sheridan, IL 60037, furnishing their full name, Social Security Number, military status, duty or home address, and signature. Record access procedures: Individuals desiring access to their records should write to the Commander, U.S. Army Recruiting Command, ATTN: Director, Personnel, Administration and Logistics, Fort Sheridan, IL 60037, furnishing their full name, Social Security Number, military status, duty or home address, and signature. Contesting record procedures: The Army's rules for access to records and for contesting contents and appealing initial determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From U.S. Army Military Personnel Center (Enlisted Distribution Division), individual's unit commander, other Army records and reports. Exemptions claimed for the system: None. A0614-115DAMI System name: Department of the Army Operational Support Activities. System location: Investigative Records Repository, U.S. Army Central Security Facility, U.S. Army Intelligence and Security Command, 902d Military Intelligence Group, ATTN: IAMG-CSF-R, Fort Meade, MD 20755-5995. U.S. Army Field Support Center, U.S. Army Intelligence and Security Command, Fort George G. Meade, MD 20755-5905. Categories of individuals covered by the system: Selected members of the U.S. Army who participate in and have received support for conducting U.S. Army intelligence and counterintelligence duties. Included are personnel of other Federal agencies who request and receive support from appropriate authority. Categories of records in the system: Personnel files containing information such as autobiographies, financial statements, psychological test results, photographs of the applicants and spouse, and probationary/tenure reports with automated index of individuals who have received support from DA in completing specialized duties within the Army's intelligence and counterintelligence activities. Files and duplicate automated files of individuals indicating any identity and other data which may be used to identify them in their support of the DA's intelligence and counterintelligence activities. Authority for maintenance of the system: 10 U.S.C. 3013(b), (c), (g); National Security Act of 1947, as amended; E.O. 10450, Security Requirements for Government Employees, sections 2, 3, 4, 5, 6, 7, 8, 9, and 14; E.O. 12333, United States Intelligence Activities, paragraphs 1.1(c), 1.1(d), 1.12(d), 2.3, 2.4, and 2.6; and E.O. 9397. Purpose(s): To identify and manage the careers of individuals performing duties in the Department of the Army specialized intelligence and counterintelligence assignments. 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 routine uses pursuant to 5 U.S.C. 552a(b)(3) as follows: The `Blanket Routine Uses' published at the beginning of the Army's 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: Maintained on paper records in file folders, computers, and computer output products. Retrievability: By name, date and place of birth, and Social Security Number. Safeguards: Buildings employ alarms, security guards and or rooms are security controlled areas accessible only to authorized persons. Paper records are maintained in General Service Administration approved security containers. Electronically stored records are maintained in `fail-safe' system software with password protected access. Records are accessible only to authorized persons who are properly screened, cleared, and trained. Retention and disposal: Records are retained in active file until release, separation, transfer, retirement or resignation by individual; retained in inactive file for 5 years; and retired to the IRR where file is destroyed 15 years after date of last action by shredding, burning or pulping, and magnetic erasing for computerized records. System manager(s) and address: Deputy Chief of Staff for Intelligence, Headquarters, Department of the Army, 1001 Army Pentagon, Washington, DC 20310-1001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the U.S. Army Central Security Facility, Freedom of Information and Privacy Office, 4552 Pike Road, Fort Meade, MD 20755- 5995. Individuals should provide their full name, Social Security Number, or other information verifiable from the record itself in written request. Record access procedures: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the U.S. Army Central Security Facility, Freedom of Information and Privacy Office, 4552 Pike Road, Fort Meade, MD 20755- 5995. Individual should provide their full name, Social Security Number, address, and telephone number in written request. Visits are limited to Building 4552, Fort Meade, MD 20755-5995. Visitors must provide acceptable identification (e.g., valid driver's license, employing office's identification card) and verbal information that can be verified with his/her case folder. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual and investigative reports of Defense Investigative Service, U.S. Army Intelligence and Security Command, and other Federal and Department of Defense investigative and law enforcement agencies. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(1), (k)(2), or (k)(5) as applicable. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c), and (e) and published in 32 CFR part 505. For additional information contact the system manager. A0621-1 DAPE System name: Army Continuing Education System. System location: Education Centers at Army installations. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. A centralized automated education registry transcript system is maintained at Fort Leavenworth, KS. Categories of individuals covered by the system: Military personnel on active duty, Army Reserves and National Guard. Categories of records in the system: Individual's name, rank, Social Security Number, Military Occupational Specialty, educational and military training achievements, course attendance/completion records; tuition assistance documents; counseling records; academic and diagnostic tests which measure educational level and/or needs including recommendations of American Council on Education (ACE). A composite of course descriptors and scores is recorded in a transcript registry for each soldier who volunteers for educational courses and/or programs. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 4302; Army Regulation 621-5, Army Continuing Education System and E.O. 9397 (SSN). Purpose(s): To determine academic/vocational level of education; to provide educational guidance and counseling; to enhance soldiers' military effectiveness, prepare them for greater responsibility in the Armed Forces and for productive post-service careers; to provide for systematic recording of all educational accomplishments of Army members; and to render statistical and managerial reports. 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: Information may be disclosed to the Department of Labor, Bureau of Apprenticeship and Training for individuals enrolled in an Army Apprenticeship Program. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records and computer printouts; discs and magnetic tapes. Retrievability: By individual's surname or Social Security Number. Safeguards: Records are protected from unauthorized disclosure by storage in areas accessible only to authorized personnel within buildings secured by locks or guards. Automated records may be called up by terminals supported by remote and dedicated lines. Each terminal has a physical key lock and is identified by its own physical profile containing user ID, user password which are confidential. Software prohibits entry to files by other than designated authorized personnel. Retention and disposal: Automated data are erased after selected information is captured for managerial reports and course/score data transferred to individual's DA Form 669 which becomes part of the Military personnel Records Jacket. Automated data in the registry transcript system are retained during the soldier's tenure and for 2 additional years following separation after which they are converted to microfiche and retained for 40 years. System manager(s) and address: Deputy Chief of Staff for Personnel, Headquarters, Department of the Army, ATTN: DAPE-MPO, 300 Army Pentagon, Washington, DC 20310- 0300. Notification procedure: Deputy Chief of Staff for Personnel, Headquarters, Department of the Army, ATTN: DAPE-ZXI-IC (PA Officer), 300 Army Pentagon, Washington, DC 20310-0300; or the installation's Privacy Act Officer. Record access procedures: Deputy Chief of Staff for Personnel, Headquarters, Department of the Army, ATTN: DAPE-ZXI-IC (PA Officer), 300 Army Pentagon, Washington, DC 20310-0300; or the installation's Privacy Act Officer. For verification purposes, individual should provide full name, rank, and Social Security Number. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: School transcripts, Education Services Officer/Counselor, the individual, test results, SIDPERS, Enlisted Master File. Exemptions claimed for the system: None. A0621-1DASG System name: Long-Term Civilian Training Student Control Files. System location: U.S. Army Health Professional Support Agency, 5109 Leesburg Pike, Falls Church, VA 22041-3258. Categories of individuals covered by the system: All Army Medical Department personnel currently participating in long-term civilian training on a fully funded basis. Categories of records in the system: Enrollment applications, notification of acceptance/rejection, contract between the Army and the civilian college or university, similar relevant documents and reports. Authority for maintenance of the system: 10 U.S.C., chapter 401, section 4301 and E.O. 9397. Purpose(s): To negotiate contract between the Army and a civilian academic institution for the purpose of sending Army Medical Department officer and enlisted personnel for long-term civilian training under fully funded programs. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of record systems notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records and database management system (DBMS). Retrievability: By student surname in the hard copy form and by a student code (stucode) in the DBMS. The stucode is comprised of the first three letters of the student's surname plus the last four numbers of the Social Security Number. Safeguards: All records are maintained in offices which are locked during non-duty hours, accessible only to designated officials having need therefor in the performance of official duties. Use of elevators to the floor housing records requires an electronic key for entry during non-duty hours. Microcomputer on which DBMS is maintained requires a password for entry. Retention and disposal: Records destroyed 2 years after an individual has completed training or has been canceled or withdrawn from the program. System manager(s) and address: Office of the Surgeon General, Headquarters, Department of the Army, 5109 Leesburg Pike, Falls Church, VA 22041-3258. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Commander, U.S. Army Health Professional Support Agency, ATTN: SGPS-EDT, 5109 Leesburg Pike, Falls Church, VA 22044-3258. For verification purposes, the individual should provide the full names, Social Security Number, current address, current unit of assignment (if on active duty), sponsoring program and calendar years in training, and signature. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Commander, U.S. Army Health Professional Support Agency, ATTN: SGPS- EDT, 5109 Leesburg Pike, Falls Church, VA 22044-3258. For verification purposes, the individual should provide the full names, Social Security Number, current address, current unit of assignment (if on active duty), sponsoring program and calendar years in training, and signature. Contesting record procedures: The Army's rules for accessing records, contesting contents, or appealing initial determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Army records and reports, correspondence with the selecting academic institution. Exemptions claimed for the system: None. A0621-1 TAPC System name: Civilian Schooling for Military Personnel. System location: U.S. Total Army Personnel Command, Chief, Civilian Education, 200 Stovall Street, Alexandria, VA 22332-0400. Segments exist at Army commands/installations, organizations/activities, including overseas areas. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Categories of individuals covered by the system: Any Active Duty Army, Army National Guard and Army Reserve member who applies for or is selected for attendance at civilian school or for training with industry, or participation in a fellowship/ scholarship program of training or instruction. Categories of records in the system: File contains Department of the Army Forms 1618-R, Application for Detail as Student Officer in a Civilian Educational Institution of Training with Industry Program; 2593-R, Application for Selection for Scientific and Engineering Graduate School; and 3719-R, Information Questionnaire for Recipients of Top Five Percent Army Fellowship (ROTC and U.S.MA), containing name, grade, Social Security Number, address, home phone, duty phone, permanent legal address, branch of service, date of birth, marital status, number of dependents, state of legal residence, military occupational specialities, enlistment status, component, foreign service, civilian educational data, military educational data, transcripts, social fraternities, honorary fraternities, clubs, degree major, class standing and personal resumes, school contracts; student training report; photographs; enlisted qualification record; theses; statements of service and schooling obligation; U.S. Armed Forces Institute test report; civilian institution academic evaluation reports, Standard Form 1034, Public Voucher for Purchases and Services Other Than Personal, similar relevant documents and correspondence. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 4301; and E.O. 9397 (SSN). Purpose(s): To document, monitor, manage, and administer the service member's attendance at a civilian training agency or civilian school. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders, microfilm and electronic storage media. Retrievability: By individual's name, Social Security Number, and other numerous data elements. Safeguards: Records are maintained in areas accessible only to authorized personnel and only in the performance of assigned duties. Use of automated systems require user identification and passwords granted to authorized personnel responsible for the administration and processing of individual student data. Retention and disposal: Destroyed by shredding after 2 years. System manager(s) and address: Commander, U.S. Total Army Personnel Command, Chief, Civilian Education, 200 Stovall Street, Alexandria, VA 22332-0400. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0411. Individual should provide the full name, Social Security Number, current address and telephone number, sufficient details concerning the civilian school attended to permit locating the record, and signature. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0411. Individual should provide the full name, Social Security Number, current address and telephone number, sufficient details concerning the civilian school attended to permit locating the record, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Army records and reports, documents from the civilian school or industry training agency. Exemptions claimed for the system: None. A0635-5 TAPC System name: Separation Transaction Control/Records Transfer System. System location: Commander, U.S. Total Army Personnel Command, Retirements and Separations Branch, 200 Stovall Street, Alexandria, VA 22332-0478; U.S. Army Enlisted Records and Evaluation Center, Fort Benjamin Harrison, IN 46249-5301; U.S. Army Reserve Components and Personnel Center, 9700 Page Avenue, St. Louis, MO 63132-5200. Categories of individuals covered by the system: Active duty enlisted and reserve personnel separated from military service (excluding active duty for military for training) and all personnel immediately re-enlisting after separation. Categories of records in the system: Name, Social Security Number, rank, eligibility for re- enlistment, character of separation, program designator, date and location of separation, reenlistment, moral waiver and specialty, and DD Form 214, Certificate of Discharge of Release from Active Duty. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 601-280, Army Retention Program; Army Regulation 635-200, Enlisted Personnel; and E.O. 9397 (SSN). Purpose(s): To monitor separations of active duty and reserve personnel as a means of controlling strength and record accountability, and re- enlistment processing, and to ensure separation documents are filed in official military record. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic tapes/discs and electronic storage media. Retrievability: By name and/or Social Security Number. Safeguards: Records are protected by physical security devices, guards, computer software and hardware safeguard features, and personnel clearances. Retention and disposal: Separation records and related documents are maintained for six months and then destroyed. Reenlistment eligibility records are forwarded for incorporation into the military personnel jacket, destroy upon reenlistment of individual. Military Personnel Transition Point Processing Master File records are retained in current file area, treat as permanent until National Archives and Records Administration disposition is approved. System manager(s) and address: Commander, U.S. Total Army Personnel Command, Retirements and Separations Branch, 200 Stovall Street, Alexandria, VA 22332-0478. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Commander, U.S. Total Army Personnel Command, Retirements and Separations Branch, 200 Stovall Street, Alexandria, VA 22332-0478. Individual should provide the full name, Social Security Number, military status, and if separated, date of separation. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Commander, U.S. Total Army Personnel Command, Retirements and Separations Branch, 200 Stovall Street, Alexandria, VA 22332-0478. Individual should provide the full name, Social Security Number, military status, and if separated, date of separation. Contesting record procedures: The Army's rules for accessing records, contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From relevant Army records and reports. Exemptions claimed for the system: None. A0635-40 TAPC System name: Temporary Disability Retirement Master List (TDRL). System location: Primary location: Chief, U.S. Army Physical Disability Agency, Walter Reed Army Medical Center, 6900 Georgia Avenue, NW, Building 7, Washington, DC 20307-5001. Secondary location: Defense Finance and Accounting Service, 8899 East 56th Street, Indianapolis, IN 46249-5000. Categories of individuals covered by the system: Army personnel who are on temporary disability retirement. Categories of records in the system: File contains, Social Security Number, name, address, Department of Army special order number, percentage of disability, doctor code, re-examination date, date placed on TDRL, hospital code, travel code, Army component, pay termination code, requirement for board code, record control number, hospital name and address. Authority for maintenance of the system: 10 U.S.C. 1376, Temporary Disability Retired Lists; 10 U.S.C. 3013, Secretary of the Army; Army Regulation 635-40, Physical Evaluation for Retention, Retirement of Separation; and E.O. 9397 (SSN). Purpose(s): To coordinate with medical treatment facilities for scheduling medical examinations; to issue travel orders for individual to report to medical treatment facility for annual medical examination; to determine individual's status by the end of the fifth year of being on the TDRL, i.e., whether individual is to be permanently retired for disability, or returned to duty. 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 Department of Veterans Affairs to facilitate claims for veteran disability benefits. The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in medical treatment facilities; magnetic tape, disc. Retrievability: By name, Social Security Number and date. Safeguards: Access to all records is restricted to individuals having need therefor in the performance of duties. Automated media are further protected by authorized password for system, controlled access to operation rooms and controlled output distribution. Records are retained in secure offices within secure buildings. Retention and disposal: Information is maintained for 3 years after the member is found physically fit, separates or retires. System manager(s) and address: Chief, U.S. Army Physical Disability Agency, Walter Reed Army Medical Center, 6900 Georgia Avenue, NW, Building 7, Washington, DC 20307-5001. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Chief, U.S. Army Physical Disability Agency, Walter Reed Army Medical Center, 6900 Georgia Avenue, NW, Building 7, Washington, DC 20307-5001. Individual should provide the full name, Social Security Number, current address and telephone number, and signature. Inquiries are restricted to issues relating to the Temporary Disability Retirement List only; issues of pay must be made at the Defense Finance and Accounting Service, 8899 East 56th Street, Indianapolis, IN 46249-5000. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Chief, U.S. Army Physical Disability Agency, Walter Reed Army Medical Center, 6900 Georgia Avenue, NW, Building 7, Washington, DC 20307- 5001. Individual should provide the full name, Social Security Number, current address and telephone number, and signature. Inquiries are restricted to issues relating to the Temporary Disability Retirement List only; issues of pay must be made at the Defense Finance and Accounting Service, 8899 East 56th Street, Indianapolis, IN 46249-5000. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, medical treatment facilities, and other Army records and reports. Exemptions claimed for the system: None. A0635-200 TAPC System name: Separations: Administrative Board Proceedings. System location: U.S. Total Army Personnel Command, ATTN: TAPC-PDT-P, 200 Stovall Street Alexandria, VA 22332-0478. Segments exist at Major Army Commands and subordinate commands, field operating agencies, and activities exercising general courts-martial jurisdiction. Official mailing addresses are published as an appendix to the Army's compilation of record systems notices. Categories of individuals covered by the system: Military members on whom allegations of defective enlistment/ agreement/fraudulent entry/alcohol or other drug abuse rehabilitation failure/unsatisfactory performance/misconduct/homosexuality under the provisions of Chapters 7, 9, 13, 14, or 15 of Army Regulation 635- 200, Enlisted Personnel, result in administrative board proceedings. Categories of records in the system: Notice to service member of allegations on which proposed separation from the Army is based; supporting documentation; DA Form 2627, Records of Proceedings under Article 15, UCMJ; DD Form 493, Extract of Military Records of Previous Convictions; medical evaluations; military occupational specialty evaluation and aptitude scores; member's statements, testimony, witness statements, affidavits, rights waiver record; hearing transcript; board findings and recommendations for separation or retention; final action. Authority for maintenance of the system: 10 U.S.C. 1169, 10 U.S.C. 3013, Secretary of the Army; and E.O. 9397 (SSN). Purpose(s): Information is used by processing activities and the approval authority to determine if the member meets the requirements for retention or separation. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders and electronic storage media. Retrievability: By individual's surname or Social Security Number. Safeguards: Records are accessed only by designated persons having official need; in locked cabinets, in locked rooms within secure buildings. Retention and disposal: The original of board proceedings becomes a permanent part of the member's Official Military Personnel Record. When separation is ordered, a copy is sent to member's commander where it is retained for two years before being destroyed. When separation is not ordered, board proceedings are filed at the headquarters of the separation authority for two years, then destroyed. A copy of board proceedings in cases where the final authority is the U.S. Total Army Personnel Command, pursuant to Army Regulation 635-200, is retained by that headquarters (TAPC-PDT) for one year following decision. System manager(s) and address: Commander, U.S. Total Army Personnel Command, ATTN: TAPC-PDT-P, 200 Stovall Street, Alexandria, VA 22332-0478. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the commander of the installation where administrative board convened or to the Commander, U.S. Total Army Personnel Command, ATTN: TAPC-PDT-P, 200 Stovall Street, Alexandria, VA 22332-0478. Individual should provide the full name, details concerning the proposed or actual separation action to include location and date, and signature. Record access procedures: If individual has been separated from the Army, address written inquiries to the National Personnel Records Center, General Services Administration, 9700 Page Avenue, St Louis, MO 63132-5200: proceedings will be part of the Official Military Personnel Record. If member is on active duty, address written inquiries to the commander of the installation where administrative board convened. Individual should provide the full name, details concerning the proposed or actual separation action to include location and date, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; individual's commander; Army personnel, medical, and/or investigative records; witnesses; the Administrative Separation Board; federal, state, local, and/or foreign law enforcement agencies. Exemptions claimed for the system: None. A0635/690 TAPC System name: Army Career and Alumni Program, Pre-separation and Job Assistance Counseling. System location: Primary location: Headquarters, U.S. Total Army Personnel Command, ATTN: TAPC-PDT-O, 2461 Eisenhower Avenue, Alexandria, VA 22331-0476. Secondary locations: Army Career and Alumni Program Centers. A complete list of ACAP centers may be obtained by writing to the system manager. Categories of individuals covered by the system: Department of Defense military personnel (active/reserve duty) and their spouses; U.S. Coast Guard personnel and their spouses; Department of Defense civilian employees; U.S. Army National Guard personnel and their spouses; DoD personnel who retired no earlier than ninety (90) days prior to the date they requested ACAP services; and widows and widowers of deceased active duty military personnel. Categories of records in the system: Files contain individual's name, home address, Social Security Number, date of birth, job qualifications, DD Form 2648 (Pre- Separation Counseling Checklist), and similar or pre-separation/ transition counseling related documents. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapter 58; DoD Directive 1332.35; and E.O. 9397 (SSN). Purpose(s): To provide transition planning/counseling for individuals so that they may re-enter the civilian job market. 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 Commission on Servicemembers and Veterans Transition Assistance or its contractors, for purposes of carrying out those functions as set forth in Pub. L. 104-275, section 702. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Information is stored electronically on computers and on paper in file folders. Retrievability: By name or Social Security Number. Safeguards: All records are maintained in secured areas, accessible only to designated personnel whose official duties require they have access. The personal computer system can only be accessed through a system of passwords known only to the individual and the system administrator/ supervisor. Paper files are secured in locked file cabinets. The areas where the personal computer and paper files are located are secured after duty hours in locked buildings. Retention and disposal: Disposition pending. System manager(s) and address: Commander, U.S. Total Army Personnel Command, ATTN: TAPC-PDT-O, 2461 Eisenhower Avenue, Alexandria, VA 22331-0476. Notification procedure: Individuals seeking to determine whether information about themselves is contained in the system should address written inquiries to the Director of the ACAP Center where transition assistance was obtained or contact the system manager. Requesting individual must submit full name and Social Security Number. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to the Director of the ACAP Center where transition assistance was obtained or contact the system manager. Requesting individual must submit full name and Social Security Number. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Army records and reports, and the U.S. Coast Guard records. Exemptions claimed for the system: None. A0640-3CFSC System name: Privilege Card Application Files. System location: Major Army commands, field operating agencies, installations and activities, Army-wide. Categories of individuals covered by the system: Military dependents, foreign military personnel, civilian employees of the Department of the Army assigned overseas or residing on a military installation within the United states, civilian employees under private or Government contract with the U.S. Army and their dependents, civilians of foreign nations on duty in the U.S. at invitation of Department of Defense. Categories of records in the system: Application for an identification card. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): To maintain a record of identification cards issued. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' published at the beginning of the Army's 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 records/cards in filing cabinets. Retrievability: By applicant's surname, Social Security Number. Safeguards: Records are maintained in secured areas accessible only by authorized persons having official need therefor. Retention and disposal: Applications are maintained until either the identification card expires, is replaced or is no longer required. System manager(s) and address: Commander, U.S. Army Community and Family Support Center, 2461 Eisenhower Avenue, Alexandria, VA 22331-0301. Notification procedure: Information may be obtained from the issuing authority by furnishing full name, current address and telephone number, and signature. Record access procedures: Individuals desiring access to records about themselves should write as indicated in `Notification procedure', providing information specified therein. Contesting record procedures: The Army's rules for access to records and for contesting contents and appealing initial determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; sponsor's personnel records. Exemptions claimed for the system: None. A0640-8-104c NGB System name: Official Military Personnel File (Army National Guard). System location: National Guard Bureau, Army National Guard Readiness Center, ATTN: NGB-ARP-CO, 111 George Mason Drive, Arlington, VA 22204-1382. Categories of individuals covered by the system: Each commissioned or warrant officer in the Army National Guard not on active duty. Categories of records in the system: Records include enlistment contract, physical evaluation board proceedings; statement of service; group life insurance election; emergency data form; application for appointment; qualification/ evaluation report; oath of office; medical examination; security clearance; application for retired pay; application for correction of military records; application for active duty; transfer or discharge; active duty report; voluntary reduction; line of duty and misconduct determinations; discharge or separation reviews; police record checks; consent/declaration of parent/guardian; award recommendations; academic reports; casualty reports; field medical card; retirement points; deferment; pre-induction processing and commissioning data; transcripts of military records; survivor benefit plans; efficiency reports; records of proceedings, 10 U.S.C. 815 and appellate actions; determination of moral eligibility; waiver of disqualifications; temporary disability record; change of name; statements for enlistment; retired benefits; application for review by physical evaluation board; birth certificate; citizenship statements and status; educational transcripts; flight status board reviews; efficiency appeals; promotion/reduction/recommendations approvals/declinations announcements/notifications and reconsiderations; notification to deferred officers and promotion passover notifications; absence without leave and desertion records; FBI reports; Social Security Administration correspondence; miscellaneous correspondence, documents, and orders relating to military service including information pertaining to dependents, inter or intraservice details, determinations, reliefs; pay entitlements, releases, transfers; and other relevant documents. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 3013; and E.O. 9397 (SSN). Purpose(s): These records are created and maintained to manage the member's Army National Guard service effectively; document the member's military service history; and, safeguard the rights of the member and the Army. 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 Department of State to issue passport/visa; to document persona-non-grata status, attache assignments, and related administration of personnel assigned and performing duty with the Department of State. To the Department of Justice to file fingerprint cards; to perform intelligence function. To the Department of Labor to accomplish actions required under Federal Employees Compensation Act. To the Department of Health and Human Services to provide services authorized by medical and health functions authorized by 10 U.S.C. 1074-1079. To the Atomic Energy Commission to accomplish requirements incident to Nuclear Accident/Incident Control Officer functions. To the American Red Cross to accomplish coordination and complete service functions including blood donor programs and emergency investigative support and notifications. To the Federal Aviation Agency to obtain flight certification and licenses. To the General Services Administration for records storage, archival services, and for printing of directories and related material requiring personal data. To the U.S. Postal Service to accomplish postal service authorization. To the Department of Veterans Affairs to provide information relating to benefits, pensions, in-service loans, insurance, and appropriate hospital support. To the Bureau of Immigration and Naturalization to comply with statutes relating to in-service alien registration, and annual residence information. To the Office of the President of the United States of America: To exchange required information relating to White House Fellows, regular Army promotions, aides, and related support functions staffed by Army members. To the Federal Maritime Commission to obtain licenses for military members accredited as captain, made, and harbor master for duty as Transportation Corps warrant officer. To each state and U.S. possession to support state bonus applications; to fulfill income tax requirements appropriate to the service member's home of record; to record name changes in state bureaus of vital statistics; and for National Guard Affairs. To civilian educational, and training institutions to accomplish student registration, tuition support, Graduate Record Examination tests requirement, and related school requirements incident to in- service education programs in compliance with 10 U.S.C., Chapters 102 and 103. To the Social Security Administration to obtain or verify Social Security Numbers; to transmit Federal Insurance Compensation Act deductions made from in-service members' wages. To the Department of Transportation to coordinate and exchange necessary information pertaining to inter-service relationships between U.S. Coast Guard and Army National Guard when service members perform duty with the U.S. Coast Guard elements or training activities. To Civil Authorities for Compliance with 10 U.S.C. 814. NOTE: Record of the identity, diagnosis, prognosis, or treatment of any client/patient, irrespective of whether or when he/she ceases to be a client/patient, maintained in connection with the performance of any alcohol or drug abuse prevention and treatment function conducted, regulated, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided therein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. This statute takes precedence over the Privacy Act of 1974, in regard to accessibility of such records except to the individual to whom the record pertains. Blanket Routine Uses do not apply to these records. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Microfiche are stored on (PERMS/ODI) Personnel Electronic Record Management System/Optical Digital Imagery. Temporary files purged and scanned on ODI, selected data automated for management purposes on disks, and (COM) Computer Output Microfiche. Retrievability: By Social Security Number. Safeguards: Records are maintained in secured areas accessible only to authorized personnel; automated media protected by authorized password system for access terminals, controlled access to operation rooms, and controlled output distribution. Retention and disposal: Microfiche and paper records are permanent: retained in active file until termination of service following which they are retired to the custody of the Commander, U.S. Army Reserve Personnel Center, 9700 Page Boulevard, St. Louis, MO 63132-5200. System manager(s) and address: National Guard Bureau, Army National Guard Readiness Center, ATTN: NGB-ARP-CO, 111 George Mason Drive, Arlington, VA 22204-1382. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the National Guard Bureau, Army National Guard Readiness Center, ATTN: NGB-ARP-CO, 111 George Mason Drive, Arlington, VA 22204-1382. For verification purposes, individual should provide full name, service identification number, current or former military status, current home address, and signature. Record access procedure: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the National Guard Bureau, Army National Guard Readiness Center, ATTN: NGB-ARP-CO, 111 George Mason Drive, Arlington, VA 22204-1382. For verification purposes, individual should provide full name, service identification number, current or former military status, current home address, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, educational and financial institutions, law enforcement agencies, personal references provided by the individual, Army records and reports, third parties when information furnished relates to the Service member's status. Exemptions claimed for the system: None. A0640-8-104g TAPC System name: Career Management Individual Files. System location: U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0474. Decentralized segments exist at the General Officer Management Office, Judge Advocate General's Office, the Chief of Chaplains Office, and the Medical Service Corps. Official mailing addresses may be obtained from U.S. Total Army Personnel Command. Categories of individuals covered by the system: Active Army members in enlisted grades E-5 through E-9, all warrant and commission officers. Categories of records in the system: Orders; record briefs; statements of preference; school credit papers; transcripts; details; career personnel actions; correspondence from individual concerned; original copy of efficiency report; appeal actions; assignment memoranda and requests for orders; memoranda concerning professional development actions; classification data; service awards; service agreements; variable inventive pay data; memoranda of interviews; assignment applications; resumes of qualifications, personal background and experience supporting service member's desires, nominative action by career managers; academic reports; copies of admonition/reprimands imposed under Article 15, UCMJ, letters of appreciation/commendation/recommendation; reports/ letters from accredited educational and training organizations; and similar documents. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army and E.O. 9397 (SSN). Purpose(s): To manage member's Army career, including assignments, counseling, and monitoring professional development. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders and on electronic media. Retrievability: By individual's surname and/or Social Security Number. Safeguards: Records are maintained in areas accessible only to authorized career management activity personnel. Retention and disposal: Records will be destroyed 90 days after separation of the service member from active duty by reason of discharge, transfer, retirement, or death. System manager(s) and address: Commander, U.S. Total Army Personnel Command, ATTN: TAPC-PDO, 200 Stovall Street, Alexandria, VA 22332-0474. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the following: For information concerning general officers: General Officer Management Office, 200 Army Pentagon, ATTN: Chief of Staff, Washington, DC 20310-0200. For information concerning chaplains: Chief of Chaplains, 200 Army Pentagon, Room 1E4l7, Washington, DC 20310-0200. For information concerning officers of The Judge Advocate General Corps: The Judge Advocate General, 200 Army Pentagon, Room 2E444, Washington, DC 20310-0200. For information pertaining to all other soldiers: Commander, U.S. Total Army Personnel, 200 Stovall Street, Alexandria, VA 22332-0474. Individuals should designate Officer or Enlisted status. Individual should provide the full name, Social Security Number, service identification number, military occupational specialty, military status, current home address and telephone number, and signature. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the following: For information concerning general officers: General Officer Management Office, 200 Army Pentagon, ATTN: Chief of Staff, Washington, DC 20310-0200. For information concerning chaplains: Chief of Chaplains, 200 Army Pentagon, Room 1E417, Washington, DC 20310-0200. For information concerning officers of The Judge Advocate General Corps: The Judge Advocate General, 200 Army Pentagon, Room 2E444, Washington, DC 20310-0200. For information pertaining to all other soldiers: Commander, U.S. Total Army Personnel, 200 Stovall Street, Alexandria, VA 22332-0474. Individuals should designate Officer or Enlisted status. Individual should provide the full name, Social Security Number, service identification number, military occupational specialty, military status, current home address and telephone number, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; enlistment, appointment, or commission related forms pertaining to the service member having a current active duty status; academic, training, and qualifications records acquired incident to military service; correspondence, forms, documents and other related papers originating in or collected by the military department for management purposes. Exemptions claimed for the system: None. A0640-10 ARPC System name: Philippine Army Files. System location: U.S. Army Reserve Personnel Center, 9700 Page Boulevard, St. Louis, MO 63132-5200. Categories of individuals covered by the system: Members of the Philippine Commonwealth Army who were inducted for service with the U.S. Armed Forces Far East under the Military Order of the President of the United States dated July 26, 1941; Philippines who served in Guerrilla units officially recognized and listed in the Recognized Philippine Guerrilla Rosters. Categories of records in the system: World War II claim folders which contain enlistment papers, orders inducting individual into U.S. Armed Forces Far East service, soldier's qualification card, unit orders of assignment, efficiency rating sheets, pay vouchers or receipts, affidavits and certificates, service records, determination of status under the Missing Persons Act. Authority for maintenance of the system: 10 U.S.C. 3013; 37 U.S.C. 556; and 38 U.S.C. 107. Purpose(s): To answer inquiries regarding individuals who served, or allegedly served, with the Philippine Commonwealth Army including recognized Guerrilla Forces, during World War II, in the Philippines. 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 Department of Veterans Affairs to verify or certify service with the U.S. Armed Forces Far East or recognized guerrilla units; provide available medical records or other documents to assist in determining benefits. To the Department of Justice to certify or verify service regarding application of individual for citizenship. To the Department of Health and Human Services to verify type of service that is used to assist in determining eligibility for benefits. To the Department of State to provide statement of service or verification of type of service performed. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders. Retrievability: By name, service number, VA claim number, units assigned to during period of service in question, names of parents, birth date and place, name of spouse and children if applicable. (Due to similarity of names complete file must be screened to determine proper individual.) Safeguards: Records are maintained in area accessible only to designated personnel having official need therefor. Retention and disposal: Records are permanent. System manager(s) and address: Commander, U.S. Army Reserve Personnel Center, ATTN: ARPC-IMG-F, 9700 Page Boulevard, St. Louis, MO 63132-5200. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Commander, U.S. Army Reserve Personnel Center, ATTN: ARPC-IMG- F, 9700 Page Boulevard, St. Louis, MO 63132-5200. For verification purposes, individual should provide full name, service number, VA claim number, if applicable, and name and/or number of the unit to which assigned during the period of service. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Commander, U.S. Army Reserve Personnel Center, ATTN: ARPC-IMG-F, 9700 Page Boulevard, St. Louis, MO 63132-5200. For verification purposes, individual should provide full name, service number, VA claim number, if applicable, and name and/or number of the unit to which assigned during the period of service. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From records of military service compiled during period of individual's service with the Philippine Commonwealth Army and/or the U.S. Armed Forces Far East prior to December 7, 1941 up to August 1945. Exemptions claimed for the system: None. A0640-10a TAPC System name: Military Personnel Records Jacket Files (MPRJ). System location: Active and Reserve Army Commands/field operating agencies, installations, activities. Official mailing addresses are published as an appendix to the Army's compilation of record system notices. Categories of individuals covered by the system: Enlisted, warrant and commissioned officers on active duty in the U.S. Army; enlisted, warrant and commissioned officers of the U.S. Army Reserve in active reserve (unit or non-unit) status; retired persons; commissioned/warrant officers separated after June 30, 1917 and enlisted personnel separated after October 31, 1912. Categories of records in the system: Records reflecting qualifications, emergency data, enlistment and related service agreement/extension/active duty orders; military occupational specialty evaluation data; group life insurance election; record of induction; security questionnaire and clearance; transfer/discharge report/Certificate of Release or Discharge from Active Duty; language proficiency questionnaire; police record check; statement of personal history; application for ID; Department of Veterans Affairs compensation forms and related papers; dependent medical care statement and related forms; training and experience documents; survivor benefit plan election certificate; efficiency reports; application/nomination for assignment; achievement certificates; record of proceeding and appellate or other supplementary actions, Article 15 (10 U.S.C. 815); weight control records; personnel screening and evaluation records; application/ prior service enlistment documents; certificate barring reenlistment; waivers for enlistment; physical evaluation board summaries; service record brief; Army School records; classification board proceedings; correspondence relating to badges, medals, and unit awards, including foreign decorations; correspondence/letters/administrative reprimands/censures/admonitions relating to apprehensions/ confinement/discipline; dependent travel and movement of household goods; personal indebtedness correspondence and related papers; documents relating to proficiency pay, promotion, reduction in grade, release, retirement (includes documents pertaining to pre-separation and job assistance needs in transition from military to civilian life), temporary duty, individual flight records, physical examination records, aviator flight record, instrument certification papers, duty status, leave, and similar military documents prescribed for filing by Army regulations or directives. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 3013; and E.O. 9397 (SSN). Purpose(s): Personnel records are created and maintained to manage the member's Army Service effectively, document historically the member's military service, and safeguard the rights of the member and the Army. 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 Department of State to issue passport/visa; to document persona-non-grata status, attache assignments, and related administration of personnel assigned and performing duty with the Department of State. To the Department of Treasury to issue bonds; to collect and record income taxes. To the Department of Justice to file fingerprints to perform investigative and judicial functions. To the Department of Agriculture to coordinate matters related to its advanced education program. To the Department of Labor to accomplish actions required under Federal Employees Compensation Act. To the Department of Health and Human Services to provide services authorized by medical, health, and related functions authorized by 10 U.S.C. 1074 through 1079. To the Nuclear Regulatory Commission to accomplish requirements incident to Nuclear Accident/Incident Control Officer functions. To the American Red Cross to accomplish coordination and service functions including blood donor programs and emergency investigative support and notifications. To the Civil Aeronautics Board to accomplish flight qualifications, certification and licensing actions. To the Federal Aviation Agency to determine rating and certification (including medical) of in-service aviators. To the General Services Administration for records storage and archival services and for printing of directories and related material which includes personal data. To the U.S. Postal Service to accomplish postal service authorization involving postal officers and mail clerk authorizations. To the Department of Veterans Affairs to provide information relating to service, benefits, pensions, in-service loans, insurance, and appropriate hospital support. To the Bureau of Immigration and Naturalization to comply with status relating to alien registration, and annual residence/location. To the Office of the President of the United States of America to exchange required information relating to White House Fellows, regular Army promotions, aides, and related support functions staffed by Army members. To the Federal Maritime Commission to obtain licenses for military members accredited as captain, mate, and harbor master for duty as Transportation Corps warrant officer. To each of the several states, and U.S. possessions to support state bonus application; to fulfill income tax requirements appropriate to the service member's home of record; to record name changes in state bureaus of vital statistics; and for National Guard affairs. Civilian educational and training institutions to accomplish student registration, tuition support, tests, and related requirements incident to in-service education programs in compliance with 10 U.S.C. chapters 102 and 103. To the Social Security Administration to obtain or verify Social Security Number; to transmit Federal Insurance Compensation Act deductions made from members' wages. To the Department of Transportation to coordinate and exchange necessary information pertaining to inter-service relationships between U.S. Coast Guard (USCG) and U.S. Army when service members perform duty with the USCG. To the Civil authorities for compliance with 10 U.S.C. 814. To the U.S. Information Agency to investigate applicants for sensitive positions pursuant to E.O. 10450. To the Federal Emergency Management to facilitate participation of Army members in civil defense planning, training, and emergency operations pursuant to the military support of civil defense as prescribed by DoD Directive 3025.10, Military Support of Civil Defense, and Army Regulation 500-70, Military Support of Civil Defense. To the Director of Selective Service System to Report of Non- registration at Time of Separation Processing, of individuals who decline to register with Selective Service System. Such report will contain name of individual, date of birth, Social Security Number, and mailing address at time of separation. Other elements of the Federal Government pursuant to their respective authority and responsibility. To the Military Banking Facilities Overseas. Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. Note: Record of the identity, diagnosis, prognosis, or treatment of any client/patient, irrespective of whether or when he/she ceases to be a client/patient, maintained in connection with the performance of any alcohol or drug abuse prevention and treatment function conducted, regulated, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided therein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. This statute takes precedence over the Privacy Act of 1974, in regard to accessibility of such records except to the individual to whom the record pertains. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices do not apply to these categories of records. County and city welfare organizations to provide information needed to consider applications for benefits. Penal institutions to provide health information to aid patient care. State, county, and city officials to include law enforcement authorities to provide information to determine benefits or liabilities, or for the investigation of claim or crimes. Patriotic societies incorporated, pursuant to 36 U.S.C., in consonance with their respective corporate missions when used to further the welfare, morale, or mission of the soldier. Information can only be disclosed only if the agency which receives it adequately prevents its disclosure to persons other than their employees who need such information to perform their authorized duties. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system, except for those specifically excluded categories of records. Policies and practices for storing, retrieving, accessing, retailing, and disposing of records in the system: Storage: Paper records in file folders. Retrievability: By individual's name and/or Social Security Number. Safeguards: All records are maintained in secured areas, accessible only to designated individuals whose official duties require access; they are transferred from station to station in personal possession of the individual whose record it is or, when this is not feasible, by U.S. Postal Service. Retention and disposal: The maintenance, forwarding, and disposition of the MPRJ (DA Form 201) and its contents are governed by Army Regulations 640-10, Individual Military Personnel Records, and 635-10, Processing Personnel for Separations. System manager(s) and address: Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0400. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the commander of the organization to which the service member is assigned; for retired and non-unit reserve personnel, information may be obtained from the U.S. Army Reserve Personnel Center, 9700 Page Boulevard, St Louis, MO 63132-5200; for discharged and decreased personnel contact the National Personnel Records Center, General Services Administration, 9700 Page Boulevard, St Louis, MO 63132- 5100. Individual should provide the full name, Social Security Number, service identification number, current address and telephone number, and signature. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the commander of the organization to which the service member is assigned; for retired and non-unit reserve personnel, information may be obtained from the U.S. Army Reserve Personnel Center, 9700 Page Boulevard, St. Louis, MO 63132-5200; for discharged and deceased personnel contact the National Personnel Records Center, General Services Administration, 9700 Page Boulevard, St Louis, MO 63132- 5100. Individual should provide the full name, Social Security Number, service identification number, current address and telephone number, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, educational and financial institutions, law enforcement agencies, personal references provided by the individual, Army records and reports, third parties when information furnished relates to the service member's status. Exemptions claimed for the system: None. A0680-31a TAPC System name: Officer Personnel Management Information System (OPMIS). System location: Commander, U.S. Total Army Personnel Command, ATTN: TAPC-OPD-S, Information Management Officer, 200 Stovall Street, Alexandria, VA 22332-0414. Categories of individuals covered by the system: Individuals projected for entrance into the Active officer corps, active duty commissioned and warrant officers, officers in a separated or retired status, activated/mobilized U.S. Army Reserve and National Guard officers, and DoD civilians and military officers who serve as rating officials on the Officer Evaluation Reports (OERs) of Army officers. Categories of records in the system: The Total Army Personnel Data Base - Active Officer (TAPDB-AO) is the active officer component data base of Total Army Personnel Data Base. It is comprised of approximately 100 data tables containing the official automated personnel records for active component Army officers. Data maintained in the Total Army Personnel Data Base - Active Officer includes Social Security Number, name, grade, personal and family information, service, security clearance, assignment history, strength management data, civilian and military education, awards, training, branch and occupational specialties/areas of concentration, mailing addresses, telephone numbers, facsimile numbers, email addresses, physical location, languages, career pattern, performance, command and promotion history, retirement/ separation information and service agreement information. TAPDB-AO is updated in both on-line and batch mode from various source data bases and applications including the Standard Installation Division Personnel System (SIDPERS), the Total Officer Personnel Management Information System (TOPMIS), the Officer Evaluation Reporting System (OERS) and Accessions Management Information Systems (AMIS). Accessions Management Information Systems (AMIS) contains selected officer personnel data from the Total Army Personnel Data Base - Active Officer, the date of entry on active duty, selected information regarding current location/school for pre-accessed officers, demographic data and assignment information on new officer accessions. It includes individual and mass record processing, erroneous record processing, report generation, Regular Army integration processing, Accessions Management Information Systems (AMIS) active record data, Officer Record Brief (ORB) information and strength data. Accessions Management Information Systems (AMIS) is used to manage Reserve Officer Training Corps (ROTC), U.S. Military Academy (USMA), Officer Candidate School (OCS), Judge Advocate General Corps (JAG) Recalls, Chaplains Corps, Warrant Officer and Surgeon General Reserve officers accessions. Accessions Management Information Systems (AMIS) data is stored on the Total Army Personnel Data Base - Active Officer. Some users enter new accession data directly to the Total Army Personnel Data Base - Active Officer via Accessions Management Information Systems (AMIS). For Reserve Officer Training Corps (ROTC), and U.S. Military Academy (USMA) new accessions, data extracts are batch loaded to the Total Army Personnel Data Base - Active Officer annually. Assignments and Training Selection for Reserve Officer Training Corps (ROTC) graduates contains selected information from the Total Army Personnel Data Base - Active Officer (TAPDB-AO), the cadet's preference statement for specialty (branch), duty and initial training; Reserve Forces duty or delay selection, Regular Army selection and branch selection. The Officer Evaluation Reporting System (OERS) contains selected information from the Total Army Personnel Data Base - Active Officer (TAPDB-AO); selection board status; OER suspense indicator for action being taken to obtain missing or erroneous OERs; selected information for each OER; and the name, Social Security Number, and rating history of each individual, military and civilian, who has served as the senior rating official for an active duty Army officer. Total Officer Personnel Management Information System (TOPMIS) provides the display and update of selected data on Total Army Personnel Data Base - Active Officer (TAPDB-AO) and comprises an extensive variety of automated officer personnel management functions. These functions include, officer personnel record display and update, requisition validation and processing, active officer strength management, Officer Distribution Plan (ODP) goaling management, officer asset reports, centralized command slate development, assignment stabilization break processing, electronic mail, Officer Record Brief (ORB) display and interactive telephonic/ voice response retrieval of selected information from Total Army Personnel Data Base - Active Officer (TAPDB-AO). Reserve Officer Training Corps (ROTC) Instructor File contains selected information from the Total Army Personnel Data Base - Active Officer (TAPDB-AO) and the following information pertaining to ROTC instructors; ROTC detachment, duty station, date assigned to ROTC detachment, date projected to be reassigned. This information is maintained in a local data base by the Cadet Command Distribution Account Manager in Officer Distribution Division, OPMD, TAPC-OPD-O. Advanced Civil Schools Management Information System (ACSMIS) contains selected information from the Total Army Personnel Data Base - Active Officer and the following information concerning commissioned and warrant officer personnel currently participating, or who have previously participated, in one of the following: Army sponsored college degree completion program, Training With Industry (TWI) program, special fellowship/scholarship programs, or the fully funded degree program. Data maintained also includes schooling start/ stop dates, degree level, educational discipline and Army duty positions. Army Education Requirements System (AERS) contains selected information from the Total Army Personnel Data Base - Active Officer (TAPDB-AO) for officer and warrant officer personnel who are serving or are projected to serve in an AERS approved position requiring graduate level education. U.S. Army Military Academy (USMA) Potential Instructor File contains selected information from the OMF and the following information pertaining to previous, current, and potential instructors for the USMA teaching staff; academic department and projected availability for USMA instructor duty. This information is maintained in a local data base by the USMA Distribution Account Manager in Officer Distribution Division, OPMD, TAPC-OPD-O. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 3013; and E.O. 9397 (SSN). Purpose(s): Information is used for personnel management strength accounting, manpower management, accessioning and determining basic entry specialty (branch) and initial duty assignments; tracking Officer Evaluation Reports, the rating history of senior rating official's rating history on individual OERs producing reports on active duty officers who have served as senior rating officials; managing instructor population at ROTC detachments and USMA; tracking information relating to the Army Degree Completion Civil School Program; transmitting necessary assignment instructions. 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 Social Security Administration to verify Social Security Numbers. To the Smithsonian Institution (The National Museum of American History): Copy of the U.S. Army Active Duty Register, for historical research purposes (not authorized for public display). The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Electronically on computer magnetic tapes and disc. Retrievability: By Social Security Number, name, or other individual identifying characteristics. Safeguards: Physical security devices, guards, computer hardware and software features, and personnel clearances. Automated media and information are protected by authorized user ids, passwords for the system, a tiered system of security for access to officer data provided via Interactive Voice Response Systems based on the sensitivity of the data items provided, encryption of data transmitted via networks, controlled access to operator rooms and controlled output distribution. Retention and disposal: Records are retained on the active TAPDB-AO files for 4 months after separation. Historical TAPDB-AO records are retained dating back to FY 1970. Accessions in AMIS are retained on active file until effective date of accession and are then placed on a history file for a period of 6 months. Records in the ROTC Graduate Assignment and Training Selection File are retained for approximately 400 days after the file is created (approximately December each year). Historic files for the OER system are kept for the life of the system. All other records are retained for active duty only until the individual is released from active duty and then destroyed. There are still hard copies in their Official Military Personnel Files (OMPFs). System manager(s) and address: Commander, U.S. Total Army Personnel Command, ATTN: TAPC-OPD-S, Information Management Officer, 200 Stovall Street, Alexandria, VA 22332-0414. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Total Army Personnel Command, ATTN: TAPC-OPD-S, Information Management Officer, 200 Stovall Street, Alexandria, VA 22332-0414. Individual should provide the full name, Social Security Number, current address, and identify the specific category of record involved, whether awaiting active duty, active retired, or separated and give return address. Blanket requests for information from this consolidated system will not be accepted. If awaiting active duty, specify the date thereof; if separated, individual must state date of separation. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Total Army Personnel Command, ATTN: TAPC-OPD-S, Information Management Officer, 200 Stovall Street, Alexandria, VA 22332-0414. Individual should provide the full name, Social Security Number, current address, and identify the specific category of record involved, whether awaiting active duty, active retired, or separated and give return address. Blanket requests for information from this consolidated system will not be accepted. If awaiting active duty, specify the date thereof; if separated, individual must state date of separation. Selected data from the Total Army Personnel Data Base - Active Officer is also accessible to records subjects through an Interactive Voice Response Systems (IVRS). Access to the data made available through the IVRS is controlled by a tiered security system which is based on the sensitivity of the data being accessed. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, civilian Educational Institutions, Army records and reports, other Federal, state, and local agencies and departments. Exemptions claimed for the system: None. A0680-31b TAPC System name: Enlisted Personnel Management Information System (EPMIS). System location: Director, Enlisted Personnel Management Directorate, 2461 Eisenhower Avenue, Alexandria, VA 22332-0400. Portions of the Enlisted Evaluation System is maintained at U.S. Army Enlisted Records and Evaluation Center, 8899 East 56th Street, Indianapolis, IN 46249-5301. Categories of individuals covered by the system: Enlisted Active duty, Army National Guard, Army Reserve personnel on active duty. Initial Active duty training personnel undergoing basic training or advanced individual training; former military personnel who are applicants for enlistment in grade E-1 and E-9. Categories of records in the system: The Personnel Data Base (PERD TAPDB-AE) contains name, Social Security Number, sex, race, citizenship, religion, marital status, dependents, date and place of birth, residence, assignments, enlistment commitments by military occupational specialty (MOS), civilian acquired skills, advance individual training start and graduation date, aptitude area score, physical profile, ethnic group, grade/date of rank, enlistment and service promotion qualifications, military occupational skill code, education and training, aptitude, separation, retirement, and mailing address. Recruit Quota system (REQUEST) contains selected information from PERD TAPDB-AE, soldier's education level and school subject, driver's license data, color vision test data, aptitude battery (ASVAB) scores, defense language aptitude battery score, and medical profile data (PULHES). Other information contained within includes type, date, and term of enlistment, primary enlistment option, initial processing and training locations, and dates of training. Finally the system identifies the location military entrance processing station that created the accession record, recruiter identification and recruiting are credit code. Enlisted Year Management File (RETAIN) contains select information from PERSDB TAPDB-AE, reenlistment reclassification/and Reserve component transfer action, basic active service data, estimated termination of service, reenlistment date, civilian education, career management field, primary military occupational specialty code and date of award, source of new Primary Occupational Specialty Code, training information, status of application, assignment code, date of last status change, current location, reservation control number, security investigation status and reenlistment term. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; Army Regulation 600-8-6, Personnel Accounting and Strength Reporting; and E.O. 9397 (SSN). Purpose(s): To accomplish personnel management, strength accounting, and manpower management actions. 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: Information may be disclosed to the Social Security Administration to verify Social Security Numbers. The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Computer magnetic tapes and discs; computer printouts. Retrievability: By name of individual and Social Security Number. Safeguards: Information is protected by physical security devices, guards, computer hardware and software safeguard features, personnel clearances and unique passwords to PERDB TAPDB-AE. A tiered security system for access to enlisted data provided via Interactive Voice Response Systems based on the sensitivity of the data items provided, encryption of data transmitted via networks, controlled access to operator rooms and controlled output distribution. Retention and disposal: Offices having Army-wide responsibility; cut off annually, retain for 1 year in current file area, then retire to Washington National Records Center, destroy 25 years after cut-off. Military strength monitors at installations and major commands, destroy after 2 years. System manager(s) and address: Director, Enlisted Personnel Management Directorate, 2461 Eisenhower Avenue, Alexandria, VA 22332-0400. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, U.S. Total Army Personnel Command, Enlisted Personnel Management Directorate, 2461 Eisenhower Avenue, Alexandria, VA 223332-0400. Individual should provide the full name, Social Security Number, current address, and identify the specific category of record involved. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, U.S. Total Army Personnel Command, Enlisted Personnel Management Directorate, 2461 Eisenhower Avenue, Alexandria, VA 223332-0400. Individual should provide the full name, Social Security Number, current address, and identify the specific category of record involved. Blanket requests for information from this consolidated system will not be accepted. If awaiting active duty, specify the date thereof; if separated, individual must state date of separation. Selected data from Personnel Data Base (PERDB-TAPDF-AE) is also accessible to record subjects through an Interactive Voice Response System (IVRS). Contesting record procedures: The Army's rules for accessing records, contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, from Army automated systems, Military Entrance Processing Command and Army Education Centers. Exemptions claimed for the system: None. A0690-200DAPE System name: School Employee File. System location: Army-operated dependents schools in the United States located at Fort Benning, GA; Fort Bragg, NC; Fort Campbell, KY; Fort Jackson, SC; Fort Knox, KY; Fort McClellan, AL; Fort Rucker, AL; Fort Stewart, GA; and at the U.S. Military Academy, West Point, NY. Individual records are retired to the National Personnel Records Center, St. Louis, MO 63118-4199 30 days after termination of employment. Categories of individuals covered by the system: Employees of the Army-operated dependents schools. Categories of records in the system: Employment applications; personnel action forms; copies of contracts or excerpts therefrom which describe services to be performed; time periods involved; amount of pay; location of employment; appointment affidavits; statements of service; group life and accident insurance election; survivor benefit elections; change of name request; educational transcripts; position assignment notices; promotion/reduction recommendations with approvals/ declinations; supervisor evaluations; annual, sick and/or teacher leave records; miscellaneous correspondence, documents, and records concerning dependents; military and other Federal service, including service in other Federally funded dependents schools; letters of recommendations, commendations, reprimands, counseling sessions, and conference records. Authority for maintenance of the system: Pub. L. 81-874, section 6. Purpose(s): To maintain record of the individual's Federal service; to document actions attributable to his/her employment and status; to administer pay and other employment policies and regulations as required by Pub. L. 81-874, the U.S. Commissioner of Education, and/ or respective State Departments of Education. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information may be disclosed to authorized representatives of the Secretary of the Department of Health and Human Services and/or the Department of Education to verify that pay and employment practices in the Army-operated dependents schools are comparable to those of the school districts in the State used for comparability purposes; verification, for salary and retirement purposes of Federal employment for personnel subsequently employed by public, Federal, or private school systems. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders. Retrievability: By employee's surname. Safeguards: Records are maintained in secured areas accessible only to authorized personnel having official need therefor in the performance of official duties. Retention and disposal: Records are permanent. They are retained at the dependents schools until 30 days after termination of individual's service and subsequently retired to the National Personnel Records Center, St. Louis, MO 63118-4199. System manager(s) and address: Deputy Chief of Staff for Personnel, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-4000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Superintendent of Schools at the installations listed above. If inquiry is made 30 days after termination of employment, it should be made to the National Personnel Records Center. Individual should provide current name, the name used during the period of Federal employment at the school concerned, if different, date of birth, names of schools, locations, and dates of employment. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Superintendent of Schools at the installations listed above. If inquiry is made 30 days after termination of employment, it should be made to the National Personnel Records Center. Individual should provide current name, the name used during the period of Federal employment at the school concerned, if different, date of birth, names of schools, locations, and dates of employment. Contesting record procedures: The Army's rules for access to records and for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, notice of personal security clearance from Defense Investigative Service, appointment affidavits, copies of contracts or excerpts therefrom, personnel action, survivor benefit forms, education transcripts, position assignment notices, promotion/ reduction recommendations with approvals/declinations, leave records, Army records and reports, documents from previous employers and/or other Federal agencies. Exemptions claimed for the system: None. A0690-200TAPC System name: Department of the Army Civilian Personnel Systems. System location: U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, 22332-0341. Derivative Systems are maintained at commands, installations and activities dependent on the type of system maintained. Command-wide systems are the Civilian Personnel Accounting System at U.S. Army Military District of Washington, the U.S. Army Corps of Engineers Management Information System, and the Personnel Management Information System of U.S. Army Materiel Command. Official mailing addresses may be obtained from U.S. Total Army Personnel Command. Categories of individuals covered by the system: All U.S. citizen appropriated fund employees and, in some instances, nonappropriated fund employees, dependents, and foreign nationals; military personnel are included in the incentive awards and training programs. Categories of records in the system: Civilian personnel systems vary in informational capacity according to respective requirements and contain several or all of the following records: Academic discipline; career program; citizenship; date of birth; educational level; employee tenure; Federal Employees Group Life Insurance; functional classification; name of employee; nature of action; occupational series; pay basis, pay plan, rate determinant; physical handicap; position occupied and tenure; military status; salary; service computation date; sex; Social Security Number; special program identifier; step or rate; submitting office number; training data, including costs, non-duty hours, on-duty hours, principal purpose, special interest program, date of completion; type of appointment; unit identification code; veterans preference; work schedule; organizational and position data, retention data; adverse action data; Fair Labor Standards Act coverage; cost of living allowances; transportation entitlement; cost codes; leave category; salary history; wage area; position sensitivity; security investigation data; security clearance and access data; performance/suggestion/cash awards; reemployment rights; training agreement; reserve status; vessel operations qualifications; Government driver's license; food handler's permit; intern recruitment and training data; career management data including performance/potential ratings; employee evaluation; qualifications; achievements; dependent data; overseas sponsor information; state address; home address; leave data; foreign language code, mobilization. Records are maintained for military personnel participating in department-wide incentive awards and training programs sponsored by operating civilian personnel offices. Authority for maintenance of the system: 5 U.S.C. 301; 10 U.S.C. 3013; and E.O. 9397. Purpose(s): Information in this system is used by civilian personnel offices to screen qualifications of employees; determine status, eligibility, and employee's rights, and benefits under pertinent laws and regulations governing Federal employment; compute length of service; compile reports and statistical analyses of civilian work force strength trends, accounting, and composition; and to provide personnel services. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Department of Labor, Department of Veterans Affairs, Social Security Administration, or a national, State, county, municipal, or other publicly recognized charitable or income security administration agency (e.g., state unemployment compensation agencies), where necessary to adjudicate a claim under Office of Personnel Management's retirement, insurance, or health benefits program or to conduct an analytical study or audit of benefits being paid under such programs. Office of Federal Employees Group Life Insurance, information necessary to verify election, declination, or waiver or regular and/ or optional life insurance coverage or eligibility for payment of a claim for life insurance. Health insurance carriers contracting with Office of Personnel Management to provide a health benefits plan under the Federal Employees Health Benefits Program, information necessary to identify enrollment in a plan, to verify eligibility for payment of a claim for health benefits, or to carry out the coordination or audit of benefit provisions of such contracts. Federal, State, or local agencies for determination of an individual's entitlement to benefits in connection with Federal Housing Administration programs. Officials of labor organizations recognized under 5 U.S.C. Chapter 71 when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting working conditions. Public and private organizations, including news media, which grant or publicize awards and/or honors, information on individuals considered/selected for incentive awards and other honors. The `Blanket Routine Uses' set forth at the beginning of the Army's 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: Magnetic tapes, drum, disc, punched cards; microfilm/fiche; or hard copy. Retrievability: By Social Security Number and/or name. Safeguards: Computer facilities and terminals are located in restricted areas accessible only to authorized personnel who are properly screened, cleared, and trained. Manual records, microfilm/fiche, and computer printouts are stored in locked rooms or cabinets on military installations or in buildings secured by guards. Retention and disposal: These records are retained for varying periods of time. Generally, they are maintained for a minimum of 1 year or until the employee transfers or separates. They may also be retained indefinitely as a basis for longitudinal work history statistical studies. System manager(s) and address: Commander, U.S. Total Army Personnel Command, ATTN: TAPC-CP, 200 Stovall Street, Alexandria, VA 22332-0400. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the servicing civilian personnel office. Official mailing addresses may be obtained from Commander, U.S. Total Army Personnel Command, ATTN: TAPC-CP, 200 Stovall Street, Alexandria, VA 22332-0400. Individual should provide the full name and Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the servicing civilian personnel office. Official mailing addresses may be obtained from Commander, U.S. Total Army Personnel Command, ATTN: TAPC-CP, 200 Stovall Street, Alexandria, VA 22332-0400. Individual should provide the full name and Social Security Number. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; from individual's official personnel file. Exemptions claimed for the system: None. A0690-600SAMR System name: Equal Opportunity and Equal Employment Opportunity Complaint Files. System location: Primary System is located at the Office of the Secretary of the Army Manpower and Reserve Affairs (SAMR), Room 2E594, Pentagon, Washington, DC 20310-0103. Segments are maintained at the installation or Major Command concerned. Categories of individuals covered by the system: Any civilian employee of the Department of the Army or member of the U.S. Army, whether on active duty or in the Reserve Components, who submits an equal opportunity or equal employment opportunity complaint. Categories of records in the system: Individual's complaint, supporting documentation, witness statements investigatory reports, decisional documents, similar relevant records. Authority for maintenance of the system: 10 U.S.C. 3013(g) and E.O. 9397. Purpose(s): To ensure complaints are properly investigated and appropriate remedial action initiated to correct inequities. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders. Retrievability: By complainant's surname. Safeguards: Records are maintained in secured areas, accessible only to designated officials having official need therefor in the performance of assigned duties. Retention and disposal: At the primary location, files are permanent. Two years following closing of case, records are retired to the Washington National Records Center, Suitland, MD. Records at other Army locations are destroyed after 2 years. System manager(s) and address: Secretary of the Army Manpower and Reserve Affairs, Room 2E594, The Pentagon, Washington, DC 20310-0103. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Secretary of the Army Manpower and Reserve Affairs, Room 2E594, The Pentagon, Washington, DC 20310-0103. Individual should provide the full name, Social Security Number, and military status or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Secretary of the Army Manpower and Reserve Affairs, Room 2E594, The Pentagon, Washington, DC 20310-0103. Individual should provide the full name, Social Security Number, and military status or other information verifiable from the record itself. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are published in the Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From individual, witnesses, Army records and reports, similar relevant documents. Exemptions claimed for the system: None. A0690-700DAPE System name: Grievance Records. System location: Servicing civilian personnel offices for each Army activity or installation. Categories of individuals covered by the system: Current or former employees of the Department of the Army who have submitted grievances in accordance with part 771 of the regulations of the Office of Personnel Management (5 CFR part 771) or through a negotiated grievance procedure. Categories of records in the system: Case File includes all documents related to the grievance, including statements of witnesses, reports of interviews and hearings, examiner's finding and recommendations, copy of the original and final decisions, and related correspondence and exhibits. Authority for maintenance of the system: 5 U.S.C. 1302, 3301, E.O. 10577; 3 CFR parts 1954-1958; E.O. 10987; 3 CFR 1959-1963. Purpose(s): To review allegations, obtain facts, conduct hearings when appropriate, and render decision. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders. Retrievability: By individual's name. Safeguards: Information is maintained in lockable metal filing cabinets to which only authorized personnel have access. Retention and disposal: Records of appropriated fund employees are destroyed 7 years after closing of the case; those of non-appropriated fund employees are destroyed 5 years after closing. Disposal is by shredding. System manager(s) and address: Deputy Chief of Staff for Personnel, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-4000. Notification procedure: It is required that individuals submitting grievances be provided a copy of the record under the grievance process. They may, however, contact the Army personnel or designated office where the action was processed regarding the existence of such records on them. They must furnish the following information for their records to be located and identified: Name, date of birth, approximate date of closing the case and kind of action taken, organization and activity where employed at time grievance was initiated, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Deputy Chief of Staff for Personnel, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-4000. Contesting record procedures: Review of requests from individuals seeking amendment of their records which have been the subject of a judicial or quasi-judicial action will be limited in scope. Review of amendment requests of these records will be restricted to determining if the record accurately documents the action of the Army's ruling on the case, and will not include a review of the merits of the action, determination, or finding. Individuals wishing to request amendment to their records to correct factual errors should contact their servicing civilian personnel office, providing their name, date of birth, approximate date of closing the case and kind of action taken, organization and activity where employed at time grievance was initiated, and signature. Individuals must also follow the Privacy Act regulations of the Office of Personnel Management (see 5 CFR 297.208 and 297.201). Record source categories: From the individual on whom the record is maintained; testimony of witnesses; related correspondence; Army records and reports; similar relevant documents. Exemptions claimed for the system: None. A0690-990-2 ASA(M&RA) System name: Voluntary Leave Transfer Program Records. System location: Records on current Federal employees are maintained by the local Civilian Personnel Advisory Centers at each installation. 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: Individuals who have volunteered to participate in the voluntary leave transfer program as either a donor or a recipient. Categories of records in the system: Leave recipient records contain the individual's name, organization, office telephone number, Social Security Number, position title, grade, pay level, leave balances, number of hours requested, brief description of the medical or personal hardship which qualifies the individual for inclusion in the program, and the status of that hardship. The file may also contain medical or physician certifications and agency approvals or denials. Donor records include the individual's name, organization, office telephone number, Social Security Number, position title, grade, and pay level, leave balances, number of hours donated and the name of the designated recipient. Authority for maintenance of the system: 5 U.S.C. 6331 et seq., Leave; 10 U.S.C. 3013, Secretary of the Army; Army Regulation 690-990-2, Hours of Duty, Pay and Leave Annotated; 5 CFR part 630; and E.O. 9397 (SSN). Purpose(s) The file is used in managing the Army's Voluntary Leave Transfer Program. The recipient's name, position data, organization, and a brief hardship description are published internally for passive solicitation purposes. The Social Security Number is sought to effectuate the transfer of leave from the donor's account to the recipient's account. 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 Department of Labor in connection with a claim filed by an employee for compensation due to a job-connected injury or illness Where leave donor and leave recipient are employed by different Federal agencies, to the personnel and pay offices of the Federal agency involved to effectuate the leave transfer. The `Blanket Routine Uses' set forth at the beginning of Army's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing o records in the system: Storage: Paper in file folders and electronic media storage. Retrievability: By surname or Social Security Number. Safeguards: Records are accessed by custodian of the records or by persons responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms and are controlled by personnel screening and computer software. Retention and disposal: Disposition pending (until NARA disposition is approved, treat as permanent). System manager(s) and address: Director of Civilian Personnel, Assistant Secretary of the Army, Manpower and Reserve Affairs Policy and Program Development, 200 Stovall Street, Alexandria, VA 22332-0300. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Assistant Secretary of the Army, Manpower and Reserve Affairs Policy and Program Development, 200 Stovall Street, Alexandria, VA 22332-0300. For verification purposes, the individual should provide full name, current address, and Social Security Number and the request must be signed. Record access procedures: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Assistant Secretary of the Army, Manpower and Reserve Affairs Policy and Program Development, 200 Stovall Street, Alexandria, VA 22332-0300. For verification purposes, the individual should provide full name, current address, and Social Security Number and the request must be signed. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Information is provided primarily by the record subject; however, some data may be obtained from personnel and leave records. Exemptions claimed for the system: None. A0710-2aDALO System name: Property Officer Designation Files. System location: Maintained at unit level of the Army. 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: Individuals with formal responsibility for U.S. Government property. Categories of records in the system: Document appointing or relieving individuals as property officers. Authority for maintenance of the system: 10 U.S.C. 3013. Purpose(s): To verify an individual's authority to assume responsibility for U.S. Government property. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders. Retrievability: By appointee's surname. Safeguards: Records are maintained in locked cabinets accessible only to designated authorized personnel. Retention and disposal: Records are destroyed 2 years following individual's termination of appointment. System manager(s) and address: Deputy Chief of Staff for Logistics, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-0500. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the office designating the individual as Property Officer. For verification purposes, individual should provide full name, unit where assigned as Property Officer, and time period involved. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the office designating the individual as Property Officer. For verification purposes, individual should provide full name, unit where assigned as Property Officer, and time period involved. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are published in the Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, his/her commander, Army records and reports. Exemptions claimed for the system: None. A0710-2bDALO System name: Hand Receipt Files. System location: Property book offices and supply rooms at most Army activities world-wide. Categories of individuals covered by the system: Civilian or military personnel who assume temporary custody or responsibility for United States Government or other official property. Categories of records in the system: Individual receipts or listings reflecting acceptance of responsibility for items of property listed thereon. Authority for maintenance of the system: 10 U.S.C. 3012. Purpose: To record property in use or in custody of individuals; to provide an audit trail for property accountability; to determine responsibility for lost, damaged, or stolen property. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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: Magnetic tape/disc; paper records in file folders. Retrievability: By individual's surname, Social Security Number, menue number, line number, size. Safeguards: Records are maintained in locked cabinets/areas accessible only to authorized personnel. Automated data are protected by administrative, physical, and technical safeguards required by Army Regulation 380-380. Retention and disposal: Record is maintained only while property is in use by or in the custody of an individual; destroyed on turn-in or upon complete accounting for the property, or when superseded by a new receipt or listing. System manager(s) and address: Deputy Chief of Staff for Logistics, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-0500. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the activities issuing hand receipts. Individual should provide his/her full name, installation at which a hand receipt holder, and any other may facilitate locating the record. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the property book officer at the installation where record is believed to exist. Individual should provide his/her full name, installation at which a hand receipt holder, and any other may facilitate locating the record. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Hand receipt number on printed form or on property book. Exemptions claimed for the system: None. A0710-2cDALO System name: Personal Property Accounting Files. System location: Maintained Army-wide in orderly rooms of troop units. 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: Military individuals absent without leave or absent because of illness and confined to medical facilities. Categories of records in the system: Documents reflecting items of personal property of individuals listed in the preceding paragraph. Authority for maintenance of the system: 10 U.S.C. 3013 and E.O. 9397. Purpose(s): To identify and protect property belonging to soldiers who are absent without leave or absent because of illness and confined to medical facilities. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders. Retrievability: By last name of individual owning the property. Safeguards: Records are maintained in locked cabinets accessible to authorized individuals having official need therefor. Retention and disposal: Records are maintained during an individual's absence and destroyed 2 years after his/her return. System manager(s) and address: Deputy Chief of Staff for Logistics, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-0500. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the troop commanders. For verification purposes, individual should provide full name, Social Security Number, current address, telephone number, and dates and circumstances of the absence. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit designated representatives of troop commanders holding the records. For verification purposes, individual should provide full name, Social Security Number, current address, telephone number, and dates and circumstances of the absence. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are published in the Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From inventories and other Army records and reports. Exemptions claimed for the system: None. A0710-2dDALO System name: Personal Clothing Record Files. System location: Maintained by Active Army training activities, National Guard Armories, and U.S. Army Reserve units. Categories of individuals covered by the system: All assigned personnel with military status. Categories of records in the system: Individual personal clothing records (DA Form 3078). Authority for maintenance of the system: 10 U.S.C. 3012. Purpose(s): To reflect accountability for personal clothing by individual soldiers during their first six months of military service. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' published at the beginning of the Army's 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 records in file folders. Retrievability: By surname of individual concerned. Safeguards: Records are maintained in locked cabinets accessible only to authorized personnel having official need therefor. Retention and disposal: For active Army personnel, the record is destroyed when individual has been in service 6 months and has fulfilled his/her final showdown inspection as required by Army Regulation 710-2. For National Guard and U.S. Army Reserve personnel, the record is transferred with the Military Personnel Records Jacket on individual's completion of basic training. System manager(s) and address: Deputy Chief of Staff for Logistics, Headquarters, Department of the Army, The Pentagon, Washington, DC 20310-0500. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the troop commanders. Individual should provide his/her full name, Social Security Number, and current address and telephone number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the troop commanders. Individual should provide his/her full name, Social Security Number, and current address and telephone number. Individual may review his/her record by visiting designated representatives of troop commanders. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; DA Form 3078. Exemptions claimed for the system: None. A0715 DAJA System name: Procurement Misconduct Files. System location: United States Army Legal Services Agency, Procurement Fraud Division, 901 North Stuart Street, Arlington, VA 22203-1837. Categories of individuals covered by the system: Individuals or legal entities investigated for alleged procurement misconduct, such as fraudulent activities in securing or performing a government contract. Categories of records in the system: Criminal and administrative investigations of fraudulent, criminal or other misconduct in connection with government procurement activities and the List of Parties Excluded from Procurement Programs. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 48 CFR Chapter 2, Defense Federal Acquisition Regulations; Federal Acquisition Regulations 9.406-3; DoD Directive 7050.5, Coordination of Remedies for Fraud and Corruption Related to Procurement Activities; Army Regulation 27-40, Chapter 8, Litigation, Remedies in Procurement Fraud and Corruption; and E.O. 9397 (SSN). Purpose(s): To determine whether criminal, administrative, or civil proceedings should be initiated against the contractor with the government or government procurement officials for criminal conduct in connection with procurement activities and to maintain and distribute a list of contractors determined to be ineligible to participate in Government procurement activities. 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: Information may be disclosed to the Department of Justice and United States attorneys. The DoD `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems 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 records in file folders and electronic storage database. Retrievability: By Social Security Number, names and procurement fraud case number. Safeguards: Records are maintained in file cabinets accessible only by authorized personnel who are properly instructed in the permissible use of the information in the performance of their duties. Retention and disposal: United States Army Legal Services Agency, Office of The Judge Advocate General and Headquarters, United States Army Corps of Engineers civil work cases, destroy after 30 years. Except those cases heard by the Supreme Court or designated by the Judge Advocate General or Headquarters, United States Corps of Engineers Chief Counsel as significant which are permanent, cut off on completion of litigation. United States Army Legal Services Agency, Office of The Judge Advocate General and Headquarters United States Army Corps of Engineers cases not involving litigation, destroy 10 years after date of incident. Procurement misconduct files are maintained for 30 years after final determination then destroyed. System manager(s) and address: United States Army Legal Services Agency, Chief Procurement Fraud Division, 901 North Stuart Street, Arlington, VA 22203-1837. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address inquiries to the Office of the United States Army Legal Services Agency, Chief Procurement Fraud Division, 901 North Stuart Street, Arlington, VA 22203-1837. Individual should provide full name, current address and telephone number, specific details that will enable locating the record, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address inquiries to the United States Army Legal Services Agency, Chief Procurement Fraud Division, 901 North Stuart Street, Arlington, VA 22203-1837. Individual should provide full name, current address and telephone number, specific details that will enable locating the record, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Department of the Army staff agencies, Army records and reports, Department of Justice, U.S. Attorneys, opposing counsel, and similar relevant sources. Exemptions claimed for the system: None. A0715rrr USAEUR System name: DOD Technical Experts/Troop Care/Analytical Support Contractor Employees. System location: Headquarters, U.S. Army Europe and Seventh Army, Unit 29150, Attn: Department of Defense Contractor Personnel Office, APO AE 09100-9150. Categories of individuals covered by the system: Individuals who have applied for Troop Care Status Accreditation or Technical Expert Status Accreditation pursuant to an Exchange of Notes, Numbers 146 and 147, dated March 27, 1998, and Exchanges of Notes, Numbers 866 and 883, dated June 29, 2001, in accordance with Articles 72 and 73 of the German Supplementary Agreement to the NATO Status of Forces Agreement. Categories of records in the system: Individuals' name; Social Security Number; passport number; citizenship; local address; applications for status accreditation with substantiating documents, evaluations, correspondence and responses thereto; applications for status accreditation; questions pertaining to entitlement to status accreditation, allowances, privileges or other benefits granted as a result of accreditation; revocation of accreditation. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; NATO SOFA Supplementary Agreement, Article 72 and 73 between the United States of America and the Federal Republic of Germany; and E.O. 9397 (SSN). Purpose(s): To ensure compliance with the established bilateral implementation of Articles 72 and 73 of the Supplementary Agreement to the NATO Status of Forces Agreement. These two Articles govern the use in Germany of DoD contractor employees as Technical Experts, Troop Care, and Analytical Support providers. 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: Information from this system may be disclosed to officials of the Federal Republic of Germany (the host nation) and its various States (Laender) responsible for the enforcement of tax, labor and other host nation law. Information from this system may be disclosed to officials of the Federal Republic of Germany and its various States (Laender) responsible for the implementation of the Exchange of Notes. The DoD ``Blanket Routine Uses'' published at the beginning of the Army's compilation of systems 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 records in file folders and on electronic storage media. Retrievability: By individual's surname or Social Security Number. Safeguards: Records are maintained in locked file cabinets and/or in locked offices in buildings employing security guards or on military installations protected by military police patrols. Retention and disposal: Deposition pending (until NARA has approved a disposition and retention schedule, treat records as permanent). System manager(s) and address: Headquarters, U.S. Army Europe and Seventh Army, ATTN: Unit 29150, Director, Department of Defense Contractor Personnel Office, APO AE 09100-9150. Notification procedure: Individuals seeking to determine if information about themselves is contained in the record system should address written inquiries to the Director, Department of Defense Contractor Personnel Office, Headquarters, U.S. Army Europe and Seventh Army, Unit 29150, APO AE 09100-9150. Individual should provide his/her full name, the address and telephone number, and any other personal data that would assist in identifying records pertaining to him/her. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Director, Department of Defense Contractor Personnel Office, Headquarters, U.S. Army Europe and Seventh Army, Unit 29150, APO AE 09100-9150. Individual should provide his/her full name, the address and telephone number, and any other personal data that would assist in identifying records pertaining to him/her. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, Army records, and other public and private records. Exemptions claimed for the system: None. A0735SAIS-SF System name: Library Borrowers'/Users' Profile Files. System location: Libraries on Army installations and activities. Official mailing addresses of installations and activities are published as an appendix to the Army's compilation of systems of records notices. Categories of individuals covered by the system: Authorized users of Army library facilities. Categories of records in the system: Name, address, Social Security Number, and telephone number of the user. Authority for maintenance of the system: 5 U.S.C. 301 and E.O. 9397. Purpose(s): To identify individuals authorized to borrow library materials; to ensure that all library property is returned and individual's account is cleared, and to provide librarian useful information for selecting, ordering, and meeting user requirements. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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: Card files, magnetic tapes, compact discs, and computer printouts. Retrievability: By user's surname, Social Security Number, and/or residence. Safeguards: Information is maintained in areas accessible only to authorized persons who have official need therefor. Libraries are secured during non-duty hours. Retention and disposal: Records are destroyed when no longer needed to obtain and/or control library materials. System manager(s) and address: Director of Information Systems for Command, Control, Communications, and Computers, ATTN: SAIS-IDP, Department of the Army, Washington, DC 20310-0107. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the specific installation library that provided services. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. For verification purposes, individual should provide full name, period in which a user has or had an account, and any other information that would assist in locating applicable records. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the specific installation library that provided services. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. For verification purposes, individual should provide full name, period in which a user has or had an account, and any other information that would assist in locating applicable records. Contesting record procedures: The Army's rules for accessing records, contesting contents, and appealing initial agency determinations are published in the Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual. Exemptions claimed for the system: None. A0870-5DAMH System name: Army History Files. System location: U.S. Army Center of Military History, Headquarters, Department of the Army, Washington, DC 20310-0200. Decentralized segments exist at historical offices at Headquarters, Department of the Army and field operating agencies, major commands, and the U.S. Army Military Historical Research Collection, Carlisle Barracks, PA 17013-5000. Categories of individuals covered by the system: Military and civilian personnel associated with the Army; individuals who offer historically significant items or gifts of money to the Army Museum System. Categories of records in the system: Biographical resumes and personal working files of U.S. Army personnel; personal papers donated by individuals for historical research; photographs of Army personages; requests for historical documents regarding U.S. Army activities and responses thereto; copy of donor's proffer of gift agreement and correspondence with donor regarding status and/or location of donation(s). Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 3012. Purpose(s): To provide a record of donations and contributions of historical property to U.S. Army Museums and historical holdings; to enable Army museums and historical holdings to provide upon request by the donor or donor's heirs, information concerning the status/location of his/ her donation; to enable the Army to establish title to the property. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information from this system may be disclosed to a municipal corporation, a soldier's monument association, a State museum, an incorporated museum or exhibition operated and maintained for educational purposes only, a post of the Veterans of Foreign Wars or the American Legion, or other Federal museums upon donation or transfer of the historical property to one of those organizations. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records, magnetic tapes/discs, and photographs. Retrievability: By individual's name. Safeguards: Records are maintained in secured areas accessible only to persons having need therefor in the performance of official duties. Retention and disposal: Permanent. Some historical material and photographs are retired to the Washington National Records Center when no longer needed; other such material is transferred to the Military History Research Collection at Carlisle Barracks, PA for preservation. Inquiries about historical events or persons, and responses thereto, are destroyed when no longer needed. System manager(s) and address: Chief of Military History, Headquarters, Department of the Army, Washington, DC 20310-0200. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief of Military History, Headquarters, Department of the Army, Washington, DC 20310-0200. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief of Military History, Headquarters, Department of the Army, Washington, DC 20310-0200. Individual should provide their full name, address and signature. Contesting record procedures: The Army's rules for access to records and for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, his/her Army record, official Army documents, public records. Exemptions claimed for the system: None. A0930-4CFSC System name: Army Emergency Relief Transaction File. System location: Army Emergency Relief offices at Army installations. Official addresses may be obtained from the Commander, U.S. Army Community and Family Support Center, 2461 Eisenhower Avenue, Alexandria, VA 22331- 0301. Categories of individuals covered by the system: Any of the following who receive Army Emergency Relief financial assistance: Active duty Army personnel and their dependents; members of all Army components retried after completing 20 or more years of active duty and their dependents or retired by reason of physical disability in line of duty and their dependents; dependents of Army personnel missing in action; and eligible widows and orphans of extended active duty Reserve component personnel. Categories of records in the system: Documents accumulated by Army Emergency Relief branches and sections, including financial and loan reports, applications for financial assistance, acknowledgments of remittance and assistance received, collection and indebtedness documents, cash bonds, loan ledgers, control ledgers, canceled checks, prenumbered receipts, and documents. Authority for maintenance of the system: 10 U.S.C. 3012. Purpose(s): These records are used by Army Emergency Relief Offices to record and control loans and repayment actions. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices apply to this system. Disclosure to consumer reporting agencies: Disclosure 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 (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders and card files. Retrievability: By applicant's surname. Safeguards: Information in these records is accessible only by Army Emergency Relief Officer and staff. Retention and disposal: Records are active until loan is repaid or determined uncollectible and for 2 years thereafter in the Army Emergency Relief Office; transferred to the records holding area for 1 additional year, following which they are destroyed. System manager(s) and address: Commander, U.S. Army Community and Family Support Center, 2461 Eisenhower Avenue, Alexandria, VA 22331-0301. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Army Emergency Relief Offices at installations. Individual should provide full name, rank, Social Security Number, military status, date and place where last Army Emergency loan was obtained, current military or dependent ID card, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Army Emergency Relief Office which is believed to have pertinent information. Individual should provide full name, rank, Social Security Number, military status, date and place where last Army Emergency loan was obtained, current military or dependent ID card, and signature. Contesting record procedures: The Army's rules for access to records and for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; records of Army Emergency Relief Offices. Exemptions claimed for the system: None. A1105CE System name: Recreational Use and Expenditure Survey on or Adjacent to Navigable Waters. System location: Office of the Chief of Engineers, Headquarters, Department of the Army, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000 and the Engineer Division and District Offices. 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: Voluntary participants in recreational use and expenditure surveys on or adjacent to navigable waters. Categories of records in the system: Individual's name, address, telephone number, county, survey ID, recreation activities, quantities of and expenditures for durable goods such as boating, fishing, hunting, and camping equipment, and ancillary support facilities such as boat lifts; expenditures for nondurable goods such as food, lodging, fishing, boating, hunting services and other expenses. Authority for maintenance of the system: 16 U.S.C. 460d, 33 U.S.C. 652 and 42 U.S.C. 1962. Purpose(s): To identify and evaluate recreation use and expenditures for impact assessment in environmental assessments, and environmental impact statements. Evaluations will be made for both existing and proposed projects. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' published at the beginning of the Army's 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 records in file cabinets and on magnetic tape or optical systems. Retrievability: Records are retrieved by response number or by the participant's name. Safeguards: Records are maintained in areas accessible only to authorized persons having official need therefor. Records are housed in buildings protected by security guards or locked when not in use. Information in automated media is further protected by physical security devices: Access to or update of information in the system is protected through a system of passwords thereby preserving integrity of data. Retention and disposal: Records are destroyed two years after termination of the study. System manager(s) and address: Office of the Chief of Engineers, Headquarters, Department of the Army, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Office of the Chief of Engineers, Headquarters, Department of the Army, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Individual must provide full name, present address and telephone number, response number, specifics concerning the type of survey, if known, and the request must be signed. Record access procedures: Individuals seeking access to information about themselves contained in this system should write to the Office of the Chief of Engineers, Headquarters, Department of the Army, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Individual must provide full name, present address and telephone number, response number, specifics concerning the type of survey, if known, and the request must be signed. Contesting record procedures: The Army's rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in the Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Information is obtained from the individual and Army records and/ or reports. Exemptions claimed for the system: None. A1130-2-442CE System name: Corps of Engineers Civilian Uniform Record Files. System location: U.S. Army Corps of Engineers District Commands, Water Resources Development Projects and uniform contractors. Segments of this system are also maintained at Engineer Divisions and Corps of Engineers Headquarters. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices, or may be obtained from the system manager. Categories of individuals covered by the system: Corps of Engineers' personnel required to wear uniforms, including Natural Resources Management, Lock and Dam and Floating Plant personnel. Categories of records in the system: Records relating to personal clothing; name, account number, sex, project location, weight, height, clothing measurements, length of employment and type of uniform (ENG Form 4891-R and uniform contractor's order forms). Authority for maintenance of the system: 5 U.S.C. 5901-5903; Engineer Regulations 1130-2-442, 670-2-2, and 670-2-3; and E.O. 9397. Purpose(s): To facilitate ordering, and to reflect accountability for civilian uniforms issued to the Corps of Engineers' Natural Resources Management, Lock and Dam and Floating Plant personnel. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders; magnetic tapes/discs. Retrievability: By name and account number in conjunction with, project location, length of employment and type of uniform. Safeguards: Records are maintained in locked buildings, offices and files. Most buildings are also protected by security guards. Access to the system is limited to authorized Corps of Engineers personnel and uniform contractors who have a need therefor in the performance of their official duties. Retention and disposal: Files are destroyed one year after separation of employee. System manager(s) and address: Chief of Engineers, Headquarters U.S. Army Corps of Engineers, ATTN: CECW-OD, 20 Massachusetts Avenue, NW, Washington, DC 20314- 1000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief of Engineers, ATTN: CECW-OD, U.S. Army Corps of Engineers, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Individual must provide full name, current address and telephone number, account number (last four digits of their Social Security Number), project location and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief of Engineers, U.S. Army Corps of Engineers, ATTN: CECW-OD, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Individual must provide full name, current address and telephone number, account number (last four digits of their Social Security Number), project location and signature. Contesting record procedures: The Army's rules for accessing records and for contesting contents and appealing initial agency determinations are contained in Department of the Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual. Exemptions claimed for the system: None. A1145aCE System name: Reservoir Permit Files. System location: Army Corps of Engineers Project Offices. Addresses may be obtained from the Chief of Engineers, Headquarters, Department of the Army, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Categories of individuals covered by the system: Applicants for permits, permittees, and persons having done unauthorized work at Corps of Engineers water resource development projects. Categories of records in the system: Applications for permits, permits and letters of comment from the general public. Authority for maintenance of the system: 16 U.S.C. 460d; 31 U.S.C. 483a; 42 U.S.C. 4321, 4331-4335, 4341- 4347; 33 U.S.C. 1251 et seq; E.O. 11752. Purpose(s): Serves as a basis for lakeshore management and public use activity control. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file cabinets. Retrievability: By applicant name and permit number. Safeguards: Records are maintained in areas accessible only to authorized personnel having official need therefor. Retention and disposal: Reservoir permits are destroyed 1 year following expiration of permit. System manager(s) and address: Chief of Engineers, Headquarters, Department of the Army, ATTN: CECW-O, Washington, DC 20314-1000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief of Engineers, Headquarters, Department of the Army, ATTN: CECW-O, Washington, DC 20314-1000. Individual should furnish his/her full name, present address and telephone number, and specifics that will assist in locating the records. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief of Engineers, Headquarters, Department of the Army, ATTN: CECW- O, Washington, DC 20314-1000. Individual should furnish his/her full name, present address and telephone number, and specifics that will assist in locating the records. Contesting record procedures: The Army's rules for access to records and for contesting contents and appealing initial agency determinations are contained in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; Army records and reports. Exemptions claimed for the system: None. A1145bCE System name: General Permit Files. System location: Office of the Chief of Engineers, Headquarters, Department of the Army, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000 and the Engineer Division and District Offices. 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: Individuals applying for permit, permittees, and persons having done unauthorized work in navigable waters. Categories of records in the system: Applicants for permits, recreational use and expenditure data (if collected), written comments from the general public, State, local and Federal agencies, similar relevant documents. Authority for maintenance of the system: Harbor Act of March 3, 1899 (sections 9, 10, and 14); Federal Water Pollution Control Act Amendments of 1972 (section 404); and the Marine Protection, Research and Sanctuaries Act of 1972 (section 103); 33 U.S.C. 652. Purpose(s): Serves as the basis for decision by the Chief of Engineers or his designated representative to enforce the regulatory program; and as a basis for estimating recreational uses and expenditures. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The Department of Justice for possible criminal prosecution. Federal agencies to solicit views regarding individual's application as required by Federal law. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders, on magnetic tapes and optical systems, and/or microfilm. Retrievability: Records are retrieved by individual's name. Safeguards: Records are maintained in areas accessible only to authorized persons having official need therefor. Records are housed in buildings protected by security guards or locked when not in use. Information in automated media is further protected by physical security devices; access to or update of information in the system is protected through a system of passwords, thereby preserving integrity of data. Retention and disposal: Fill and bank protection files are permanent. Dock permit files are destroyed two years after removal of the structure. Dredging and dumping permit files are destroyed two years after revocation or expiration. General permit files are permanent in field offices and destroyed after three years in the Office of the Chief of Engineers, Headquarters. Rejected permit applications are destroyed one year after disapproval. Non-action construction permit files are destroyed two years after expiration of permit. System manager(s) and address: Office of the Chief of Engineers, Headquarters, Department of the Army, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Office of the Chief of Engineers, Headquarters, Department of the Army, ATTN: CECW-O, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Individual must provide full name, current address and telephone number, response number if known, and specifics that will assist in locating the record. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Chief of Engineers, Headquarters, Department of the Army, ATTN: CECW-O, 20 Massachusetts Avenue, NW, Washington, DC 20314-1000. Individual must provide full name, current address and telephone number, response number if known, and specifics that will assist in locating the record. Contesting record procedures: Army rules for accessing records and for contesting contents and appealing initial agency determinations are published in the Army Regulation 430-21-8; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the applicant, local and State government, the general public, Department of the Interior, Environmental Protection Agency, National Oceanic and Atmosphere Administration, Department of Justice. Exemptions claimed for the system: None. AAFES 0207.02 System name: Customer Comments, Inquiries, and Direct Line Files. System location: Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598; Army and Air Force Exchange Service-Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz-Kastel, Germany; and Exchange Regions and Area Exchanges at posts, bases, and satellites world-wide. 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: Users of the Army and Air Force Exchange Service who make inquiries, complaints, or comments on its operations. Categories of records in the system: Customer's name, address and telephone number, information pertaining to the subject of inquiry, complaint, or comment and response thereto; customer opinion survey data. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 25-400-2 (MARKS); and Army Regulation 60-20, Army and Air Force Exchange Service Operating Policies. Purpose(s): To aid the Exchange management in determining needs of customers and action required to settle customer complaints. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders, stored in metal cabinets. Retrievability: By customer's name. Safeguards: Records are accessible only by designated employees having official need therefor. Buildings housing records are protected by security guards. Retention and disposal: Records are destroyed by shredding after 3 years. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Director, Public Affairs Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, current address and telephone number, case number that appeared on correspondence received from AAFES, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Director, Public Affairs Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, current address and telephone number, case number that appeared on correspondence received from AAFES, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual. Exemptions claimed for the system: None. AAFES 0401.04 System name: Official Personnel Folders. System location: The Official Personnel Folder is located in the Personnel Office at Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598; Army and Air Force Exchange Service-Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz-Kastel, Germany; and Exchange Regions and Area Exchanges at posts, bases, and satellites world-wide. Official mailing addresses are published as an appendix to the Army's compilation of systems of records notices. Included in this system are the Employee Service Record Card Files and those records duplicated for maintenance at a site closer to where the employee works (e.g., in an administrative office or supervisor's work folder). Categories of individuals covered by the system: Current and former employees of the Army and Air Force Exchange Service (AAFES). Categories of records in the system: Name, Social Security Number, date of birth, home residence, mailing address, telephone number; records reflecting work experience, educational level achieved; letters of commendation; training courses in which enrolled and certificates of completion; security clearance; personnel actions such as appointments, transfers, reassignments, separations, reprimands; salary and benefits documents to include allowances and insurance data; travel orders; and similar relevant information. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 215-3, Nonappropriated Funds Personnel Policies and Procedures; and Army Regulation 60-21, Personnel Policies; and E.O. 9397 (SSN). Purpose(s): The Official Personnel Folder and other general personnel records are the official repository of the records, reports of personnel actions, and the documents and papers required in connection with these actions effected during an employee's service with the Army and Air Force Exchange Service. Records provide the basic source of factual data about a person's employment with the agency and have various uses by AAFES personnel offices, including screening qualifications of employees, determining status, eligibility, and employee's rights and benefits, computing length of service, and other information needed to provide personnel services. 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: Information may be disclosed to the Department of Labor, Department of Veterans Affairs, Social Security Administration, Federal agencies that have special civilian employee retirement programs; or a national, state, county, municipal, or other publicly recognized charitable or income security administration agency (e.g., State unemployment compensation agencies), where necessary to adjudicate a claim under the retirement, insurance or health benefits programs or to an agency to conduct studies or audits of benefits being paid under such programs. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders; Kardex files; microfilm or microfiche, and in computer storage media. Retrievability: By individual's surname and Social Security Number. Safeguards: Paper or microfiche/microfilmed records are located in locked metal cabinets or in secured rooms with access limited to those personnel whose official duties require access. Access to computerized records is limited, through use of access codes and entry logs, to those whose official duties require access. Retention and disposal: The Official Personnel Folder is permanent. Upon employee's separation, it is transferred to the National Personnel Records Center (Civilian), 111 Winnebago Street, St. Louis, MO 63118-4199. Duplicate records maintained in an administrative office or at supervisory levels are destroyed 90 days after employee's separation. Service Record Card Files are retained for 5 years following employee's separation and retired to a records holding area for 15 additional years before being destroyed, except that those of employees of discontinued AAFES installations are retired to the National Personnel Records Center (Civilian). Automated personnel records are retained indefinitely for managerial and statistical studies; after an employee's separation, records are not used in making decisions concerning the employee. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Senior Vice President, People Resources Directorate, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individuals must furnish their full name, Social Security Number, current address and telephone number; if terminated, also include date of birth, date of separation, and last employing location. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Senior Vice President, People Resources Directorate, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individuals must furnish their full name, Social Security Number, current address and telephone number; if terminated, also include date of birth, date of separation, and last employing location. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, educational institutions, officials and other individuals of the Army and Air Force Exchange Service, third parties responding to reference checks, previous employers, law enforcement agencies, physicians. Exemptions claimed for the system: None. AAFES 0403.01 System name: Application for Employment Files. System location: Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598, for applicants of executive and managerial positions. Records of applicants for all other Army and Air Force Exchange Service positions may be located also at Army and Air Force Exchange Service-Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz- Kastel, Germany; and Exchange Regions and Area Exchanges at posts, bases, and satellites world-wide. 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: Persons who have applied for employment in the Army and Air Force Exchange Service (AAFES). Categories of records in the system: Applications generally include individual's name, date of birth, Social Security Number, home address, information on work and educational experience, military service, convictions for offenses against the law, specialized training, awards or honors; documents reflecting results of written examinations and ratings; reference checks and results; evidence of satisfactory physical condition, pre- employment investigations and clearances deemed appropriate to the position for which application is made; notification from AAFES concerning selection/non-selection. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 215-3, Nonappropriated Funds Personnel Policies and Procedures; Army Regulation 60-21, Personnel Policies; and E.O. 9397 (SSN). Purpose(s): The records are 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. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders. Retrievability: Retrieved by applicant's surname and Social Security Number. Safeguards: Records are maintained in a secured area with access limited to authorized personnel whose duties require access. Retention and disposal: Applicant records are retained for up to six months; records for applicants hired become part of the person's Official Personnel Folder. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this systems should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Senior Vice President, People Resources Directorate, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide full name, Social Security Number, current address and telephone number, and sufficient details concerning position and location thereof for which application had been submitted. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Senior Vice President, People Resources Directorate, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide full name, Social Security Number, current address and telephone number, and sufficient details concerning position and location thereof for which application had been submitted. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, his/her previous employer(s) and personal references, law enforcement agencies, medical authorities. Exemptions claimed for the system: None. AAFES 0403.11 System name: Personnel Departure Clearance Records. System location: Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598; HQ, Army and Air Force Exchange Service-Europe, Pinder Barracks, Schwabacherster 20 8502 Zirndorf; regional offices; base and post exchanges and satellites world-wide. Categories of individuals covered by the system: All employees of the Army and Air Force Exchange Service (AAFES). Categories of records in the system: Name, Social Security Number, job data, reason for departure, and clearing offices' approval. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 215-3, Nonappropriated Funds Personnel Policies and Procedures; and Army Regulation 60-21, Personnel Policies; and E.O. 9397 (SSN). Purpose(s): To ensure that departing employees have been properly out- processed. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in locked filing cabinets. Retrievability: By employee's surname. Safeguards: Information is accessed only by designated individuals having official need therefor in the performance of their duties. Retention and disposal: Records are closed at the end of the fiscal year, held 1 year, and destroyed by shredding. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Director, Administrative Services Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide full name, Social Security Number, current address and telephone number, and date and place of separation. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Director, Administrative Services Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide full name, Social Security Number, current address and telephone number, and date and place of separation. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; official personnel actions. Exemptions claimed for the system: None. AAFES 0404.01 System name: Incentive Awards Case Files. System location: Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598; Army and Air Force Exchange Service-Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz-Kastel, Germany. Categories of individuals covered by the system: All U.S. dollar-paid employees of the Army and Air Force Exchange Service who are recipients of awards. Categories of records in the system: Name, Social Security Number, grade/step, position title, award for which nominated and justification therefor, accomplishments, requirements of position held, organization in which employed, and similar relevant data. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 215-3, Nonappropriated Funds Personnel Policies and Procedures; and Army Regulation 60-21, Personnel Policies; and E.O. 9397 (SSN). Purpose(s): To consider and select employees for incentive awards and other honors and to publicize those granted. 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: Information may be disclosed to public and private organizations, including news media, which grant or publicize employee awards or honors. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in filing cabinets. Retrievability: By individual's surname. Safeguards: Records are accessible only to designated individuals having official need therefor. Retention and disposal: Records are retained for 2 years, following which they are destroyed by shredding. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: PE, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide full name, Social Security Number, current address and telephone number, and sufficient details to permit locating the record. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: PE, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide full name, Social Security Number, current address and telephone number, and sufficient details to permit locating the record. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the nominating official; approving authority; individual's official personnel file. Exemptions claimed for the system: None. AAFES 0405.03 System name: Personnel Appeals and Grievances. System location: Office of the General Counsel at Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236- 1598; and Army and Air Force Exchange Service-Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz-Kastel, Germany. Categories of individuals covered by the system: Any employee of the Army and Air Force Exchange Service (AAFES) who has filed an appeal of an adverse action and/or is contesting a personnel action when the appeal/grievance has been referred to the appropriate General Counsel's office. Categories of records in the system: Correspondence, documentation, and memoranda concerning the appeal/grievance. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 215-3; Nonappropriated Funds Personnel Policies and Procedures; and Army Regulation 690-700, Personnel Relations and Services. Purpose(s): To determine propriety and legal sufficiency or the agency's action in the appeal or grievance matter. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in locked file cabinets. Retrievability: By employee's surname. Safeguards: Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel who are properly screened, cleared and trained. Retention and disposal: Retained in the servicing General Counsel's office for 1 year after final decision is made; subsequently retired to the AAFES warehouse or servicing General Services Administration records holding center where it is held 6 years before being destroyed by shredding. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the General Counsel at the Army and Air Force Exchange Service location where appeal/grievance was filed. Individual should provide full name, current address and telephone number, the latest correspondence received by them from the General Counsel's office, if available, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the General Counsel at the Army and Air Force Exchange Service location where appeal/grievance was filed. Individual should provide full name, current address and telephone number, the latest correspondence received by them from the General Counsel's office, if available, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From AAFES personnel office responsible for records on the employee; from the AAFES Grievance Examiner; and from the AAFES employee and/or his/her representative. Exemptions claimed for the system: None. AAFES 0405.11 System name: Individual Health Records. System location: Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598; HQ Army and Air Force Exchange Service-Europe, Pinder Barracks, Schwabacherster 20 8502 Zirndorf. Categories of individuals covered by the system: Employees of the Army and Air Force Exchange Service (AAFES). Categories of records in the system: Name, Social Security Number, organizational location, date of birth, medical data recorded by treating nurse/physician, information provided by individual's personal physician regarding diagnosis, prognosis, and return to duty status, and similar relevant data. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 215-1, The Administration of Morale, Welfare, and Recreation Activities and Nonappropriated Fund Instrumentalities; and Army Regulation 60-21, Personnel Policies; and E.O. 9397 (SSN). Purpose(s): To provide health care and medical treatment to employees who become ill or are injured during working hours. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in locked file cabinets. Retrievability: By individual's surname. Safeguards: Records are maintained in the dispensary, available only to assigned medical personnel. Retention and disposal: Records are maintained for 6 years following termination of individual's employment; then destroyed by shredding. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Director, Administrative Services, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual must furnish full name, details concerning injury or illness and date and location of such, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Director, Administrative Services, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual must furnish full name, details concerning injury or illness and date and location of such, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the employee; his/her physician; witnesses to an injury/ accident. Exemptions claimed for the system: None. AAFES 0408.14 System name: Tuition Assistance Case Files. System location: Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Categories of individuals covered by the system: Employees of the Army and Air Force Exchange Service who apply for tuition assistance for degree programs. Categories of records in the system: Individual's application, academic transcripts, curricula, grade reports, request for disbursement, agency approval/disapproval, similar relevant documents. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 215-1, The Administration of Morale, Welfare, and Recreation Activities and Nonappropriated Fund Instrumentalities; Army Regulation 60-21, Personnel Policies; and E.O. 9397 (SSN). Purpose(s): To maintain information on participants in the tuition assistance program. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in locked cabinets. Retrievability: By employee's Social Security Number. Safeguards: Information is accessed only by designated individuals having need therefor in the performance of official duties. Retention and disposal: Records are destroyed 3 years following individual's completion of degree program/courses. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Senior Vice President, People Resources Directorate, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide his/her full name, Social Security Number, details concerning application for tuition assistance, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Senior Vice President, People Resources Directorate, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide his/her full name, Social Security Number, details concerning application for tuition assistance, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual. Exemptions claimed for the system: None. AAFES 0408.17 System name: HPP Employee Upward Mobility Program Files. System location: Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598; Army and Air Force Exchange Service-Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz-Kastel, Germany; and Exchange Regions and Area Exchanges at posts, bases, and satellites world-wide. 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: Employees of the Army and Air Force Exchange Service. Categories of records in the system: Name, Social Security Number, current job title, grade, job location, primary career field desired, training courses required, and dates training courses completed. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 215-3, Nonappropriated Funds Personnel Policies and Procedures; Army Regulation 60-21, Personnel Policies; and E.O. 9397 (SSN). Purpose(s): To assist the servicing personnel office in identifying and referring qualified employees for vacant positions. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in locked file cabinets. Retrievability: By employee's surname. Safeguards: Information is accessible only to designated individuals having an official need therefor in the performance of assigned duties. Retention and disposal: Records are retained until (a) the associate is promoted into management, at which time the records are incorporated into the person's Official Personnel Folder; (b) the associate severs his/her employment with the Army and Air Force Exchange Service, at which time they are destroyed; or (c) if associate is reinstated at another AAFES location, record is forwarded to the gaining personnel office. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Senior Vice President, People Resources Directorate, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide full name, Social Security Number, job location, and duty phone. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Senior Vice President, People Resources Directorate, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide full name, Social Security Number, job location, and duty phone. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual. Exemptions claimed for the system: None. AAFES 0409.01 System name: AAFES Accident/Incident Reports. System location: Safety and Security Offices of Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236- 1598; Army and Air Force Exchange Service-Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz-Kastel, Germany; Exchange Exchange Regions and Area Exchanges at posts, bases, and satellites world-wide. 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: Individuals involved in accidents, incidents, or mishaps resulting in theft or reportable damage to Army and Air Force Exchange Service (AAFES) property or facilities; individuals injured or become ill as a result of such accidents, incidents, or mishaps. Categories of records in the system: AAFES Accident Report, AAFES Incident Report, record of injuries and illnesses; physicians' reports; witness statements; investigatory reports; similar relevant documents. Authority for maintenance of the system: E.O. 12196; Army Regulation 60-21, Personnel Policies; and E.O. 9397 (SSN). Purpose(s): To record accidents, incidents, mishaps, fires, theft, etc., involving Government property; and personal injuries/illnesses in connection therewith, for the purposes of recouping damages, correcting deficiencies, initiating appropriate disciplinary action; filing of insurance and/or workmen's compensation claims therefor; and for managerial and statistical reports. 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: Information may be disclosed to the Department of Labor to support workmen's compensation claims. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders; computer magnetic tapes and printouts; microfiche. Retrievability: By name of individual involved or injured and Social Security Number. Safeguards: Records are accessed only by designated individuals having official need therefor in the performance of their duties, within buildings protected by security guards. Retention and disposal: Paper records are retained for 2 years following which it is destroyed by shredding; information on microfiches is retained for 3 years; computer tapes reflecting historical data are permanent. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Director, Loss Prevention Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, present address and telephone number; sufficient details concerning the accident, mishap, or attendant injury to permit locating the record, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Director, Loss Prevention Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, present address and telephone number; sufficient details concerning the accident, mishap, or attendant injury to permit locating the record, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; medical facilities; investigating official; State Bureau of Motor Vehicles, State and local law enforcement authorities; witnesses; victims; official Department of Defense records and reports. Exemptions claimed for the system: None. AAFES 0410.01 System name: Employee Travel Files. System location: Headquarters, Army and Air force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598; Commander, AAFES Europe, Unit 24580, APO AE 09245; Commander, AAFES Pacific Rim Region, Unit 35163, APO AP 96378- 163; and Base on post exchange within the AAFES system. 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: Employees of the Army and Air Force Exchange Service (AAFES) authorized to perform official travel. Categories of records in the system: Documents pertaining to travel of persons on official Government business, and/or their dependents, including but not limited to travel assignment orders, authorized leave en route, availability of quarters and/or shipment of household goods and personal effects, application for passport/visas; security clearance; travel expense vouchers; and similar related documents. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 215-1, The Administration of Morale, Welfare, and Recreation Activities and Nonappropriated Fund Instrumentalities; Army Regulation 60-20, Army and Air Force Exchange Service Operating Policies; and E.O. 9397 (SSN). Purpose(s): To process official travel requests for military and civilian employees of the Army and Air Force Exchange Service; to determine eligibility of individual's dependents to travel; to obtain necessary clearance where foreign travel is involved, including assisting individual in applying for passports and visas and counseling where proposed travel involves visiting/transiting communist countries. 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: Information may be disclosed to attache' or law enforcement authorities of foreign countries. To the U.S. Department of Justice or Department of Defense legal/ intelligence/investigative agencies for security, investigative, intelligence, and/or counterintelligence operations. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in locked filing cabinets. Retrievability: By employee's surname. Safeguards: Information is accessed only by designated individuals having official need therefor in the performance of their duties. Retention and disposal: Records are destroyed after 2 years by shredding. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Director, Administrative Services Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide full name, Social Security Number, current address and telephone number, details of travel authorization/clearance documents sought, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Director, Administrative Services Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide full name, Social Security Number, current address and telephone number, details of travel authorization/clearance documents sought, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, official travel orders, travel expense vouchers, receipts and similar relevant documents. Exemptions claimed for the system: None. AAFES 0502.02 System name: Biographical Files. System location: Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598 and the Army and Air Force Exchange Service-Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz-Kastel, Germany. Categories of individuals covered by the system: Key military and civilian employees of the Army and Air Force Exchange Service world-wide. Categories of records in the system: Individual's name, position title and organizational location, home address, date and place of birth, marital status including names of spouse and children, educational background, military status, awards and decorations, community and civic interest data, photograph, and similar relevant information. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; and Army Regulation 360-5, Public Information. Purpose(s): To prepare feature articles for hometown newspapers, trade media, community interests, and similar public service groups. 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: Information may be disclosed to public and private organizations including news media. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders. Retrievability: By individual's surname. Safeguards: Records are accessed only by designated individuals having official need therefor, in buildings protected by security guards or military police. Retention and disposal: Records are retained for 1 year following termination of individual's assignment or employment; then destroyed. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Director, Public Affairs Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, current address and telephone number, details surrounding the event or incident, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Director, Public Affairs Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, current address and telephone number, details surrounding the event or incident, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; official AAFES records and reports. Exemptions claimed for the system: None. AAFES 0602.04a System name: Legal Office Management System. System location: Office of the General Counsel at Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236- 1598; and Headquarters Army and Air Force Exchange Service-Europe, In der Witz 14-18, 55252 Mainz-Kastel, APO AP 96378-5163. Categories of individuals covered by the system: Individuals against whom Army and Air Force Exchange Service (AAFES) has filed a complaint or similar pleading in a court or administrative body. Categories of records in the system: Pleadings and documents filed by parties to the action and documentation, correspondence, and memoranda pertaining thereto. Authority for maintenance of the system: 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 8013, Secretary of the Air Force; Army Regulation 215-1, The Administration of Morale, Welfare, and Recreation Activities and Non-appropriate Fund Instrumentalities; Army Regulation 60-21, Personnel Policies;and E.O. 9397 (SSN). Purpose(s): To process complaints against individuals; to initiate litigation as necessary. 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: The DoD ``Blanke Routine Uses'' set forth at the beginning of the Army's compilation of systems of records notices apply to this system. 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 (15 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. Disclosure of records is limited to the individual's name, address, Social Security Number, and other information necessary to establish the individual's identity; the amount, status, and history of the claim; and the agency program under which the claim arose. This disclosure will be made only after the procedural requirement of 31 U.S.C. 3711(f) has been followed. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders and on electronic storage media. Retrievability: By surname and Social Security Number of defendant in the proceeding. Safeguards: Records are maintained in buildings have security guards and are restricted to authorized personnel who are properly screened, cleared. Access to computer databases is limited to users with passwords. AAFES management monitors use of the system. Retention and disposal: Records are permanent. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: General Counsel, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, current address and telephone number, copy of latest correspondence from AAFES, if available, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: General Counsel, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. AAFES 0602.04b System name: Claims and/or Litigation Against AAFES. System location: Office of the General Counsel, Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236- 1598; HQ, Army and Air Force Exchange Service-Europe, Pinder Barracks, Schwabacherster 20 8502 Zirndorf. Categories of individuals covered by the system: Any individual who has filed a claim against Army and Air Force Exchange Service (AAFES), a complaint or similar pleading in a court or administrative body in which an AAFES employee or the Army and Air Force Exchange Service is named as a defendant. Categories of records in the system: Claims, pleading, motions, briefs, orders, decisions, memoranda, opinions, supporting documentation, and allied materials involved in representing the Army and Air Force Exchange Service in the Federal Court System. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 215-1, The Administration of Morale, Welfare, and Recreation Activities and Nonappropriated Fund Instrumentalities; and Army Regulation 60-21, Personnel Policies. Purpose(s): To investigate claims and prepare responses; to defend the Army and Air Force Exchange Service in civil suits filed against it in the Federal Court System. 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: Information may be disclosed to the Department of Justice and U.S. Attorneys' offices handling a particular case. Most of the information is filed in some manner in the courts in which litigation is pending and therefore is a public record. In addition, some of the information will appear in the written orders, opinions, and decisions of the courts which, in turn, are published in the Federal Reporter System under the name or style of the case and are available to individuals with access to a law library. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders. Retrievability: By last name of claimant/plaintiff. Safeguards: Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel who have need therefor in the performance of official duties. Retention and disposal: Claim records are destroyed after 6 years. Litigation records are permanent; they are retained in the servicing General Counsel's Office until judicial proceedings have been resolved, following which they are retired to the servicing General Services Administration records holding center. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: General Counsel, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide his/her full name, current address and telephone number, latest correspondence received from the servicing General Counsel's office if available, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: General Counsel, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide his/her full name, current address and telephone number, latest correspondence received from the servicing General Counsel's office if available, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From official records of the Army and Air Force Exchange Service; claimants; litigants. Exemptions claimed for the system: None. AAFES 0604.02 System name: Unfair Labor Practice Claim/Charges Files. System location: Office of the General Counsel at Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236- 1598; HQ Army and Air Force Exchange Service-Europe, Pinder Barracks, Schwabacherster 20 8502 Zirndorf; personnel offices at Exchange Regions and Area Exchanges at posts, bases, and satellites world- wide. Categories of individuals covered by the system: Employees of the Army and Air Force Exchange Service (AAFES) who are permitted to file charges/claims pursuant to Executive Order 11491, as amended. Categories of records in the system: Written allegations of unfair labor practice; supporting correspondence/documentation/memoranda. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; E.O. 11491, October 31, 1969, as amended; Army Regulation 215-3, Nonappropriated Funds Personnel Policies and Procedures; and Army Regulation 60-21, Personnel Policies. Purpose(s): To review and process charges/claims of unfair labor practices through formal/informal negotiations; for managerial and statistical reports. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders. Retrievability: By individual's surname. Safeguards: Records are maintained in areas accessible only to designated persons having official need therefor in the performance of their duties. Buildings housing records are protected by security guards. Retention and disposal: Records are retained 5 years in an active file; then transferred to the servicing AAFES warehouse or General Services Administration records holding center for an additional 5 years, following which they are destroyed by shredding. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: General Counsel, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, Social Security Number, last employing station, details sufficient to locate the record, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: General Counsel, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, Social Security Number, last employing station, details sufficient to locate the record, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, the union representative, witnesses, official records of the Army and Air Force Exchange Service. Exemptions claimed for the system: None. AAFES 0607.01 System name: Confidential Financial Disclosure Report. System location: Office of the General Counsel at Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236- 1598 and Army and Air Force Exchange Service-Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz-Kastel, Germany. Categories of individuals covered by the system: Each officer of a uniformed service assigned to AAFES whose pay grade is less than O-7 and each employee whose position is classified at Grade 15 (NF-5/Tier 1) or below and whose basic duties and responsibilities require the employee or officer to participate personally and substantially in a way that the final decision or action will have a direct and substantial economic effect on the interests of any non-Federal entity or the agency concludes in accordance with Federal regulation that the duties and responsibilities of the employee's position require the employee to file such a report to avoid involvement in a real or apparent conflict of interest. Categories of records in the system: Standard Form 450, `Confidential Financial Disclosure Report,' and endorsements or documents relevant to information on this form. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 215-5, Nonappropriated Funds Accounting Policy and Reporting Procedures; Army Regulation 60- 20; Army and Air Force Exchange Service Operating Policies; E.O. 9397 (SSN); E.O. 12674 as amended by E.O. 12731. Purpose(s): These records are maintained to meet requirements of E.O. 12674, as amended by E.O. 12731 (5 CFR 2634.901, Subpart I), on the policies of Confidential Financial Disclosure Reporting. Such statements are required to assure compliance with the standards of conduct for Government employees contained in the Executive Orders, Federal regulations, and Title 18 of the U.S.C., and to determine if a conflict of interest exists between the employment of individuals by the Federal Government and their personal employment or other financial interests. 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: These statements and amended statements required by or pursuant to E.O. 12674, as amended by E.O. 12731, are to be held in confidence and no information shall be disclosed except: a. To disclose pertinent information to the appropriate Federal, State, or local agency responsible for investigating, prosecuting, enforcing, or implementing a statute, rule, regulation, or order, where the disclosing agency becomes aware of an indication of a violation or potential violation of civil or criminal law or regulation. b. To disclose information to another Federal agency, to a court, or a party in litigation before a court or in an administrative proceeding being conducted by a Federal agency, either when the Government is party to a judicial proceeding or in order to comply with the issuance of a subpoena. c. To disclose information to any source when necessary to obtain information relevant to a conflict-of-interest investigation or determination. d. By the National Archives and Records Administration, General Services Administration, in record management inspections conducted under authority of 44 U.S.C. 2904 and 2906. e. To disclose, in response to a request for discovery or for appearance of a witness, information that is relevant to the subject matter involved in a pending judicial or administrative proceeding, in which the filer is directly involved. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in locked file cabinets. Retrievability: By individual's surname. Safeguards: Information is accessible only to designated authorized persons who are properly screened, cleared and trained, having official need therefor in the performance of official duties. Retention and disposal: Retained until individual no longer occupies a position for which Standard Form 450 is required. Destroyed by shredding six years after the individual has left the position, except that documents needed in an on-going investigation will be retained until no longer needed in the investigation. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the General Counsel at the Army and Air Force Exchange Service location where the reports were filed. Individuals should provide their full name, period covered by the report filed, locations(s) of employment, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the General Counsel at the Army and Air Force Exchange Service location where the reports were filed. Individuals should provide their full name, period covered by the report filed, locations(s) of employment, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual. Exemptions claimed for the system: None. AAFES 0702.22 System name: Check-Cashing Privilege Files. System location: Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598; AAFES Europe, Europe Accounting Support Office, CMR 429, APO AE 09054; AAFES Pacific Rim, Accounting Support Center, Unit 35163, APO AP 96378-5163; and Post and base exchanges within the AAFES system. 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: Customers of the Army and Air Force Exchange Service: military, dependents, retirees, and Exchange employees. Categories of records in the system: Customer's name, Social Security Number, category of customer (i.e., dependent, retiree, active duty member), amounts of checks not paid by bank, collection efforts, and relevant documentation. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 215-5, Nonappropriated Funds Accounting Policy and Reporting Procedures; Army Regulation 60- 20; Army and Air Force Exchange Service Operating Policies; and E.O. 9397 (SSN). Purpose(s): To determine customer's eligibility to cash checks. 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: In overseas areas, information is disclosed to military banking facilities. These facilities are branches of U.S. based financial institutions which are under contract to the Department of Defense to provide banking services to U.S. military and affiliated civilian personnel overseas. Any financial losses sustained by these activities in support of the Department of Defense program are underwritten by the Department of Defense using appropriated funds. The financial institutions use the check-cashing information only to determine whether to cash checks or similar negotiable instruments for individuals - not to award or deny other banking privileges. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices apply to this system. Disclosures to consumer reporting agencies: Disclosure 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 (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701 (a)(3)). Disclosure of records is limited to the individual's name, address, Social Security Number, and other information necessary to establish the individual's identity; the amount, status, and history of the claim; and the agency program under which the claim arose. This disclosure will be made only after the procedural requirement of 31 U.S.C. 3711(f) has been followed. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records; computer tapes, discs, and printouts. Retrievability: By customer name and Social Security Number. Safeguards: All information is stored in locked rooms within secured buildings and is accessed only by designated personnel having official need therefor, primarily by individuals authorized to cash checks. Retention and disposal: Records are retained by the Office of the General Counsel until indebtedness has been satisfied, determined to be uncollectible, or additional administrative action is required. Upon completion, records are transferred to the Accounts Receivable Division (FA-O/R) and maintained with appropriate check cashing privilege records. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the local Exchange where check was cashed (or refused) or to the Commander, Army and Air Force Exchange Service, ATTN: FA, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide full name, Social Security Number or other acceptable identifying information that will facilitate locating the records. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the local Exchange where check was cashed (or refused) or to the Commander, Army and Air Force Exchange Service, ATTN: FA, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide full name, Social Security Number or other acceptable identifying information that will facilitate locating the records. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; his/her checks; financial institutions. Exemptions claimed for the system: None. AAFES 0702.23 System name: Dishonored Check Files. System location: Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598; Army and Air Force Exchange Service-Europe, Europe Accounting Support Office, CMR 429, APO AE 09054; Army and Air Force Exchange Service-Pacific Rim, Accounting Support Center, Unit 35163, APO AP 96378-5163; and Post and base exchanges within the AAFES system. 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: Individuals who have negotiated dishonored checks at Army and Air Force Exchange Service (AAFES) facilities and whose check cashing privilege is under review by the General Counsel. Categories of records in the system: Individual's name, Social Security Number, indebtedness, collection efforts, and relevant documentation. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Federal Claims Collection Act of 1966 (Pub L. 89-508), as amended; Debt Collection Act of 1982 (Pub L. 97- 365), as amended by the Debt Collection Improvement Act of 1996 (Pub.L. 104-134, section 31001); Army Regulation 215-5, Nonappropriated Funds Accounting Policy and Reporting Procedures; AR 60-20/AFR 147-14, Army and Air Force Exchange Service Operating Policies; and E.O. 9397 (SSN). Purpose(s): To collect dishonored check indebtedness. 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 a private contractor for the purpose of collection services to recover moneys owed to the U.S. Government. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices apply to this system. Disclosures 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); 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 and automated records. Retrievability: By surname and Social Security Number of the individual responsible for dishonored check. Safeguards: Records are maintained in buildings having security guard and are accessed only by personnel having official need therefor who are properly screened, cleared and trained. Retention and disposal: Records are retained by the Office of the General Counsel until indebtedness has been satisfied, determined to be uncollectible, or additional administrative action is required. Upon completion, records are transferred to the Accounts Receivable Division (FA-O/R) and maintained with appropriate check cashing privilege records and destroyed after 10 years. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: General Counsel, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, Social Security Number, current address and telephone number, latest correspondence from AAFES if available, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: General Counsel, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, Social Security Number, current address and telephone number, latest correspondence from AAFES if available, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, his/her employer, law enforcement investigative agencies, banking facilities, consumer reporting agencies, and sources that furnish information regarding individual's credit. Exemptions claimed for the system: None. AAFES 0702.34 System name: Accounts Receivable Files. System location: Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598; Army and Air Force Exchange Service-Europe, Europe Accounting Support Office, CMR 429, APO AE 09054; Army and Air Force Exchange Service-Pacific Rim, Accounting Support Center, Unit 35163, APO AP 96378-5163; and Post and base exchanges within the Army and Air Force Exchange Service (AAFES) system. 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: Army and Air Force Exchange Service customers (military, retirees, civilian, and civilian dependents). Categories of records in the system: Case files relating to debts owed by individuals, including dishonored checks, deferred payment plans, home layaway, salary/ travel advances, pecuniary liability claims and credit cards. These files include all correspondence to the debtor/his or her commander, notices from banks concerning indebtedness, originals or copies of returned checks, envelopes showing attempts to contact the debtor, payment documentation, pay adjustment authorizations, deferred payment plan applications, charges and statements or accounts, and home layaway cards. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Secretary of the Army and 10 U. S.C. 8013, Secretary of the Air Force; Federal Claims Collection Act of 1966 (Pub.L. 89-508, as amended); Debt Collection Act of 1982 (Pub.L. 97-365), as amended by the Debt Collection Improvement Act of 1996 (Pub.L. 104-134, section 31001); AR 60-20/AFR 147-14, Army and Air Force Exchange Service Operating Policies; and E.O. 9397 (SSN); 31 CFR 285.11, Administrative Wage Garnishment; DoD 700-14-R, Dod Financial Management Regulation. Purpose(s): To process, monitor, and post audit accounts receivable, to administer the Federal Claims Collection Act, and to answer inquiries pertaining thereto. To collect indebtedness. 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 U.S. Department of Justice/U.S. Attorneys for legal action and/or final disposition of the debt claim. To the Internal Revenue Service (IRS) to obtain locator status for delinquent accounts receivables (controls exist to preclude redisclosure of solicited IRS address data; and/or to report write- off amounts as taxable income as pertains to amounts compromised and accounts barred from litigation due to age). To private collection agencies for collection action when the internal collection efforts have been exhausted. To the Department of the Treasury, Financial Management Service, for the purpose of collecting delinquent debts owed to the U.S. Government via administrative offset. To any employer (person or entity) that employs the services of others and that pays their wages or salaries, where the employee owes a delinquent nontax debt to the United States. the term employer includes, but is not limited to, State and local governments, but does not include any agency of the Federal Government. The `Blanket Routine Uses' that appear at the beginning of the Army's compilation of systems of records notices apply to this system. 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); 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 and automated records. Retrievability: Retrieved by customer's surname or Social Security Number. Safeguards: Records are maintained in areas accessible only by authorized personnel within AAFES-FA-O/R. Retention and disposal: Records are retained in current files until close of fiscal year in which receivable is cleared. At year end, files are stored for 10 years and subsequently destroyed by shredding. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Chief, Accounts Receivable Division, Comptroller Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individuals should provide full name, Social Security Number, or other acceptable identifying information that will facilitate locating the records. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Chief, Accounts Receivable Division, Comptroller Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individuals should provide full name, Social Security Number, or other acceptable identifying information that will facilitate locating the records. Contesting record procedures: The Army's rules for accessing records and for contesting contents and appealing initial agency determinations are published in Army Regulation 340-21; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the customer and from correspondence between AAFES and Vendors. Exemptions claimed for the system: None. AAFES 0702.43 System name: Travel Advance Files. System location: Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598; AAFES-Europe, Europe Accounting Support Office, CMR 429, APO AE 09054; AAFES Pacific Rim, Accounting Support Center, Unit 35163, APO AP 96378-5163; and Post and base exchanges within the AAFES system. 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: Employees required to perform official travel. Categories of records in the system: Individual's name, organization to which assigned, details of official travel, amount advanced, and similar relevant data. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 215-5, Nonappropriated Funds Accounting Policy and Reporting Procedures; Army Regulation 60- 21, Personnel Policies; and E.O. 9397 (SSN). Purpose(s): To monitor travel advances against individual's authorized official travel and to ensure settlement of indebtedness to the Government. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in metal filing cabinets. Retrievability: By employee's Social Security Number. Safeguards: Records are accessed only by designated employees having official need therefor in the performance of their duties. Retention and disposal: Records are destroyed 1 year following settlement of an individual's travel advance account. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Payroll and Employee Benefits Division (FA-O/P), 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, sufficient details concerning records sought, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Payroll and Employee Benefits Division (FA-O/P), 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, sufficient details concerning records sought, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, records of the AAFES office issuing travel advance. Exemptions claimed for the system: None. AAFES 0703.07 System name: AAFES Employee Pay System Records. System location: Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598; Commander, Army and Air Force Exchange Service-Pacific Rim Region, Unit 35163, APO AP 96378-0163; and Commander, Army and Air Force Exchange Service-Europe, Unit 24580, APO AE 09245. Categories of individuals covered by the system: Civilian employees of the Army and Air Force Exchange System (AAFES). Categories of records in the system: Employee's name; Social Security Number; AAFES facility number; individual's pay, leave, and retirement records, withholding/ deduction authorization for allotments, health benefits, life insurance, savings bonds, financial institutions, etc.; tax exemption certificates; personal exception and indebtedness papers; subsistence and quarters records; statements of charges, claims; roster and signature cards of designated timekeepers; payroll and retirement control and working paper files; unemployment compensation data requests and responses; reports of retirement fund deductions; management narrative and statistical reports relating to pay, leave, and retirement. Authority for maintenance of the system: Title 6, GAO Policy and Procedures Manual for Guidance of Federal Agencies; 10 U.S.C. 3013 and 8013; Army Regulation 215-5, Nonappropriated Funds Accounting Policy and Reporting Procedures; Army Regulation 60-21, Personnel Policies; and E.O. 9397 (SSN). Purpose(s): To provide basis for computing civilian pay entitlements; to record history of pay transactions, leave accrued and taken, bonds due and issued, taxes paid; to answer inquiries and process claims. 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 Treasury Department to record checks and bonds issued. To the Internal Revenue Service to report taxable earnings and taxes withheld; to locate delinquent debtors. To States and Cities/Counties to provide taxable earnings of civilian employees to those states and cities or counties which have entered into an agreement with the Department of Defense and the Department of the Treasury. To State Employment Offices to provide information relevant to the State's determination of individual's entitlement to unemployment compensation. To the U.S. Department of Justice/U.S. Attorneys for legal action and/or final disposition of debt claims against the Army and Air Force Exchange Service. To private collection agencies for collection action when the Army and Air Force Exchange Service has exhausted its internal collection efforts. The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices apply to this system. Disclosure to consumer reporting agencies: Disclosure 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 (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). Disclosure of records is limited to the individual's name, address, Social Security Number, and other information necessary to establish the individual's identity; the amount, status, and history of the claim; and the agency program under which the claim arose. This disclosure will be made only after the procedural requirement of 31 U.S.C. 3711(f) has been followed. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders and in bulk storage; card files; computer magnetic tapes, discs and printouts; microfiches, microfilm. Retrievability: Automated records are retrieved by employee's Social Security Number within payroll block; manual records are retrieved by individual's surname or Social Security Number. Safeguards: Records are restricted to personnel who are properly cleared and trained and have an official need therefor. In addition, integrity of automated data is ensured by internal audit procedures, data base access accounting reports and controls to preclude unauthorized disclosure. Retention and disposal: The majority of documents are retained 4 years after which they are destroyed by shredding. Exceptions are Time and Attendance sheets: retained 6 years; W-2 data and employer quarterly Federal tax returns are retained 5 years; Payroll Registers are permanent. System manager(s) and address: Commander, HQ Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, HQ Army and Air Force Exchange Service, ATTN: FA, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, Social Security Number, current address and telephone number; if terminated, include date and place of separation. Record access procedures: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, HQ Army and Air Force Exchange Service, ATTN: FA, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, Social Security Number, current address and telephone number; if terminated, include date and place of separation. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; personnel actions; other agency records and reports. Exemptions claimed for the system: None. AAFES 0903.06 System name: Personnel Management Information System. System location: Centralized at 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 Commander, AAFES Pacific Rim Region, Unit 35163, APO AP 96378-5163; Commander, AAFES Europe Region, Unit 24580, APO AE 09245; and 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: All employees of the Army and Air Force Exchange Service. Categories of records in the system: Individual's name, Social Security Number, Exchange location, home address; date of birth; date hired, leave accrual data, retirement participation data, service award data, citizenship, marital status, sex, security clearance, military status, sponsor affiliation where employee is a dependent of a U.S. Government/ military member, job code and title, employment category, pay plan, wage schedule, base hourly rate, scheduled work week, Federal and State tax exemptions, type of insurance coverage, authorized deductions, life insurance coverage, physical examination documents, education and experience, licenses, career plans, Personnel Evaluation Reports, training course data, and similar relevant information. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 215-3, Nonappropriated Funds Personnel Policies and Procedures; Army Regulation 60-21, Personnel Policies; and E.O. 9397 (SSN). Purpose(s): To produce reports and statistical analyses of the civilian work force strength trends and composition in support of established manpower and budgetary programs and procedures; verify employment; provide data in support of Equal Employment Opportunity Program requirements; provide locator and emergency notification data; respond to union requests; identify training requirements; provide salary data for current and projected fiscal guidance, personnel data for current and projected staffing requirements; provide suspense system for within grade increases, length of service awards, performance ratings, pay adjustments and tenure groups; provide data for retirement processing, individual personnel actions; analyze leave usage; investigate complaints, grievances and appeals; respond to requests from courts and regulatory bodies; provide incentive awards information; provide qualified candidates to fill position vacancies; counsel employees on career development; plan dependent services in overseas areas; determine validity of individual claims related to pay adjustments; and for other managerial and statistical studies, records, and reports. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's 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: Computer tapes/discs; printouts. Retrievability: By name or Social Security Number. Safeguards: Disc and tape files reside in restricted areas accessible only to authorized personnel who are properly screened, cleared, and trained. Manual records and computer printouts containing personal identifiers are maintained in locked file cabinets and are available only to individuals having official need therefor. Retention and disposal: Disc files are retained for 18 months after employee separates and are destroyed with the exception of employees terminated under disciplinary action (ineligible for rehire), retired employees and all employees under the Universal Annual Salary Plan whose file remains a permanent record. Back-up tapes are retained for 90 days. Computer printouts are maintained as follows: system edit reports are destroyed upon verification that errors have been corrected; printouts produced for managerial reports are maintained for periods varying from 2 to 10 years; source documents and computer printouts which are included as part of the employee's Official Personnel Folder are permanent. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Senior Vice President, People Resources Directorate, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individuals should provide full name, Social Security Number, current address and telephone number and, if terminated, include date of birth, date of separation, and last employing location. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Senior Vice President, People Resources Directorate, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individuals should provide full name, Social Security Number, current address and telephone number and, if terminated, include date of birth, date of separation, and last employing location. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the employee, his/her supervisor, AAFES records and reports, Official Personnel Folder. Exemptions claimed for the system: None. AAFES 1203.03 System name: Appointment of Contracting Officers. System location: Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Categories of individuals covered by the system: Military or civilian personnel assigned to the Army and Air Force Exchange Service (AAFES) are appointed as contracting officers. Categories of records in the system: Name, Social Security Number, job title and grade, qualifications, training and experience, request for appointment as contracting officer, copy of Certificate of Appointment, and other correspondence and documents relating to individual's qualifications therefor. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 215-4, Nonappropriated Fund Contracting; Army Regulation 60-20, Army and Air Force Exchange Service Operating Policies; and E.O. 9397 (SSN). Purpose(s): To ascertain an individual's qualifications to be appointed as contracting officer; to determine if limitations on procurement authority are appropriate; to complete Certificate of Appointment. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders. Retrievability: By individual's surname. Safeguards: Information is accessible only to designated persons having official need therefor in the performance of their duties. Records are maintained in building entrance which is limited to persons assigned to AAFES. Retention and disposal: Records are maintained in the system until two years after the end of the fiscal year in which the individual's appointment as a contracting officer is terminated. At that time, the records are destroyed. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Director, Procurement Support and Policy Directorate, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, and sufficient details to permit locating the pertinent records. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Director, Procurement Support and Policy Directorate, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, and sufficient details to permit locating the pertinent records. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual, personnel records, former employers, educational institutions, AAFES records and reports. Exemptions claimed for the system: None. AAFES 1504.03 System name: Personal Property Movement and Storage Files. System location: Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598; HQ, Army and Air Force Exchange Service-Europe, Pinder Barracks, Schwabacherster 20 8502 Zirndorf. Categories of individuals covered by the system: Employees of the Army and Air Force Exchange Service (AAFES) whose permanent change of station is authorized by AAFES. Categories of records in the system: Orders authorizing shipment/storage of personal property to include privately owned vehicles and house trailers/mobile homes; Cash Collection Vouchers; Application for Shipment and/or Storage of Personal Property; Transportation Control and Movement Document; Personal Property Counseling Checklist; Government Bill of Lading; storage contracts, loss and damage claims, and similar related documents. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 215-1, The Administration of Morale, Welfare, and Recreation Activities and nonappropriated Fund Instrumentalities; Army Regulation 60-20, Army and Air Force Exchange Service Operating Policies. Purpose(s): Used by the Army and Air Force Exchange Service to arrange for the movement, storage and handling of personal property; to identify/ trace lost or damaged shipments; to answer inquiries and monitor effectiveness of personal property traffic management functions. 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: Information is disclosed to commercial carriers for the purposes of identifying ownership, verifying delivery of shipment, supporting billing for services rendered, and justifying claims for loss, damage, or theft. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in file folders; microfilm; magnetic tapes, and computer printouts. Retrievability: By individual's surname. Safeguards: Information is maintained in secured areas, accessible only to authorized personnel having an official need-to-know. Automated segments are further protected by code numbers and passwords. Retention and disposal: Documents relating to packing, shipping, and/or storing of household goods within the Continental United States are destroyed after 3 years; those relating to overseas areas are destroyed after 6 years. Documents regarding shipment of privately owned vehicles/ mobile homes are destroyed after 2 years. Shipment discrepancy reports are destroyed after 2 years or when claim/investigation is settled, whichever is later. Administrative files reflecting queries and responses are retained for 2 years; then destroyed. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Director, Administrative Services Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, Social Security Number, current address and telephone number, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Director, Administrative Services Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75266-0202. Individual should provide their full name, Social Security Number, current address and telephone number, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: Provided by the individual whose personal property is shipped/ stored; by the carrier/storage facility. Exemptions claimed for the system: None. AAFES 1609.02 System name: AAFES Customer Service. System location: Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598; Army and Air Force Exchange Service-Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz-Kastel, Germany; and Exchange Regions and Area Exchanges at posts, bases, and satellites world-wide. 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: Army and Air Force Exchange Service (AAFES) customers who use the services of the Customer Service Desk, including but not limited to those who purchase merchandise on a time payment, layaway, or special order basis, or who need purchase adjustments or refunds. Categories of records in the system: Individual's Social Security Number, copies of layaway tickets, requests for refunds, special order forms/procurement request/logs, cash receipt/charge or credit vouchers, rebate coupons, register transaction journal/log, repair vouchers, warranty documents, correspondence between AAFES and the customer and/or vendor. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 215-2, The Management and Operation of Army Morale, Welfare, and Recreation Programs and nonappropriated Fund instrumentalities; Army Regulation 60-10, Army and Air Force Exchange Service General Policies; and E.O. 9397 (SSN). Purpose(s): To record customer transactions/payment for layaway and special orders; to determine payment status before finalizing transactions; to identify account delinquencies and prepare customer reminder notices; to mail refunds on canceled layaway or special orders; to process purchase refunds; to document receipt from customer of merchandise subsequently returned to vendors for repair or replacement and initiate follow-up actions; to monitor individual customer refunds; to perform market basket analysis; to improve efficiency of marketing system(s). 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: The `Blanket Routine Uses' set forth at the beginning of the Army's compilation of systems of records notices apply to this system. Disclosure to consumer reporting agencies: Disclosure 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 (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). Disclosure of records is limited to the individual's name, address, Social Security Number, and other information necessary to establish the individual's identity; the amount, status, and history of the claim; and the agency program under which the claim arose. This disclosure will be made only after the procedural requirement of 31 U.S.C. 3711(f) has been followed. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file boxes and cabinets; and on electronic records stored in computers, on tapes or disk drives. Retrievability: By customer's surname, Social Security Number, document control number, and/or due date. Safeguards: Records are maintained in secured areas, accessible only to authorized personnel having need for the information in the performance of their duties. Retention and disposal: Cancelled or completed layaway tickets are held for 6 months after cancellation or delivery of merchandise; purchase orders are retained for 2 years; transaction records are retained for 2 years; refund vouchers are retained for 6 years; returned merchandise slips are retained for 6 years; cash receipt vouchers are retained for 3 years; repair/replacement order slips are held 2 years. All records are destroyed by shredding, all electronic records are destroyed by erasing/reformatting the media. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: SD, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide name and sufficient details of purchase to enable locating pertinent records, current address and telephone number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: SD, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide name and sufficient details of purchase to enable locating pertinent records, current address and telephone number. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; vendor. Exemptions claimed for the system: None. AAFES 1609.03 System name: AAFES Catalog System. System location: Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598; HQ, Army and Air Force Exchange Service-Europe, Pinder Barracks, Schwabacherster 20 8502 Zirndorf. Categories of individuals covered by the system: Exchange customers who place a catalog sales order. Categories of records in the system: Customer name, Social Security Number, mailing address; name and address of recipient of order, description and price of item ordered, method of shipment, amount of order/refund, returned check identifier, claim data for returns/damages to shipments, and similar relevant data. Authority for maintenance of the system: 10 U.S.C. 3013 and 8013; Army Regulation 215-2, The Management and Operation of Army Morale, Welfare, and Recreation Programs and Nonappropriated Fund Instrumentalities; Army Regulation 60-20, Army and Air Force Exchange Service Operating Policies; and E.O. 9397 (SSN). Purpose(s): To locate order information to reply to customer inquiries, complaints; to create labels for shipment to proper location; to refund customer remittances or to collect monies due; to provide claim and postal authorities with confirmation/ certification of shipment for customer claims for damage or lost shipments. 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: The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records; magnetic tapes and printouts; microfiche, microfilm. Retrievability: By customer order information, Social Security Number, or insurance number assigned to shipment. Safeguards: Access to information is restricted to persons having official need therefor; computer operations rooms are locked and visitors screened for entry. Retention and disposal: Information is maintained in computer files for 180 days following completion of shipment. Microfilm and microfiche are retained for 2 years for postal claim purposes; destroyed after 6 years. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Chief, Catalog Sales Center, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide name, current address and telephone number, and sufficient details to permit locating pertinent records. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Chief, Catalog Sales Center, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide name, current address and telephone number, and sufficient details to permit locating pertinent records. 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual. Exemptions claimed for the system: None. AAFES 1703.03 System name: Personnel Security Clearance Case Files. System location: Headquarters, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598; Army and Air Force Exchange Service-Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz-Kastel, Germany; and Exchange Regions and Area Exchanges at posts, bases, and satellites world-wide. 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: Persons affiliated with the Army and Air Force Exchange Service (AAFES) by assignment, employment, contractual relationship, or as the result of an interservice support agreement on whom a personnel security clearance determination has been completed, is in process, or may be pending. Categories of records in the system: File may contain pending and completed personnel security clearance actions on individuals by personal identifying data. It may also contain briefing/debriefing statements for special programs, sensitive positions, and other related information and documents required in connection with personnel security clearance determinations. Authority for maintenance of the system: E.O. 12065; Army Regulation 215-4, Nonappropriated Fund Contracting; and Army Regulation 60-20, Army and Air Force Exchange Service Operating Policies. Purpose(s): To assist in the processing of personnel security clearance actions; to record security clearances issued or denied; and to verify eligibility for access to classified information or assignment to a sensitive position. Records may be used by AAFES commanders for adverse personnel actions such as removal from sensitive duties, removal from employment, denial to a restricted or sensitive area, and revocation of security clearance. 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: Information may be released to Federal agencies based on formal accreditation as specified in official directives; regulations; to Federal, State, local, and foreign law enforcement, intelligence, or security agencies in connection with a lawful investigation under their jurisdiction. The `Blanket Routine Uses' set forth at the beginning of the Army's 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 records in folders; cards; computer tapes, punched cards, or discs. Retrievability: By individual's surname. Safeguards: Records are located in locked safes or cabinets; access is restricted to designated individuals having need therefor in the performance of official duties. Retention and disposal: Records are permanent. They are retained in active file until the end of the fiscal year in which the individual is no longer employed or associated with the Army and Air Force Exchange Service; held 2 additional years in inactive status and retired to the National Personnel Records Center, 111 Winnebago Street, St. Louis, MO 63118- 4199. System manager(s) and address: Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Director, Loss Prevention Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-1598. Individual should provide their full name, Social Security Number, present address and telephone number, and signature. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Army and Air Force Exchange Service, ATTN: Director, Loss Prevention Division, 3911 S. Walton Walker Boulevard, Dallas, TX 75266-0202. Individual should provide their full name, Social Security Number, present address and telephone number, and 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; 32 CFR part 505; or may be obtained from the system manager. Record source categories: From the individual; investigative results furnished by the Defense Investigative Service and other Federal, Department of Defense, State, local, and/or foreign law enforcement agencies. Exemptions claimed for the system: None. Directory of United States Army, Army and Air Force Exchange Service (AAFES), and Federal Acquisition Institute (FAI) Addresses This directory is published to enable users of systems of records notices to identify the location of such systems of records in order to request access to and amendment of records. The Following Elements of the Army Constitute the Headquarters, Department of the Army Office of the Secretary of the Army, 101 Army Pentagon, Washington, DC 20310-0101. Office of the Under Secretary of the Army, 102 Army Pentagon, Washington, DC 20310-0102. Office of the Administrative Assistant of the Secretary of the Army, 105 Army Pentagon, Washington, DC 20310-0105. Office of the Assistant Secretary of the Army for Acquisitions, Logistics, and Technology, 2511 Jefferson Davis Highway, Arlington, VA 22202-3926. Office of the Assistant Secretary of the Army Civil Works, 108 Army Pentagon, Washington, DC 20310-0108. Office of the Assistant Secretary of the Army Financial Management and Comptroller, 109 Army Pentagon, Washington, DC 20310- 0109. Office of the Assistant Secretary of the Army (Installations and Environment), 110 Army Pentagon, Washington, DC 20310-0110. Office of the Assistant Secretary of the Army (Manpower and Reserve Affairs), 111 Army Pentagon, Washington, DC 20310-0111. Office of the General Counsel, 104 Army Pentagon, Washington, DC 20310-0104. Office of the Director of Information Systems for Command, Control, Communications, and Computers, 107 Army Pentagon, Washington, DC 20310-0107. Office of the Inspector General, 1700 Army Pentagon, Washington, DC 20310-1700. Office of the Auditor General, 3101 Park Center Drive, Alexandria, VA 22302-1596. Office of the Chief of Legislative Liaison, Office of the Secretary of the Army, 1600 Army Pentagon, Washington, DC 20310-1600. Office of the Chief, Public Affairs, 1500 Army Pentagon, Washington, DC 20310-1500. Director, Office of Small and Disadvantaged Business Utilization, 106 Army Pentagon, Washington, DC 20310-0106. Office of the Deputy Under Secretary of the Army for International Affairs, 102 Army Pentagon, Washington, DC 20310-0102. Office of the Deputy Under Secretary of the Army for Operations Research, 102 Army Pentagon, Washington, DC 20310-0102. Office of the Chief of Staff, 200 Army Pentagon, Washington, DC 20310-0200. Office of the Deputy Chief of Staff for Intelligence, 1000 Army Pentagon, Washington, DC 20310-1000. Office of the Deputy Chief of Staff for Logistics, 500 Army Pentagon, Washington, DC 20310-0500. Office of the Deputy Chief of Staff for Operations and Plans, 400 Army Pentagon, Washington, DC 20310-0400. Office of the Deputy Chief of Staff for Personnel, 300 Army Pentagon, Washington, DC 20310-0300. Office of the Assistant Chief of Staff for Installation Management, 600 Army Pentagon, Washington, DC 20310-0600. Office of the Chief of Engineers, 2600 Army Pentagon, Washington, DC 20310-2600. Office of the Surgeon General, 5109 Leesburg Pike, Falls Church, VA 22041-3258. Office of Chief, National Guard Bureau, 2500 Army Pentagon, Washington, DC 20310-2500. Office of the Chief, Army Reserve, 2400 Army Pentagon, Washington, DC 20310-2400. Office of the Judge Advocate General, 2200 Army Pentagon, Washington, DC 20310-2200. Office of the Chief of Chaplains, 2700 Army Pentagon, Washington, DC 20310-2700. Office of the Chief, Center of Military History, 102 4th Avenue, Fort McNair, DC 20319-5058. Major Commands Commander in Chief, U.S. Army Europe and Seventh Army, Unit 29351, APO AE 09014-0010. Commander, U.S. Army Forces Command, 1777 Hardee Avenue, SW, Fort McPherson, GA 30330-1062. Commander, U.S. Army Corps of Engineers, 20 Massachusetts Avenue NW, Washington, DC 20314-1000. Commander, U.S. Army Criminal Investigation Command, 6010 6th Street, Fort Belvoir, VA 22060-5506. Commander, U.S. Army Medical Command, 2050 Worth Road, Fort Sam Houston, TX 78234-6003. Commander, U.S. Army Intelligence and Security Command, 8825 Beulah Street, Fort Belvoir, VA 22060-5246. Commander, U.S. Army Materiel Command, 5001 Eisenhower Avenue, Alexandria, VA 22333-0001. Commander, U.S. Army Military District of Washington, 103 Third Avenue, Fort McNair, DC 20319-5058. Commander, U.S. Army South, P.O. Box 34000, Fort Buchanan, Puerto Rico 00934-5301. Commander, U.S. Army Special Operations Command (Airborne), Fort Bragg, NC 28307-5200. Commander, U.S. Army Space and Missile Defense Command, P.O. Box 15280, 111 South George Mason Drive, Arlington, VA 22215-0280. Commander, U.S. Army Training and Doctrine Command, 102 McNair, Fort Monroe, VA 23651-1047. Commander, U.S. Army Pacific, Fort Shafter, HI 96858-5100. Commander, U.S. Army Operational Test and Evaluation, Command, 4501 Ford Avenue, Alexandria, VA 22302-1458. Commander, Eighth U.S. Army, APO AP 96205-0010. Commander, U.S. Military Traffic Management Command, 200 Stovall Street, Alexandria, VA 22332-5000. Unified Commands Commander in Chief, U.S. European Command, Unit 30400 Box 10000, APO AE 09128-4209. Commander in Chief, U.S. Southern Command, 3511 NW 91st Avenue, Miami, FL 33172-1217. Commander in Chief, U.S. Special Operations Command, 7701 Tampa Point Boulevard, MacDill Air Force Base, FL 33621-5357. Commander in Chief, U.S. Atlantic Command, 1562 Mitscher Avenue, Norfolk, VA 23551-2488. Commander in Chief, U.S. Pacific Command, Honolulu, HI 96861- 4031. Commander in Chief, U.S. Space Command, 250 South Peterson Boulevard, Peterson AFB, CO 80914-3190. Commander in Chief, U.S. Transportation Command, 508 Scott Drive, Scott AFB, IL 62225-5357. Commander in Chief, U.S. Strategic Command, 901 Sac Boulevard, Offutt AFB, NE 68113-6000. Army Field Operating Agencies, Subordinate Commands, and Major Installations Alabama Commander, U.S. Army Aviation and Missile Command, Redstone Arsenal, AL 35898-5300. Commander, U.S. Army Safety Center and School, 1649 5th Avenue, Fort Rucker, AL 36362-5009. Commander, U.S. Army Engineering and Support Center P.O. Box 1600, Huntsville, AL 35807-4301. Commander, U.S. Army Engineer District Mobile, P.O. Box 2288, Mobile, AL 36628-0001. Commander, Anniston Army Depot, 7 Frankford Avenue, Anniston, AL 36201-4199. Commander, U.S. Army Aviation Center and Fort Rucker, Fort Rucker, AL 36362-5000. Alaska Commander, U.S. Army Alaska, Fort Richardson, AK 99595-5000. Commander, U.S. Army Engineer District Alaska, P.O. Box 898, Anchorage, AK 99506-0898. Arizona Commander, U.S. Army Signal Command, Fort Huachuca, AZ 85613- 5000. Commander, U.S. Army Intelligence Center and Fort Huachuca, Fort Huachuca, AZ 85613-6000. Commander, U.S. Army Yuma Proving Ground, Yuma, AZ 85635-9102. Arkansas Commander, U.S. Army Engineer District Little Rock, P.O. Box 867, Little Rock, AR 72203-0867. Commander, Pine Bluff Arsenal, 10020 Karbrich Circle, Pine Bluff, AR 71602-9500. California Commander, U.S. Army Engineer Division South Pacific, 333 Market Street, San Francisco, CA 94105-2102. Commander, U.S. Army Engineer District Los Angeles, P.O. Box 2711, Los Angeles, CA 90053-2325. Commander, U.S. Army Engineer District Sacramento, 1325 J Street, Sacramento, CA 95814-2922. Commander, U.S. Army Engineer District San Francisco, 333 Market Street, San Francisco, CA 94105-2102. Commander, National Training Center, Fort Irwin, CA 92310-5076. Colorado Commander, U.S. Army Space Command, 1670 North Newport Road, Colorado Springs, CO 80196-2749. Commander, U.S. Army Fort Carson, 1430 Wetzl Street, Fort Carson, CO 80913-5050. District of Columbia Director, U.S. Army Special Operations Agency, 400 Army Pentagon, Washington, DC 20310-0400. Commander, Armed Forces Institute of Pathology, Walter Reed Army Medical Center, 6925 16th Street NW, Washington, DC 20307-6000. Director, U.S. Army Command and Control Support Agency, 3200 Army Pentagon, Washington, DC 20310-3200. Commander, Walter Reed Army Medical Center, 6900 Georgia Avenue NW, Washington, DC 20307-5001. Commander, Fort Lesley J. McNair, 4th and P Streets, Fort McNair, DC 20319-0001. Florida Commander, U.S. Central Command, 7115 South Boundary Blvd, MacDill AFB, FL 33621-5101. Commander, U.S. Army Engineer District Jacksonville, P.O. Box 4970, Jacksonville, FL 32232-0019. Georgia Commander, U.S. Army Reserve Command, 1401 Deshler Street, Fort McPherson, GA 30330-2000. Commander, U.S. Army Engineer Division South Atlantic, 77 Forsyth Street, SW, Atlanta, GA 30303-3490. Commander, U.S. Army Engineer District Savannah, P.O. Box 889, Savannah, GA 31402-0889. Commander, Dwight David Eisenhower Army Medical Center, Fort Gordon, GA 30905-5650. Commander, U.S. Army Signal Center and Fort Gordon, Fort Gordon, GA 30905-5010. Commander, U.S. Army Infantry Center, Fort Benning, GA 31905- 5323. Commander, U.S Army Fort Stewart and Hunter Army Airfield, 42 Wayne Place, Fort Stewart, GA 31314-5044. Hawaii Commander, U.S. Army Engineer Division Pacific Ocean, Building 230, Fort Shafter, HI 96858-5440. Commander, U.S. Army Engineer District Honolulu, Building 230, Fort Shafter, HI 96858-5440. Illinois Commander, U.S. Military Entrance Processing Command, 2834 Green Bay Road, North Chicago, IL 60064-3057. Commander, U.S. Army Engineer Great Lakes Regional Office, 111 North Canal Street, Chicago, IL 60606-7205. Commander, U.S. Army Engineer District Chicago, 111 North Canal Street, Chicago, IL 60606-7205. Commander, U.S. Army Engineer District Detroit, PO Box 1037, Detroit, MI 48231-1027. Commander, U.S. Army Engineer District Rock Island, PO Box 2004, Rock Island, IL 61204-2004. Indiana Commander, U.S. Army Enlisted Records and Evaluation Center, 8899 East 56th Street, Indianapolis, IN 46249-5301. Kansas Commander, U.S. Army Combined Arms Center and Fort Leavenworth, 600 Thomas Avenue, Fort Leavenworth, KS 66027-1417. Commander, Headquarters Fort Riley, Huebner Road, Fort Riley, KS 66442-5000. Kentucky Commander, U.S. Army Recruiting Command, 1307 3rd Avenue, Fort Knox, KY 40121-2726. Commander, U.S. Army Engineer District Louisville, PO Box 59, Louisville, KY 40201-0059. Commander, U.S. Army 101st Airborne Division and Fort Campbell, 39 26th Street, Fort Campbell, KY 42223-5000. Commander, U.S. Army Armor Center and Ft Knox, Fort Knox, KY 40121-5000. Louisiana Commander, U.S. Army Engineer District New Orleans, P.O. Box 60267, New Orleans, LA 70160-0267. Maryland Commander, U.S. Army Research and Materiel Command, 504 Scott Street, Fort Detrick MD 21702-5012. Director, U.S. Army Physical Disability Agency, 8120 Woodmont Avenue, Bethesda, MD 20814-2796. Director, U.S. Army Research Laboratory, 2800 Power Mill Road, Adelphi, MD 20783-1197. Commander, U.S. Army Chemical and Biological Defense Command, 5232 Fleming Road, Aberdeen Proving Ground, MD 21010-5423. Commander, U.S. Army Engineer District, Baltimore and Supervisor of Harbor Baltimore, P.O. Box 1715, Baltimore, MD 21203-1715. Commander, U.S. Army Aberdeen Proving Ground, Aberdeen Proving Ground, MD 21010-5001. Commander, U.S. Army Claims Service, 4411 Llewellyn Avenue, Fort Meade, MD 20755-5300. Commander, U.S. Army Central Personnel Security Clearance Facility, 4552 Pike Road, Fort Meade, MD 20755-5250. Commander, U.S. Army Medical Research Institute of Chemical Defense, 3100 Ricketts Point Road, Aberdeen Proving Ground, MD 21010- 5400. Commander, U.S. Army Fort George G. Meade, 4551 Llewellyn Avenue, Fort Meade, MD 20755-5000. Director, U.S. Army Concepts Analysis Agency, 8120 Woodmont Avenue, Bethesda, MD 20814-2743. Commander, U.S. Army Chemical Research, Development, and Engineering Center, Aberdeen Proving Ground, MD 21010-5423. Commander, U.S. Army Medical Research Institute of Infectious Diseases, 1425 Porter Street, Fort Detrick, MD 21701-5011. Commander U.S. Army Medical Research and Development Command, 521 Detrick Street, Fort Detrick, MD 21701-5012. Commander, U.S. Army Medical Bioengineering Research and Development Laboratory, Fort Detrick, MD 21701-5010. Massachusetts Commander, U.S. Army Soldier Systems Command, Natick, MA 01760- 5000. Commander, U.S. Army Engineer District New England, Frederick C. Murphy Federal Building, 424 Trapelo Road, Waltham, MA 02254-9149. Commander, U.S. Army Natick Research, Development and Engineering Center, Natick, MA 01760-5020. Commander, U.S. Army Research Institute of Environmental Medicine, 6501 E-11 Mile Road, Natick, MA 01760-5007. Michigan Commander, U.S. Army Tank-Automotive and Armaments Command, Warren, MI 48397-5000. Commander, U.S. Army Engineer District Detroit, P.O. Box 1027, Detroit, MI 48231-1027. Minnesota Commander, U.S. Army Engineer District St. Paul, Army Corps of Engineers Center, 190 5th Street East, St. Paul, MN 55101-1638. Mississippi Commander, U.S. Army Engineer Division Mississippi Valley, P.O. Box 80, Vicksburg, MS 39181-0080. Commander, U.S. Army Engineer District Vicksburg, 4155 Clay Street, Vicksburg, MS 39180-3435. Missouri Commander, Army Reserve Personnel Center, 9700 Page Avenue, St. Louise, MO 63132-5200. Commander, U.S. Army Engineer District St. Louis, 1222 Spruce Street, St. Louis, MO 63103-2833. Commander, U.S. Army Engineer District Kansas City, 700 Federal Building, Kansas City, MO 64106-2896. Commander, U.S. Army Chemical and Military Police Centers, Fort Leonard Wood, MO 65473-8935. Commander, U.S. Army Engineer Center, 32 Engineer Loop, Fort Leonard Wood, MO 65473-8703. Nebraska Commander, U. S. Army Engineer, Missouri River Region, 12565 West Center Road, Omaha, NE 68144-3869. Commander, U.S. Army Engineer District Omaha, 215 North 17th Street, Omaha, NE 68102-4978. New Jersey Commander, U.S. Army Reserve Command and Fort Dix, Fort Dix, NJ 08640-5001. Commandant, U.S. Military Academy Preparatory School, Fort Monmouth, NJ 07703-5000. Commander, Picatinny Arsenal, Dover, NJ 07806-5000. Commander, U.S. Army Training Center and Fort Dix, Fort Dix, NJ 08640-5001. New Mexico Commander, U.S. Army Engineer District Albuquerque, 4101 Jefferson Plaza NE, Albuquerque, NM 87109-3435. Commander, U.S. Army White Sands Missile Range, White Sands, NM 88002-5031. New York Commander, U.S. Army Engineer District Buffalo, 1776 Niagara Street, Buffalo, NY 14207-3199. Commander, U.S. Army Engineer Division North Atlantic, 90 Church Street, New York, NY 10007-2979. Commander, U.S. Army Engineer District New York and Supervisor of New York Harbor, 26 Federal Plaza, New York, NY 10278-0090. Superintendent, U.S. Military Academy, West Point, NY 10996-2001. North Carolina Commander, U.S. Army Engineer District Wilmington, P.O. Box 1890, Wilmington, NC 28402-1890. Commander, U.S. Army John F. Kennedy Special Warfare Center and School, Fort Bragg, NC 28307-5200. Commander, U.S. Army Special Forces (Airborne) Command, Fort Bragg, NC 28307-5200. Director, U.S. Army Research Office, 4300 South Miami Blvd, Research Triangle Park, NC 27703-9142. Ohio Commander, U.S. Army Engineer Division Great Lakes and Ohio River, P.O. Box 1159, Cincinnati, OH 45202-2215. Oklahoma Commander, U.S. Army Engineer District Tulsa, P.O. Box 61, Tulsa, OK 74121-0061. Commander, U.S. Army Field Artillery Center and Fort Sill, Fort Sill, OK 73503-5000. Oregon Commander, U.S. Army Engineer Division Northwestern, P.O. Box 2870, Portland, OR 97208-2870. Commander, U.S. Army Engineer District Portland, P.O. Box 2946, Portland, OR 97208-2946. Commander, U.S. Army Engineer North Pacific Regional, P.O. Box 2870, Portland, OR 97208-2870. Pennsylvania Commander, U.S. Army Engineer District Pittsburgh, William S. Moorehead Federal Building, 1000 Liberty Avenue, Pittsburgh, PA 15222-4186. Commander, U.S. Army Engineer District Philadelphia, 100 Penn Square East, Philadelphia, PA 19107-3390. Commandant, U.S. Army War College, 122 Forbes Avenue, Carlisle Barracks, PA 17013-5215. Commander, Letterkenny Army Depot, Chambersburg, PA 17201-4150. Commander, Tobyhanna Army Depot, 11 Hap Arnold Boulevard, Tobyhanna, PA 18466-5000. South Carolina Commander, U.S. Army Engineer District Charleston, P.O. Box 919, Charleston, SC 29402-0919. Commander, U.S. Army Training Center, Fort Jackson, Columbia, SC 29207-5001. Tennessee Commander, U.S. Army Engineer District Nashville, P.O. Box 1070, Nashville, TN 37202-1070. Commander, U.S. Army Engineer District Memphis, 167 North Main Street, Memphis, TN 38103-1894. Texas Commander, U.S. Army Engineer Division Southwestern, 1114 Commerce Street, Dallas, TX 75242-0216. Commander, U.S. Army Engineer District Fort Worth, P.O. Box 17300, Fort Worth, TX 76102-0300. Commander, U.S. Army Engineer District Galveston, P.O. Box 1229, Galveston, TX 77553-1229. Commander, U.S. Army Air Defense Artillery Center, 1733 Pleaston Road, Fort Bliss, TX 79916-6816. Commander, U.S. Army Institute of Dental Research, Fort Sam Houston, TX 78234-6200. Utah Commander, U.S. Army Dugway Proving Ground, Dugway, UT 84022- 5000. Commander, Tooele Army Depot, Tooele, UT 84074-5000. Virginia Commander, U.S. Total Army Personnel Command, 200 Stovall Street, Alexandria, VA 22332-0400. Director, Army Review Boards Agency, 1941 Jefferson Davis Highway, Arlington, VA 22202-4508 Director, U.S. Army Legal Service Agency, 5611 Columbia Pike, Falls Church, VA 22041-5013. Commander, U.S. Army Center for Substance Abuse Programs, 4501 Ford Avenue, Alexandria, VA 22302-1460. Director, U.S. Army Records Management and Declassification Agency, 6000 6th Street, Fort Belvoir, VA 22060-5603. Director, U.S. Army Records Management and Declassification Agency, Center for Research of Unit Records, 7798 Cissna Road, Springfield, VA 22150-3197. Director, U.S. Army Records Management and Declassification Agency, Freedom of Information Act/Privacy Act Office, 7798 Cissna Road, Springfield, VA 22150-3197. Director, The Institute of Heraldry, 9325 Gunston Road, Fort Belvoir, VA 22050-5579. Director, Military Postal Service Agency, 2461 Eisenhower Avenue, Alexandria, VA 22331-0006. Director, U.S. Army Crime Records Center, 6010 6th Street, Fort Belvoir, VA 22060-5585. Commander, U.S. Army Security Assistance Command, 5001 Eisenhower Avenue, Alexandria, VA 22333-0001. Director, U.S. Army Civilian Personnel Evaluation Agency, 1941 Jefferson Davis Highway, Arlington, VA 22202-4508. Commander, U.S. Army Engineer District Norfolk and Supervisor of Norfolk Harbor, 803 Front Street, Norfolk, VA 23510-1096. Commander, U.S. Army Engineer Trans Atlantic Programs Center, P.O. Box 2250, Winchester, VA 22604-1450. Director, U.S. Army Board for the Correction of Military Records, 1941 Jefferson Davis Highway, Arlington, VA 22202-4508. Commander, U.S. Army Combine Arms Support Command and Fort Lee, Fort Lee, VA 23801-1703. Commandant, The Judge Advocate General School, U.S. Army, 600 Massie Road, Charlottesville, VA 22903-1781. Chief, U.S. Army Litigation Division, 901 N. Stuart Street, Suite 400, Arlington, VA 22203-1837. Commander, U.S. Army Community and Family Support Center, 2461 Eisenhower Avenue, Alexandria, VA 22331-0503. Commander, U.S. Army Training Support Center, 2787 Madison Avenue, Fort Eustis, VA 23604-5166. Commander, U.S. Army Research Institute for the Behavioral and Social Sciences, 5001 Eisenhower Avenue, Alexandria, VA 22333-5600. Director, U.S. Army Gulf War Declassification Project, 5111 Leesburg Pike, Falls Church, VA 22041-3206. Director, U.S. Army Publishing Agency, 2461 Eisenhower Avenue, Alexandria, VA 22331-0302. Commander, U.S. Army Transportation Center and Fort Eustis, 705 Read Street, Fort Eustis, VA 23604-5078. Commander, U.S. Army Fort Monroe, Fort Monroe, VA 23651-6000. Commandant, U.S. Army Logistics Management College, Fort Lee, VA 23801-5000. Commander, U.S. Army Quartermaster Center and School, Fort Lee, VA 23801-5000. Washington Commander, U.S. Army Engineer District Seattle, P.O. Box 3755, Seattle, WA 98124-3755. Commander, U.S. Army Engineer District Walla Walla, 201 North Third Avenue, Walla Walla, WA 99362-1876. Commander, U.S Army Fort Lewis and I Corps, Fort Lewis, WA 98433- 5000. West Virginia Commander, U.S. Army Engineer District Huntington, 502 8th Street, Huntington, WV 25701-2070. Wisconsin Commander, U.S. Army Reserve Command--Fort McCoy, 2016 South 11th Avenue, Fort McCoy, WI 54656-5121. Overseas Commander, U.S. Army Engineer District Far East, Unit 15546, APO AP 96205-0610. Commander, U.S. Army Engineer District Japan, Unit 45010, APO AP 96338-5010. Commander, U.S. Army Engineer District Europe, CMR 410 Box 1, APO AE 09096. Commander, U.S. Forces, Korea, Unit 15237, APO AP 96205-0010. Other Department of Defense Activities Commander, Army and Air Force Exchange Service, 3911 S. Walton Walker Boulevard, Dallas, TX 75236-0202. Commander, Army and Air Force Exchange Service-Europe Region, Building 4001, In der Witz 14-18, 55252 Mainz-Kastel, Germany, APO AP 09251-4580. Commander, Army and Air Force Exchange Service-Europe, Pinder Barracks, Schwabacherster 20 8502 Zirndorf, APO AP 96378-0163. Commander, Army and Air Force Exchange--Europe, Europe Accounting Support Office, CMR 429, APO AE 09054. Commander, Army and Air Force Exchange--Pacific Rim, Accounting Support Center, Unit 35163, APO AP 96378-5163. President, National Defense University, 100 McNair Street, Fort McNair, DC 20319-0001. National Personnel Records Center (Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO 63118-4126. National Personnel Records Center (Military Personnel Records), 9700 Page Avenue, St Louis, MO 63132-5100. Commandant, Academy of Health Services, 3151 Scott Road, Fort Sam Houston, TX 78234-6138. **Additional listing of Army addresses can be found in DA PAM 25- 50, Compilation of Army Addresses. This publication can be obtained electronically from web site http://www.usapa.army.mil/. DEPARTMENT OF DEFENSE UNITED STATES MARINE CORPS How Systems Of Records Are Arranged. In the Marine Corps, records are categorized by subject series. Each series has assigned a subject title, a three-letter prefix and followed by a five-digit number. For example, the systems of records containing pay data may be found in the Fiscal/Disbursing series (MFD0000X). The letter M stands for Marine Corps; the next two letters indicate that the records are pay related; and the following five digit number is a further breakdown of the series for identification purposes. How To Use The Index Guide. The system of records maintained by the Marine Corps are contained within the subject series that are listed below. This list identified each series in the order they appear in this compilation. Use the list to identify subject areas of interest. Having done so, use the appropriate system identification series to locate the systems of records grouping in which you are interested. Subject Series System Identification Series Aviation MAA0000X Fiscal/Disbursing (Matters relating to pay) MFD0000X Historical MHD0000X Installations and Logistics MIL0000X Intelligence (Includes POW/MIA Files) MIN0000X Judge Advocate/Legal Matters MJA0000X Miscellaneous (Administrative Matters) MMC0000X Manpower/Personnel MMN0000X Training MMT0000X Reserve MRS0000X Telecommunications/Telephone Billing MTE0000X REQUESTING RECORDS Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. BLANKET ROUTINE USES Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. LAW ENFORCEMENT ROUTINE USE In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. CONGRESSIONAL INQUIRIES ROUTINE USE Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. PRIVATE RELIEF LEGISLATION ROUTINE USE Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law. COUNTERINTELLIGENCE PURPOSES ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. MAA00001 System name: Flight Readiness Evaluation Data System (FREDS). System location: Headquarters, U.S. Marine Corps (Code A), Washington, DC 20380- 1775 and Marine Corps aviation units. U.S. Marine Corps official mailing addresses are incorporated into Department of the Navy's mailing addresses, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: All active Marine Corps Air Crewmembers (Naval Aviators/Naval Flight Officers and Enlisted Crewmembers). Categories of records in the system: Files contain personal identifying information such as name, rank, Social Security Number, organization, etc., and specific information with regard to aviation qualifications. Authority for maintenance of the system: 5 U.S.C. 301; 10 U.S.C. 5013; and E.O. 9397. Purpose(s): To maintain records on all Marine Corps air crewmembers to enable officials and employees of the Marine Corps to administer and manage air crewmember assets. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Marine Corps' 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: Stored on magnetic tape. Retrievability: Retrieved by name and Social Security Number. Safeguards: Tapes are stored in limited access areas and handled by personnel that are properly trained in working with personal information. Retention and disposal: File is maintained on individual as long as he/she is in an active flight status. Once individual is removed from active flight status, data is erased from tape. System manager(s) and address: Commandant of the Marine Corps (Code A), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the commanding officer of the aviation unit to which they are assigned. U.S. Marine Corps official mailing addresses are incorporated into Department of the Navy's mailing addresses, published as an appendix to the Navy's compilation of record system notices. Written requests should contain full name, grade, and Social Security Number of the individual. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the commanding officer of the aviation unit to which they are assigned. U.S. Marine Corps official mailing addresses are incorporated into Department of the Navy's mailing addresses, published as an appendix to the Navy's compilation of record system notices. Personnel not permanently assigned to an aviation command may request information from the system manager. Written requests should include full name, grade, and Social Security Number of the individual. For personal visits the individual should be able to provide personal identification, such as valid military identification card, driver's license, etc. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The primary source is the individual. The individual's commanding officer or the commanding officer's designated individual may provide certain information. Exemptions claimed for the system: None. MAA00002 System name: Marine Corps Aircrew Performance/Qualification Information. System location: The Commandant of the Marine Corps (Code A), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Categories of individuals covered by the system: Marine Corps aeronautically designated personnel (Naval Aviators, Naval Aviators, Naval Flight Officers, and aircrew members) who have been the subject of medical qualification, flight pay entitlement, and/or Flight Status Selection Board (FSSB) correspondence. Categories of records in the system: The file contains information on medical qualification, flight pay entitlements, and/or FSSB correspondence and the background data addressing such correspondence. Authority for maintenance of the system: 5 U.S.C. 30l, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps. Purpose(s): To maintain records on Marine Corps aeronautically designated personnel for use by Officials and employees of the Marine Corps in the administration and management of such personnel. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: Manual and automated records. Retrievability: Information is retrieved alphabetically by the last name of the individual concerned. Safeguards: Building containing files employs 24 hour security guards. Offices containing files are locked after working hours and personnel handling records do so only on a `need-to-know' basis. Such personnel are trained and screened for dependability. Material that could be considered `career-sensitive' is retained in a safe. Retention and disposal: Files are permanent. Five years after any decision or board action, file is retired to the Federal Records Center. System manager(s) and address: The Commandant of the Marine Corps (Code A), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code AAB), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code AAB), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775 and should contain the full name, Social Security Number and signature. For personal visits the individual should provide valid identification such as military identification card, Department of Defense building pass, drivers license, or other type identification that includes picture and signature. In the absence of such identification, the individual must provide sufficient data to insure that the individual is the subject of the inquiry. Contesting record procedures: The U.S. Marine Corps rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information is obtained from Official reports, boards, inquiries and requests. Information is also obtained from the review of Naval Aviator/Naval Flight Officer Reporting Management System data. Exemptions claimed for the system: None. MFD00001 System name: Automated Leave and Pay System (ALPS). System location: Primary System - The Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Decentralized System - Major Marine Corps commands. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: All Marine Corps civilian employees at major Marine Corps commands. Categories of records in the system: Pay and Leave Records of Marine Corps Civilian Employees. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To maintain records required by officials and employees of the Marine Corps who administer and manage all pay and leave matters for civilian employees. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. The Attorney General of the U.S. - By officials and employees of the Office of the Attorney General in connection with litigation, law enforcement or other matters under the direct jurisdiction of the Department of Justice or as carried out as the legal representative of the Executive Branch agencies. Courts - By officials of duly established local, state and federal courts as a result of court order pertaining to matters properly within the purview of said court. Congress of the U.S. - By the Senate or the House of Representatives of the U.S. or any committee or subcommittee thereof, any joint committee of Congress or subcommittee of joint committee on matters within their jurisdiction requiring disclosure of the files. The Comptroller General of the U.S. - By the Comptroller or any of his authorized representatives in the course of the performance of duties of the General Accounting Office relating to the Marine Corps. The Internal Revenue Service - By officials and employees of the Internal Revenue Service in connection with such matters relating to their Official duties. State and local governmental agencies - By officials and employees of state and local governmental agencies in connection with such matters relating to their official duties. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic tape or disk. Retrievability: Employee Badge Number or Social Security Number. Safeguards: Restricted access to areas where maintained. Retention and disposal: Permanent files. System manager(s) and address: The Commandant of the Marine Corps (Code FD), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Marine Corps installation or activity to which the individual is employed. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the commanding officer to which the individual is employed. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Written requests should contain full name, Social Security Number or employee badge number, and signature of the individual concerned. Personal visits may be made to the appropriate installation, activity or organization during the normal work week between the hours of 8 AM-4:30 PM. For personal visit, the individual should be able to provide valid personal identification such as employee badge, drivers license, medicare card, etc. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Application and related forms provided by the employee in matters relating to his/her employment. Employment data to include time cards, standard pay increases, leave etc. provided by the employer or official representative. Data such as tax rates, employee benefit information etc. provided by appropriate federal, state or local government agencies or their designated representatives. Information obtained from courts and attorney having to do with employee wages entitlements and benefits. Exemptions claimed for the system: None. MFD00002 System name: Primary Management Efforts (PRIME)/Operations Subsystem. System location: Primary System - The Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Decentralized System - Major Marine Corps commands. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: All Marine Corps civilian employees and selected military personnel at major Marine Corps commands. Categories of records in the system: Labor Distribution Records. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To maintain a record of the work distribution on civilian employees and certain military personnel for use by officials and employees of the Marine Corps in the management of work distribution. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. The Attorney General of the U.S.- By officials and employees of the Office of the Attorney General in connection with litigation, law enforcement or other matters under the direct jurisdiction of the Department of Justice or as carried out as the legal representative of the Executive Branch agencies. Courts - By officials of duly established local, state and federal courts as a result of court order pertaining to matters properly within the purview of said court. Congress of the U.S. - By the Senate or the House of Representatives of the U.S. or any committee or subcommittee thereof, any joint committee of Congress or subcommittee of joint committee on matters within their jurisdiction requiring disclosure of the files. The Comptroller General of the U.S. - By the Comptroller General or any of his authorized representatives in the course of the performance of duties of the General Accounting Office relating to the Marine Corps. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic tape or disc. Retrievability: Employee badge number or Social Security Number. Safeguards: Restricted access to areas where maintained. Retention and disposal: Permanent record. Completely deleted upon termination of employee. System manager(s) and address: The Commandant of the Marine Corps (Code FD), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code FD), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Telephone (703) 614-1080. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the employing activity. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Written requests should contain the individual's full name, Social Security Number, employee number (if applicable) and signature. For personal visits, the individual should provide sufficient identification to insure the individual is the subject of the inquiry. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Employing activity of the individual. Exemptions claimed for the system: None. MFD00003 System name: Marine Corps Total Force System (MCTFS). System location: Primary locations: Defense Mega-Center, St. Louis, MO 63120-1798. Defense Finance and Accounting Service-Kansas City Center, 1500 East Bannister Road, Kansas City, MO 64197-0001. The Financial Systems Activity-Kansas City, 1500 East Bannister Road, Kansas City, MO 64197-0001. Manpower Information Systems Support Activity, 1500 East Bannister Road, Kansas City, MO 64197-0001. Decentralized segments: Manpower Information System Support Office-02, Marine Corps Base, Camp LeJeune NC 28542-5000. Manpower Information System Support Office-03, Marine Corps Base, Camp Pendleton, CA 92055-5000. Manpower Information System Support Office-06, Marine Corps Base, Hawaii, Kaneohe Bay, HI 96863-5000. Manpower Information System Support Office-09, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Manpower Information System Support Office-16 and 17, Marine Corps Support Activity, Kansas City, MO 64197-0001. Manpower Information System Support Office-11, Headquarters, Washington, DC 20380-1775. Manpower Information System Support Office-27, Marine Corps Base, Camp S.D. Butler, Okinawa, JA, FPO AP 98773-5001. Categories of individuals covered by the system: Marine Corps Total Force System (MCTFS) contains the personnel records of all active, reserve and retired Marines. MCTFS also contains the pay records of active and reserve Marines. Categories of records in the system: File contains personnel and pay data which includes, but is not limited to Name, rank/grade, Social Security Number, date of birth, citizenship, marital status, home of record, dependents information including their Social Security Numbers, records of emergency data, enlistment contract or officer acceptance form identification, duty status, component code, population group, sex, ethnic group, duty information duty station/personnel assignment, unit information, security investigation date/type, leave account information, separation document code, test scores/information, language proficiency, military/civilian/off-duty education, training information to include marksmanship data, physical fitness data, swim qualifications, military occupational specialties, military skills and schools, awards, combat tour information, aviation/pilot/flying time data, reserve drill information, reserve unit information, lineal precedence number, limited duty officer/warrant officer footnote, TAD data, overseas deployment data, limited medical data, conduct and proficiency marks, years in service, promotional data, weight control and military appearance data, commanding officer assignment/relief data, joint MOS data, and related data. Pay data included leave and earnings statement which may include base pay, allowances, allotments, bond authorization, health care coverage, dental coverage (if applicable), special pay and bonus data, federal and state withholding/income tax data, FDIC contributions, Medicare, Social Security, SGLI deductions, leave account, wage and summaries, reserve drill pay, reserve AT pay, and other personnel/pay management data. Authority for maintenance of the system: 10 U.S.C. 5013 and 37 U.S.C. 5031 and 5201. Purpose(s): To maintain records of pay and personnel data on all active and reserve Marine Corps personnel, and to maintain personnel data from all retired Marine Corps personnel. 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: The Attorney General of the U.S. - By officials and employees of the Attorney General in connection with litigation, law enforcement or other matters under the legal representative of the Executive Branch agencies. By officials and employees of the American Red Cross and the Navy Relief Society in the performance of their duties. Access will be limited to those portions of the member's record required to effectively assist the member. Federal, state and local government agencies - By officials and employees of federal, state and local government through Official request for information with respect to law enforcement, investigatory procedures, criminal prosecution, civil court action and regulatory order. The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: Data is recorded on magnetic records and discs, computer printouts, microfilm, file folders, compact disc, electronic media and other documents. Retrievability: The data contained in magnetic records can be displayed on cathode-ray tubes, it can be computer printed on paper, and it can be converted to microform for information retrieval; the data in the supporting file folders and other manual records is retrieved manually. Computerized and conventional indices are required to retrieve individual records from the system. Normally, all types of records are retrieved by Social Security Number and name. Safeguards: Building management employs security guards; building is locked nights and holidays. Authorized persons may enter and leave the building during nonworking hours but must sign in and out. Records maintained in areas assessable only to authorized personnel have a specific and recorded need-to-know. On-line data sets (both type and disc) pertaining to personnel information are password protected, areas are controlled and access lists are used. The files are also protected at a level appropriate to the type of information being processed. Retention and disposal: Magnetic records are maintained on all military personnel and certain civilians while they are in service or employed by the service and for a period of 11 months after separation. Paper and film records are maintained for a period of 10 years after the final transaction, then they are destroyed. End calendar and fiscal year `snapshots' of the MMS data base are maintained indefinitely in magnetic form at Headquarters, U.S. Marine Corps. System manager(s) and address: The Commandant of the Marine Corps, (Code MIF), Headquarters. U.S. Marine Corps, Washington, DC 20380-1775. Director, Defense Finance and Accounting Service - Kansas City Center, 1500 East Bannister Road, Kansas City, MO 64197-0001 Notification procedure: Active Duty/Reserve Members seeking to determine whether pay information about themselves is contained in this system should address written inquiries to the member's local disbursing office. Active Duty/Reserve Members seeking to determine whether pay information about themselves is contained in this system should address written inquiries to the member's immediate commanding officer. Retired Members seeking to determine whether personnel information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps, (Code MIF), Headquarters. U.S. Marine Corps, Washington, DC 20380- 1775. Individual should provide their full name, Social Security Number, and the request must be signed. In order to personally visit the above addresses and obtain information, individuals must present a military identification card, a driver's license, or other proof of identity. Record access procedures: Active Duty/Reserve Members seeking to access pay information about themselves contained in this system should address written inquiries to the member's local disbursing office. Active Duty/Reserve Members seeking access to pay information about themselves contained in this system should address written inquiries to the member's immediate commanding officer. Retired Members seeking to access personnel information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps, (Code MIF), Headquarters. U.S. Marine Corps, Washington, DC 20380-1775. Individual should provide their full name, Social Security Number, and the request must be signed. In order to personally visit the above addresses and obtain information, individuals must present a military identification card, a driver's license, or other proof of identity. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Recruiting offices, disbursing offices, active and reserve Marine Corps unit administration offices, and the individual are the principle source of the information contained in the MCTFS record for that person. Exemptions claimed for the system: None. MFD00004 System name: Bond and Allotment (BA) System. System location: Marine Corps Central Design and Programming Activity (MCCDPA), l500 East Bannister Road, Kansas City, MO 64l97-0501 and Marine Corps Finance Center, Kansas City, MO 64197-0001. Categories of individuals covered by the system: The allotment contains all active allotments and limited stop history (12 months) for all active duty, retired, and Fleet Marine Corps Reserve (FMCR) members who authorized an allotment from their pay and allowances. Categories of records in the system: The allotment file contains allotments authorized by the Marines concerned, as provided under instructions issued by the Secretary of Defense. The BA automated system is made up of records which contain the following fields (data elements and data sets): Identification Number (Social Security Number); Initials of Name (last, first, middle); Rank/Category; Last Name and Suffix; Last Pay Date; First Pay Date; Work Date; Amount; Term (in months); Account/Policy Number; Authority/Date/Remark; Bond Owner Name; Bond Owner Social Security Number: Co-owner Beneficiary Flag; Co-owner or Beneficiary Name; Co- owner or Beneficiary Social Security Number; Authority/Date/Remark; Name of Recipient; Street Address/Post Office Box; City and State/ Country; Geographic Code (City, State/Country): Zip Code. Authority for maintenance of the system: 37 U.S.C. ; The authority for continuing deduction for garnishment of pay is outlined in section 459 of Pub. L. 93-647. Purpose(s): To provide record of payments of allotments, issuance and cancellation checks and bonds as authorized and managed by Officials and employees of the Marine Corps. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. To State Officials for the purpose of detecting and curtailing fraud and abuse in Federal Assistance Programs, specifically Aid to Families with Dependent Children and Food Stamps. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Data is recorded on magnetic records, punch cards, computer printouts, microform, file folders, and other documents. Retrievability: The data contained on magnetic records can be displayed on cathode-ray tubes, it can be computer printed on paper, and it can be converted to microform for information retrieval; the data in the supporting file folders and other manual records is retrieved manually. Normally all types of records are retrieved by Social Security Number and name. Safeguards: The Centralized Pay Division is locked during nonduty hours, as well as the building being under security guard protection. Files within the division are accessible only to authorized personnel. Retention and disposal: Magnetic records are maintained by MCCDPA on all active allotments during the life of the allotment and for a period of 12 months after the allotment has been stopped. Paper and microform files relating to the Centralized Pay Division files are disposed of as directed by the current edition of Secretary of the Navy Instruction P5212.53. System manager(s) and address: The Commandant of the Marine Corps (Code FD), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Marine Corps Finance Center, Centralized Pay Division (Code CPA), Kansas City, MO 64l97-0001. Requests for information must contain member's Social Security Number, name, military service number (if applicable), and any other pertinent data concerning the information desired. A person may visit any Marine Corps disbursing office to find out if the system contains records pertaining to the individual. For personal visits the requester must present a military identification card or copy of an Armed Forces of the United States Report of Separation from Active Duty (DD Form 214 (MC)) for separated personnel. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Marine Corps Finance Center, Centralized Pay Division (Code CPA), l500 East Bannister Road, Kansas City, MO 64197-0001. Written requests must contain name and Social Security Number. For personal visits, valid personal identification is required. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Information pertaining to an individual who has active allotments is affected by unit diary input concerning name, or Social Security Number changes, and to ensure allotments are stopped when a Marine is reported to be discharged or in a desertion status. Also, member's status codes are changed by unit diary or retired pay input when the Marine is transferred to the FMCR or Retired List. Record source categories: The input of data via scannable Allotment/Bond Authorizations (ABA's), terminal key station to a magnetic storage area for subsequent transmission via AUTODIN, or submission by magnetic tapes, and the computer interfaces with the Joint Uniform Military Pay System/Personnel System are the principle sources of information in the BA automated system. Exemptions claimed for the system: None. MFD00005 System name: Retired Pay/Personnel System (RPPS). System location: Marine Corps Central Design and Programming Activity, 1500 East Bannister Road, Kansas City, MO 64l97-0501; Marine Corps Finance Center, l500 East Bannister Road, Kansas City, MO 64197-0001. Categories of individuals covered by the system: Pay account folders for retired Marine Corps members, Fleet Marine Corps Reservists (FMCR), and survivors of deceased retired and FMCR members, who are entitled to retired pay retainer pay, and survivor annuities. Categories of records in the system: The RPPS automated system of records contains the following fields (data elements and data sets): Retired/Retainer Date; Retainer Date; Pay Change; Information Status; Social Security Number (Social Security Number) and Last, First, and Middle Initial (Key); Deletion Date; Social Security Number; Retired Category Code; Members's Name; Pay Entry Base Date; Service for Pay; Active Service; Other Military Service Number (MSN); Prior MSN/Social Security Number/KEY; Rank Code; Race Code; Sex Code; Disability Percent; Heroism Pay; Pay Table Code; Recomputation Age; Retirement Laws; Functional Account Number; Ranks; Birthdates; Pay Delete/Suspense Code; Retired Serviceman's Family Protection Pay; Reserve Retirement Credit Points; Allotments Data; Withholding Tax Data; Wage and Tax Summaries; Gross Pay; Taxable Pay; Withholding Tax; Dependency Indemnity Compensation; Pension Act of 1944 (Department of Veterans Affairs Waiver); Pension Act of 1964 (Dual Compensation G1); Retired Serviceman's Family Protection Plan; Special Handling Code (Check Delivery); Accumulated Summaries; Home Mailing Address; Check Mailing Address; Pay Distribution; Last Change Posted; Date Member Eligible to Retire; Date Arrived Continental United States Without Dependents; Primary Military Occupational Specialty; Districts; Highest Rank Held Satisfactorily; Service Prior to July 1, l949; Service After July 1, 1949; Active Duty After Transfer to Fleet/Retired Rolls; Date Next Physical Exam(Year and Month); VA Disease Codes; Department of Defense Disease Codes; Nearest Hospital (See Table 9); Personnel Accounting Separation-Designator; Earnings Statement Flag; Disability Pay; Change of Address Flag; Last Time Processed by Update-Extractor; Social Security Number Validation; Remarks Area; One-time Credit/ Checkage; Scheduled Collection; Department of Veterans Affairs Claim Number; Tower Amendment Code; Premobilization Flag; Preassigned Monitored Command Code; Civil Reform Act of 1978 (PAYCAP). Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To maintain pay and personnel data on retired Marine Corps personnel for use by officials and employees in the computation of retired pay, retainer pay, survivor annuity accounts, audit of accounts and response to correspondence on pay related matters. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. The American Red Cross and Navy Relief Society records are used by officials and employees of the American Red Cross and the Navy Relief Society in the performance of their duties. Access will be limited to those portions of the member's record required to effectively assist the member. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Data is stored on magnetic records, punch cards, computer printouts, microform, file folders and other documents. Retrievability: The data contained in magnetic records can be displayed on cathode-ray tubes, it can be computer printed on paper, converted to microform for information retrieved; the data in the supporting file folders and other manual records is retrieved manually. Normally all types of records are retrieved by Social Security Number and name. Safeguards: Building management employees security guards; building is locked nights and holidays. Authorized personnel may enter and leave the building during nonworking hours, but must sign in and out. Retention and disposal: Magnetic records are maintained on all persons who are eligible for retired pay, retainer pay, and survivor annuities while they are alive and for a period of 6 months after that person dies or ceases to be eligible. Paper and film records are maintained for a period of 10 years after the final transaction. Magnetic tapes delivered to the Federal Reserve Bank are returned to the Marine Corps Finance Center for disposition after direct deposits have been made to the account of the individual concerned. System manager(s) and address: The Commandant of the Marine Corps (Code FD), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code FD), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Requesting individual must supply full name and Social Security Number. The requester may visit the Marine Corps Finance Center, l500 East Bannister Road, Kansas City, MO 64197-0001, to obtain information on whether the system contains records pertaining to the individual. In order to personally visit the above address and obtain information, individuals must present a military identification card, a driver's license, or other suitable proof of identify. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code FD), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Requests for information relative to the RPPS automated system should be signed by the person requesting the information. Dates of service, Social Security Number, and full name of requester should be printed or typed on the request. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Documents and correspondence received from Headquarters, U.S. Marine Corps, the VA, the members, and changes in laws, etc. are the principle sources of information contained in the RPPS automated system. Exemptions claimed for the system: None. MFD00007 System name: Marine Corps Financial Records System. System location: Defense Finance and Accounting Service-Kansas City (DFAS-KC), Support Accounting, Settlement, and Centralized Pay Division, 1500 East Bannister Road, Kansas City, MO 64197-0001. Federal Records Center, National Archives and Records Service, 2301 East Bannister Road, Kansas City, MO 64197-5200. Washington National Records Center, Washington, DC 20409-0001. National Personnel Records Center, 9700 Page Boulevard, St. Louis, MO 63132-5292. Marine Corps Central Design and Programming Activity, 1500 East Bannister Road, Kansas City, MO 64197-0501. Categories of individuals covered by the system: Marines serving on active duty, personnel on the Marine Corps Retired List, Fleet Marine Corps Reservists, personnel discharged or separated from active duty, active and inactive Reserve personnel, deceased personnel, and Marine Corps disbursing officers concerning pay or financial matters. Categories of records in the system: Unit Diaries-A chronological record of daily personnel events and history of active Marine Corps activities and organized Marine Corps Reserve Units. Substantiating Vouchers-Supporting documents to substantiate pay adjustment items entered on military pay accounts. Military Payrolls-An accounting and record of appropriated funds disbursed for military pay by name, Social Security Number, amount of payment, and check number or signature of member for cash payments. Financial Returns-Travel vouchers, collection vouchers, public vouchers for services other than personal, and civilian payrolls. Military Pay Cases of Separated Personnel-A history of individual pay accounts from date of entry on active duty through date of separation, including, as appropriate, replies to congressional inquiries; correspondence in connection with requests for remission and/or waiver of indebtedness; individual claims for pay and allowances including claims for travel allowances and responses thereto; records of participation in the Uniformed Services Savings Deposit Program, including personnel declared to be in a missing-in action status; information surrounding the circumstances of a former member separated in an overpaid status, thus being indebted to the government; cases contain substantiating documents such as military pay records, leave and earnings statements, documents relating to Board for Correction of Naval Records, and other records and vouchers to substantiate responses to all inquiries and payment or disapproval of claims. Annual Separations Listing-An annual record of separation showing Social Security Number, initials, type of separation, and the effective date of separation of Marines discharged, retired, transferred to the Fleet Marine Corps Reserve, and deceased. Microfilm of Annual Wage and Tax Information of Active Duty Personnel-Contains cumulative totals of taxable pay earned and taxes withheld, social security wages, and taxes withheld. Microfilm of Quarterly Social Security Wage Data-Contains Social Security Number, name, and amount of wages reported to the Social Security Administration on a quarterly basis. Microfilm of Master Allotment File-Contains information concerning the allotment status of active, retired, and Fleet Marine Corps Reserve (FMCR) members, such as start and stop dates, allotment purpose codes, money amounts, name and address of allottee. Microfiche and Microfilm of Field and Alpha Locators-A record of personnel data of Marines on active duty, listed numerically by Social Security Number and alphabetically name. Microfiche of Marine Corps Officers Lineal List-A record of Marine Corps officers on active duty showing Social Security Number, name, rank, date of rank, permanent rank, date of birth, date first commissioned, and pay entry base date. Active Military Pay Cases-A file of each Marine on active duty containing military pay records opened semiannually prior to July 1, 1973 and related miscellaneous pay documents. Uniformed Services Savings Deposit Accounts of Personnel Missing- in Action-A record of deposits and withdrawals of Marine Corps personnel in a missing-in-action status containing member's name, Social Security Number, balance of deposits, and name and address of the designated beneficiary to whom monies are disbursed. Federal Housing Administration (FHA)-Files contain Social Security Number, name, FHA account number, due date of insurance premiums, and record of bills and payments. U.S. Treasury Department, Internal Revenue Service Form 941c-A record effecting adjustment of social security wages, previously reported or non-reported, containing the member's name, Social Security Number, military pay group, period covered, and the monetary amount of adjustment. Marine Corps Disbursing Officers Shortage Accounts-File contains accountability of losses, letters, and vouchers pertaining thereto. Indebtedness Cases-Files contain the debtor's name, Social Security Number, current mailing address, the reason for indebtedness and correspondence relating thereto, personal financial information provided by the debtor, receipts of payments, control book, cash record debt ledger, collection agent's ledger, collection vouchers, provided by credit bureau reports, indebtedness record card, debt control card accountability statements, complete military pay accounts, General Accounting Office inquiries, correspondence relating to cases certified to the U.S. Department of Justice, legal notices pertaining to bankruptcy, tax certificates, and other miscellaneous substantiating records and vouchers relating to the indebtedness. Reserve Personnel Military Pay Cases-A history of individual pay accounts of Selected Marine Corps Reserve (SMCR), Individual Mobilization Augmentee (IMA), Individual Ready Reserve (IRR), Standby Reserve, Retired Reserve, and Fleet Marine Corps Reserve (FMCR) personnel order to temporary active duty under individual duty orders, including pay accounts of personnel attending the Platoon Leaders Class. File contains pay data in support of payments made to SMCR and IMA Reservist Assigned to Organized Marine Corps Reserve units containing drill reports, unit diaries, promotion warrants, certificate for performance of hazardous duty, pay adjustment authorizations, active duty for training orders, pension certificates, token payments payrolls, adjustment, and consolidated final settlement payrolls, and other miscellaneous documents to substantiate payments to Reserve personnel. Reserve Manpower Management and Pay System (REMMPS) Microform of Master Reserve Manpower Management and Pay System File Contains information concerning pay and personnel status of Reserve personnel. Files of pay data compiled by Reserve Pay Branch, Central Pay Division, in support of payments made to Organized Marine Corps Reserve units containing unit diaries, leave and earnings statements, pay adjustment authorizations, transcripts of data extraction, travel orders and vouchers, and miscellaneous documents to substantiate payments of Reserve Personnel. Authority for maintenance of the system: Federal Claims Collection Act of 1966, 80 Stat. 309; Pub. L. 97- 365, The Debt Collection Act of 1982; 10 U.S.C. 5013; and E.O. 9397. Purpose(s): To maintain records of all financial transactions on current or former Marine Corps personnel. To permit collection of debts owed to any Department of Defense creditor agency. Records in this system are subject to use in approved computer matching programs authorized under the Privacy Act of 1974, as amended, for debt collection purposes. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To the General Accounting Office and the Department of Justice for collection action for any delinquent account when circumstances warrant. To a commercial credit reporting agency for the purpose of either adding to a credit history file or obtaining a credit history file for use in the administration of debt collection. To a debt collection agency for the purpose of collection services to recover indebtedness owned to the Department of Defense. To any other Federal agency for the purpose of effecting salary offset procedures against a person employed by that agency when any Department of Defense creditor agency has a claim against that person. To any other Federal agency including, but not limited to, the Internal Revenue Service and Office of Personnel Management for the purpose of effecting an administrative offset of a debt. To the Internal Revenue Service (IRS) to obtain the mailing address of a taxpayer for the purpose of locating such taxpayer to collect or to compromise a Federal claim against the taxpayer. NOTE: Redisclosure of a mailing address from the IRS may be made only for the purpose of debt collection, including to a debt collection agency in order to facilitate the collection or compromise of a Federal claim under the Debt Collection Act of 1982, except that a mailing address to a consumer reporting agency is for the limited purpose of obtaining a commercial credit report on the particular taxpayer. Any such address information obtained from the IRS will not be used or shared for any other DOD purpose or disclosed to another Federal, state or local agency which seeks to locate the same individual for its own debt collection purpose. To any other Federal, state or local agency for the purpose of conducting an authorized computer matching program to identify and locate delinquent debtors for recoupment of debts owed the Department of Defense. The `Blanket Routine Uses' set forth at the beginning of the Marine Corps' compilation of record system notices also apply to this system. 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 of 1966 (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number); 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: Data is recorded on magnetic records, computer printouts, microform and file folders. Retrievability: Data is retrieved by Social Security Number or taxpayer identification number. Safeguards: Federal Protective Security Guards. Records are maintained in areas not normally accessible to other authorized personnel. Retention and disposal: Various types of records in the system are maintained at different lengths of time or indefinitely. System manager(s) and address: Commandant of the Marine Corps (Code FD), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775; Commanding Officer, Marine Corps Finance Center, Kansas City, MO 64197-0001; Director, Marine Corps Central Design and Programming Activity, Kansas, MO 64197-0501. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code FD), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775; Commanding Officer, Marine Corps Finance Center, Kansas City, MO 64197-0001; or to the Director, Marine Corps Central Design and Programming Activity, Kansas, MO 64197-0501. Record access procedure: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code FD), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775; Commanding Officer, Marine Corps Finance Center, Kansas City, MO 64197-0001; or to the Director, Marine Corps Central Design and Programming Activity, Kansas, MO 64197-0501. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Marine Corps activities having the responsibility of collecting data and preparing reports and documents; Headquarters, U.S. Marine Corps; credit unions; credit bureaus; insurance companies, courts, and financial institutions. Exemptions claimed for the system: None. MFD00009 System name: Pay Vouchers for Marine Corps Junior Reserve Officer Training Course Instructors. System location: All Marine Corps District Headquarters. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Retired Marines in the Marine Corps Junior Reserve Officer Training Course Instructor Program. Categories of records in the system: Files contain individual name, rank, Social Security Number, unit to which assigned, requests for payment of salaries. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To maintain records on Marine Corps Junior Reserve Officer Training Course Officer, administrative and fiscal personnel for evaluation and processing of payments. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. General Accounting Office in the execution of their Official duties in relation to inspections, investigations, and legal action. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders stored in filing cabinets. Retrievability: Alphabetically by last name, and school to which assigned. Safeguards: Access limited to Marine Corps Junior Reserve Officer Training Course, administrative and fiscal personnel required to process payment requests and payments. After working hours the office and building are locked. A guard is located in the general vicinity. Retention and disposal: Files are retained for three years and then destroyed. System manager(s) and address: Marine Corps Junior Reserve Officer Training Course Officer Marine Corps Districts. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Marine Corps Junior Reserve Officer Training Course Officer Marine Corps Districts. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Provide full name, Social Security Number, and military status. Proof of identity may be established by military identification card or DD Form 214 and drivers license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Marine Corps Junior Reserve Officer Training Course Officer Marine Corps Districts. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Provide full name, Social Security Number, and military status. Proof of identity may be established by military identification card or DD Form 214 and drivers license. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Senior Marine Instructor of Marine Corps Junior Reserve Training Course unit to which instructor is a member. Exemptions claimed for the system: None. MFD00010 System name: Per Diem and Travel Payment System. System location: Primary System-Disbursing Offices, Marine Corps Posts and Stations. Categories of individuals covered by the system: All Marine Corps civilian and military personnel receiving travel advances or making settlement of travel claims to the local Disbursing Office. Categories of records in the system: Completed travel claims with documentation cross-referenced to individuals. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To maintain records for use by Marine Corps disbursing employees in the disbursement of funds for reimbursements of official travel. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. Courts-By Officials of duty established local, state and federal courts as a resu order pertaining to matters properly within the purview of said court. Congress of the U.S.- By the Senate or the House of Representatives of the U.S. or any committee or subcommittee thereof, any joint committee of Congress or subcommittee of joint committee on matters within their jurisdiction requiring disclosure of the files. The Comptroller General of the U.S.- By the Comptroller General or any of his authorized representatives in the course of the performance of duties of the General Accounting Office relating to the Marine Corps. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Card file. Retrievability: Employee name, Social Security Number or badge number. Safeguards: Card file is maintained and used by specific clerks within travel section of the Disbursing Office. After working hours, office locked in a building with controlled access by armed guards. Retention and disposal: Data is maintained until individual departs the area and all travel advances have been settled. System manager(s) and address: Disbursing Officer, Marine Corps Posts and Station. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Disbursing Offices, Marine Corps Posts and Station. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Disbursing Offices, Marine Corps Posts and Station. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Individual should provide full name and Social Security Number or badge number. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Travel orders and disbursing documents. Exemptions claimed for the system: None. MHD00001 System name: Biographical Files. System location: Reference Section (Code HDH), History Museums Division, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775 and all major Marine Corps commands and districts. Categories of individuals covered by the system: Marine Corps General Officers and those Marines considered as being or having been newsworthy. Categories of records in the system: File contains biographical sketches, press releases and media clippings. Authority for maintenance of the system: 5 U.S.C. 30l and 10 U.S.C. 5031. Purpose(s): To maintain a professional summary or sketch of Marine Corps General Officers and newsworthy Marines. The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. Courts-By Officials of duly established local, state and federal courts as a result of court order pertaining to matters properly within the purview of said court. Congress of the U.S. - By the Senate or the House of Representatives of the U.S. or any committee or subcommittee thereof, any joint committee of Congress or subcommittee of joint committee on matters within their jurisdiction requiring disclosure of the files. The Comptroller General of the U.S. - By the Comptroller General or any of his authorized representatives in the course of the performance of duties of the General Accounting Officer relating to the Marine Corps. Historical researchers - To determine accuracy of facts and provide background for correspondence and studies. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders, microfiche, and photographs. Retrievability: Filed alphabetically by last name of subject. Safeguards: Building employs security guards. Files within a vault accessible only authorized personnel who are screened and registered prior to being granted access. Retention and disposal: Files are permanent. System manager(s) and address: The Commandant of the Marine Corps (Code HD), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code HD), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code HDH), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Written requests for information should contain the full name of the individual. For personal visits, the individual should be able to provide some acceptable identification. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Newspaper, magazines, Marine Corps press releases and biographical sketches. Exemptions claimed for the system: None. MHD00006 System name: Register/Lineal Lists. System location: The Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Categories of individuals covered by the system: Lists of all active duty and retired officers from 1800 to present. Categories of records in the system: Bound volume of listings which include individual's name, rank. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a list of all members who served in the Marine Corps from 1800 to present for use in the administration of official duties of Officials and employees of the Marine Corps. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. Historical Researchers - To determine authority of dates names and ranks of personnel. Courts - By officials of duty established local, state and federal courts as result of court order pertaining to matters properly within the purview of said court. Congress of the U.S. - By the Senate or the House of Representatives of the U.S. or any committee or subcommittee thereof, any joint committee of Congress or subcommittee of joint committee on matters within their jurisdiction requiring disclosure of files. The Comptroller General of the U.S. - By the Comptroller General or any of his authorized representatives in the course of the performance of duties of the General Accounting Office relating to the Marine Corps. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Bound volumes retained in library. Retrievability: Yearly volume listed alphabetically within ranks. Safeguards: Building employs security guards. Files within a vault accessible only to authorized personnel who are screened and registered prior to being granted access. Retention and disposal: Files are permanent. System manager(s) and address: The Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code HD), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code HDH), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Written requests for information should contain the full name of the individual. For personal visits the individual should be able to provide some acceptable identification. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Internal publication. Exemptions claimed for the system: None. MIL00001 System name: Assignment and Occupancy of Family House Records. System location: System is organizationally decentralized. Records are maintained at Marine Corps Installations with family housing. Categories of individuals covered by the system: Military and civilian personnel eligible for or assigned to family housing on bases/stations. Categories of records in the system: File contains individual's application and assignment to and occupancy history of family housing. Records include, but are not limited to information from the Marine Corps Total Force System (MCTFS). Authority for maintenance of the system: 5 U.S.C. 30l, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps. Purpose(s): To provide a record of the type of quarters and the individuals assigned to quarters for use in the management and administration of such quarters. 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: School Districts - By Officials of school district boards of education in performance of their duties under local and/or state compulsory education laws. The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 and electronics records. Retrievability: Filed alphabetically by last name of housing occupant and in order of position on waiting list. Safeguards: Records are maintained in areas accessible only to authorized personnel. Access to electronic records is controlled by password or other user identification code. Retention and disposal: Records are destroyed 3 fiscal years following close of fiscal year in which occupancy terminates. System manager(s) and address: The Commandant of the Marine Corps, Headquarters, U.S. Marine Corps (Code LF), Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding Officer of the Marine Corps installation from which family housing has been requested, assigned or vacated. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding Officer of the Marine Corps installation(s) at which the individual applied for or occupied family housing. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Such requests should include name, Social Security Number, quarters number if known, and dates of period addressed in the inquiry. Personal visits may be made to the installation in question any normal work day between 8:00 a.m.-4:30 p.m. For personal visits the individual should be able to provide valid personal identification. Contesting record procedures: The U.S. Marine Corps rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual's application and the Marine Corps Total Force System. Exemptions claimed for the system: None. MIL00002 System name: Unaccompanied Personnel Housing Registration System. System location: Each Unaccompanied Officer Personnel/Staff Unaccompanied Enlisted Personnel Housing (UOPH/Staff UEPH) assigned registration responsibilities. Categories of individuals covered by the system: Military and civilian personnel who are current and former residents of UOPH and Staff UEPH. Categories of records in the system: Contains personal identifying information, arrival/departure dates; type of orders; monetary allowance information; UOPH/Staff UEPH room identification. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide adequate records for use by Officials and employees of the Marine Corps in the management of bachelor housing. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 cards, file folders, status boards, etc. Retrievability: Alphabetically by name and Social Security Number. Safeguards: Stored in locked office during nonworking hours or when office is not manned. Access on a need-to-know basis only for official purposes. Retention and disposal: Retained for four years; then destroyed. System manager(s) and address: Decentralized. The local commander is responsible for management of UOPH and staff UEPH. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the local commander responsible for management of UOPH and staff UEPH. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Requester must be able to provide appropriate identifying information. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the local commander responsible for management of UOPH and staff UEPH. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: UOPH/Staff UEPH office personnel and information form individual who fills out registration card. Exemptions claimed for the system: None. MIL00003 System name: Laundry Charge Accounts Records. System location: Marine Corps activities with laundry facilities. Categories of individuals covered by the system: Individuals who have applied for laundry charge accounts. Categories of records in the system: Name, rank, unit, Social Security Number, quarters address and telephone number, date and ticket number of laundry service and amount charged. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record of laundry charge accounts for use in the management of laundry facilities at Marine Corps activities. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: In paper records in file folders. Retrievability: By name. Safeguards: Records are maintained in locked filing cabinets within locked offices of building. Records are accessible only to persons whose performance require it. Retention and disposal: Five years and then destroyed. System manager(s) and address: Decentralized. Laundry charge accounts managed under the Commanding General of each activity which has a laundry. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding General of each activity which has a laundry. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding General of each activity which has a laundry. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individuals. Exemptions claimed for the system: None. MIL00004 System name: Personal Property Program. System location: All Marine Corps Bases and Federal Records Centers. Categories of individuals covered by the system: All military personnel having shipped or stored personal property or privately owned automobiles. Categories of records in the system: File contains individual's applications for shipment and/or storage, related shipping documents and records of delivery and payment. DD Form 6l9 (Statement of Accessorial Services Performed) DD Form 788 (Application for Shipment of an Automobile) DD Form 788-1 (Application for Shipment of a Van) DD Form 788-2 (Application for Shipment of a Motorcycle) DD Form 828 (Motor Vehicle Shipment Application) DD Form 1100 (Household Goods Storage) DD Form 1101 (Household Goods Storage Information) DD Form 1164 (Service Order for Household Goods) DD Form 1252 (Owner's U.S. Customs Declaration and Entry and Inspecting Officer's Certificate) DD Form 1299 (Application for shipment and/or storage of Personal Property) DD Form 1352-1 (U.S. Customs Declaration) DD Form 1671 (Reweight of Household Goods) DD Form 1701 (Household Goods Descriptive Inventory) DD Form 1780 (Report of Carrier Services Personal Property Shipment) DD Form 1781 (Property Owners Report on Carriers Report) DD Form 1797 (Personal Property Counseling Checklist) DD Form 1799 (Member's Report on Carrier Performance-Mobile Homes) DD Form 1800 (Mobile Home Shipment Inspection at Destination) DD Form 1840 (Joint Statement of Loss or Damage at Delivery) DD Form 1840R (Notice of Loss or Damage) DD Form 1841 (Schedule of Property Damages) DD Form l842 (Claim for Personal Property against the United States) DD Form 1845 (Demand on Carrier/Contractor) DD Form 1857 (Temporary Commercial Storage at Government Expense) DD Form 1863 (Accessorial Services Mobile Home) DD Form 2278 (Application for Do It Yourself Move and Counseling Checklist) SF 1200 (U.S. Government Bill of Lading Correction Notice) SF 1203 (Personal Property Government Bill of Lading) Authority for maintenance of the system: 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 (SSN). Purpose(s): To provide a record of shipment and storage of personal property for management and payment of personal property claims by officials and employees of the Marine Corps. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 records in file folders. Electronic records on mass storage devices and optically stored representations of records. Retrievability: Paper records retrieved alphabetically by last name. Electronic records retrieved by last name or Social Security Number. Safeguards: Records are maintained in areas accessible only to authorized personnel who are properly cleared and trained. Retention and disposal: Records on international shipments of household goods moved via freight forwarders are retained for 6 years after the period covered by the account and then destroyed. All other household goods records are destroyed when 3 years old. System manager(s) and address: Commandant of the Marine Corps (LFT), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code LFT), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (LFT), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Written requests for information should contain the full name of individual, Social Security Number, current address and telephone number. For personal visits, the individual should be able to provide acceptable identification and give some verbal information that could be verified with his `case' folder. Contesting record procedures: The U.S. Marine Corps rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Application and related forms from the individual requesting access; notification of personal clearance from the system manager research note/documents from records custodians. Exemptions claimed for the system: None. MIL00005 System name: Passenger Transportation Program. System location: All Marine Corps Bases. Categories of individuals covered by the system: Military personnel and their dependents, DOD civilian employees and their dependents, and other individuals furnished transportation via commercial transportation resources and Department of Defense single manager transportation resources. Categories of records in the system: File contains copies of passenger transportation procurement documents issued, copies of official travel orders supporting the issuances; applications for transportation of dependents, port call requests and confirmations; copies of endorsements to orders indicating transportation issuances; requests and authorizations for space available MAC transportation. SF 1169 United States of America Transportation Request DD Form 652 Uniformed Services Meal Ticket DD Form 884 Application for Transportation for Dependents DD Form 1287 Request for Commercial Transportation DD Form 1341 Report of Commercial Carrier Passenger Service DD Form 1482 Military Airlift Command (MAC) Transportation Authorization Authority for maintenance of the system: 10 U.S.C. 5031. Purpose(s): To provide a record of transportation for use in the coordination and payment of passenger transportation charges by commercial and Military Airlift Command resources. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 records in file folders. Retrievability: Passenger Transportation Procurement documents filed by serial number preprinted on the documents. Other documents filed in alphabetical order by last name of member. Safeguards: Records are maintained in areas accessible only to authorized personnel that are properly cleared and trained. Retention and disposal: Copies of transportation documents held by issuing office for period of 4 years, after which they are destroyed. Other records retained in active files until the end of the calendar year in which transportation was effected and held additionally in inactive file for two years, then they are destroyed. System manager(s) and address: Commander, Military Traffic Management Command, Washington, DC (Travel via commercial transportation within CONUS). Commander, Military Airlift Command, Scott AFB, IL (International travel via DOD owned and controlled airlift). Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code LFS), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Telephone: 703/696-0848. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code LFS), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Written requests for information should contain the full name of the individual, Social Security Number, current address and telephone number. For personal visits, the individual should be able to provide acceptable identification and give some verbal information relating to commercial transportation furnished or Military Airlift Command (MAC) transportation arrangements on a space required or space available basis. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Application and related forms from the individual requesting access; notification of personal clearance from the system manager research notes/documents from records custodians. Exemptions claimed for the system: None. MIL00006 System name: Dealer's Record of Sale of Rifle or Pistol, State of California. System location: Each Marine Corps Activity in California. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Authorized Marine Corps Exchange patrons who purchase a rifle or pistol from the Exchange. Categories of records in the system: Individual identifying information including height, weight, color of hair and eyes, if purchaser is a citizen, if the purchaser has been convicted of a felony, or if the purchaser is addicted to use of narcotics, the individual's occupation, and descent. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record of rifle and pistol sales made by Marine Corps Exchanges in California as required by the State of California. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: In paper records in file folders. Retrievability: By name. Safeguards: Records are maintained in locked filing cabinets within locked offices of buildings. Records are accessible only to authorized personnel only. Retention and disposal: Records are maintained for five years and then destroyed. System manager(s) and address: Decentralized. System managed by local commanders. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding Officer of the activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding Officer of the activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individuals. Exemptions claimed for the system: None. MIL00011 System name: Marine Corps Exchange Vendor Directory. System location: All Marine Corps commands which operate a Marine Corps Exchange. Categories of individuals covered by the system: All vendor's names and addresses actively engaged in business with the local exchange. Categories of records in the system: File contains vendor names and addresses; freight information, delivery and discount terms for remittance and payment. Authority for maintenance of the system: 10 U.S.C. 7601. Purpose(s): To provide a record of vendors for use by Marine Corps Exchange officials for ordering, freight and delivery information, discount terms, billing and remittance. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: Mechanized print-outs and computer diskettes. Retrievability: Filed in computer and/or diskettes by permanently assigned 6 digit file numbers. Safeguards: Records are maintained in areas accessible only to authorized personnel on a need-to-know basis. Retention and disposal: Records are permanent; updated as necessary. Held until vendor is no longer actively engaged in business with Exchange, then record is eliminated and/or cleaned off diskette. System manager(s) and address: Decentralized system managed by local commanders. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding Officer of the activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding Officer of the activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Requests should contain the full name of the requester and the basis of the request. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Notification from applicable vendors, correspondence and agreements originating between vendor and Exchange Procurement Activity. Exemptions claimed for the system: None. MIL00012 System name: Licensing Procedures For Military Motor Vehicles. System location: All Marine Corps motor vehicle licensing facilities. Categories of individuals covered by the system: Military and DOD civilian employees required to operate a government-owned or controlled motor vehicle including nonappropriated fund vehicles. Categories of records in the system: Files contain information on each individual's driving experience, who applies for a Government Operators Permit to include traffic accidents involved in, any refusal, suspension or revocation of State Operator's License, all violations of traffic regulations (other than overtime parking) for which he has been found guilty, misrepresentation or failure to report these, and results of physical examinations. DD Form 1360 - Operators Qualifications and Record of Licensing, Examination and Performance NAVFAC 9-11240/11 - Checklist and Scoresheet for Road Test in Traffic SF 46 - U.S. Government Motor Vehicle Operator's Identification Card DOT Form HS 1047 - Request For Search of National Drivers Register DOT Form 1054 - Report of Inquiry Searched Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record of Marine Corps personnel driver qualifications for use by Marine Corps officials and employees in issuing military motor vehicle identification cards. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 records in file folders. Retrievability: Filed in alphabetical order by last name of applicant. Safeguards: Records are maintained in areas accessible only to authorized personnel. Copies are normally held for 3 years and are then destroyed. System manager(s) and address: Deputy Chief of Staff for Installations and Logistics, Headquarters, U.S. Marine Corps, Washington, DC. Decentralized system managed by local commands. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Headquarters, U.S. Marine Corps (Code LME), Room 400, Commonwealth Building, Washington, DC 20380-1775. Telephone (703) 696-1030. Correspondence pertaining to records maintained by local commands may be addressed to the commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Headquarters, U.S. Marine Corps (Code LME), Room 400, Commonwealth Building, Washington, DC 20380-1775. Correspondence pertaining to records maintained by local commands may be addressed to the commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual information is taken from NAVMC 10964, Licensing Application, civil authorities, Provost Marshal's office, service record, organization commanders. Exemptions claimed for the system: None. MIL00013 System name: Individual Uniform Clothing Records. System location: All Marine Corps activities, but records limited to individuals having received clothing through that activity. Categories of individuals covered by the system: Personnel of the Marine Corps, Marine Corps Reserve, Navy Corpsmen authorized to wear Marine uniforms, candidates of officer procurement programs of the Marine Corps (including Marine option NROTC), former Marines authorized to purchase Marine Corps uniforms Marine Corps clothing stocks. Categories of records in the system: Files contain listings of individual uniform clothing issued in- kind and clothing sold to individuals on a cash basis, mail-order basis or pay checkage basis. NAVMC 604 - Individual Clothing Requisition and Issue Slip (Men's) NAVMC 604b - Individual Clothing Requisition and Issue Slip (Women's) NAVMC 604a - Transmittal of Clothing Issue Slips NAVMC 10710 - Men's Individual Clothing Request NAVMC l0711 - Women's Individual Clothing Request NAVMC 631 - Individual Clothing Record (Men's) NAVMC 631a - Individual Clothing Record (Women's) DD Form 358 - Special Measurement Blank - Clothing - (Men's) DD Form 1111 - Armed Forces Measurement Blank - Special Sized/ Clothing-(Women's) DD Form 150 - Special Measurement Blank for Measurement/ Orthopedic Boots and Shoes DD Form 1348 - DOD Single Line Item Requisition System Document (Manual) SF 344 - GSA Multi-use Standard Requisitioning/Issue System Document Naval messages/speedletters when used in lieu of routine MILSTRIP procedures. Authority for maintenance of the system: E.O. 10113. Purpose(s): To provide a record of clothing issued or sold from Marine Corps stocks to personnel for use in the management of stock by Officials and employees of the Marine Corps. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 records in file folders. Retrievability: May be filed for retrieval by either name or Social Security Number, or when used as a substantiating document for issues/sales at a retail clothing outlet, files are primarily in transaction document number sequence. Safeguards: Records are maintained in areas accessible only to authorized personnel. Retention and disposal: Three years when used to substantiate issues under the Clothing Monetary Allowance System. As required when used to substantiate financial/pay checkage transactions. Until individual uniform clothing items issued in kind to members of the Marine Corps Reserve are recovered upon separation. Three years following detachment from duty for which an issue of supplementary uniforms was authorized. System manager(s) and address: Decentralized system - managed by local command. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code LMP), Room 378, Commonwealth Building, Washington, DC 20380-1775. Telephone (703) 696-1030. Correspondence pertaining to records maintained by local commands may be addressed to the commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Individual should provide full name, Social Security Number, Military status, current address, specifics of information desired. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code LMP), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual information, Joint Uniform Military Pay System/ Manpower Management System (JUMPS/MMS). Exemptions claimed for the system: None. MIL00014 System name: Exchange Privilege Authorization Log. System location: Organized Marine Corps Reserve Units. Categories of individuals covered by the system: Any member of the Organized Marine Corps Reserve unit who becomes eligible for exchange privileges as a result of attending drills with that unit in accordance with current regulations. Categories of records in the system: Log contains a list by name of individuals who are issued exchange privilege authorization letters. The list is maintained on a quarterly basis. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record of personnel authorized to use exchanges for use in the management and administration of the exchanges by Commanding Officers and Inspector-Instructor of Reserve units. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 bound log book on paper - letters issued to individual Reserves. Retrievability: Alphabetically by last name for each fiscal quarter. Personnel who join during the quarter are added to the list as they become eligible for exchange privileges. Safeguards: The log is maintained in an area accessible only to authorized personnel. This area is locked during non-working hours. A guard is located in the general vicinity. Retention and disposal: The log will be destroyed one year from the end of the calendar year for which entries are made. System manager(s) and address: Inspector-Instructor of Organized Marine Corps Reserve unit. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Inspector-Instructor of Organized Marine Corps Reserve unit. Provide full name, Social Security Number, and military status. Proof of identity may be established by military identification card or DD Form 2l4 and drivers license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Inspector-Instructor of Organized Marine Corps Reserve unit. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Monthly drill attendance records of Organized Marine Corps Reserve unit. Exemptions claimed for the system: None. MIL00015 System name: Housing Referral Services Records System. System location: All Marine Corps installations with housing referral offices. Categories of individuals covered by the system: All military personnel reporting to an installation who will be residing off base desirous of seeking off base housing. Categories of records in the system: Information is collected on DD Form 1668 from all military personnel reporting to a housing referral office as pertains to name, grade, branch of service, organization and location, local address, housing needs, e.g. rental/sale, number of bedrooms, furnished/ unfurnished, price range etc., number of dependents, male or female, and age. A list of housing referral services provided and identification of member of racial or ethnic minority groups. Individuals provided referral assistance must in turn provide notification of housing selection by use of DD Form 1670 which includes such information as type of housing selected, e.g., location, temporary/permanent, rental/sale, cost, number of bedrooms, media through which housing was found, e.g., housing referral, realtor, newspaper, etc., and satisfaction with selection, e.g,. too small, too far, discrimination encountered, and satisfaction with housing referral services provided. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide data used by Marine Corps Officials and employees in assisting and counseling individuals in locating suitable housing off base, for follow-up action when written notification is not provided by individuals as to ultimate housing locations, and to maintain record of availability of rental units and follow-up action regarding tenant/landlord complaints. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Referral offices use data to assist and counsel individuals in locating suitable housing off base, used for follow-up purposes when written notification from individual is not provided as to ultimate location of housing, used for purposes of reporting statistics on field activity housing referral services, used to follow-up on availability of rental unit subsequent to occupant's receipt of PCS orders, and follow-up regarding tenant/landlord complaints. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File folders. Retrievability: By individual's name. Safeguards: Housing files within the housing referral or housing office, used solely within the housing organization and protected by military installation's security measures. Individual may upon request have access to all such data. Retention and disposal: Data is retained until individual's tour is completed and subsequently disposed of according to local records disposition instructions. System manager(s) and address: Commandant of the Marine Corps (Code LFF-3), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the housing referral offices at the Marine Corps activity responsible for providing referral services for military personnel in the area. Individual may request access to records upon proof of identity (I.D. card). U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the housing referral offices at the Marine Corps activity responsible for providing referral services for military personnel in the area. Individual may request access to records upon proof of identity (I.D. card). U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Data collected from each applicable individual. Exemptions claimed for the system: None. MIL00016 System name: Depot Maintenance Management Subsystem (DMMS). System location: Marine Corps Logistics Support Base, Albany, GA 31704-5000 and Marine Corps Logistics Support Base, Barstow, CA 92311-5000. Categories of individuals covered by the system: Any military or civilian employee of USMC Depot Maintenance Activities. Categories of records in the system: System contains individual's Personal History File, Labor Distribution Reports, Time and Attendance Reports and Payroll Reports. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record for payroll support and cost accounting for use by Marine Corps officials and employees in monitoring labor distribution. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. Congress of the U.S. - The Senate or House of Representatives of the U.S. or any committee or subcommittee thereof; any joint committee of Congress or subcommittee of joint committee on matters within their jurisdiction requiring disclosure of the files. Treasury Department - To officials and employees of the Treasury Department on matters relating to pay as required in the performance of their official duties. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Computer magnetic tapes and discs, computer paper printouts and microfiche. Retrievability: Filed by employee badge number. Safeguards: Buildings have security personnel. Records are maintained in areas accessible to authorized personnel that are properly screened. Retention and disposal: Records are maintained until end of calendar year in which employee has worked. At the end of one year, the computer magnetic tapes and discs are erased and paper printouts are destroyed by shredding. Microfiche is destroyed by burning. System manager(s) and address: Commandant of the Marine Corps (Code LMM), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775; CG, Marine Corps Logistics Support Base, Albany, GA 31704-5000; and CG, Marine Corps Logistics Support Base, Barstow, CA 93211-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code LMM), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775; CG, Marine Corps Logistics Support Base, Albany, GA 31704-5000; and CG, Marine Corps Logistics Support Base, Barstow, CA 92311-5000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding General, Marine Corps Logistics Support Base, Albany, GA 31704-5000 or Commanding General, Marine Corps Logistics Support Base, Barstow, CA 92311-5000. Written requests for information should contain the full name of the individual, current address, telephone number. For personal visits, the individual should be able to provide some acceptable identification, i.e., driver's license, social security card, etc. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Automated system interfaces. Application and related forms from the individual requesting employment. Exemptions claimed for the system: None. MIL00017 System name: Transportation Data Financial Management System (TDFMS). System location: Commanding General (Code A470), Marine Corps Logistics Support Base, Albany, GA 31704-5000. Categories of individuals covered by the system: All Marine Corps active duty, reserve, retired personnel, federal Civil Service employees of the Marine Corps and their dependents. Categories of records in the system: The TDFMS Master Files consist of a complete automated record for all Marine Corps active duty, reserve and retired personnel, federal Civil Service employees of the Marine Corps and their dependents concerning the movement of household goods, personal effects and passenger or personnel transportation by rail, bus, air or other means involving expenditures of Marine Corps funds. Authority for maintenance of the system: 37 U.S.C. and 10 U.S.C. 5031. Purpose(s): To provide a record for analysis and research for budget forecasting, certification and expenditure of Marine Corps funds and identification of movement of material by weight for payment of transportation charges on personal property and personnel. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. Courts - By officials of duly established local, state, and federal courts as a result of court order pertaining to matters properly within the purview of said court. Congress of the U.S. - The Senate or the House of Representatives of the U.S. or any subcommittee thereof, any joint committee of Congress or subcommittee of joint committee on matters within their jurisdiction requiring disclosure of the files. The Comptroller General of the U.S. - By the Comptroller or any of his authorized representatives in the course of the performance of duties of the General Accounting Office relating to the Marine Corps. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Computer magnetic tapes and discs, computer printouts, microfiche and microfilm. Retrievability: Information is accessed and retrieved by name, Social Security Number, etc. Conventional and computerized indices are required to retrieve individual records from the system. Safeguards: Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared, and trained. Retention and disposal: Records are maintained until statute of limitation has expired and/or litigation is concluded. System manager(s) and address: The Commandant of the Marine Corps (Code LFS), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding General (Code A470), Marine Corps Logistics Support Base, Albany, GA 31704-5000. Telephone (912) 439- 5674/5675/5676/5677. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding General (Code A470), Marine Corps Logistics Support Base, Albany, GA 31704-5000. Written requests for information should contain Social Security Number, full name and current address, Government Bill of Lading number (if known), date of shipment or move of household goods. For personal visits, the individual should be able to provide positive personal identification, such as valid military identification card, drivers license, etc. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Government and commercial carriers. Installation Transportation Officers. Authorized order writing activities. Paying or disbursing officers. Marine Corps Manpower Management System. Exemptions claimed for the system: None. MIL00018 System name: Organization Clothing Control File. System location: Depot Property Control Branch, Marine Corps Recruit Depots. Categories of individuals covered by the system: Drill Instructors, Marksmanship Instructors, Women Marine Special Subject Instructors and Band members. Categories of records in the system: Combined Individual Clothing Requisition and Issue Slip, NAVMC 604 Form. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To maintain records of organizational clothing issued to authorized personnel until items have been returned. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 records in file folders. Retrievability: Filed alphabetically by last name of Marine concerned. Safeguards: Records are maintained in filing cabinet in a locked building. Retention and disposal: Records are maintained until items of organizational clothing are returned. System manager(s) and address: Commanding General, Marine Corps Recruit Depots. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Depot Supply Officer, Depot Service and Supply Department, Marine Corps Recruit Depot, Parris Island, SC 29905-5001 or San Diego, CA 92140-5001. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Depot Supply Officer, Depot Services and Supply Department, Marine Corps Recruit Depot, Parris Island, SC 29905-5001 or San Diego, CA 92140-5001. Written requests for information should contain the full name, Social Security Number and current address of the individual concerned. For personal visits, the individual should be able to provide a military identification card. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Provided by the authorized individual's request NAVMC 604 to be issued items of Organizational Clothing. Exemptions claimed for the system: None. MIL00019 System name: Equipment and Weapons Receipt or Custody Files. System location: System is decentralized. Records are maintained at Marine Corps commands, organizations, or activities that issue said equipment or weapons. Categories of individuals covered by the system: System contains name, rank, Social Security Number, unit address, and date. Categories of records in the system: This file contains name, rank, Social Security Number, itemized list of equipment issued, date issued, and possibly unit and section/ Department to which assigned. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps. Purpose(s): To provide a record of individuals who have government property in their possession for use in the management of that property. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 records in binder, file folder, box, vertical card file, or index cards. Retrievability: Records are filed alphabetically by name. Safeguards: After working hours, the office and building are locked. A guard is located in the general vicinity. Retention and disposal: These records are destroyed upon the return of the property listed. System manager(s) and address: Commanding officer of the activity. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding officer of the activity. Provide full name and military status. Proof of identity may be established by military identification card or DD Form 214 and drivers license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding officer of the activity. Provide full name and military status. Proof of identity may be established by military identification card or DD Form 214 and drivers license. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information is entered by visual certification of property, issued and identification presented by individual. Exemptions claimed for the system: None. MIL00021 System name: Working Files, Division Supply Sections and Wing Supply Sections. System location: Division Supply Section, Regiments, Battalions, Separate Companies, Wing Supply Sections, Groups, Separate Squadrons Categories of individuals covered by the system: Personnel responsible for government property, reimbursing government for damages/loss of property. Categories of records in the system: Equipment Custody Records (ECR) - This file contains the date, voucher number, remarks, quantity, signature, control number, description and unit. Memorandum Receipt for Individual/Garrison Equipment (IMR) - This file includes the name, grade, Social Security Number, date, organization, signature and unit. Memorandum Receipt for Individual Weapons and Accessories - This file includes the name, grade, Social Security Number, organization, signature and unit. Personal Effects Log - This file includes the date, name, Social Security Number, grade and signature. Letter of Appointment/Authorization - These files include the date, name, grade, Social Security Number, description of duties/ authorizations and sample signature. Voucher Files - Cash Collection - This file includes the name, grade, Social Security Number, unit, description of sales and signature. Voucher Files - Investigations - This file includes the name, grade, Social Security Number of investigating officer, subject, serial number, date investigation received, date sent to unit for correction (if applicable), due date to be returned and remarks. File also contains a copy of the investigation. Special Order Clothing - This file includes the name, rank, Social Security Number, msg number, individual unit, and remarks regarding receipt of clothing. Base Property Log - Contains a list of names of personnel who have lost and paid for government property. Serialized Blank Forms Register - Contains a listing of personnel by name who issue/receive serialized blank forms. Quarterly Inventory of Sets, Chests and Kits - Contains a file of inventories made on contents of sets, chests and kits including the name, rank and Social Security Number of the individual inventorying property. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps. Purpose(s): To provide a record, by units, of supplies, property and responsible property management personnel for maintenance and accountability of government property. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: ECR - Vertical file cards. IMR; Individual Weapons and Accessories, Special Clothing - card file. Personal Effects; Investigation; Base Property Log; Serialized Blank Forms Register-Log Book. Letters of Appointment/Authorization; Voucher Files, investigations; Quarterly inventories of Sets, Chests and Kits - paper records in file folders. Retrievability: ECR - filed by unit or responsible officer. IMR; Individual Weapons and Accessories; Special Clothing - filed alphabetically by name. Personal Effects, Investigation Log; Letter of Appointment/ Authorization; Voucher Files; Base Property Log; Serialized Blank Form Register; Quarterly Inventory of Sets, Chests and Kits - as it occurs by name. Safeguards: IMR; Individual Weapons and Accessories Records - maintained in secured area within armories accessible only to personnel authorized to be in the area. ECR; Personal Effects Log; Letters of Authority; Voucher Files; Investigations; Special Clothing; Base Property Log; Serialized Blank Forms Register; Quarterly Inventory of Sets, Chests and Kits - Personnel within supply/S-4 sections authorized access, no special safeguard implemented. Retention and disposal: ECR; IMR; Weapons Custody Records; Special Clothing retain until accountable balance is zero. Personal Effects Log; Quarterly Inventory of Sets, Chests and Kits - one year. Letters of Appointment/Authorization - five (5) years. Voucher Files; Investigation Log; Base Property Log; Serialized Blank Forms - two years. Investigations - Two years after the end of the fiscal year in which the investigation as completed. All files are destroyed after being maintained the required time. System manager(s) and address: Division Supply Officers, Marine Corps Division; Wing Supply Officers, Marine Corps Aircraft Wings. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Division Supply Officers, Marine Corps Division; Wing Supply Officers, Marine Corps Aircraft Wings. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Written requests for information should contain the full name and grade of the individual as well as the unit to which he is/was attached which would reflect information pertaining to him. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Division Supply Officers, Marine Corps Division; Wing Supply Officers, Marine Corps Aircraft Wings. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Written requests for information should contain the full name and grade of the individual as well as the unit to which he is/was attached which would reflect information pertaining to him. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual and/or individual's SRB or OQR or other listing unit may have which contains required information. Incoming messages for Special Order Clothing. Base Locator. Completed investigations submitted. Exemptions claimed for the system: None. MIL00022 System name: Delinquent Clothing Alteration List. System location: System is decentralized. Records are maintained at Marine Corps commands, organizations, or activities that alter clothing. Categories of individuals covered by the system: List of personnel who have failed to pick up altered clothing. Categories of records in the system: Contains an alphabetical listing of personnel who have failed to pick up clothing which has been altered for them. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record of personnel who have altered uniforms ready for pick up for use by the Clothing Branch Officer in notifying personnel of such delinquent pick up. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: Cards/file folders. Retrievability: Alphabetical by unit assigned. Safeguards: After working hours, the office and building are locked. Guards are located in the general vicinity. Retention and disposal: Maintained for two years, then destroyed. System manager(s) and address: Clothing officer of the activity concerned. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the clothing officer of the activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the clothing officer of the activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Written requests should include name and Social Security Number. Personal visits may be made to the installation in question. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Cards filled out by personnel when leaving clothing for alteration. Exemptions claimed for the system: None. MIN00001 System name: Personnel Security Eligibility and Access Information System. System location: Primary system: Headquarters, U.S. Marine Corps, Washington, DC 20380-1775 and the Marine Corps Security Guard Battalion, Building 2007, Marine Corps Base, Quantico, VA 22134-5020. Secondary system: Local activity or detachment to which individual is assigned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Members of the Marine Corps, Marine Corps Reserve, former members, applicants for enlistment or commissioning, members serving in the Marine Corps Security Guard program, Marine Corps civilian employees, and those whose status or position effects the security, order or discipline of the Marine Corps. Categories of records in the system: Files contain reports of personnel security investigations, criminal investigations, counterintelligence investigations, checklists, correspondence, records and information pertinent to an individual's acceptance and retention, personnel security clearance and access, and continuing assignment to personnel reliability programs, Marine Security Guard program, and other high risk or compartmented information programs requiring personnel quality control. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations, 10 U.S.C. 5013; and E.O. 9397. Purpose(s): To provide a record of individuals eligible for assignment to personnel reliability programs and other high risk or compartmental information programs requiring personnel quality control. To provide a record of information collected on individuals regarding their continuing performance and reliability while serving in the Marine Security Guard program. To provide records to facilitate decisions regarding the reassignment and/or removal of Marine Security Guards from the Marine Security Guard program. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To officials and employees of other agencies of the Executive Branch of the government, upon request, in the performance of their official duties. The `Blanket Routine Uses' that appear at the beginning of the Marine Corps' compilation of record system notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders and index cards. Some information is contained in automated files or on computer tapes. Retrievability: Retrieved alphabetically by last name of individual or by Social Security Number. Safeguards: Stored in locked safes or cabinets. File areas are accessible only to authorized persons who are properly screened, cleared, and trained. Retention and disposal: Maintained at activity where assigned until separation or removal from sensitive position. Three years thereafter, records are transferred to Federal Records Center for permanent retention. System manager(s) and address: Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775 and the Commanding Officer, Marine Security Guard Battalion, (State Department), Quantico, VA 22134-5020. Decentralized system managed by local activities and detachments. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this systems should address written inquiries to the Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775; Commanding Officer, Marine Security Guard Battalion, (State Department), Quantico, VA 22134- 5020; or the security office where individual is assigned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. The letter should contain full name, Social Security Number, status, address and notarized signature of the requester. The individual may visit Headquarters, U.S. Marine Corps, Arlington Annex (Federal Office Building 2), Arlington, VA, or the Marine Security Guard Battalion, Building 2007, Marine Corps Base, Quantico, VA for assistance or visit any detachment or activity for access to locally maintained records. Prior written notification of personal visits are required to ensure that all parts of the records will be available at the time of the visit. Proof of identity will be required and will consist of a military identification card, driver's license or similar picture-bearing identification. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775; Commanding Officer, Marine Security Guard Battalion, (State Department), Quantico, VA 22134-5020; or the security office where individual is assigned. Official mailing addresses are published as an appendix to the Department of the Navy's compilation of record system notices. Written requests should contain full name, Social Security Number, status, address and notarized signature of the requester. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Officials and employees of the Marine Corps, Departments of the Navy and Defense and other departments and agencies of the Executive Branch of government; medical reports; correspondence from financial and other commercial enterprises; correspondence from private citizens; investigations to determine suitability for security clearances and sensitive assignments; correspondence, investigations and reports relating to disciplinary proceedings; official correspondence and other reports concerning the individual. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(2), (k)(3), and (k)(5) as applicable. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 701, subpart G. For additional information, contact the system manager. MIN00002 System name: POW/MIA Intelligence Analysis and Debrief Files. System location: Primary system: Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Major Marine Corps commands maintain derivative files. Categories of individuals covered by the system: Members of the U.S. Marine Corps or Marine Corps Reserve either currently or previous prisoner of war (POW), detained by hostile forces or declared missing in action (MIA). Categories of records in the system: Narrative of loss incident; investigations regarding loss incident; casualty reports intelligence reports possible identifying subject; articles, statements, lists and photographs published in world news media or broadcast over hostile public radio; portions of official debriefings or debriefing summaries; and analytical evaluations of information contained in file. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps. Purpose(s): To provide a record of information collected on individuals classified as prisoners of war or missing in action until their return to military control or otherwise change of status. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 records in file folders; photographs, film and tape recordings. Retrievability: Filed alphabetically by last name of the individual. Safeguards: Secured in GSA approved security containers within locked office spaces. Access is granted only to those authorized persons who are properly cleared and having a need-to-know. Retention and disposal: Records maintained within Marine Corps Intelligence Division as long as individual's status remains POW/MIA. Record is retired to Marine Corps Historical Division two years after return to U.S. control or when status is changed to KIA/KIA-BNR. System manager(s) and address: Commandant of the Marine Corps (Code C4I), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code C4I), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code C4I), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Contesting record procedures: The U.S. Marine Corps rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Other records of the activity; investigators; witnesses; correspondents; intelligence reports from the services, Defense Intelligence Agency, Central Intelligence Agency, State Department and other government agencies; Foreign Broadcast Information Service; newspapers; magazines; television; radio; and movies. Exemptions claimed for the system: None. MJA00001 System name: Business Complaint File. System location: Legal office or Office of the Staff Judge Advocate at all Marine Corps activities. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Businesses which have generated complaints by clients at Legal Assistance Office. Categories of records in the system: Affidavits of individuals involved in incidents which give rise to such complaints. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record of business complaints for use in resolution of problems by legal assistance officers or for forwarding to the appropriate attorney general's office and/or Armed Forces Disciplinary Control Board. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Legal Assistance Officers to resolve problem locally or forwarded to the appropriate attorney general's office and/or Armed Forces Disciplinary Control Board as appropriate for settlement of complaint. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders. Retrievability: Arranged by type of business and alphabetically by name of the business within types. Requires conventional indices for retrievability. Safeguards: Maintained in locked building. Retention and disposal: Maintained so long as file is active, or two years if inactive. Not transferred. Destroyed by discard in military trash system. System manager(s) and address: Staff Judge Advocate/legal officer of the local Marine Corps activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Staff Judge Advocate/legal officer of the local Marine Corps activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Requester may also visit office. Military I.D. card or other suitable identification will be required. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Staff Judge Advocate/legal officer of the local Marine Corps activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual complainants. Exemptions claimed for the system: None. MJA00002 System name: General Correspondence Files for Legal Administration. System location: All Marine Corps activities. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: File contains information on individuals who have appealed Article 15 punishment and traffic court rulings; have been referred to a court-martial (awaiting special or general court-martial); have been confined at a Correctional Facility in excess of 30 days; lawyers assigned to be on call for a given period; officers punished under Article 15, Uniform Code of Military Justice; individuals selected to sit as members of a court-martial. File covers individuals who have been recommended for administrative discharge whose cases have been reviewed by Staff Judge Advocate, individuals served with civil process, and other individuals (military and civilian) requesting assistance in legal related problems. Categories of records in the system: File contains information relating to nonjudicial punishment appeals, the reason for the appeal and the response of the officer appealed; traffic court appeals; counsel assignments to individual referred to a court-martial; weekly case listings including type of offense, counsel assigned and dates pertaining to each case; excess 30 day pretrial confinement letters including the approval/ disapproval by the CG for extending the period of confinement; duty lawyer roster; officer's punishment including offense, punishment and statement of desire to appeal or not; weekly docket list; and court- martial members questionnaire including age, duty assignment, summary of past duties, martial status, children, and matters pertaining to past schooling, assignments, name, rank and Social Security Number. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 801, et.seq. Purpose(s): To provide a record on legal matters for use by Marine Corps Staff Judge Advocates and legal personnel in addressing legal matters. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. Courts - by Officials duly established local, state, and federal courts as a result of court order pertaining to matters properly within the purview of said court. Congress of the U.S. - by the Senate or the House of Representatives of the U.S. or any committee or subcommittee thereof, any joint committee of Congress or subcommittee of joint committee on matters within the jurisdiction requiring disclosure of the files of the system. The Comptroller General of the U.S. - by the Comptroller General or any of his authorized representatives in the course of the performance of duties of the General Accounting Office. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File folders and card files. Retrievability: Alphabetically. Safeguards: Kept behind locked doors with security guard in building at night. Retention and disposal: Most records are retained for two years. Duty lawyer rosters and weekly docket lists are retained for one year. All records are destroyed at the end of the retention period. System manager(s) and address: Commanding officer of the activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding officer of the activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Requester should supply full name and Social Security Number. Record access procedures: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding officer of the activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Written requests for information should contained full name and grade of the individual. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individuals. Exemptions claimed for the system: None. MJA00003 System name: Magistrate Court Case Files. System location: All Marine Corps activities. Categories of individuals covered by the system: Civilians pending and tried by the assigned Federal magistrate for crimes committed on military reservation. Categories of records in the system: Investigative reports, complaints, summons and warrants. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps. Purpose(s): To provide a record of summons, warrants, investigative reports and complaints for use by military prosecutors in the preparation of cases of trial. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 records in file folders. Retrievability: Filed alphabetically by name. Conventional indices are required for retrieval. Safeguards: Maintained in file cabinet in locked building. Retention and disposal: Files maintained for two years after case closed, then retired to Federal Records Center. System manager(s) and address: Commanding officer of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in the system should address written inquires to the Commanding Officer of the Marine Corps installation concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems or records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding officer of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Law enforcement reports, bad check transmittal letters from Government agencies. Exemptions claimed for the system: None. MJA00004 System name: In Hands of Civil Authorities Case Files. System location: All Marine Corps activities. Categories of individuals covered by the system: All military personnel who are in hands of civil authorities or have charges pending against them by civil authorities. Categories of records in the system: Civil court documents, advise to respondent, health statements/ certificates, written agreement releasing the Marine to civilian authorities and supporting documents pertaining to individual. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and 10 U.S.C. 814. Purpose(s): To provide a record of Marines in the hands of civil authorities for use in the administrative processing of such individuals. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 records in file folders. Retrievability: Filed alphabetically by last name of individual by calendar year in which processing is completed. Safeguards: Files are stored in filing cabinets accessible only to authorized personnel. Doors are locked and full-time security guards are employed after normal working hours. Retention and disposal: On discharge personnel, record incorporated into administrative discharge file. Others retained for two years after completion of calendar year in which processed, then destroyed in accordance with the Navy and Marine Corps Records Disposal Manual. System manager(s) and address: Staff Judge Advocate or legal officer of the activity concerned. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Staff Judge Advocate or legal officer of the activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Requester must be able to provide satisfactory identifying information. Record access procedures: Individuals seeking to access information about themselves contained in this system should address written inquiries to the Staff Judge Advocate or legal officer of the activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Requester must be able to provide satisfactory identifying information. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Warrant for arrest, service records, health records, civil court documents, law enforcement personnel and various DOD agencies. Exemptions claimed for the system: None. MJA00005 System name: Financial Assistance/Indebtedness/Credit Inquiry Files. System location: All Marine Corps activities. Categories of individuals covered by the system: Marines identified as owing debts and/or having dependents requiring financial aid. Categories of records in the system: File contains name, rank, Social Security Number, military occupational specialty component, marital and dependency status and supporting documents pertaining to indebtedness, financial assistance and credit inquiries. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy, 10 U.S.C. 5041, Headquarters, Marine Corps. Purpose(s): To provide a record of Marines identified as owing debts or having need for financial aid for use in processing correspondence relating to financial assistance, credit inquiry or indebtedness. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 records in file folders. Retrievability: Records are retrieved by name and Social Security Number of the individual concerned. Safeguards: File accessible only to authorized personnel in the execution of their official duties. Maintained in locked building with full time duty personnel present during non-working hours. Retention and disposal: Records maintained two years after issue closed, then destroyed. System manager(s) and address: U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding officer of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Requester must be able to provide satisfactory identifying information. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding officer of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Requester must be able to provide satisfactory identifying information. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Previous and current commanders, private individuals and commercial creditors. Exemptions claimed for the system: None. MJA00009 System name: Marine Corps Command Legal Files. System location: All Marine Corps commands whhose commander or officer in charge has the authority to convene a special courts-martial. See 10 U.S.C. 826 and the U.S. Marine Corps official mailing addresses which are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Civilian employees of the Department of Defense or guests who have visited Marine Corps installations who have allegedly committed criminal offenses aboard a military installation or whose conduct has been subject to investigation. Any Marine or Navy service member who is the subject of the disciplinary action under the provisions of the Uniform Code of Military Justice (10 U.S.C. 801) who has been the subject of administrative discharge action pursuant to the provisions of Marine Corps Order P1900.16); or who has been the subject of an investigation (JAG Manual investigations) convened pursuant to the provisions of the Uniform Code of Military Justice or the Manual of the Judge Advocate General (JAG Instruction 5800.7) or any other type of investigation or inquiry. Categories of records in the system: Records of disciplinary proceedings, including courts-martial records and records of nonjudicial punishments with supporting documents, military justice management information pre-post trial (e.g., courts-martial docketing logs, reports of cases tried, etc.), pre-disciplinary inquires and investigations and documentation pertaining to post-hearing/trial review, clemency action, appellate leave or other personnel action related to or resulting from courts- martial, JAG Manual investigations pertaining to claims, line of duty misconduct determinations, command irregularities, and unusual incidents or accidents with supporting documentation and post- investigation review and actions. Inquiries made into incidents or situations which result in disbarment of an individual or from entry upon a military installation, referral to base traffic court or civilian, federal, state or local judicial or law enforcement authorities. Recommendations for administrative discharge with supporting documentation, including records of any hearing held and any review or other action taken with respect to the discharge recommendations. Authority for maintenance of the system: 5 U.S.C. 301; 10 U.S.C. 801, et. seq; 18 U.S.C. 382; and E.O. 9397. Purpose(s): To provide a record of actions for use by commanding officers or officers in charge who have authority to convene a special courts- martial. The records are used as required to initiate, refer or complete appropriate disciplinary proceedings. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 records in file folders. Retrievability: Retrieved by name or service member involved or chronologically with cross-reference to individual involved. Safeguards: Records are kept in either locked cabinets or guarded or locked buildings. Retention and disposal: Two years or as provided in the Manual of the Judge Advocate General (JAG Instruction 5800.7). System manager(s) and address: Commanding Officer of the unit concerned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices, or information may be obtained from the Director, Judge Advocate Division, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding Officer of the unit concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices, or write to the Director, Judge Advocate Division, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Written requests for information should contain the full name, Social Security Number, and military status. For personal visits, the individual should be able to provide a military identification card, a DD Form 214, or a driver's license. Record access procedures: Individuals seeking access to information about themselves that may be contained in this system should address written inquiries to the Commanding Officer of the unit concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices, or write to the Director, Judge Advocate Division, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Written requests for information should contain the full name, Social Security Number, and military status. For personal visits, the individual should be able to provide a military identification card, a DD Form 214, or a driver's license. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual concerned, witnesses to the incident in question or parties concerned therewith, officer investigating the incident, documents or items of real evidence, documents pertaining to the review, action or authorities charged with making a review or taking action. Exemptions claimed for the system: None. MJA00010 System name: Unit Punishment Book. System location: All U.S. Marine Corps and U.S. Marine Corps Reserve units, whose commander has non-judicial punishment authority. Categories of individuals covered by the system: Any enlisted Marine who is charged with a violation of the Uniform Code of Military Justice. Categories of records in the system: File contains name, rank, Social Security Number, military occupational specialty and unit of the individual, brief summary of the alleged offense including date, time and place. Acknowledgement of rights under Article 31, Uniform Code of Military Justice, and right to demand trial by courts-martial by the individual, record of specific punishment awarded or remarks as to disposition of charge. If punishment was awarded the individual will also acknowledge, in writing, his right to appeal. Authority for maintenance of the system: 5 U.S.C. 301; 10 U.S.C. 815; and E.O. 9397. Purpose(s): To provide a record of nonjudicial punishments at Marine Corps commands used in the evaluation of conduct. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Marine Corps compilation apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in loose leaf binder. Retrievability: Alphabetically by last name and by year. Safeguards: Access limited to those with a need to know. Records kept in a locked cabinet or in a room which is locked. Retention and disposal: Records are kept 3 years, and then destroyed by burning at end of period. System manager(s) and address: Unit Commanders of U.S. Marine Corps or U.S. Marine Corps Reserve units authorized to administer non-judicial punishment. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Unit Commanders of U.S. Marine Corps or U.S. Marine Corps Reserve units authorized to administer non-judicial punishment. If unit imposing punishment cannot be determined, information may be sought from Director, Judge Advocate Division, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Provide full name, Social Security Number, and military status. Proof of identity may be established by military identification card or DD Form 214 and driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Unit Commanders of U.S. Marine Corps or U.S. Marine Corps Reserve units authorized to administer non-judicial punishment. If unit imposing punishment cannot be determined, information may be sought from Director, Judge Advocate Division, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Provide full name, Social Security Number, and military status. Proof of identity may be established by military identification card or DD-214 and driver's license. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order L5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Verbal or written charge from individual subject to Uniform Code of Military Justice, Service record book of individual, nonjudicial punishment hearing. Exemptions claimed for the system: None. MJA00012 System name: Individual Accounts of Mail Order Clothing (bill file). System location: Clothing Section (MAU), Direct Support Stock Control Branch, Materiel Division, Marine Corps Logistics Support Base, Albany, GA 31704-5000. Categories of individuals covered by the system: File pertains to all Marine Corps personnel, active, reserve and retired who have a requirement and are authorized clothing, textiles and other related supplies. Categories of records in the system: Record includes individual's name, rank, Social Security Number, military address, bill number, dollar amount of the shipment, shipping date and ZIP code. Authority for maintenance of the system: NAVCOMPT Manual, Part C, Collection and Reporting of Debts Due the United States; 10 U.S.C. 5031. Purpose(s): To provide a record of debts owed through clothing mail order accounts for use in follow-up to such accounts. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Marine Corps compilation apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Data is stored on magnetic tapes and computer paper printouts. Retrievability: Data can be retrieved by account number, name and Social Security Number. Safeguards: Computer printouts and source documents are retained in a single office accessible only to authorized personnel. Employees are properly trained in safeguarding information of a personal nature. Retention and disposal: Computer records are retained until the bills are satisfied. Computer printouts and source documents are retained for a period of five years. Destruction of records is by mutilation. System manager(s) and address: Commanding General, Marine Corps Logistics Support Base, Albany, GA 31704-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Clothing Section (MAU), Direct Support Stock Control Branch, Materiel Division, Marine Corps Logistics Support Base, Albany, GA 31704-5000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Clothing Section (MAU), Direct Stock Control Branch, Material Division, Marine Corps Logistics Support Base, Albany, GA 31704-5000. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order L5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Accounting records of the Clothing Section, Direct Support Stock Control Branch, Marine Corps Logistics Support Base, Albany, GA, supplemented with information from the employing activity of the individual. Exemptions claimed for the system: None. MJA00013 System name: Bad Checks/Withdrawal of Check Cashing Privileges Lists. System location: Each Appropriated and Non-Appropriated Fund Activity having authority to accept personal checks from authorized patrons. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Categories of individuals covered by the system: All military personnel, active and retired; their authorized dependents of deceased military retirees; Marine Corps Exchange employees. Categories of records in the system: File bulletins containing name, rank, Social Security Number and expiration date of restriction of privileges and related correspondence. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 (SSN). Purpose(s): To provide a record of individuals who have issued bad checks at Appropriated and Nonappropriated Fund Activities having authority to accept personal checks from authorized patrons. The records are used to protect activities from unnecessary losses and to initiate administrative or criminal actions due to bad check offenses. 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: The `Blanket Routine Uses' that appear at the beginning of the Marine Corps compilation apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and electronic files. Retrievability: Alphabetical by name and Social Security Number. Safeguards: Access limited. Secured in locked building during nonworking hours. Retention and disposal: Destroyed when privileges are restored at the expiration of specified periods made known to the individual at the time privileges are revoked. System manager(s) and address: Commanding Officer of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding Officer of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding Officer of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Bad checks returned from the bank; notification from other commands, Federal Bureau of Investigation, Naval Investigative Service or other state, local or Federal investigative agencies or Treasury Department. Exemptions claimed for the system: None. MJA00016 System name: Judge Advocate Division `D' Files. System location: The Director, Judge Advocate Division, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Categories of individuals covered by the system: All Marine Corps Judge Advocates currently on active duty, in a reserve capacity and those individuals who are in the training cycle to become Judge Advocates. Categories of records in the system: The file contains correspondence from the Judge Advocates and prospective Judge Advocates regarding requests for personnel actions such as transfer, school assignment, etc. Additionally, the file contains information pertaining to judge advocate qualifications such as schooling results, commendatory matters and derogatory matter which bears on the assignment and other personnel matters relating to judge advocates. Authority for maintenance of the system: 5 U.S.C. 30l, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 (SSN). Purpose(s): To provide a record of qualified judge advocates for use in transfer, school assignment and other personnel matters relating to judge advocates. 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: The `Blanket Routine Uses' that appear at the beginning of the Marine Corps' 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: File folders and electronic database. Retrievability: Alphabetically by last name of member. Safeguards: Access is limited. The records are kept in file cabinets within a locked room. Access to electronic records is controlled by password or other user identification code. Retention and disposal: Retained for 2 years, then destroyed. System manager(s) and address: The Director, Judge Advocate Division, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Judge Advocate Division, Headquarters, U.S. Marine Corps (Code JA), Washington, DC 20380-1775. Written requests should contain the full name, grade, and Social Security Number of the individual. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Judge Advocate Division, Headquarters, U. S. Marine Corps (Code JA), Washington, DC 20380-1775. Written requests should contain the full name, grade, and Social Security Number of the individual. Contesting record procedures: The U.S. Marine Corps rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individuals. Service records of the individuals involved. Judge Advocates and Commanders of the individuals involved. Schools from which the individuals have obtained their graduate or undergraduate degrees or currently in residence. Exemptions claimed for the system: None. MJA00017 System name: JA Division, HQMC Correspondence Control Files. System location: The Commandant of the Marine Corps (Code JAC), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Categories of individuals covered by the system: Marines or former Marines who have been the subject of correspondence from a member of Congress, a high level Official in the Federal executive branch, parents of such an individual, individual Marines or members of the general public which correspondence concerns legal matters. Categories of records in the system: File contains the incoming correspondence, backup material used to respond to the correspondence, notes of the action officer and reply correspondence. Authority for maintenance of the system: 5 U.S.C. 301; 10 U.S.C. 5031; and E.O. 9397. Purpose(s): To provide a record of action taken on all correspondence received by the Judge Advocate Division, Headquarters, Marine Corps on individual inquiries. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Marine Corps compilation apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File folders. Retrievability: Alphabetical by name of correspondent or name of Marine or former Marine who is the subject of the correspondence. Safeguards: Limited access on a need to know basis. Maintained in a locked room. Retention and disposal: Retained for 2 years, then destroyed. System manager(s) and address: The Director, Judge Advocate Division, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Judge Advocate Division, Headquarters, U.S. Marine Corps (Code JAC), Washington, DC 20380-1775. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Judge Advocate Division, Headquarters, U.S. Marine Corps (Code JAC), Washington, DC 20380-1775. Written requests for information should contain the full name and grade of the individual. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order L5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Drafter of incoming correspondence. Service records of the Marine concerning whom correspondence is written. Information furnished from the command of the Marine concerned. Information furnished from other involved Marine Commands or individuals. Exemptions claimed for the system: None. MJA00018 System name: Performance File. System location: The Director, Judge Advocate Division, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Categories of individuals covered by the system: The file pertains to all members and former members of the Marine Corps, who, while on active duty or in a reserve status, become the subject of investigation, indictment, or criminal proceedings by military or civilian authorities, whether or not such investigation, indictment or proceedings result in a final adjudication of guilt of innocence. Categories of records in the system: The file contains information pertaining to civilian and military criminal matters including investigative reports, documents indicating court proceedings have begun and/or in progress, and post trial or investigative matters, as well as records of any resultant administrative action or proceedings. Authority for maintenance of the system: 5 U.S.C. 301; 10 U.S.C. 5031; and E.O. 9397. Purpose(s): To provide a record on individuals from the initiation of investigation or indictment until the procedure is final, whether by conviction, acquittal, dismissal or by the matter being dropped, and any resultant administrative action or proceedings, for use in determining assignments, whether an individual selected for promotion should be promoted while the matter is pending. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Marine Corps compilation apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File folders. Retrievability: Retrieved alphabetically by name. Safeguards: Access is limited. The file folders are stored in the file cabinets which are stored in a locked room during nonbusiness hours. Retention and disposal: Files are maintained for 50 years and then destroyed. Files maintained in Judge Advocate Division at Headquarters are transferred to Federal Records Center, Suitland, MD, after three years. System manager(s) and address: The Director, Judge Advocate Division, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Judge Advocate Division, Headquarters, U.S. Marine Corps (Code JA), Washington, DC 20380-1775. Written requests for information should contain the full name and grade of the individual. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Director, Judge Advocate Division, Headquarters, U.S. Marine Corps (JA), Washington, DC 20380-1775. Written requests for information should contain the full name and grade of the individual. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order L5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Investigative records of arrest from civilian law enforcement sources; records of indictment of conviction from civilian law enforcement or judicial agencies; records of appellate and other post trial procedures received from civilian law enforcement and judicial agencies. Records indicating apprehension or investigation by military authorities received from individual's command or other military agencies, law enforcement or command. Records of nonjudicial punishment, courts-martial, pre courts- martial and post courts-martial activities relating to the individual received from the individual's command. Records of administrative eliminative processes conducted by military authorities received from the individual's command. Exemptions claimed for the system: None. MMC00002 System name: Working Files, Inspection Division. System location: Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Categories of individuals covered by the system: Members of the U.S. Marine Corps and Marine Corps Reserve; former members of the Marine Corps and Marine Corps Reserve; retired and temporarily retired members of the Marine Corps and Marine Corps Reserve; and members of the Fleet Marine Corps Reserve; military personnel. Dependents of Marines and other family members with respect to matters pertaining to the individual Marine or former Marine. Categories of records in the system: File contains information pertaining to identification, recruitment, enlistment, prior service, assignment, location addresses, promotions, reductions in rank, performance of duty, discipline, offenses and punishments under the Uniform Code of Military Justice, courts-martial, personal history, investigations, police and court records, civil arrests and convictions, Official correspondence (includes internal Marine Corps and Department of the Navy correspondence, as well as correspondence with the Executive and Legislative branches of the federal government) and other correspondence (includes correspondence from Marines, their dependents and families, attorneys, doctors, educators, clergymen and members of the general public whether addressed directly to the Marine Corps or via third parties (president, congressmen, etc.)). Authority for maintenance of the system: 5 U.S.C. 301; 10 U.S.C. 5031; and E.O. 9397. Purpose(s): To provide a record of investigations, allegations pertaining to request mast, maltreatment and harassment for use by Officials of the Headquarters Inspection Division concerning inquiries on such matters. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Marine Corps compilation apply to this system. Congress of the U.S. - By the Senate or the House of Representatives of the U.S. or any committee or subcommittee thereof on matters within their jurisdiction requiring disclosure of the files of the system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper files as represented by card files and file folders. Files are stored in five drawer filing cabinets. Retrievability: Files are accessed and retrieved by the name and card file number. Safeguards: Building where files are stored and maintained employs 24 hour security guards. Records are further stored in areas of controlled access and handled by personnel with a need to know in the execution of their official duties. Retention and disposal: Congressional, military and civilian inquiry files are retained three years, then destroyed. System manager(s) and address: The Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code IGA), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code IGA), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. However, final determination as to whether any information will be released or made available will be controlled by the system manager. Written requests for information should contain the full name of the individual and his Social Security Number or former military service number. The following information will also be helpful in locating some records; military rank and occupational specialty, dates and places of service, and any special correspondence previously received or sent. For personal visits, an individual may visit the Inspection Division, Headquarters, U.S. Marine Corps, Federal Building 2, Washington, DC 20380-1775. However, final determination as to whether any information will be released or made available will be controlled by the System manager. For personal visits, the individual should be able to provide personal identification to include valid military or dependent identification card or two valid civilian items of identification, such as driver's license, social security card, medicare, etc. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order L5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in the system is obtained from the Marine Corps Manpower Management System; the Joint Uniform Military Pay System; Marine Corps Military Personnel Records to include the Service Record Book and Officer Qualification Record; Military Medical Records; Staff elements and subdivisions of Headquarters, U.S. Marine Corps; Marine Corps field commands, organizations and activities; other components of the Department of Defense; Agencies of Federal, State and local government; private citizens provided as character references by the individual; investigations related to disciplinary proceedings; and correspondence of private citizens addressed directly to the Marine Corps or via third parties such as members of Congress and other government agencies. Exemptions claimed for the system: None. MMC00003 System name: Activity Check In/Check Out File. System location: May be located at any U.S. Marine Corps or U.S. Marine Corps Reserve activity. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Categories of individuals covered by the system: All members of the activity. Categories of records in the system: Date reported and verification of check-in/check-out procedure. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5031, Secretary of the Navy; and 10 U.S.C. 5041, Headquarters, Marine Corps. Purpose(s): To provide a record of members reporting to or leaving a unit for use in tracking property belonging to the unit. 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: The `Blanket Routine Uses' that appear at the beginning of the Marine Corps compilation apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: On paper in files or on clipboard. Retrievability: Alphabetically by last name. Safeguards: Access limited to activity personnel in the performance of their official duties. After working hours, the office and building are locked. A guard is located in the general vicinity. Retention and disposal: Retained for 6 months after action has been completed. System manager(s) and address: Activity commander. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the activity commander. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Provide full name, Social Security Number, and military status. Proof of identity may be established by military identification card or DD-214 and driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the activity commander. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Provide full name, Social Security Number, and military status. Proof of identity may be established by military identification card or DD-214 and driver's license. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual and service record. Exemptions claimed for the system: None. MMC00004 System name: Adjutant Services Section Discharge Working Files. System location: Adjutant Services Section, Marine Corps activities. Categories of individuals covered by the system: Members and former members of the Marine Corps and Marine Corps Reserve. Some information about dependents and other members of families or former families of Marine Corps personnel may be included in files pertaining to the Marine. Inquiries from the general public, whether addressed directly to Base or received via a third party, may be retained together with information obtained in the course of completing required action or in preparing a response. Categories of records in the system: Files contain information pertaining to identification; prior service; location and addresses; prior and present marital status, dissolution of prior marriages, birth and death status, adoption of children, financial responsibility, child support, medical information, personal financial records, residence, basic allowance for quarters, leave and liberty, financial assistance, extensions of emergency leave, medical bills and determinations of dependency status as pertain to discharges; investigative reports, prior and present disciplinary status, financial responsibility, conduct and personal history, police reports, correction of naval records, veterans rights, benefits and privileges, preseparation counseling and civil readjustment as they pertain to unsuitability, unfitness and misconduct discharges; financial status, college acceptance and residence as they pertain to early separation to attend college or trade school; religious beliefs and practices pertaining to applications for conscientious objector status; official correspondence (including correspondence from Marines, their families, attorneys, doctors, clergymen, administrators/executors/ guardians of estates, American Red Cross and other welfare agencies and the general public, whether addressed directly to the Marine Corps or via third parties); internal routing and processing of matters; and records of interviews and telephone conversations. Authority for maintenance of the system: 5 U.S.C. 301; 10 U.S.C. 5031; E.O. 9397. Purpose(s): To provide records for use in the discharge or separation of Marines, correction of records, determination of veterans rights, benefits and privileges, welfare and family assistance and preseparation and counseling. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Marine Corps compilation apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders and card files stored in filing cabinets, shelves, tables and desks. Retrievability: Files are accessed and retrieved by individual. Identification of individual is by name and Social Security Number. Safeguards: Building is located in base area with area guard. Outside and inside doors locked after working hours and patrolled by Duty NCO. Access to information contained in the files is limited to officials and employees of Base Headquarters acting in their official capacity upon demonstration of a need-to-know. Retention and disposal: Files are retained two years and destroyed. System manager(s) and address: Commanding officer of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding officer of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Correspondence should contain the full name, Social Security Numbers and signature of the requester. The individual may visit the above location for review of files. Proof of identification may consist of the active, reserve, retired or dependent identification card, the Armed Forces Report of Transfer or Discharge (DD-214), discharge certificate, driver's license, social security card or by providing such other data sufficient to ensure the individual is the subject of the inquiry. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding officer of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order L5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Marine Corps Manpower Management System; Joint Uniform Military Pay System; Marine Corps Military Personnel Records System. Marine Corps Deserter Inquiry File; Staff agencies and subdivisions of Headquarters, U.S. Marine Corps; Marine Corps commands and organizations. Other agencies of Federal, state and local governments; Educational institutions; Medical reports and psychiatric evaluations; Financial institutions and other commercial; Civil courts and law enforcement agencies. Correspondence and telephone calls from private citizens initiated to the Marine Corps or via the U.S. Congress and other agencies; Investigative Reports; American Red Cross and similar welfare agencies. Exemptions claimed for the system: None. MMC00005 System name: Insurance Files. System location: Marine Corps Activities. U.S. Marine Corps official mailing addresses are published as an appendix to the Navy's compilation of system of records notices. Categories of individuals covered by the system: Insurance salesman requesting authority to do business at Marine Corps Activities. Categories of records in the system: A record of the certification of authority to solicit insurance mutual funds, investment plans, and securities. Authority for maintenance of the system: 5 U.S.C. 301; 10 U.S.C. 5031; E.O. 9397. Purpose(s): To provide a record of insurance agents who have requested authority to do business at Marine Corps activities and the disposition of such requests. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Marine Corps compilation apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders. Retrievability: Files in alphabetical order by company name. Conventional indices are required for retrieval. Safeguards: Maintained in locked building. Retention and disposal: Maintained as long as active. If inactive, disposed of after two years by discard into military trash system. Not transferred. System manager(s) and address: Local commanding officers. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the local commanding officers. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the local commanding officers. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order L5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information is supplied by the insurance companies and salesman involved. Exemptions claimed for the system: None. MMC00007 System name: Inspection of Government Property Assigned to Individual. System location: Organizational elements of the U.S. Marine Corps. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. The Directory of Department of the Navy activities mailing addresses. Categories of individuals covered by the system: Active duty Marine Corps personnel. Categories of records in the system: Name, badge number, and government property assigned to individual. Authority for maintenance of the system: 5 U.S.C. 301; 10 U.S.C. 5031; E.O. 9397. Purpose(s): To provide a record of loss or deterioration of clothing and equipment assignment to each individual. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Marine Corps compilation apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File folders. Retrievability: Name. Safeguards: Building locked at night - locked cabinet. Retention and disposal: Until separation. System manager(s) and address: Commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Written requests for information should contain the full name of the individual and his Social Security Number or former military service number. The following information will also be helpful in locating some records: Military rank and occupational specialty, dates and places of service, and any special correspondence and previously received or sent. For personal visits, the individual should be able to provide personal identification to include valid military or dependent identification card or two valid civilian items of identification such as driver's license, social security card, medicare, etc. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order L5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Inspection of property and clothing. Exemptions claimed for the system: None. MMC00008 System name: Message Release/Pickup Authorization File. System location: Marine Corps activities. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Categories of individuals covered by the system: All personnel authorized to release/pickup message traffic. Categories of records in the system: OPNAV Form 2160-5 (Message Release/Pickup Authorization). Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5031, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps. Purpose(s): To provide a record of personnel authorized to release/pickup messages at command Communication Centers. 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: The `Blanket Routine Uses' that appear to the beginning of the Marine Corps compilation apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and electronic records. Retrievability: Alphabetically by name. Safeguards: Located in a secure space within the Command Center, which is manned on a 24-hour basis. Retention and disposal: Retained until individual is replaced or authorization is revoked by proper authority; then destroyed by burning or shredding. System manager(s) and address: Local commanding officers. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the local commanding officer. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the local commanding officer. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Organizations, departments, sections authorized to release/pickup messages for the command. Exemptions claimed for the system: None. MMC00009 System name: Narrative Biographical Data with Photos. System location: Primary System - Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Secondary System - At all Marine Corps commands and districts maintain derivative files. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of system of records notices. Categories of individuals covered by the system: Marine Corps active duty, reserve, and retired general officers and active duty colonels who submit biographical data with photographs in accordance with existing directives. Categories of records in the system: Files contain standard biographical information as listed on NAVMC Form 10573 to include: personal identification, personal data, education background, military history, medals and decorations, combat, and chronology of Marine Corps service. A current photograph accompanies the file. Authority for maintenance of the system: 5 U.S.C. 301; 10 U.S.C. 5031; E.O. 9397. Purpose(s): To provide a record of news releases, responses to news media queries, and information on officers scheduled for speaking engagements or public appearances. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Marine Corps compilation apply to this system. Congress of the U.S. - By the Senate or the House of Representatives of the U.S. or any committee or subcommittee thereof, any joint committee of Congress or subcommittee of joint committee on matters within their jurisdiction requiring disclosure of the files. News Media - To provide biographical information response to query. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders. Retrievability: Filed alphabetically by last name of officer. Safeguards: Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared, and trained. Retention and disposal: Biographical information is maintained on all general officers while on active duty. When a general officer retires, the biographical data is retained for five years after the date of the individual officer's retirement and retained by the Historical Division (Code HD), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Biographical files are maintained on colonels while on active duty. Upon retirement of the officer, colonel biographical files are retained by Historical Division (Code HD), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. System manager(s) and address: The Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775, or commander of unit holding file. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code PA), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Written requests to determine whether or not the system contains a record about an individual should contain the full name of the general officer or colonel concerned. Visits are limited to Division of Information (Code PA), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. For personal visits, the individual should be able to provide some acceptable identification, such as a military identification card, and give some verbal information that could be verified with his `case' folder. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps and the commander of the unit holding the file. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order L5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Biographical data provided by the individual general/colonel and from personnel files. Exemptions claimed for the system: None. MMC00010 System name: Marine Corps Marathon Automated Support System. System location: Marine Corps Marathon Office, Quantico, VA 22134-5000. Categories of individuals covered by the system: All participants in the Marine Corps Marathon. Categories of records in the system: System contains information as provided on the Marine Corps Marathon Liability and Publicity Release form. Authority for maintenance of the system: National Security Act of 1947 as amended by DoD Reorganization Act of 1958, 10 U.S.C. 133; 10 U.S.C. 136; 32 CFR part 237 (l982). Purpose(s): To provide a record of all participates in the annual Marine Corps Marathon for use in organizing the event. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' at the head of the published Marine Corps system notices in the Federal Register. Additionally, the following routine uses apply: Electronic and print media - To provide publicity on the marathon event. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored on magnetic tape and disks as well as in paper files. Retrievability: Records are retrieved by name, runner number, or telephone number. Safeguards: Records are maintained in an area accessible only to authorized personnel. The terminals are in a room with windows protected by bars and the room is locked when not being used by authorized personnel. User identification codes and passwords known only by the data input operators and their supervisors are required for access to the terminals. Retention and disposal: Records are maintained indefinitely. System manager(s) and address: Marathon Coordinator, Marine Corps Marathon, PO Box 188, Quantico, VA 22134-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Marathon Coordinator, Marine Corps Marathon, PO Box 188, Quantico, VA 22134-5000. Written requests for information should contain the full name, runner number, and telephone number. For personal visits, the individual should be able to provide identification bearing picture and signature or sufficient verbal data to ensure that the individual is the subject of inquiry. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Marathon Coordinator, Marine Corps Marathon, PO Box 188, Quantico, VA 22134-5000. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order L5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in the system is obtained from the individual. Exemptions claimed for the system: None. MMN00001 System name: Absentee Processing and Deserter Inquiry File. System location: Primary System - Absentee and Deserter Section, Manpower Plans and Policy Division, Manpower Department (Code MH), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Decentralized Segments - U.S. Marine Corps commands to which the absentee or deserter is assigned for duty or administration of official records. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Marine Corps absentees and deserters; Marines in hands of civil authorities foreign and domestic; Marines who fail to comply with orders to new duty stations; suspected and convicted absentees and deserters who have returned to military control. Categories of records in the system: File contains personal identification data, parent command, notations of arrests, nature and dispositions of criminal charges, and other pertinent and information which is necessary to monitor, control and identify absentees and deserters. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record of absentees or deserters for identification, apprehension, return to military control or monitoring member located in a foreign country. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. Comptroller General of the U.S. - To respond to the Comptroller General or any of his authorized representatives in the course of the performance of duties of the General Accounting Office relating to Marine Corps Manpower Management Programs. Civilian Law Enforcement Agencies - To coordinate with appropriate federal, state, and local law enforcement agencies as may be required to report, identify, apprehend and return Marine absentees and deserters to Marine Corps control. Courts - To respond to court orders in connection matters before a court. Congress of the U.S. - To respond to inquiry of the Senate or the House of Representatives of the United States or any committee or subcommittee thereof any joint committee or joint subcommittee of the Congress on matters within their jurisdiction as may be requested of the Marine Corps. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored on magnetic tapes and disks, microform and file folders. Retrievability: Records may be accessed by name and Social Security Number. Safeguards: Building employs security guards. Computer terminals and records are located in areas accessible only to authorized personnel that are properly screened, cleared and trained. Use of terminals requires knowledge of passwords. Retention and disposal: Records vary in the period of time retained. Records on magnetic tapes and disks are destroyed by erasing after disposition of the individual's case. Paper records are maintained only as long as necessary to transfer information to the official personnel record, then they are destroyed. System manager(s) and address: The Commandant of the Marine Corps (Code MH), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MH), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Telephone (703) 696-2081. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MH), Headquarters, U.S. Marine Corps, Federal Office Building, Washington, DC 20380-1775. Written requests for information should contain the full name of the individual, date and place of birth, Social Security Number and signature. For personal visits, the individual should be able to provide military identification card, driver's license or other type of identification bearing picture or signature or by providing verbal data sufficient to insure that the individual is the subject of the inquiry. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in the system is obtained from the Marine Corps Military Personnel Records; from the individual's commanding officer, officer in charge, federal, state and local law enforcement agencies, lawyers, judges, Members of Congress, relatives of the individual and private citizens, the Department of Veterans Affairs and the individual themselves. Exemptions claimed for the system: None. MMN00002 System name: Listing of Retired Marine Corps Personnel. System location: Commandant of the Marine Corps (Code MMSR-6), Headquarters, U.S. Marine Corps, 3280 Russell Road, Quantico, VA 22134-5103.' Categories of individuals covered by the system: All retired members of the Marine Corps, including those former Marines in the receipt of disability benefits from the Department of Veterans Affairs. Categories of records in the system: The system is a microfiche listing derived from automated sources depicting the retiree's name, Social Security Number, grade, mailing address and retirement component code. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps. Purpose(s): To provide a record of all retired members for use in determination of benefits and entitlements as a retiree. 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: Leatherneck Magazine and Marine Corps Gazette - For maintaining their mailing lists of subscribers to these semi-official, professional publications. The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: Controlled distribution microfiche listing. Stock copies maintained in locked room. Retrievability: Listing in alphabetical order, with officer personnel listed separate from enlisted personnel. Safeguards: Building employs security guards. Distribution is strictly controlled. Retention and disposal: Destroyed upon being superseded by updated monthly listing. System manager(s) and address: Commandant of the Marine Corps (Code MMSR-6), Headquarters, U.S. Marine Corps, 3280 Russell Road, Quantico, VA 22134-5103. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MMSR-6), Headquarters, U.S. Marine Corps, 3280 Russell Road, Quantico, VA 22134-5103. The letter should contain the full name and signature of the requester. Individuals may visit the installation at 3280 Russell Road, Quantico, VA 22134-5103 on normal work days between 8:00 a.m. and 4:30 p.m. Proof of identification may consist of individual's active, reserve or retired identification card, Armed Forces Report of Transfer or Discharge (DD Form 214), discharge certificate, driver's license or other data sufficient to ensure that the individual is the subject. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MMSR-6), Headquarters, U.S. Marine Corps, 3280 Russell Road, Quantico, VA 22134-5103. The letter should contain the full name and signature of the requester. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Staff agencies and subdivisions of Headquarters, U.S. Marine Corps and the Department of Veterans Affairs. Exemptions claimed for the system: None. MMN00004 System name: Marine Corps Club Records. System location: Decentralized Segments - Records maintained by Marine Corps Clubs at organizational elements of the Marine Corps. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Officer personnel who elect officer club membership, staff noncommissioned officer personnel who elect staff noncommissioned officer club membership and patrons f consolidated package stores who purchase alcoholic beverages. Categories of records in the system: File contains nonstandardized, locally produced record listing name, grade, Social Security Number, military address, duty telephone number and dependent information. Alcoholic purchase records contain name, grade, Social Security Number, and the alcoholic beverage purchased by type, name brand, and quantity. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record of club members and patrons for use of management personnel in billing of customers and forwarding of club related information. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: All information of a personal nature is recorded and stored in cabinet drawers or other record keeping devices. Retrievability: Is by name and/or Social Security Number. Safeguards: Include normal security afforded unclassified file materials. Retention and disposal: Data on club membership is retained as long as the member is active and disposed of when membership is terminated. Data on alcoholic purchases is retained for a period as specified by the local command, but in no case for a period in excess of two years from date of purchase. System manager(s) and address: Decentralized - The local commanding officer is responsible for the operation of clubs aboard his base/activity. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the commanding officer of the activity having custody of the records. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the local commanding officer is responsible for the operation of clubs aboard his base/activity. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Data collected from each applicable individual. Exemptions claimed for the system: None. MMN00005 System name: Marine Corps Education Program. System location: Primary system - Marine Corps Combat Development Command, Quantico, VA 22134-5050. U.S. Marine Corps official mailing address are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Marine Corps personnel who have submitted written applications for participation in full-time, tuition assistance, off-duty, PREP, or other voluntary education programs. Categories of records in the system: File contains copies of individual's applications for participation in an education program; copies of correspondence between the Marine Corps, the individual and academic records and correspondence; test results; previous enrollments and disenrollments; and educational qualification data addressing the individual concerned. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5031, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 (SSN). Purpose(s): To provide a record on individuals for use in educational and vocational counseling, selection, assignment and management of various educational and vocational programs attended by Marine Corps personnel. 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: Educational Institutions - By officials and employees of those educational institutions to which the individual applies or which the Marine Corps contracts with, to provide full-time, off-duty or other educational programs. The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 and electronic records. Retrievability: Filed alphabetically by last name; by educational institution, educational program or unit of assignment. Cross reference by Social Security Number. Safeguards: Records are maintained in limited access working areas and are made available to persons other than the individual addressed only on a strict `need-to-know' basis. After duty hours storage areas are locked. Retention and disposal: Records are maintained a maximum of three years and then destroyed. In instances where individual completed less than three years, with no incurred service obligation, records are destroyed on program completion or transfer of individual from command maintaining record. System manager(s) and address: Commanding General, Marine Corps Combat Development Command, Quantico, VA 22134-5050. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding General, Marine Corps Combat Development Command, Quantico, VA 22134-5050. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the commander of the activity to which they are assigned for duty. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Requests from individuals who have made written application for the Special Education Program (SEP), Advanced Degree Program (ADP), Funded Legal Education Program (FLEP), College Degree Program (CDP), Marine Enlisted Commissioning Education Program (MECEP), Navy Enlisted Scientific Education Program (NESEP), Staff NCO Degree Completion Program (SNCODCP), or Marine Associate Degree Completion Program (MADCOP) should be addressed to the Commanding General, Marine Corps Combat Development Command, Quantico, VA 22134-5050. Telephone (703) 640-2399. Written requests for information should contain name of the individual, current address and telephone number, and the academic program originally requested or in which participated. For personal visits, the individual should provide personal identification. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Application and related documents including correspondence from the individual requesting an education program; correspondence originating in the Educational Services Branch or other Headquarters Marine Corps staff agencies; academic transcripts from educational institutions; and educational selection board results. Exemptions claimed for the system: None. MMN00006 System name: Marine Corps Military Personnel Records (OQR/SRB). System location: Primary system: Headquarters, U.S. Marine Corps (Code MMSB), 2008 Elliot Road, Quantico, VA 22134-5030. Decentralized Segments: Commanding officer of the organization to which the Marine officer or enlisted individual is assigned for duty and has responsibility for the Officer Qualification Records/Service Record Books (OQR/SRB). Categories of individuals covered by the system: All Marine Corps military personnel (enlisted/officer): Reserve, retired and discharged or otherwise separated. Categories of records in the system: The system contains the Official Military Personnel File, SRB and OQR. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 (SSN). Purpose(s): To provide a record on all Marine Corps military personnel for use in management of resources, screening and selection for promotion, training and educational programs, administration of appeals, grievances, discipline, litigations and adjudication of claims and determination of benefits and entitlements. 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 officials and employees of the Coast Guard and National Guard in the performance of their official duties relating to screening members who have expressed a positive interest in an interservice transfer, enlistment, appointment or acceptance. To agents of the Secret Service in connection with matters under the jurisdiction of that agency upon presentation of credentials. To private organizations under government contract to perform random analytical research into specific aspects of military personnel management and administrative procedures. To officials and employees of the American Red Cross and Navy Relief Society in the performance of their duties. Access will be limited to those portions of the member's record required to effectively assist the member. To officials and employees of the Sergeant at Arms of the U.S. House of Representatives in the performance of official duties related to the verification of Marine Corps service of Members of Congress. Access will be limited to those portions of the member's record required to verify service time, active and reserve. To state, local, and foreign (within Status of Forces agreements) law enforcement agencies or their authorized representatives in connection with litigation, law enforcement, or other matters under the jurisdiction of such agencies. To officials and employees of the Department of Veterans Affairs, 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 by members and former members of the Marine Corps. To officials and employees of the Department of Veterans Affairs in the performance of their official duties relating to approved research projects. To officials and employees of other Departments and Agencies of the Executive Branch of government, upon request, in performance of their official duties related to the management, supervision, and administration of members and former members of the Marine Corps. To Federal agencies, their contractors and grantees, and to private organizations, 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. The DoD ``Blanket Routine Uses'' set forth at the beginning of the Marine Corp's 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: Records are stored on paper in file folders, magnetic megastorage and on microfiche. Retrievability: The records at Headquarters, U.S. Marine Corps (all active and reserve officer records, all temporary disability retired records, all active and organized reserve and Fleet Marine Corps Reserve enlisted records of personnel joined/transferred to these components subsequent to June 30, 1974, all former Commandants, all living retired officers (who served in General Officer grade, records of all personnel separated/retired four months or less) are retrieved by full name and Social Security Number. Except for OQR's and SRB's of participating members, all other categories of Marine Corps military personnel records are maintained at the National Personnel Records Center, St. Louis, MO. Those retired to St. Louis prior to January 1, 1964 and/or those with military service numbers (MSN) below 1800000 are retrieved by MSN and full name. All other Marine Corps records retired to St. Louis, MO are accessed by MSN and/or Social Security Number and are retrieved by an assigned registry number. Safeguards: Restricted access to building and all areas where data is maintained. Records are maintained in areas accessible only by authorized personnel who have been properly screened, cleared, and trained. Retention and disposal: Records are permanent. Records maintained at Headquarters, U.S. Marine Corps are transferred to the National Personnel Records Center, 9700 Page Avenue, St. Louis, MO 63132-5100, one year after separation, placement on the Permanent Disability Retired List, retirement, retirement from Fleet Marine Corps Reserve, death of an officer who served in General Officer grade and former Marines no longer considered of newsworthy status. System manager(s) and address: Commandant of the Marine Corps (Code MMSB), Headquarters, U.S. Marine Corps, 2008 Elliot Road, Quantico, VA 22134-5030. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commandant of the Marine Corps (Code MMSB), Headquarters, U.S. Marine Corps, 2008 Elliot Road, Quantico, VA 22134-5030 (for active duty members); or to the Director, National Personnel Records Center, 9700 Page Avenue, St. Louis, MO 63132-5100 (for separated members). Individuals seeking to determine information about their OQR/SRB records maintained by their respective commanding officer should address written inquiries to the command concerned. U.S. Marine Corps official mailing addresses are incorporated into Department of the Navy's mailing addresses, published as an appendix to the Navy's compilation of record system notices. Written requests should contain the full name, Social Security Number, and signature of the requester. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written requests to the Commandant of the Marine Corps (Code MMSB), Headquarters, U.S. Marine Corps, 2008 Elliot Road, Quantico, VA 22134-5030 (for active duty personnel); to the respective commanding officer of the command concerned for OQR/SRB; or to the Director, National Personnel Records Center, 9700 Page Avenue, St. Louis, MO 63132-5100 (for separated members). Written requests should include the full name, Social Security Number, and signature of the requester. The individual may visit any of the above activities for review of records. Proof of identification may consist of an individual's active, reserve or retired identification card, Armed Forces Report of Transfer or Discharge (DD Form 214), discharge certificate, driver's license, or other data sufficient to insure that the individual is the subject of the record. Contesting record procedures: The U.S. Marine Corps rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Staff agencies and subdivisions of Headquarters, U.S. Marine Corps; Marine Corps commands and organizations; other agencies of federal, state, and local government; medical reports; correspondence from financial and other commercial enterprises; correspondence and records of educational institutions; correspondence of private citizens addressed directly to the Marine Corps or via the U.S. Congress and other agencies; investigations to determine suitability for enlistment, security clearances, and special assignments; investigations related to disciplinary proceedings; and the individual of the record. Exemptions claimed for the system: None. MMN00009 System name: Military Police Information System (MILPINS). System location: Decentralized segments exists at commands within area of jurisdiction. Categories of individuals covered by the system: Files contain information concerning both military and civilian personnel who have come in contact with the military police as victims, suspects, or witnesses to incidents, complaints reported to the Provost Marshal. Files also contain data on military personnel living in base sponsored housing, or who have registered weapons or pets aboard the base. Military personnel and civilians who have registered motor vehicles are also included. Categories of records in the system: Incidents/complaints reported to the installation Provost Marshal and all subjects listed on Field Interviews/Reports by the military police. The individual's name, description, Social Security Number, address, offense charges, location of offenses/incident, date, time, blotter entry number, military police report number, and disposition of case are maintained. Housing information includes phone number, building number, address, and dependent information. Pet registration information includes species, sex, breed, color, name and inoculation dates. Weapon registration information includes brand name, caliber, type, and model. Motor vehicle information includes year, make, model, color, license number, insurance company, and decal information. Work section information includes phone number, division code, building number, building key access, and recall information. Personnel information includes date of birth, sex, race, age, and date transferred. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 (SSN). Purpose(s): To provide a rapid means for military police to access reports for proper disposition of cases. The system also provides historical record of all reports on individuals who have come in contact with the military police as victims, suspects or witnesses to incidents. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 and electronic records. Retrievability: Filed by full name or Social Security Number. Safeguards: Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained. Passwords are required to access those programs which produce printed output. Access to the computer is controlled via a centralized security office and printouts many only be receipted for by designated personnel. All index cards and printouts are filed in locked security cabinets. Retention and disposal: Records are maintained at varying times depending on the type of information. The retention varies from two to six years, and then are destroyed. System manager(s) and address: Installation Provost Marshal of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Provost Marshal of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Provost Marshal of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Written requests for information should contain the full name of the individual, Social Security Number, date and place of birth. For visits, the individual should report to Provost Marshal of the respective installations. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Military Police Blotters and Field Interview Card. Exemption claimed for the system: None. MMN00010 System name: Personnel Services Working Files. System location: All Marine Corps activities. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Members and former members of the Marine Corps and Marine Corps Reserve; permanently and temporarily retired members of the Marine Corps and Marine Corps Reserve; members of the Fleet Marine Corps Reserve; Federal civil service employees of the Marines Corps; and dependents, survivors or appointed agents of the foregoing. Some information about dependents and other members of families or former families of Marine Corps personnel may be included in files pertaining to the Marine. Inquiries from the general public, whether addressed directly to HQMC or received via a third party, may be retained together with information obtained in the course of completing required action or in preparing a response. Categories of records in the system: Files contain information pertaining to identification; prior service; location and addresses; decedent affairs; military honors at funerals; recovery of remains; casualty notification; condolence letters to next of kin; transportation, passports and visas for next of kin of casualties medically warranted overseas; missing persons; prisoners of war; reserve disability benefits; casualty statistics; certification of eligibility for award of Purple Heart Medal; death benefits and annuity payments; Official reports of casualty; certification of life insurance coverage; investigative reports; travel of dependents; reports and death certificates substantiating casualty status; intelligence reports concerning missing and captured members; prior and present marital status; dissolution of prior marriages; birth, marriage and death certificates; adopting of children; financial responsibility; child support; claims of non- support; personal health and welfare reports; alien marriages; conduct and personal history as it pertains to marriage and its responsibilities; medical information; garnishment of pay; powers of attorney; personal financial records; police and fire reports; records of emergency data; medical care; use of exchanges, commissaries and theaters; recovery of invalid dependent identification and privilege cards; correction of naval records; defense related employment; veterans rights, benefits and privileges; awards, recommendations and/or issuances; Survivor Benefit Plan; preseparation counseling; civil readjustment; Retired Serviceman's Family Protection Plan; residence; basic allowance for quarters; leave and liberty; financial assistance; extensions of emergency leave; in service FHA mortgage insurance loans; reimbursement for damage to or loss of personal property; transportation of household goods; claims against the government; lost, damaged or abandoned property; medical bills; determinations of dependency status; claims against commercial carriers, insurers, and contractors; dependent identification and privilege cards; official correspondence (including correspondence from Marines, their families, attorneys, doctors, lawyers, clergymen, administrators/executors/guardians of estates, American Red Cross and other welfare agencies and the general public, whether addressed directly to the Marine Corps or via third parties); internal routing and processing or personal affairs matters; and records of interviews and telephonic conversations. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1071-1087, 1441-1442, 1444-1455, 1475-1488, 2771; 37 U.S.C. 401, 551, et.seq.; 38 U.S.C. 4301-4307; and E.O. 11016. Purpose(s): To provide a record for use in the administration of programs concerning the personal welfare of Marines and their dependents and/ or survivors. Key Volunteer Network (KVN) personnel or Chaplains will use this information to contact the next of kin on family matters, to include decedent affairs. 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: Records are used by intelligence and other government agencies assisting in the investigation of circumstances of casualty and in accounting for personnel who are deceased (body not recovered), missing, captured, or detained. The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 records in file folders, vertical strip files, microfiche and card files stored in filing cabinets, shelves, tables and desks. Retrievability: Files are accessed and retrieved by subject matter and by individual. Identification of individual is by name or Social Security Number. Safeguards: Building is located in controlled access area with security guards on 24 hour duty. Access to information contained in the files is limited to Officials and employees of Headquarters, U.S. Marine Corps acting in their official capacity upon demonstration of a need- to-know basis. Records held by field activities are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained. Locked and/or guarded offices. Retention and disposal: Files are retained for differing lengths of time, depending upon the purpose of the information contained therein. Death benefit data are retained for five years and then destroyed; records of emergency data are retained until the Marine's death or separation from active duty or active reserves; Department of Defense Reports of Casualty are retained for such period as deemed necessary, and then transferred to the Historical Division, Headquarters, U.S. Marine Corps; casualty statistics and rosters, and statistical reports are retained for such period as deemed necessary and then transferred to Historical Division, Headquarters, U. S. Marine Corps or destroyed as deemed appropriate; missing and captured personnel data and unusual miscellaneous casualty topic data are retained for such period as deemed necessary and then destroyed; files concerning dependency determination are retained for one year and then destroyed; files concerning veterans rights, benefits and privileges are retained indefinitely or until the member and all eligible survivors are deceased; files concerning correction of naval records are destroyed upon completion of action; files regarding adjudication of claims against the government are retained for six months and then destroyed; files containing information which could be considered to be derogatory nature are disposed of as directed by competent authority; all other files are retained for three years and then destroyed. System manager(s) and address: Commandant of the Marine Corps, Headquarters, U.S. Marine Corps (M&RA), Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code M&RA), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Telephone (703) 614-2558. Correspondence should contain the full name, Social Security Number and signature of the requester. The individual may visit the above location for review of files. Proof of identification may consist of the active, reserve, retired or dependent identification card, the Armed Forces Report of Transfer or Discharge (DD Form 214), discharge certificate, driver's license, social security card, or by providing such other data sufficient to ensure the individual is the subject of the inquiry. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code M&RA), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Telephone (703) 614-2558. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Marine Corps Manpower Management System; Joint Uniform Military Pay System; Marine Corps Military Personnel Records System; Marine Corps Deserter Inquiry File; Staff agencies and subdivisions of Headquarters, U.S. Marine Corps; Marine Corps commands and organizations; Other agencies of federal, state, and local governments; Educational institutions; Medical reports and psychiatric evaluations; Financial institutions and other commercial enterprises; Civil courts and law enforcement agencies; Correspondence and telephone calls from private citizens initiated directly to the Marine Corps or via the U.S. Congress and other agencies; Investigative reports; American Red Cross and similar welfare agencies; Department of Veterans Affairs. Exemptions claimed for the system: None. MMN00011 System name: Source Data Automated Fitness Report System (SDAFRS). System location: Personnel Management Division and Reserve Affairs, Manpower Department, Headquarters, U.S. Marine Corps, Washington, DC 20380- 1775. Categories of individuals covered by the system: Former, present and future U.S. Marine Corps active duty and organized Reserve Commissioned and Non-Commissioned Officers in the rank of sergeant and above. Categories of records in the system: System contains automated records created through optical scan of Marine Corps Fitness Reports, which are evaluations of duties performed and the manner of such performance. Fitness reports represent a comprehensive portrayal of the professional qualifications, personal traits and characteristics and individual potential. Fitness reports include narrative comments, numerical grading and comparison with those peers rated by the commanding officer or other reporting senior of the individual addressed. Fitness reports contain personal identification such as name, rank, Social Security Number, location and number of dependents, etc. in addition to individual evaluation data. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record for use by appropriate Marine Corps personnel in the screening and selection of individuals for promotion, duty assignment, career counseling and the administration of personnel resources. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. Courts - By Officials of duly established local, state and federal courts as a result of court order pertaining to matters properly within the purview of said court. Congress of the U.S. Senate or the House of Representatives of the U.S. or any committee or subcommittee thereof, any joint committee of Congress or subcommittee of joint committee on matters within their jurisdiction requiring disclosure of the files of the fitness report system. The Comptroller General of the U.S. - By the Comptroller General or any of his authorized representatives in the course of the performance of duties of the General Accounting Office relating to the Marine Corps Manpower Management System. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper original of fitness report is exposed to SDAFRS scanning and then transferred to the personnel file jacket of the individual concerned and stored within the Marine Corps Military Personnel Records System. Automated records are stored on magnetic tape. Retrievability: Paper original of fitness report is accessed by a combination of last name and Social Security Number. Automated records (magnetic tapes) are accessed by Social Security Number. Safeguards: Building housing computer employs 24 hour security guards. Access to terminal is limited to authorized personnel to need to know basis. Distribution of printouts of information from the system is restricted to authorized persons in the performance of their assigned duties and destroyed after use. Retention and disposal: Records, both paper and tape, are permanent. Paper records are stored in the Marine Corps Military Personnel Records System. Tape records are removed from the active file to a historical file for retention according to appropriate magnetic record retention policies. System manager(s) and address: The Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MM), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Telephone (703) 614-3122. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MM), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Written requests for information should contain the individual's name, Social Security Number, signature and the dates covered by the report(s) in question. Personal visits may be made to Manpower and Reserve Affairs Department, Headquarters, U.S. Marine Corps, Federal Office Building, Washington, DC 20380-1775. For personal visits the individual should be able to provide personal identification to include valid military identification or two valid civilian items of identification such as driver's license, social security card, medicare card, etc. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Each officer and noncommissioned officer in the rank of sergeant and above provides the personal information on the fitness report form. The form is then submitted to the commanding officer or immediate superior (reporting senior) for completion of the evaluation portion of the form and forwarding to Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Exemptions claimed for the system: None. MMN00013 System name: Personnel Management Working Files. System location: All Marine Corps activities. Categories of individuals covered by the system: Members of the U.S. Marine Corps and Marine Corps Reserve; former members of the Marine Corps and Marine Corps Reserve; retired and temporarily retired members of the Marine Corps and Marine Corps Reserve; members of the Fleet Marine Corps Reserve; and applicants for entry into the Marine Corps or Marine Corps Reserve. Military personnel, federal employees, and dependents who apply through the Marine Corps for no-fee passports for Official travel to countries requiring a passport. Dependents of Marines and other family members with respect to matters pertaining to the individual Marine, former Marine or applicant. Members of other services assigned to or serving with the Marine Corps. Categories of records in the system: File contains information pertaining to identification, recruitment, enlistment, commissioning, prior service, reenlistment or extension of enlistment, lateral occupational movement, civilian employment, letters of reference, education, training, career counselling, religious preference as provided by the individual, qualifications, intelligence and aptitude testing, classification, assignment, location addresses, promotions, reductions in rank, proficiency, conduct, performance of duty, discipline, offenses and punishments under the Uniform Code of Military Conduct, courts- martial, personal history, investigations, security clearances, police and court records, civil arrests and convictions, birth and marriage certificates, divorce and other decrees, financial responsibility and letters of indebtedness, marital status, dependents, families' citizenship, passports, visas, travel and travel orders, leave records, transportation of dependents and household goods, pay records, claims against the government, decorations and awards, commendations, medical records to include psychiatric evaluations, disability proceedings, separation and retirement, Official correspondence (includes internal Marine Corps and Department of the Navy correspondence, as well as correspondence with the Executive, Legislative, and Judicial Branches of federal, state and local government) and other correspondence (includes correspondence from Marines, their dependents and families, attorneys, doctors, educators, clergymen and members of the general public whether addressed directly to the Marine Corps or via third parties (president, congressmen, etc.), personnel who apply to express a grievance through personal interviews with the Commanding General via the chains of command Article 1107.l, U.S. Navy Regulations (Request Mast), personal counselling.). Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record to facilitate personnel management actions and decisions. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. Courts - By Officials of duly established local state and federal courts as a result of court orders pertaining to matters properly within the purview of said court. Congress of the U.S. - By the Senate or the House of Representatives of the U.S. or any committee or subcommittee thereof, any joint committee of Congress or subcommittee of joint committee on matters within their jurisdiction requiring disclosure of the files of the system. The Comptroller General of the U.S. - By the Comptroller General or any of his authorized representatives in the course of the performance of duties of the General Accounting Office relating to the Marine Corps Manpower Management System. To provide information to another agency or to an instrumentality of any governmental jurisdiction within or under the control of the United States which has been authorized by law to conduct law enforcement activities pursuant to a request that the agency or instrumentality initiate criminal or civil action against an individual on behalf of the U.S. Marine Corps, the Department of the Navy, or the Department of Defense. To provide information to individuals pursuant to a request for assistance in a criminal or civil action against a member of the U.S. Marine Corps, by the U.S. Marine Corps, the Department of the Navy, or the Department of Defense. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper files as represented by card files, strip files, microfiche computer printouts from the Manpower Management System or the Joint Uniform Military Pay System and file folders. Files are stored in filing cabinets, on shelves and on tables in controlled access areas. Retrievability: Files are access and retrieved by subject and by the name and Social Security Number. Safeguards: In compliance with the specified requirements for security of FOUO material. Retention and disposal: Files are retained for differing lengths of time, depending upon the purpose of the information contained therein. Promotion data is retained three years, then transferred to Historical Division, Headquarters, U.S. Marine Corps. Passport data is retained six years, then destroyed. Enlisted assignment data is retained two years, then destroyed. Certain officer assignment data is destroyed when the officer is released from active duty. Disability retirement data is retained two years from the date of removal of the individual from the Temporarily Disability Retirement list, then destroyed. Retirement correspondence is retained for one year following individual's retirement. Retirement files are retained until the individual's death. Personal counselling records are maintained one year, career counselling records are maintained within the individual's Official records. All other files are retained three years, then destroyed. System manager(s) and address: Local commanding officer. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MM), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775, the current command, the last duty station, or applicable activity. Additional information concerning personnel assigned to Occupational Field 55 (Band) may be obtained from the Commandant of the Marine Corps (Code MPC), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Telephone (703) 614-4154. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MM), Headquarters, U.S. Marine Corps, Washington, DC, the current command or last duty station. Written requests for information should contain the full name of the individual and his Social Security Number or former military service number. The following information will also be helpful in locating some records: Military rank and occupational specialty, dates and places of service, and any special correspondence previously received or sent. For personal visits, the individual may visit the Personnel Management Division, Headquarters, U.S. Marine Corps, Federal Office Building 2, Washington, DC 20380-1775 or Marine Corps commands and districts. For personal visits, the individual should be able to provide personal identification to include valid military or dependent identification card or two valid civilian items of identification such as driver's license, social security card, medicare card, etc. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in the system is obtained from the Marine Corps Manpower Management System; the Joint Uniform Military Pay System; Marine Corps Military Personnel Records to include the Service Record Book and Officer Qualification Record; Military Medical Records; Marine Corps Deserter Inquiry File; staff elements and subdivisions of Headquarters, U.S. Marine Corps; Marine Corps field commands, organizations, activities; other components of the Department of Defense; agencies of federal, state, and local government, to include: Civil courts and law enforcement, previous employers; financial institutions and commercial enterprises; educational institutions; private citizens provided as character references by the individual; investigations related to disciplinary proceedings; and correspondence of private citizens addressed directly to the Marine Corps or via third parties such as member of Congress and other governmental agencies. Exemptions claimed for the system: None. MMN00014 System name: Work Measurement Labor Distribution Cards. System location: All Marine Corps activities. Categories of individuals covered by the system: Marine Corps employees, civilian, military and occasional summer hires funded by state and local programs. Categories of records in the system: Labor distribution cards which have been prepared by either the concerned individual or the supervisor to record the number of hours worked, the number of units produced by the employee, the function of the employee during that time, and the job number of the job. Also, the system contains summarizations of said card and computer input and output relative to said card. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; and 10 U.S.C. 5041, Headquarters, Marine Corps. Purpose(s): To provide a record of labor distribution on individuals assigned to work organizations for use in the management of work assignments. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 and electronic files. Retrievability: Records retrieved alphabetically by last name of the individual. Safeguards: Records are maintained in areas accessible only by supervisory personnel. Access to electronic records is controlled by password or other user identification code. Retention and disposal: Record destroyed one year after the last week of subject's work. System manager(s) and address: Commanding officer of activity. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the system manager. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the system manager. Requests should include name of employee, work center number, and work week for which data is requested. Personal visits and telephone calls should be made directly to the employee's work center supervisor. Contesting record procedures: The U.S. Marine Corps rules for contesting contents and appealing initial agency determinations are published in the Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual and individual's supervisor. Exemptions claimed for the system: None. MMN00016 System name: Accident and Injury Reporting System. System location: Organizational elements of the U.S. Marine Corps. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Military or civilian employees who are involved in accidents which result in lost time, government or private property damage or destruction and personnel injury or death. Categories of records in the system: Name, rank, Social Security Number, type of accidents and injuries. Reports include consolidated accident injury report, and report of motor vehicle accident. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 (SSN). Purpose(s): To provide a record of all individuals involved in accidents for use in resolving the disposition of such accidents and establishing appropriate safety programs. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 and electronic records. Retrievability: By name and Social Security Number. Safeguards: Access provided on a need-to-know basis only. Locked and/or guarded office. Retention and disposal: Records maintained 5 years after incident, then destroyed. System manager(s) and address: Commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual concerned, military police traffic accident investigation reports, accident injury reports, other records of the activity, witness, and other correspondents. Exemptions claimed for the system: None. MMN00017 System name: Armory Access and Individual Weapons Assignments. System location: Organizational elements of the U.S. Marine Corps. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: All personnel assigned government weapons. All personnel authorized access to individual armories. Categories of records in the system: Records depict name of individual, type of weapon assigned, serial number of that weapon, accessories in the individual's possession, condition of the weapon and accessories, and individual's signature acknowledging receipt. Name, rank, Social Security Number of personnel authorized access to individual armories. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulation; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 (SSN). Purpose(s): To provide a record of weapons accountability, management and control of all U.S. Government weapons/accessories issued to personnel and to provide record of personnel authorized access to armory spaces. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 and electronics records. Retrievability: By name and Social Security Number. Safeguards: Records are maintained in areas accessible only to authorized personnel. Access to electronic records is controlled by password or other user identification code. Retention and disposal: Records retained until weapons are returned, then destroyed. System manager(s) and address: Commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual concerned, other records of the activity. Exemptions claimed for the system: None. MMN00018 System name: Base Security Incident Report System. System location: Organizational elements of the U.S. Marine Corps. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Individual involved in or witnessing or reporting incidents requiring the attention of base security or law enforcement personnel. Categories of records in the system: Incident/complaint reports; witness statements; stolen property reports; military police investigator's report; military police motor vehicle accident and injury report; military police alert cards; military police property custody forms; tags, and disposition of evidence letters; military police field interview cards; military police desk blotter; use of force reports; traffic violation records; driving record reports; traffic court files; citations to appear before U.S. Magistrate; criminal investigation reports; civil court cases records; minor offense report; uniform violation report; narcotics reports; polygraphy examinations; letters of warning/ eviction from base housing; letters of warning/barring from federal reservation; Armed Forces police reports; suspect photographic files; child abuse files; juvenile case files; valuable property receipt; vehicle impound files and vehicle towing reports; suspension of driving privileges and revocation letters assignment to absentee/ deserter escort duty; informant list; Master Crime index card; evidence record file; military police log/journal; breathalyzer report; criminal investigation file; and any other such report received by military police personnel in the official execution of their duties. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record of individuals involved in incidents on base concerning base security or law enforcement for use in the disposition of cases. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. Local, state, and federal agencies - To provide to local, state and federal investigative agencies or court officials such information that properly falls within their purview requiring further investigation or court action. To individuals in support of insurance claims and civil litigation involving base incidents. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File folders, card files, punched cards, metal filing cabinets, magnetic tapes. Retrievability: Name, Social Security Number, case number, organization. Safeguards: Access provided on a need to know basis only. Locked and/or guarded office. Retention and disposal: As established by SYSMANAGER per SECNAV Records Disposal Manual. System manager(s) and address: Commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual concerned, other records of the activity, investigators, witnesses, correspondents. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(j)(2), as applicable. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 701. For additional information contact the system manager. MMN00019 System name: Drug/Alcohol Abuse Reporting Program. System location: Primary System - Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Decentralized Segments - Navy Drug Rehabilitation Centers, Navy and Marine Corps Counseling and Assistance Centers, Navy Regional Medical Centers, Navy Alcohol Rehabilitation Drydocks, Naval Health Research Center, Navy Correction Centers and local activities to which an individual is assigned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: All military personnel who have been tested for, identified, evaluated, apprehended, or rehabilitated for drug or alcohol abuse or who have been granted drug abuse exemption; or who are seeking assistance in drug or alcohol abuse programs. All military personnel who have been granted drug abuse exemption. All military personnel who are seeking assistance in drug or alcohol abuse programs. Categories of records in the system: Drug abuse identification/rehabilitation statistical reports, alcohol abuse identification/ rehabilitation statistical reports, grant of drug exemption report, request for disposition on drug dependent personnel, grant of exemption/rehabilitation case file to include medical evaluations, counselor evaluations, monthly progress reports, alcoholism education roster, and such correspondence or messages sent or sent by the system manager pertaining to the individual concerned. Urinalysis specimen control register and military police drug/alcohol related offense reports. Authority for maintenance of the system: Title V, Pub.L. 92-129; Section 413, Pub.L. 92-255. Purpose(s): To provide a record of all individuals participating in drug/ alcohol abuse programs for use by Marine Corps Officials in the management of such programs. 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: Records of identity, diagnosis, prognosis, or treatment of any client/patient, maintained in connection with the performance of any alcohol or drug abuse prevention and treatment function conducted, regulated, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided therein, be confidential and disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. These statutes take precedence over the Privacy Act of 1974, in regard to accessibility of such records except to the individual to whom the record pertains. Within the Armed Forces or within those components of the Department of Veterans Affairs furnishing health care to veterans or between such components and the Armed Forces. To medical personnel outside the Armed Forces to the extent necessary to meet a bona fide medical emergency. To qualified personnel for the purpose of conducting scientific research, management or financial audits, or program evaluation, but such personnel may not identify, directly or indirectly, any individual patient in any report of such research, audit or evaluation, or otherwise disclose identities in any manner. The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: File folders, card files, punched cards, magnetic tapes. Retrievability: Name, Social Security Number, case number. When names and Social Security Numbers are removed, data is aggregated for use in research, management information, and planning. Safeguards: Records are maintained in areas accessible only to authorized personnel who are properly screened, cleared, and trained. Retention and disposal: Paper files are maintained for two years, then destroyed. Records stored on magnetic tapes are maintained indefinitely. System manager(s) and address: Commandant of the Marine Corps (Code MRT), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MRT), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Requests must contain full name, Social Security Number, military status, address and signature of requester. (Those inquiring about records at Confinement Centers must have their signature notarized, if not confined at time of request.) Individuals may visit the Commandant of the Marine Corps, (Code MHH), located in the Clarendon Building, Arlington, VA, for assistance with records at that location; individuals may also visit local activities concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Individuals must provide proof of identification such as military identification card, driver's license, or other picture-bearing identification. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MRT), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Requests must contain full name, Social Security Number, military status, address and signature of requester. (Those inquiring about records at Confinement Centers must have their signature notarized, if not confined at time of request.) Individuals may visit the Commandant of the Marine Corps, (Code MHH), located in the Clarendon Building, Arlington, VA, for assistance with records at that location; individuals may also visit local activities concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Individuals must provide proof of identification such as military identification card, driver's license, or other picture-bearing identification. Contesting record procedures: The U.S. Marine Corps rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual concerned, other records of the activity, medical personnel, military police or other correspondences. Exemptions claimed for the system: None. MMN00021 System name: Weapons Registration. System location: Organizational elements of the U.S. Marine Corps. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: All individuals, military or civilian, registered firearms or other weapons with Provost Marshal. All individuals who purchase a firearm or weapon at authorized exchange activities. Any individual who resides in government quarters who possesses privately owned firearms. Categories of records in the system: Weapon registration cards, weapon permit cards, notification to commanding officers of failure to register a firearm purchased at authorized exchanges, exchange notification or firearm purchase. Such records showing name, rank, Social Security Number, organization, physical location of subject weapon, weapon description and such other identifiable items required to comply with all federal, state, and local weapons registration ordinances. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 (SSN). Purpose(s): To provide a record of weapons registered to individuals on base to ensure proper control of firearms/weapons and to monitor purchase and disposition of firearms/weapons. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 and electronic files. Retrievability: Name, Social Security Number, organization, caliber and gage of weapon. Safeguards: Access provided on a need-to-know basis only. Locked and/or guarded offices. Retention and disposal: Record destroyed when member departs command. System manager(s) and address: Commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual concerned, other records of activity, investigators, witnesses and correspondents. Exemptions claimed for the system: None. MMN00022 System name: Vehicle Control System. System location: Organizational elements of the U.S. Marine Corps. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: All individuals that have motor vehicles, boats, or trailers registered at a particular Naval installation or either a permanent or temporary basis. All individuals who apply for a Government Motor Vehicle Operator's license. All individuals who possess a Government Motor Vehicle Operator's license with authority to operate government motor vehicles. Categories of records in the system: File contains records of each individual who has registered a vehicle on the installation concerned to include decal data, insurance information, state of registration and identification. File also contains notations of traffic violations, citations, suspensions, applications for government vehicle operator's I.D. card, operator qualifications and record licensing examination and performance, record of failures to qualify Government Motor Vehicle Operator's permit, record of government motor vehicle and other vehicle accidents, information on student driver training, and identification for parking control. Records of traffic violations, citations and suspensions. For government motor vehicle operators: Application for vehicle operator's I.D. card: Operator qualifications and record of licensing examination and performance, record of failures Government Motor Vehicle Operator's permit, record of issue of SF-46, Record of Government Motor Vehicle accidents, standard Form 91 accident report, record of SF-46 suspensions/revocations, record of student driver's training. Identification of parking control. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 (SSN). Purpose(s): To provide a record of each individual who has registered a vehicle on an installation to include a record on individuals authorized to operate official government vehicles. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 and electronic records. Retrievability: Name, Social Security Number, case number, organization, decal number, state license plate number, vehicle description. Safeguards: Records are maintained in areas accessible only to authorized personnel. Areas are locked during nonduty hours and buildings are protected by security guards. Retention and disposal: Records are maintained for one year after transfer or separation from the installation concerned. Paper records are then destroyed and records on magnetic tapes are erased. System manager(s) and address: Commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Written requests should contain full name and Social Security Number. Individuals visiting the installation concerned should provide proper identification such as military identification, driver's license or other suitable identification. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding officer of the activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Written requests should contain full name and Social Security Number. Individuals visiting the installation should provide proper identification. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual concerned, other records of the activity, investigators, witnesses, correspondents. Exemptions claimed for the system: None. MMN00027 System name: Marine Corps Military Personnel Records Access Files. System location: The Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Categories of individuals covered by the system: All officials and employees of the Department of the Defense authorized to draw Marine Corps military personnel records and, except for agents of Secret Service, Federal Bureau of Investigation and Naval Investigative Service which agents are granted access by presentation of credentials, all designated, justified and approved law enforcement/investigative personnel of other federal agencies permitted access to Marine Corps military personnel records at Headquarters, U.S. Marine Corps only. Categories of records in the system: Authorization cards submitted by officials of HQMC and DOD granting individual authority to order Headquarters, U.S. Marine Corps official military personnel records. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record of officials and employees of the Marine Corps authorized to draw and/or review Marine Corps military personnel records. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: Looseleaf Binder and Card Index Files. Retrievability: Alphabetical and by agency. Safeguards: Building employs security guards. Retention and disposal: Destroyed upon cancellation of access authorization. System manager(s) and address: Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MMSB), Headquarters, U. S. Marine Corps, 2008 Elliot Road, Quantico, VA 22134-5002. The letter should contain the full name, Social Security Number and signature of the requester. The individual may visit Headquarters, U.S. Marine Corps, 2008 Elliot Road, Quantico, VA 22134-5002. Proof of identification may consist of his active, reserve or retired identification card, his Armed Forces Report of Transfer or Discharge (DD Form 214), his discharge certificate, his driver's license or by providing such other data sufficient to insure that the individual is the subject of the inquiry. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (MMSB), Headquarters, U.S. Marine Corps, 2008 Elliot Road, Quantico, VA 22134-5002. Telephone (703) 640-3940. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Staff agencies and subdivisions of Headquarters, U.S. Marine Corps. Other staff agencies of the Department of Defense. Law enforcement/investigative divisions of other federal agencies. Exemptions claimed for the system: None. MMN00032 System name: Personal History Card File. System location: Provost Marshal's Office, Marine Corps Base, Camp Lejeune, NC 28542-5000. Categories of individuals covered by the system: All individuals, both military and civilian, employed aboard Marine Corps Base, Camp Lejeune, NC. Categories of records in the system: Personal History Card (MCBul 12290). Contains personal identifying information and where employed. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record of individuals at work site for rapid location for law enforcement purposes and issuance of civilian identification cards to employees. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 records filed in metal card trays. Retrievability: Filed alphabetically by name. Safeguards: Records are maintained in a secure area accessible only to authorized personnel. The File Room is under constant surveillance during working hours and is locked after working hours. Retention and disposal: Records are retained until the card expires, then destroyed by burning. System manager(s) and address: Commanding General (ATTN: Provost Marshal), Marine Corps Base, Camp Lejeune, North Carolina 28542-5000. Telephone (919) 451-2455. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding General (ATTN: Provost Marshal), Marine Corps Base, Camp Lejeune, NC 28542-5000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding General (ATTN: Provost Marshal), Marine Corps Base, Camp Lejeune, NC 28542-5000. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Military and civilian personnel employed aboard Marine Corps Base, Camp Lejeune, NC; Provost Marshal administrative personnel. Exemptions claimed for the system: None. MMN00034 System name: Personnel Procurement Working Files. System location: Headquarters, U.S. Marine Corps, Personnel Procurement Branch, Commanding General, Marine Corps Recruit Depots/Western and Eastern Recruiting Region, Marine Corps Districts, Recruiting Stations, Officer Selection Offices, Organized Marine Corps Reserve units, U.S. Marine Corps recruiting substations, Inspector-Instructor staff. Categories of individuals covered by the system: Civilians and prior service individuals who are prospective applicants for enlistment in the Marine Corps, Marine Corps Reserve or a Marine Officer program, individuals on which a written waiver for enlistment has been requested; Platoon Leader Class Candidates receiving financial assistance while attending college; all individuals applying for various officer programs; Marine Corps Reserve enlistees who are serving on their 6 months active duty prior to return to Organized Marine Corps Reserve unit maintaining their record; Personnel enlisted in the Marine Corps Reserve assigned to a formal school upon enlistment; Secondary school students who participated in the Marine Corps Youth Physical Fitness meet held annually in Washington, DC, and the coach fielding each team; any individual recommended for enlistment in the Marine Corps by a recruiting officer even though the applicant does not meet the enlistment requirements set forth in current guidance as set forth by the Commandant of the Marine Corps. Categories of records in the system: All files contain name (last, first, middle, (maiden, if any), Jr., Sr.), Social Security Number, home of record. Files relating specifically to enlistment or officer procurement contain citizenship, sex, race, ethnic group, present address, marital status, number of dependents, date of birth, religious reference, highest grade completed, selective service system data, foreign language and skill, driver's license information, mental and aptitude test results, medical examination result, delayed enlistment program information, accession data, educational experience, citizenship verification, history of prior military service, names of relatives to include date and place of birth, present address and citizenship, listing of commercial life insurance policies and number, relatives and alien friends living in foreign countries to include name and relationship, age, occupation, address and citizenship, all previous residences since 10th birthday, previous employment record to include company name and address, job title and supervisor's name, data concerning previous employment by foreign governments, prior membership in youth programs, history of foreign travel. Declarations from the individual concerning; previous rejection by the Armed Forces of the United States, conscientious objector status, previous deserter status, retired pay, disability allowance, or severance pay or a pension from the Government of the United States, status as only child; understandings by the applicant; date of interview and name, organization, title of interviewer; history of prior use of drugs except as prescribed by a licensed physician; martial status and dependency; membership in groups for purpose of unlawful overthrow of the Government; history and record of involvement with police or judicial authorities; parental/guardian consent for enlistment; enlistment options; current income; whether own, buying or renting present residence; outstanding debts to include total amounts and monthly payments; status of savings account and checking account; spouses' employment and monthly income; police checks, character references; record of prior service; court documents; marriage certificates; birth certificates; record of medical record of medical examination; record of examination; record of medical history; consultations statement of personal history; divorce decrees; death certificates; photographs; high school diploma; college diploma; grade transcript; General Educational Development certificates of high school equivalency; sole surviving son statements; statement of understanding; wife's consent form; applications for General Educational Development certificates of high school equivalency. Files relating to Marine Corps personnel on active duty contain information pertaining to name, Social Security Number, sex, unit of assignment, home of record, education, Armed Services Vocational Aptitude Battery Test scores, vision, military occupational specialty training information, Quota Serial Number, training authorized. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps. Purpose(s): To provide a record on individuals for use in the execution of Official duties with regard to personnel procurement. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 and electronic records. Retrievability: Information retrieved alphabetically by the last name of individual, according to program. Safeguards: Access is limited to Reserve unit command, recruiting, and administrative personnel and law enforcement or Federal agents upon presentation of proper credentials. After working hours the office and building is locked. Retention and disposal: Records maintained for two years from application, then they are destroyed. System manager(s) and address: Commander of unit holding file. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visiting the Commander of unit holding file. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Provide full name and military status. Proof of identity may be established by military identification card or DD 214 or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visiting the Commander of unit holding file. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Provide full name and military status. Proof of identity may be established by military identification card or DD 214 or driver's license. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: High school lists, DD 214's prospect interviews/referrals, local newspapers, youth fitness programs, individual contacts, Marine Corps officials. Exemptions claimed for the system: None. MMN00035 System name: Truth Teller/Static Listings. System location: The Commandant of the Marine Corps (MMSB), Headquarters, U.S. Marine Corps, 2008 Elliot Road, Quantico, VA 22134-5002. Categories of individuals covered by the system: All present and former members of the U.S. Marine Corps. Categories of records in the system: The system comprises non-automated records of basic information (Name, Military Service Number/Social Security Number, Pay Entry Base Date, Home of Record (State and County) and Date of Birth) pertaining to all individuals who ever served in the U.S. Marine Corps. Authority for maintenance of the system: 10 U.S.C. 5201. Purpose(s): To provide a record for identification of all members and former members of the Marine Corps. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: File folders, binders, and microfilm cartridges. Retrievability: Name, Military Service Number and Social Security Number. Safeguards: Records maintained in locked room. Building employs security guards. Retention and disposal: Permanent. System manager(s) and address: Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MMSB), Headquarters, U.S. Marine Corps, 2008 Elliot Road, Quantico, VA 22134-5002. The letter should contain the full name, Social Security Number and signature of the requester. The individual may visit Headquarters, U.S. Marine Corps, 2008 Elliot Road, Quantico, VA 22134-5002. Proof of identification may consist of his active, reserve or retired identification card, his Armed Forces Report of Transfer or Discharge (DD214), his discharge certificate, his drivers license or by providing such other data sufficient to insure that the individual is the subject of the inquiry. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MMSB), Headquarters, U.S. Marine Corps, 2008 Elliot Road, Quantico, VA 22134-5002. Telephone (703) 640-3940. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Enlistment and Officer Acceptance Contracts. Exemptions claimed for the system: None. MMN00036 System name: Identification Card Control. System location: All U.S. Marine Corps units. Categories of individuals covered by the system: Regular and Reserve Marines including retired and disability retired and their dependents who have been issued an Identification Card. Categories of records in the system: Log book contains name, rank, Social Security Number, and card number, issue date, expiration date, signature of person card issued to and signature of issuing person. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record of identification cards issued to military members for accountability purposes. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: These records are kept in a log book. Retrievability: By type card, chronologically by date also retrievable by name. Safeguards: The log books are stored in a locked container in a location which is locked after working hours. A guard is located in the general area. Retention and disposal: Two years from date of closing entry. System manager(s) and address: Unit Commanders. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Unit Commanders. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Provide full name, Social Security Number, and military status. Proof of identity may be established by military identification card or DD 214 and driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Unit Commanders. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Provide full name, Social Security Number, and military status. Proof of identity may be established by military identification card or DD 214 and driver's license. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Officers Qualification Record/Service Record Book of individual application for dependents privilege card, correspondence from Headquarters, U.S. Marine Corps. Exemptions claimed for the system: None. MMN00037 System name: Library Patron File. System location: System is decentralized and is maintained at Marine Corps commands, organizations and activities having libraries. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: All active, reserve and retired military personnel, their dependents, and others who are entitled to use and borrow material from Marine Corps libraries. Categories of records in the system: The library patron file may contain the following information pertinent to each individual: Name, rank, Social Security Number; organization and organization address and phone number; home address and home phone number; names and ages of dependents; title of materials borrowed; date borrowed; date returned; and notation of monetary settlement if borrowed material was lost or damaged. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record of library patrons who are entitle to use and borrow material form Marine Corps libraries. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. Courts - By Officials of duly established local, state and federal courts as a result of court order pertaining to matters properly within the purview of said court. Congress of the U.S. - By the Senate or the House of Representatives of the U.S. or any committee or subcommittee thereof, any joint committee of Congress or subcommittee of joint committee on matters within their jurisdiction requiring disclosure of files. The Comptroller General of the U.S. - By Comptroller General or any of his authorized representatives in the course of the performance of duties of the General Accounting Office relating to the Marine Corps. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Card files. Retrievability: File alphabetically by last name of patron. Safeguards: Library is locked when not in use. Only authorized personnel have access to records during working hours. Retention and disposal: Records are maintained for up to seven years, based on library usage. After retention period records are destroyed. System manager(s) and address: The Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the library in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the commander of the Marine Corps command, organization or activity that maintains the library in question. Written requests for information should contain the full name of the individual, Social Security Number, organization to which assigned when library utilized, and current address. For personal visits the individual should be able to provide acceptable personal identification during normal hours of library operation. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information is obtained from individual concerned, library director and library staff. Exemptions claimed for the system: None. MMN00036 System name: Identification Card Control. System location: All U.S. Marine Corps units. Categories of individuals covered by the system: Regular and Reserve Marines including retired and disability retired and their dependents who have been issued an Identification Card. Categories of records in the system: Log book contains name, rank, Social Security Number, and card number, issue date, expiration date, signature of person card issued to and signature of issuing person. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 (SSN). Purpose(s): To provide a record of identification cards issued to military members for accountability 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: These records are kept in a log book. Retrievability: By name and/or Social Security Number of type of card issued. Safeguards: Records are maintained in areas accessible only by authorized personnel. Retention and disposal: Record destroyed two years from date of closing entry. System manager(s) and address: Unit Commanders. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the Unit Commanders. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Provide full name, Social Security Number, and military status. Proof of identity may be established by military identification card or DD 214 and driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to or visit the Unit Commanders. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Provide full name, Social Security Number, and military status. Proof of identity may be established by military identification card or DD 214 and driver's license. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Officers Qualification Record/Service Record Book of individual application for dependents privilege card, correspondence from Headquarters, U.S. Marine Corps. Exemptions claimed for the system: None. MMN00037 System name: Library Patron File. System location: System is decentralized and is maintained at Marine Corps commands, organizations and activities having libraries. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: All active, reserve and retired military personnel, their dependents, and others who are entitled to use and borrow material from Marine Corps libraries. Categories of records in the system: The library patron file may contain the following information pertinent to each individual: Name, rank, Social Security Number; organization and organization address and phone number; home address and home phone number; names and ages of dependents; title of materials borrowed; date borrowed; date returned; and notation of monetary settlement if borrowed material was lost or damaged. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulation; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. Order 9397 (SSN). Purpose(s): To provide a record of library patrons who are entitled to use and borrow material from Marine Corps libraries. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 and electronic files. Retrievability: Alphabetically by last name for paper records or by name or Social Security Number electronically. Safeguards: Library is locked when not in use. Only authorized personnel have access to records during working hours. Retention and disposal: Records are maintained for seven years, based on library usage. After retention period, records are deleted from database or destroyed. System manager(s) and address: Commanding officer of activity maintaining Marine Corps libraries. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the library in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the commander of the Marine Corps command, organization or activity that maintains the library in question. Written requests for information should contain the full name of the individual, Social Security Number, organization to which assigned when library utilized, and current address. For personal visits the individual should be able to provide acceptable personal identification during normal hours of library operation. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information is obtained from individual concerned, library director and library staff. Exemptions claimed for the system: None. MMN00038 System name: Amateur Radio Operator's File. System location: Marine Corps activities. Categories of individuals covered by the system: All amateur radio operators who operate at Marine Corps activities. Categories of records in the system: File contains name, Federal Communications Center license number, operating frequency, type of equipment and home address. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps. Purpose(s): To provide a record of all amateur radio operators at Marine Corps activities to ensure proper radio management by communications center personnel. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 records. Retrievability: Alphabetical by last name. Safeguards: Records maintained in areas accessible only by authorized personnel. Retention and disposal: Destroyed upon departure from Marine Corps activity. System manager(s) and address: Commanding officer of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding Officer of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding Officer of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Written requests for information should contain the full name and grade of the individual. For personal visit, the individual should be able to provide valid personal identification such as an employee badge, driver's license, medicare card, etc. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual. Exemptions claimed for the system: None. MMN00039 System name: Citizen Band Radio Request and Authorization File. System location: Communication Electronics Office Marine Corps activities. Categories of individuals covered by the system: All personnel who desire to operate amateur/citizen band radios at Marine Corps installations. Categories of records in the system: Amateur/Citizen Band Radio Operation Request and Authorization Form. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 5041, Headquarters, Marine Corps. Purpose(s): To provide a record of individuals who have requested and are authorized to operate amateur/citizen band radios. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 records. Retrievability: By name of the individual.. Safeguards: Located in a secure area that is manned on a 24-hour basis. Retention and disposal: Retained for one (1) year and if not renewed, the form is destroyed by burning or shredding. System manager(s) and address: Commanding officer of activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding officer of activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding officer of activity in question. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual requester and Communication Electronics Officer. Exemptions claimed for the system: None. MMN00040 System name: Individual Training Records/Training Related Matters. System location: System is decentralized and maintained at all Marine Corps commands, organizations and activities, Regular and Reserve. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: All military personnel assigned, attached to or serving with a Marine Corps command, activity or organization to include recruit training, formal military schools, operational units and training facilities. Categories of records in the system: The individual training record may contain the following information pertinent to each individual: Name, rank, Social Security Number, age, sex, military occupational specialty or specialties, date joined unit, date of end of active service, date of birth, proficiency and conduct scores, physical fitness test scores, rifle and pistol qualification scores, gas mask size, blood type, leadership proficiency, military school and correspondence course records and results, special training qualifications, weight and physical characteristics, medical record extracts addressing weight control and physical fitness, human relations training experience, troop information exposure, general military subject test results, water survival qualification, instructor qualifications, specialized equipment qualification, personal counseling records, foreign language qualifications, inspection results, etc. In the case of recruit training, special data as reflects remedial training, counseling, weakness or excellence, recruit questionnaires and reading evaluations may be included. For personnel attending formal schools, evaluation information and data reflecting successful completion or termination for cause may be included. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy, 10 U.S.C. 5041, Headquarters, Marine Corps; and E.O. 9397 (SSN). Purpose(s): To provide a record of all training received by members on active duty in the Marine Corps. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 and electronics records. Retrievability: By name and Social Security Number. Safeguards: Records are retained in controlled access areas and handled by trained and cleared personnel on a strict `need-to-know' basis. Retention and disposal: Files are retained during the period the individual is assigned to the activity maintaining the record. Upon transfer of the individual concerned, records are transferred with the individual or destroyed. In the case of drill instructor or recruit records, records are maintained for four years after departure of individual, then destroyed. System manager(s) and address: The Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the commander of the Marine Corps command, organization or activity to which the individual is assigned for duty or training. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the commander of the command, organization or activity to which assigned for duty or training. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Written requests should contain name, rank, Social Security Number and dates assigned to the activity addressed. In cases where individual attended a formal school, name of course and course number should be included if available. Personal visits may be made to the activity in question any normal work day between 8 a.m. - 4:30 p.m. For personal visits individual should be able to provide valid personal identification. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Training performance, evaluations, on-the-job performance evaluations, individual and instructor evaluations, individual service records, Manpower Management System, test and inspection results and training correspondence addressing individual concerned. Exemptions claimed for the system: None. MMN00041 System name: NonAppropriated Fund (NAF) Employee File. System location: Primary system-Marine Corps Exchange Service Branch, Facilities and services Division, Installations and Logistics Department (Code LFE), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Decentralized segments-Marine Corps commands employing NAF personnel. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Personnel, to include off-duty military personnel, applying to or hired by Marine Corps commands which salaries are paid with NAF. File covers NAF employees whose employment was terminated for cause and those who resigned while the subject of a formal investigative proceedings. Categories of records in the system: Records may contain any of the following documents and information on NAF employees - name, home address, home and office telephone number, Social Security Number, employee application, personal history statement, reference data, education, work experience, photograph, work permit, union participation, date of birth, emergency contact information, employee number, military grade (if applicable), job description, job assignment, application for group insurance and retirement plans (or signed waiver), leave and pay data, performance reviews, reports of physical examinations, reports of accident/traffic violations, warning notices of excessive absence and tardiness, reports of grievances hearings/disciplinary action, record of court attendance, certified copy of completed military order for any annual duty tours with recognized military Reserve organizations, security clearance data, bad debt notices, employment compensation documents, commendations and awards, separation information (to include the mailing address of the command from which the individual was separated.) Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To maintain NAF personnel records on employment acceptability , assignments, pay, promotion, performance evaluations, security, growth potential, leave, awards, benefits and entitlements, disciplinary and grievances proceedings, appeals, discrimination complaints, retirement/separation, terminations, physical evaluations and audits. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. By court order in connection with matters before a federal, state or municipal court. To investigative, security and law enforcement agents Federal agencies who have submitted written requests for access to the file, with jurisdiction thereof, pertaining to the conduct of Government business under their respective jurisdictions and the names of specified agents having a need for such access. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders and binders, magnetic tapes and disc. Retrievability: Alphabeticaly, by Social Security Number or NAF identification number. Safeguards: Respective commands employ one or more safeguards such as locked containers, locked rooms, locked buildings, access by authorized personnel only, and employment of security guards. Retention and disposal: Records are maintained for period of employment plus five years. Records of employees transferring to another NAF activity are transferred to the new activity. Records of separated employees are transferred to the National Personnel Record Center, 111 Winnebago Street, St. Louis, MO 63118-4199. System manager(s) and address: Commandant of the Marine Corps, Headquarters, U.S. Marine Corps (Code LFE), Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps, Headquarters, U.S. Marine Corps (Code LFE), Washington, DC 20380-1775. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps, Headquarters, U.S. Marine Corps (Code LFE), Washington, DC 20380-1775. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Employee applications, personal interviews, former employers and supervisors, investigative and law enforcement agencies, originators of correspondence, employee references, schools, physicians and employing command. Exemptions claimed for the system: None. MMN00042 System name: Marine Corps Locator Files. System location: System is decentralized and maintained at Marine Corps commands, organizations and activities. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: A locator file of assigned military and civilian personnel. Categories of records in the system: Locator files may contain any of the following information on officer, enlisted and civilian personnel assigned to respective commands, organizations and activities of the Marine Corps: Name, rank/grade, date of rank, selection for promotion, Social Security Number, billet title, lineal number, Table of Organization line number, home address and telephone number, office code, room number and telephone number, new mailing address of transferred personnel, prior mailing address of newly assigned personnel, marital status, name of spouse, names of children, name and address of next of kin, military occupational specialty, date of birth, pay entry base date, expiration of active service date, home state, educational background, state where admitted to bar, identification badge number, payroll number, government vehicle drivers license date, rotation tour date, overseas control date, date report to respective command, organization or activity, occupation address and telephone number of inactive Reserves and security clearance data. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): To provide a record of location of both military and civilian personnel for use in the execution of official duties by Marine Corps personnel. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. Congress of the U.S. - By the Senate or the House of Representatives of the U.S. or any committee or subcommittee thereof, any joint committee of joint committee on matters within their jurisdiction requiring disclosure of the files. The Comptroller General of the U.S. - By the Comptroller General of any of his authorized representatives in the course of the performance of duties of the General Accounting Office relating to the Marine Corps. U.S. Postal Service - By duly designated Postal Officials pertaining to matters properly within the purview of the U.S. Postal Service. Courts - By officials of duly established local, state, and federal courts as a result of court order pertaining to matters properly within the purview of said court. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Books, cards, rosters, strip files, file folders, loose leaf binders, log books, embossed plates, microfilm/fiche or magnetic records and discs. Retrievability: The data contained on magnetic records can be displayed on cathode-ray tubes, computer printed on paper, and converted to microform for information retrieval; the data in file folders and other documents is retrieved manually. Normally, all types of records are retrieved by Social Security Number and name. Safeguards: Marine Corps commands, organizations and activities employ one or more safeguards such as limited controlled distribution, employment of security guards, accessibility by authorized personnel only, locked containers, locked rooms or locked building. Retention and disposal: Permanent. Updated as required. System manager(s) and address: The Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the command, organization or activity to which individuals are assigned for duty. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the command, organization or activity to which individual is assigned for duty. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Written requests for information should contain full name of the requester, his Social Security Number and his signature. For personal visits, the individual will be required to provide such proof of identification as his drivers license, his active, Reserve or retired identification card, his Armed Forces Report of Transfer or Discharge (DD Form 214) or such other data sufficient to insure that the individual is the subject of the inquiry. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Service Record Book, Officer Qualification Record, Manpower Management System, Reserve Personnel Management Information System, Unit Diaries, Combined Lineal Lists of active duty and reserve commissioned and Warrant Officer, Tables of Organization, Official Orders, Civilian Personnel Records, other Marine Corps activities, and individuals concerned. Exemptions claimed for the system: None. MMN00043 System name: Marine Corps Recreation Property Records and Facilities. System location: Marine Corps activities maintaining recreation files. Categories of individuals covered by the system: Authorized personnel to utilize special services facilities. Categories of records in the system: Usage data records on each activity. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record of all personnel authorized to use recreation property and facilities at Marine Corps activities. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. Congress of the U.S. - By the Senate or the House of Representatives of the U.S. or any committee or subcommittee of joint committee on matters within their jurisdiction requiring disclosure of the files. The Comptroller General of the U.S. - By the Comptroller General or any of his authorized representatives in the course of the performance of duties of the General Accounting Office relating to the Marine Corps. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: In paper records in file folders. Cards files and usage logs. Retrievability: Alphabetical by name for property cards. By activity usage logs. Safeguards: Records are maintained in a metal file in the recreation property compound and athletic/ recreation office. During non-operating hours, the activity is locked. Retention and disposal: Usage logs are maintained for one to four years. Until equipment is returned or recreation fund is reimbursed. System manager(s) and address: Local Commanding Officers. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the local Commander. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual activities, individuals, I.D. cards. Exemptions claimed for the system: None. MMN00044 System name: Central Registry System Discrimination and Sexual Harassment Database (CRS/DASH). System location: Commandant of the Marine Corps (Code MPE), Headquarters, U.S. Marine Corps, 3280 Russell Road, Quantico, VA 22134-5101 and all Marine Corps activities. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Marine Corps personnel who submit complaints of sexual harassment or discrimination and Marine Corps personnel who are under formal or informal investigation as a result of complaints of sexual harassment or discrimination. Categories of records in the system: Correspondence and records compiled pursuant to the processing of a complaint concerning sexual harassment or discrimination, incident data, endorsements, recommendations and resolutions of formal and informal investigations concerning aspects of equal opportunity complaints. Authority for maintenance of the system: Title VII of the Civil Rights Act of 1964, as amended, 42 U.S.C. 2000e-16(b) and (c). Purpose(s): To provide a record of Marine Corps personnel who have committed acts of sexual harassment or discrimination, and a record of any formal or informal investigation conducted in connection with allegations of sexual harassment or discrimination. 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: Officials and employees of other Departments and agencies of the Executive Branch of government, upon request, in the performance of their official duties related in equal opportunity matters. The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: Electronic and paper files. Retrievability: Files are retrieved alphabetically by name of the complainant or by the name of the individual who is the subject of the complaint. Safeguards: The electronic files are maintained in a computer database that is password protected with limited access. The building has controlled access after normal work hours and access is monitored by duty personnel. Access to files is limited to official capacity on a need-to-know basis. All files are encrypted to prevent unlawful downloading of information. Files held by field activities are maintained in an electronic database accessible to only authorized personnel. Paper files maintained at field activities are maintained in areas assessable to only authorized personnel with a need to know. Retention and disposal: Paper records are disposed of two years after administrative closing of a complaint. Electronic files are maintained in CRS/DASH electronic archive for five years, then erased. System manager(s) and address: Commandant of the Marine Corps (Code MPE), ATTN: Head, Manpower Equal Opportunity Branch, Headquarters, U.S. Marine Corps, 3280 Russell Road, Quantico, VA 22134-5101. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MPE), ATTN: Head, Manpower Equal Opportunity Branch, Headquarters, U.S. Marine Corps, 3280 Russell Road, Quantico, VA 22134-5101. Written request for information should contain the individual's name, Social Security Number, and signature. Personnel may provide requests in person to the field activity Commanding Officer, or to the Commandant of the Marine Corps (Code MPE), ATTN: Head, Manpower Equal Opportunity Branch, Headquarters, U.S. Marine Corps, 3280 Russell Road, Quantico, VA 22134-5101. Individuals should be able to provide personal identification to include valid military identification or two valid civilian items of identification such as driver's license, passport, credit cards, etc. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MPE), ATTN: Head, Manpower Equal Opportunity Branch, Headquarters, U.S. Marine Corps, 3280 Russell Road, Quantico, VA 22134-5101. Written request for information should contain the individual's name, Social Security Number, and signature. Personnel may provide requests in person to the field activity Commanding Officer, or to the Commandant of the Marine Corps (Code MPE), ATTN: Head, Manpower Equal Opportunity Branch, Headquarters, U.S. Marine Corps, 3280 Russell Road, Quantico, VA 22134-5101. Individuals should be able to provide personal identification to include valid military identification or two valid civilian items of identification such as driver's license, passport, credit cards, etc. Contesting record procedures: The U.S. Marine Corps rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual concerned, other systems, investigations, witnesses and correspondents. Exemptions claimed for the system: None. MMN00045 System name: Automated Recruit Management System (ARMS). System location: Primary System: Headquarters Marine Corps (Code MA), Washington, DC 20380-1775. Decentralized System: Each Recruiting Station, District Headquarters, Marine Corps Recruit Depot and School of Infantry within the Marine Corps. U.S. Marine Corps official mailing addresses are incorporated into Department of the Navy's mailing addresses, published as an appendix to the Navy's compilation of record system notices. Categories of individuals covered by the system: All Marine Corps Regular and Reserve recruits. Categories of records in the system: File contains information voluntarily provided by recruits as contained on the Application for Enlistment Armed Forces of the United States. Authority for maintenance of the system: 5 U.S.C. 301; 10 U.S.C. 5013; and E.O. 9397. Purpose(s): To provide a record on all Marine Corps recruits for use in tracking from entry through Marine combat training. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: The file will be stored via on-line disk with backup on magnetic disk with backup on magnetic tape. Backup audit trail record will be available at the point-of-entry. Retrievability: Standard reports and ad hoc retrievals are generated from remote terminals using a data base management system. Additionally, updates and record browsing may be accomplished in the interactive mode through keying Social Security Number. Safeguards: Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared, and trained. `Hard copy' or paper output from the system is stored in locked containers. System software contains user passwords to lock out unauthorized access. System software contains partitions to limit access to appropriate organizational level. Retention and disposal: On-line magnetic records will be maintained for one year after completion of recruit training. Records are then retired to a `history file' where they will be retained for a period of four years and then destroyed. System manager(s) and address: Commandant of the Marine Corps (MA), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (MA), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Written requests for information should contain the full name and Social Security Number of the individual. The requester may also visit any Marine Corps Recruiting Station to determine whether ARMS contains records pertaining to him/her. In order to personally visit a Recruiting Station and obtain information, individuals must present proper identification such as driver's license, or some other suitable proof of identity. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding Officer of the activity to which they were assigned. The requester may also visit any Marine Corps Recruiting Station, District Headquarters, Marine Corps Recruit Depot or Marine Corps School of Infantry, to determine whether ARMS contains records pertaining to him/her. In order to personally visit a Recruiting Station, District Headquarters, Marine Corps Recruit Depot or Marine Corps School of Infantry, and obtain information, individuals must present proper identification such as military identification, if a service member, driver's license, or some other suitable proof of identity. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The Recruiting Station, Marine Corps Recruit Depot, School of Infantry and directly from the individual recruit. Exemptions claimed for the system: None. MMN00046 System name: Recruit Incident System. System location: Marine Corps Recruit Depot, Parris Island, SC 29905-5001 and Marine Corps Recruit Depot, San Diego, CA 92140-5001. Categories of individuals covered by the system: All Marine Corps military personnel who have violated recruit training standard operating procedures. Categories of records in the system: Identifying information consisting of name, grade, last four digits of Social Security Number, unit, date of offense, source of allegation, type of action, date of action, type of abuse, charges and description of charges, and whether or not individual is relieved of duties. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and 10 U.S.C. 5031. Purpose(s): To provide a record of all drill instructors who have abused recruits for use in reporting to officials at Headquarters Marine Corps. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: The file is stored in hard back binders. Retrievability: Records retrieved by name or last four digits of Social Security Number. Safeguards: Records are maintained in areas accessible only to authorized personnel only during normal working hours. After normal working hours, rooms are locked and the buildings are controlled by security guards who are properly cleared and trained. Retention and disposal: Information in hard back binders maintained three years from the recruit incident and then destroyed. System manager(s) and address: Depot Instructor, Marine Corps Recruit Depot, Parris Island, SC 29905-5001 and Depot Inspector, Marine Corps Recruit Depot, San Diego, CA 92140-5001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Depot Instructor, Marine Corps Recruit Depot, Parris Island, SC 29905-5001 or the Depot Inspector, Marine Corps Recruit Depot, San Diego, CA 92140-5001. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Depot Instructor, Marine Corps Recruit Depot, Parris Island, SC 29905-5001 or the Depot Inspector, Marine Corps Recruit Depot, San Diego, CA 92140-5001. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information obtained from courts-martial or office hours proceedings. Exemptions claimed for the system: None. MMN00047 System name: Officer Slate File System. System location: Officer Assignment Branch, Personnel Management Division, Headquarters, U.S. Marine Corps (Code MMOA), Washington, DC 20380- 1775. Categories of individuals covered by the system: Active duty officers and enlisted personnel selected for warrant officer whose active duty component code is 11 through 13, C1 through C6; and CH. Categories of records in the system: The Officer Slate File contains assignment data pertinent to each individual officer's future assignment and sufficient data relative to his present assignment to determine the billet to which the officer is assigned. Authority for maintenance of the system: 10 U.S.C. 5031, Secretary of the Navy; responsibilities. Purpose(s): To provide a record of assignment data on officers for use in affecting an officer's assignment to the next duty station. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: Records are stored on magnetic discs and back-up generations are stored on magnetic tape. Back-up tapes are maintained for approximately one week and then erased. Retrievability: Records are accessed by Social Security Number. Safeguards: a. Hard-wired terminals which operate on an on-line interactive mode support this system. System information is protected by the following software features: User account number; user identification number; password, and the file is in a `restricted' status for use by the Officer Assignment Branch only. b. Access to the building in which the terminals and computer system is protected by a security agency and requires positive identification for admission. Access to the terminals is under the control of authorized personnel during working hours. Office spaces in which the terminals are located are locked after working hours, and checked in the evening by the designated staff duty officer at Headquarters Marine Corps. Retention and disposal: Records are retained for the period an officer is on active duty. Officers reporting to active duty are added to the file automatically and those officers being transferred to other than active duty status are deleted from the file automatically. This process occurs once each week to coincide with the updating of the Manpower Management System. Back-up generations are retained for approximately one week in the event a systems failure/error requires the file to restored. After this time the back-up tape is erased. System manager(s) and address: The Commandant of the Marine Corps (Code MMOA), Headquarters Marine Corps, Washington, DC 20380-1775. Telephone (703) 614-2937. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MMOA), Headquarters Marine Corps, Washington, DC 20380-1775. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MMOA), Headquarters U.S. Marine Corps, Federal Office Building 2, Washington, DC 20380-1775. Written requests for information should contain the full name of the individual, date and place of birth, Social Security Number and signature. For personal visits, the individual should be able to provide military identification to ensure that the individual is the subject of the inquiry. An active duty officer may obtain future assignment data on himself by telephone by contacting his assignment monitor and providing sufficient information to properly identify himself to his assignment monitor. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in the system is obtained from the officer's command, the individual officer concerned, officer assignment monitor and the Manpower Management System. Exemptions claimed for the system: None. MMN00048 System name: Performance Evaluation Review Board. System location: The Career Planning Branch (Code MMCP), Personnel Management Division, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Categories of individuals covered by the system: Any member or former member of the Marine Corps who has submitted a petition to the Performance Evaluation Review Board. Categories of records in the system: The file contains identifying data on the petitioner, date of request, action requested, activity member attached to at time of alleged error, any subsequent board decisions and record of petitioner notification. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record of petitions submitted to the Performance Evaluation Review Board. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: Records are stored on magnetic disks and back-up generations are stored on magnetic tape; paper records are stored in file folders. Retrievability: Records are accessed by Social Security Number and docket number. Safeguards: System information is protected by the following software features: User account number; user identification number; password and the file is restricted to authorized personnel only. The office where the terminal is located is locked after official working hours. Access to the building where the terminal and the computer system is located is protected by security guards who require positive identification for admission. Retention and disposal: Records are retained l year after completion of case and then destroyed by erasing magnetic tapes. Back-up tapes are maintained approximately 3 years and then erased. System manager(s) and address: Commandant of the Marine Corps (Code MMCP), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MMCP), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code MMCP), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Written requests for information should contain the full name of the individual, Social Security Number and signature. Individuals may inquire in person at the Career Planning Branch (Code MMCP), Federal Office Building 2, Columbia Pike and Arlington Ridge Road, Arlington, VA. For personal visits, the individual should provide military identification or driver's license for proof of identification. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in the system is obtained form the individual, Manpower Management System and the Performance Evaluation Review Board. Exemptions claimed for the system: None. MMN00049 System name: Manpower Management Information System. System location: Marine Corps Base, Camp Lejeune, NC 28542-5000. Categories of individuals covered by the system: All Marines who are joined to Base organizations and filling a Table of Organization (T/O) line number; all non-chargeable military personnel who are administratively attached to Base organizations (except students); and wage grade employees assigned to Base and tenant units. Categories of records in the system: Files contain personal identification data such as name, Social Security Number, pay grade, military occupational specialties, dates current tour began and other information extracted from the existing Manpower Management System and Naval Automated Civilian Manpower Information System master records. Authority for maintenance of the system: 10 U.S.C. 5031. Purpose(s): To provide a record of all personnel joined to base organizations for identification by Table of Organization (T/O), administrative attachment or assignment to tenant unit. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: Records are stored on magnetic tape and disk. Retrievability: Records are accessed by Social Security Number and T/O line number. Safeguards: Building has a 24-hour security watch. Computer terminals and records and located in areas accessible only to authorized personnel that are properly screened, cleared and trained. Use of terminals requires knowledge of passwords. Terminals are physically locked when not being used by authorized personnel. Retention and disposal: Records on magnetic disk are retained from one file recreation to the next, generally one month. Magnetic tapes are forwarded to Headquarters, U.S. Marine Corps. System manager(s) and address: Assistant Chief of Staff for Manpower, Marine Corps Base, Camp Lejeune, NC 28542-5000. Telephone (919) 451-2220. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Assistant Chief of Staff for Manpower, Marine Corps Base, Camp Lejeune, NC 28542-5000. Written requests for information should contain the full name and Social Security Number, date and place of birth and signature of the individual concerned. For personal visits, the individual should be able to provide identification bearing picture and signature or sufficient verbal data to ensure that the individual is the subject of inquiry. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Assistant Chief of Staff for Manpower, Marine Corps Base, Camp Lejeune, NC 28542-5000. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in the system is obtained from the Manpower Management System, the Naval Automated Civilian Manpower Information System, the Table of Manpower Requirements, from the individual's commanding officer or supervisor, and from the individual. Exemptions claimed for the system: None. MMN00050 System name: Drill Instructor Evaluation Files System. System location: Marine Corps Recruit Depot, Parris Island, SC 29905-5001 and Marine Corps Recruit Depot, San Diego, CA 92140-5001. Categories of individuals covered by the system: All Marine Corps personnel assigned to the drill instructor military occupational specialty. Categories of records in the system: All data required in the processing and training of drill instructors and execution of drill instructor duties. Authority for maintenance of the system: 10 U.S.C. 5031 and E.O. 9397. Purpose(s): To provide a record of training and quality of performance of Marine Corps personnel assigned as drill instructors. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: The files are stored in file folders. Retrievability: Records are maintained in areas accessible only to authorized personnel during normal working hours. After normal working hours, rooms are locked and the area is patrolled by military police. Safeguards: Records are maintained in areas accessible only to authorized personnel only during normal working hours, rooms are locked and the area is patrolled by military police. Retention and disposal: The files are stored for two years after completion of drill instructor duties and then destroyed. System manager(s) and address: Commanding Officer, Recruit Training Regiment, Marine Corps Recruit Depot, Parris Island, SC 29905-5001 and Commanding Officer, Recruit Training Regiment, Marine Corps Recruit Depot, San Diego, CA 92140-5001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding Officer, Recruit Training Regiment, Marine Corps Recruit Depot, Parris Island, SC 29905-5001 or the Commanding Officer, Recruit Training Regiment, Marine Corps Recruit Depot, San Diego, CA 92140-5001. Requesting individuals should specify their full names. Visitors should be able to identify themselves by any commonly recognized evidence of identity. Written requests must be signed by the requesting individual. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding Officer, Recruit Training Regiment, Marine Corps Recruit Depot, Parris Island, SC 29905-5001 or the Commanding Officer, Recruit Training Regiment, Marine Corps Recruit Depot, San Diego, CA 92140-5001. Requesting individuals should specify their full names. Visitors should be able to identify themselves by any commonly recognized evidence of identity. Written requests must be signed by the requesting individual. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information is obtained from instructors, units and civilians that were involved with training, evaluating and processing drill instructors. Exemptions claimed for the system: None. MMN00051 System name: Individual Recruiter Training Record. System location: Files are located at individual Recruiting Stations and Substations. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: File contains training and performance information on recruiters. Categories of records in the system: All information pertaining to the training and performance of recruiters. Authority for maintenance of the system: 10 U.S.C. 5031 and E.O. 9397. Purpose(s): To provide a record of the performance of Marine Corps recruiters from initial training phase through completion of recruiting duties. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: The files are stored in file folders. Retrievability: Records retrieved by name or last four digits of the service member's Social Security Number. Safeguards: Records are accessible only to authorized personnel during normal working hours. After normal working hours, files stored in locked offices. Retention and disposal: The files are maintained two years after completion of recruiting duties, at which time they are destroyed. System manager(s) and address: Commanding General, Marine Corps Recruit Depot/Eastern Recruiting Region, Parris Island, SC 29905-5001 and Commanding General, Marine Corps Recruit Depot/Western Recruiting Region, San Diego, CA 92140- 5001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding General, Marine Corps Recruit Depot/ Eastern Recruiting Region, Parris Island, SC 29905-5001 or the Commanding General, Marine Corps Recruit Depot/Western Recruiting Region, San Diego, CA 92140-5001. Requesting individuals should specify their full name. Visitors should be able to identify themselves by any commonly recognized evidence of identity. Written request must be signed by the requesting individual. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding General, Marine Corps Recruit Depot/Eastern Recruiting Region, Parris Island, SC 29905-5001 or the Commanding General, Marine Corps Recruit Depot/Western Recruiting Region, San Diego, CA 92140-5001. Requesting individuals should specify their full name. Visitors should be able to identify themselves by any commonly recognized evidence of identity. Written request must be signed by the requesting individual. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information is obtained from formal military schools, units and command officers. Exemptions claimed for the system: None. MMT00001 System name: Dependent (Title 6) Schools Records System. System location: Dependent (Title 6) Schools located at Marine Corps installations. Categories of individuals covered by the system: All students enrolled in Dependent (Title 6) Schools location at Marine Corps installations. Categories of records in the system: System consists of individual student records, master schedule, student schedule, student class lists, student scheduling cards, etc. Information consists of student academic performance, attendance, discipline, activities, aptitude, health and emergency record data to properly administer and assist the student while enrolled in the particular school or school system. Authority for maintenance of the system: 5 U.S.C. 301 and 6 U.S.C. Purpose(s): To provide a record of all students enrolled in Dependent (Title 6) Schools at Marine Corps activities. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. Other Federal Agencies - By officials and employees of the other Federal Agencies in the execution of their assignment as such duties pertain to Dependent (Title 6) Schools. State and Local Education Agencies - By officials and employees of state and local education agencies in the execution of their Official duties as such duties pertain to Dependent (Title 6) Schools. Courts - By officials and employees of local, state, and federal courts as dictated by court order. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored in file folders, machine workable cards, and other Data Processing mediums. Retrievability: Information is retrieved by student name or student number. Safeguards: Records are maintained in areas accessible only to authorized personnel and handled by personnel who have been cleared and trained in handling of personnel information. Retention and disposal: Records are maintained during the period of student enrollment and for a period of up to three years after student departure from the rolls of the school. Records are then destroyed or retired to the Army Records Center, St. Louis, Mo. System manager(s) and address: Superintendent of the school system in which the particular student is enrolled. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the particular school or school system in which the student is enrolled: Commanding General (ATTN: Supt Depn Scol) Marine Corps Base, Quantico, VA 22134-5000; Commanding General, (ATTN: Supt Depn Scol), Marine Corps Base, Camp Lejeune, NC 28542-5000; Commanding Officer, (ATTN: Supt Depn Scol), Marine Corps Air Station, Beaufort, SC 29904-5000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Superintendent of the school system in which the particular student is enrolled: Commanding General (ATTN: Supt Depn Scol) Marine Corps Base, Quantico, VA 22134-5000; Commanding General, (ATTN: Supt Depn Scol), Marine Corps Base, Camp Lejeune, NC 28542-5000; Commanding Officer, (ATTN: Supt Depn Scol), Marine Corps Air Station, Beaufort, SC 29904-5000. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information is obtained from individual concerned, his teacher, administrators, and other professional health and education personnel. Exemptions claimed for the system: None. MMT00002 System name: Marine Corps Institute Correspondence Training Records System. System location: Marine Corps Institute, Box 1775, Washington, DC 20390-5000. Categories of individuals covered by the system: All enrollees in Marine Corps Institute correspondence courses. Categories of records in the system: Records contain information for identifying enrollees, their addresses, their progress in the course of study, and the results of their final examinations. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record of all students enrolled in the Marine Corps Institute correspondence courses. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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: File folders, microfiche, magnetic tape, and magnetic disks. Retrievability: Name and Social Security Number. Safeguards: Access provided on a need to know basis only. During non-working hours, the doors to the Institute are locked. Retention and disposal: Retained indefinitely. System manager(s) and address: Student Services Officer, Marine Corps Institute, Marine Barracks, Box 1775, Washington, DC 20390-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Student Services Officer, Marine Corps Institute, Marine Barracks, Box 1775, Washington, DC 20390-5000. Provide full name, Social Security Number or service number, date of completion or enrollment, course number, and course title. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Student Services Officer, Marine Corps Institute, Marine Barracks, Box 1775, Washington, DC 20390-5000. Provide full name, Social Security Number or service number, date of completion or enrollment, course number, and course title. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in the system is obtained from enrollment applications and subsequent forms submitted by the enrollee, from the individual's commanding officer, from the Marine Corps Manpower Management System, and from Marine Corps Automated Services Center, Kansas City. Exemptions claimed for the system: None. MRS00001 System name: Reserve Manpower Management and Pay System (REMMPS). System location: Primary System - Marine Corps Central Design and Programming Activity, 1500 East Bannister Road, Kansas City, MO 64197-0501. Decentralized Segments - Input to the system is limited to the unit diary submission of the Marine Corps Reserve unit to which the individual is assigned for administration. Output from the system is available at the following locations: Department of Defense, Headquarters, U. S. Marine Corps, 4th Marine Division, 4th Marine Aircraft Wing, Marine Corps Finance Center, Marine Corps Reserve Support Center, and the Marine Corps Reserve unit to which the individual is assigned. Addresses of each Distribution List (OPNAV- PO9B3-107). Categories of individuals covered by the system: Marine Corps Reservists in the Selected, Individual Ready, Standby, and Fleet Marine Corps Reserve categories. Categories of records in the system: File contains the master personnel records to include personal identification, education, training, military occupational specialties, contractual agreements, pay and other data required for effective personnel management and administration. Authority for maintenance of the system: 5 U.S.C. 301 and 10 U.S.C. 5031. Purpose(s): To provide a record of pay and personnel data on Reserve personnel for use in the management and administration of Reserve personnel resources. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices apply to this system. Courts - By officials of duly established local, state and federal courts as a result of court order pertaining to matters properly within the purview of said court. Congress of the U. S. - By the Senate or the House of Representatives of the U. S. or any committee or subcommittee thereof, any joint committee of Congress or subcommittee of joint committee on matters within their jurisdiction requiring disclosure of the files. The Comptroller General of the U. S. - By the Comptroller General or any of his authorized representatives in the course of the performance of duties of the General Accounting Office relating to the Marine Corps. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Information is contained on magnetic tapes and disks. Retrievability: Information is retrieved by Social Security Number. Safeguards: Records are maintained in facilities accessible only to authorized personnel that are properly screened, and trained. Retention and disposal: Records are retained for six months after separation of the individual Marine reservists. After six months, records are destroyed except for an historical listing of separations which is recorded on microfiche for permanent retention at the Marine Corps Reserve Support Center, Kansas City, MO. System manager(s) and address: The Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps (Code RA), Headquarters, U.S. Marine Corps, Federal Office Building 2, Washington, DC 20380-1775. Telephone (703) 614-2558. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps (Code RA), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Written requests for information should contain the individual's full name, Social Security Number and signature. For personal visits, the individual should be able to provide some acceptable identification such as military identification card, driver's license or other type of identification bearing picture and signature to insure the individual is the subject of the inquiry. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The individual having administrative responsibility for the Marine, the Marine Corps Reserve Support Center, and authorized personnel of Headquarters, U.S. Marine Corps. Systems interface with active force Joint Uniform Military Pay System/Manpower Management System. Exemptions claimed for the system: None. MRS00002 System name: Marine Corps Reserve Support Center (MCRSC) Management System. System location: Primary System - The Director, Marine Corps Reserve Support Center, 10950 El Monte, Overland Park, KS 66211-1408. Decentralized System - At Marine Corps mobilization and prior service recruiting stations. Categories of individuals covered by the system: Marine Corps Reservists in the Individual Ready Reserve, Standby Reserve, Fleet Marine Corps Reserves, Individual Mobilization Augmentees, Selected Marine Corps Reserves. Full-Time Support (FTS) Marine Reserves, active duty Marines attached to the MCRSC, and civilian employees of MCRSC. Categories of records in the system: Personnel, financial, and manpower data records. Training history records for financial obligations and expenditures for reservists and reservist's qualifications, and program management records. Authority for maintenance of the system: 5 U.S.C. 301; 10 U.S.C. 5031; 10 U.S.C. 275; Title U.S. Code 652. Purpose(s): To provide record of all personnel, financial and manpower data on all Marine Corps military and civilian employees attached to MCRSC. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Blanket Routine Uses that appear at the beginning of the Marine Corps compilation apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Direct access storage device, magnetic tape, paper files, microfiche and other documents. Retrievability: Social Security Number, name, grade, and unit. Safeguards: Restricted access to building and all areas where data maintained. Records are maintained in areas accessible only to those personnel that are authorized and have been properly screened, cleared, and trained. The system contains security features designed to restrict unauthorized access. Retention and disposal: There are two types of files, permanent and working. After the Marine Reservist retires or is deceased, microfiche/paper records are sent to Headquarters Marine Corps for a period of six months. Thereafter, records are sent to the National Personnel Records Center, St. Louis, MO, indefinitely. Computer records are maintained for a minimum of three years in the National Archives. After three years, the tapes are erased. Working files are disposed of when obsolete. System manager(s) and address: Director, Marine Corps Reserve Support Center, 10950 El Monte, Overland, Park, KS 66211-1408. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Marine Corps Reserve Support Center, 10950 El Monte, Overland, Park, KS 66211-1408. Requesters should provide proper verification of identity. On written requests, signature of the requesting individual is required. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Marine Corps Reserve Support Center, 10950 El Monte, Overland, Park, KS 66211-1408. Requesters should provide proper verification of identity. On written requests, signature of the requesting individual is required. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The individual, Marine Corps recruiting districts, depots, bases, and other duty stations, Headquarters Marine Corps, Department of Veterans Affairs, Civilian Personnel Records, and changes caused by law are the principle sources of the information contained the MCRSC Management System. Exemptions claimed for the system: None. MRS00003 System name: Marine Corps Reserve HIV Program. System location: Headquarters, U.S. Marine Corps, (RA), Washington, DC 20380-1775. Categories of individuals covered by the system: Members of the Marine Corps Ready Reserve infected with the Human Immunodeficiency Virus (HIV). Categories of records in the system: Medical records, notifications of HIV-positivity. Authority for maintenance of the system: 5 U.S.C. 301, 10 U.S.C. 5041 (as amended), 10 U.S.C. 5042, 5252, 44 U.S.C. 3101, and E.O. 9397. Purpose(s): To maintain a data base of all HIV-positive Marine Corps Reservists. The system will be used to track all HIV-positive Reservists from the time they are identified as exposed to the HIV, to the time they are transferred to the Standby Reserve or discharged. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: None. The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's compilation of systems of records notices do not apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper files are maintained in a locked filing cabinet. Additional information maintained in a Personal Computer (P/C). Retrievability: Name and Social Security Number. Safeguards: Paper files are maintained in locked filing cabinets. Access to the room where the P/C is maintained is monitored or controlled for access by authorized personnel only. Access to the automated records is through passwords and the room is locked when not monitored by authorized personnel. Building access is controlled by uniformed guards and doors are locked during non-duty hours. Retention and disposal: Paper files are maintained for five years, then destroyed. Information contained in the P/C is maintained for 10 years after the individual's tenure with the Marine Corps and then destroyed. System manager(s) and address: Commandant of the Marine Corps, (Code RA), Headquarters, U.S. Marine Corps, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commandant of the Marine Corps, (RA), Washington, DC 20380-1775. Written inquiries should contain the name, Social Security Number, date(s) of testing, military status and return address. Visitors should be able to identify themselves by any commonly recognized evidence of identity. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant of the Marine Corps, (RA), Washington, DC 20380-1775. Written inquiries should contain the name, Social Security Number, date(s) of testing, military status and return address. Visitors should be able to identify themselves by any commonly recognized evidence of identity. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information is derived from the individual's service medical and dental records. Exemptions claimed for the system: None. MTE00001 System name: Telephone Billing/Accounting File. System location: All Marine Corps activities maintaining telephone accounts. Categories of individuals covered by the system: All military personnel, civilian contractors, concessions, and Marine Corps sponsored activities that are provided unofficial government telephone service. Categories of records in the system: Files contain name, Social Security Number, grade, military address, telephone number assigned to individuals in the system, civilian contractor's business address and business telephone numbers, ledger of itemized telephone service charges and payments, receipted bills, requests for service, account number, addressograph plate, cash collections vouchers for telephone deposits, and routine correspondence. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy, 10 U.S.C. 5041, Headquarters, and E.O. 9397 (SSN). Purpose(s): To provide a record amounts owed and paid for telephone services at Marine Corps activities. The file is also used as a telephone directory service except for numbers unlisted. 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: The `Blanket Routine Uses' set forth at the beginning of the Marine Corp's 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 and electronic records. Retrievability: Information accessed and retrieved by name, address or telephone number. Safeguards: Records are maintained in an area accessible only to authorized personnel and are under constant supervision. The building is locked during non-working hours and someone is on duty 24 hours a day. Retention and disposal: Records remain active until individual leaves the Marine Corps activity concerned. Records are then transferred to an inactive file for four years and then destroyed. System manager(s) and address: Commanding Officer of activity concerned. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the command to which an individual is assigned for duty. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the command to which an individual is assigned for duty. U.S. Marine Corps official mailing addresses are incorporated into the Department of the Navy's address directory, published as an appendix to the Navy's compilation of systems of records notices. Written requests should include name and Social Security Number and address. For personal visits, the individual should be able to provide the proper military or civilian identification. Contesting record procedures: The USMC rules for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; Marine Corps Order P5211.2; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Application of the individual desiring telephone service in government housing aboard the activity. Exemptions claimed for the system: None. DEPARTMENT OF DEFENSE UNITED STATES NAVY HOW SYSTEMS ARE ARRANGED Department of the Navy systems of records are numbered to coincide with the subject matters identified in the Standard Subject Identification Code (SSIC). Each series of records has been assigned a major subject title, followed by a combined alpha-numeric identification number. For example, the systems of records containing financial information would be found under the major subject title, Financial Management. The range of identification of records will be from 7000 to 7999. The systems of records concerning military pay is 7220. If there are multiple systems of records maintained under this series, the identification number will be identified as N07220-1, N07220-2, N07220-3, etc. The last digit, i.e., -1, -2, -3, indicates the first, second, and third systems of records within the category of military pay. When assigning numbers to systems of records, we identify the appropriate SSIC for the system and formulate the system number by adding `N' for Navy to the beginning of the number, followed by the SSIC number. `0' is placed after the `N' for SSIC codes 1000 through 9999, since each system must begin with `N' followed by five digits. HOW TO USE THE INDEX GUIDE The systems of records maintained by the Department of the Navy are contained within the major subject title and numerical series of the SSIC. The list identifies each series in numerical order. Use the list to identify major areas of interest. Subject Series System Identification Series Military Personnel 1000-1999 Telecommunications 2000-2999 Operations and Readiness 3000-3999 Logistics 4000-4999 General Administration 5000-5999 Medicine and Surgery 6000-6999 Financial Management 7000-7999 Ordnance Material Readiness 8000-8999 Ships Design and Material 9000-9999 General Material 10000-10999 Facilities and Activities 11000-11999 Civilian Personnel 12000-12999 Aeronautical and Astronautical Material 13000-13999 FOR FURTHER ASSISTANCE The Chief of Naval Operations is designated the Privacy Act Coordinator for the Department of the Navy. Any questions or assistance you may require should be addressed to the Chief of Naval Operations (N09B30), Room 5E521, The Pentagon, Washington, DC 20350- 2000. Point of contact is Mrs. Gwendolyn Aitken, Commercial (703) 614-2004/ 2817 or DSN 224-2004/2817. REQUESTING RECORDS Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. BLANKET ROUTINE USES Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. LAW ENFORCEMENT ROUTINE USE In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. CONGRESSIONAL INQUIRIES ROUTINE USE Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. PRIVATE RELIEF LEGISLATION ROUTINE USE Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law. COUNTERINTELLIGENCE PURPOSES ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. N01000-1 System name: Correction Board Case Files System. System location: Primary location: Board for Correction of Naval Records, Room 2432, 2 Navy Annex, Washington, DC 20370-5100 Decentralized segments located in the Bureau of Naval Personnel, 2 Navy Annex, Washington, DC 20370-5001 Headquarters, U.S. Marine Corps, 2 Navy Annex, Washington, DC 20380-0001; and, the individual military personnel record of the service member concerned. Categories of individuals covered by the system: Any member or former member of the U.S. Navy or Marine Corps who has applied for the correction of his/her naval record. Categories of records in the system: Records consist of file cards with basic information and computer records derived therefrom, case files containing records of board proceedings, material submitted for correction and supporting documentation, correspondence and transcripts of board formal hearings. The basic case information and computer records derived therefrom include the following: Rank; Social Security Number/service number; docket number; date application received; subject category; subject category description; examiner's initials; date examiner assigned; branch of service; board decision; date of board decision; date decision promised if interested members of Congress; date case forwarded to the Secretary of the Navy; lineal number of officer applicant; officer designated; date officer case forwarded to Bureau of Naval Personnel/Commandant of the Marine Corps; date officer case returned from Bureau of Naval Personnel/Commandant of the Marine Corps; date advisory opinion requested; identity of advisor's organization; date advisory opinion received; date service record ordered; date medical record ordered; date court-martial record ordered; date confinement record order; date Navy Discharge Review Board record ordered; date other record ordered; date service record received; date medical record received; date court-martial record received; date confinement record received; date Navy Discharge Review Board record received; date other record received; number of Navy applications received; number of Marine Corps applications received; total number of Navy and Marine Corps applications received; percent of total to grand total; total number of Navy discharge cases; total number Marine Corps discharge cases; Navy grant count; Navy deny count; Navy modify count; Marine grant; Marine deny count; Marine modify count. Authority for maintenance of the system: 10 U.S.C. 1552; 32 CFR part 723; and E.O. 9397 (SSN). Purpose(s): To review applicant's Naval record to determine the existence of alleged error or injustice and to recommend appropriate corrective action when warranted - to report its findings, conclusions and recommendations to the Secretary of the Navy in appropriate cases - to respond to inquiries from applicants, their counsel, and members of Congress. To officials and employees of the Bureau of Medicine and Surgery, the Naval Council of Personnel Boards, and the Office of Naval Disability Evaluation for the purpose of obtaining advisory opinions on medical matters. To provide officials and employees of HQ, U.S. Marine Corps with advisory opinions in cases involving present and former Marine Corps personnel - to correct records of present and former Marine Corps personnel in accordance with approved correction Board decisions. To officials and employees of the Litigation Division, NJAG, to prepare legal briefs and answers to complaints against the Department of the Navy. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Manual and computerized records. Retrievability: Last name of the applicant and cross-filed by docket number and Social Security Number. Safeguards: Access to building is protected by uniformed security officers requiring positive identification; for admission after hours, records are maintained in areas accessible only to authorized personnel. Computer systems are password protected. Retention and disposal: Permanent. After three years, records are retired to the Washington National Records Center, Suitland, MD. System manager(s) and address: Executive Director, Board for Correction of Naval Records, Room 2432, 2 Navy Annex, Washington, DC 20370-5100. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Executive Director, Board for Correction of Naval Records, Room 2432, 2 Navy Annex, Washington, DC 20370-5100. Individual should provide full name, and Social Security Numbers or service numbers. Visitors should be able to provide proper identity, such as a drivers license. Written requests must be signed by a requester or his/her legal representative. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Executive Director, Board for Correction of Naval Records, Room 2432, 2 Navy Annex, Washington, DC 20370-5100. Individual should provide name, military status, branch of service and Social Security Number. Current address and telephone numbers should be included. Personal visits may be made only to the Board for Correction of Naval Records, Arlington Annex, Columbia Pike and Southgate Road, Arlington, VA. For personal visits, identification will be required. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: All official Naval records, Department of Veterans Affairs and police and law enforcement records. Exemptions claimed for the system: None. N01000-2 System name: Naval Discharge Review Board Proceedings. System location: Naval Discharge Review Board, Washington Navy Yard, 720 Kennon Street SE, Room 309, Washington, DC 20374-5023. Categories of individuals covered by the system: Former Navy and Marine Corps personnel who have submitted applications for review of discharge or dismissal pursuant to 10 U.S.C. 1553, or whose discharge or dismissal has been or is being reviewed by the Naval Discharge Review Board, on its own motion, or pursuant to an application by a deceased former member's next of kin. Categories of records in the system: The file contains the former member's application for review of discharge or dismissal, any supporting documents submitted therewith, copies of correspondence between the former member or his counsel and the Naval Discharge Review Board and other correspondence concerning the case, and a summarized record of proceedings before the Board. Authority for maintenance of the system: 10 U.S.C. 1553 and E.O. 9397 (SSN). Purpose(s): Selected information is used to defend the Department of the Navy in civil suits filed against it in the State and/or Federal courts system. This information will permit officials and employees of the Board to consider former member's applications for review of discharge or dismissal and any subsequent application by the member; to answer inquiries on behalf of or from the former member or counsel regarding the action taken in the former member's case. The file is used by members of the Board for Correction of Naval Records when reviewing any subsequent application by the former member for a correction of records relative to the former member's discharge or dismissal. 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: The file is used by counsel for the former member, and by accredited representatives of veterans' organizations recognized by the Secretary, Department of Veterans Affairs under 38 U.S.C. 3402 and duly designated by the former member as his or her representative before the Naval Discharge Review Board. Officials of the Department of Justice and the United States Attorneys offices assigned to the particular case. The `Blanket Routine Uses' that appear at the beginning of the Navy's 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 records in file folders; microfiche; plastic recording disks; recording cassettes; and computerized data base. Retrievability: Name, docket number, and/or Social Security Number. Safeguards: Computerized data base is password protected and access is limited. The office is locked at the close of business. The office is located in a building on a military installation which has 24-hour gate sentries and 24-hour roving patrols. Retention and disposal: Files are transferred to the Washington Federal Records Center, 4205 Suitland Road, Suitland, MD 20409 when case is closed and then destroyed after 15 years. System manager(s) and address: Director, Naval Council of Personnel Boards, Department of the Navy, Washington Navy Yard, 720 Kennon Street SE, Room 309, Washington, DC 20374-5023. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Naval Council of Personnel Boards, Department of the Navy, Washington Navy Yard, 720 Kennon Street SE, Room 309, Washington, DC 20374-5023. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Naval Council of Personnel Boards, Department of the Navy, Washington Navy Yard, 720 Kennon Street SE, Room 309, Washington, DC 20374-5023. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information contained in the files is obtained from the former member or those acting on the former member's behalf, from military personnel and medical records, and from records of law enforcement investigations. Exemptions claimed for the system: None. N01000-3 System name: Navy Individual Service Review Board (ISRB) Proceedings Application File. System location: Bureau of Naval Personnel (Pers 324), 2 Navy Annex, Washington, DC 20370-3240. Categories of individuals covered by the system: Individuals who have applied for military status and subsequent discharge from the United States Navy because they claim membership in a group which has been determined to have performed active military service with the United States Navy. Categories of records in the system: Application for discharge, supporting documentation, copies of correspondence between the individual and the Navy ISRB and other correspondence concerning the case. Authority for maintenance of the system: Pub.L. 95-202 and E.O. 9397 (SSN). Purpose(s): To consider the individual's application for military status and discharge. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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 records in file folders. Retrievability: Name and Social Security Number. Safeguards: The files are kept within the Bureau of Naval Personnel offices. Access during business hours is controlled by Bureau personnel. Records not in use are maintained in a room which is locked during non-duty hours. The Bureau is secured at the close of business and the building in which the Bureau is located has limited access controlled by security guards. Retention and disposal: Applications which are approved will necessitate creation of a service record which is part of the Navy Personnel Records System. Remaining records are retained in the Bureau of Naval Personnel for two years and then destroyed. System manager(s) and address: Chief of Naval Personnel (Pers 324), Bureau of Naval Personnel, 2 Navy Annex, Washington, DC 20370-3240. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief of Naval Personnel (Code Pers 324), Bureau of Naval Personnel, 2 Navy Annex, Washington, DC 20370-3240. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief of Naval Personnel (Code Pers 324), Bureau of Naval Personnel, 2 Navy Annex, Washington, DC 20370-3240. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information contained in the files is obtained from the individual or those acting on the individual's behalf, from other military records and from the Department of Defense Civilian/Military Service Review Board. Exemptions claimed for the system: None. N01000-4 System name: Program 38 Science and Technology Personnel Skills. System location: Office of Naval Research, 800 North Quincy Street, Arlington, VA 22217-5660. Categories of individuals covered by the system: Research reserve personnel, officer and enlisted. Categories of records in the system: Military identification information, including Naval Officer Billet Codes, plus professional qualifications information, including education and occupation. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN). Purpose(s): To effectively manage the Office of Naval Research headquarters reserve unit. These records are used to maintain the unit's mobilization readiness. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records kept in a folder and stored in a file cabinet. Retrievability: Name. Safeguards: Records kept in controlled access building; in a file cabinet under control of authorized personnel; and the office space in which the cabinet is located is locked outside official working hours. Retention and disposal: Physically destroyed annually and updated on an annual basis. System manager(s) and address: Reserve Coordinator, Code 09R, Office of Naval Research, Ballston Centre, Tower One, 800 North Quincy Street, Arlington, VA 22217-5660. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Reserve Coordinator, Code 09R, Office of Naval Research, Ballston Centre, Tower One, 800 North Quincy Street, Arlington, VA 22217-5660. Requests should contain full name, rank, and Social Security Number. Personal visits may be made to the same address. Visitors must be prepared to show Naval Research I.D. Card. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Reserve Coordinator, Code 09R, Office of Naval Research, Ballston Centre, Tower One, 800 North Quincy Street, Arlington, VA 22217-5660. Requests should contain full name, rank, and Social Security Number. Personal visits may be made to the same address. Visitors must be prepared to show Naval Research I.D. Card. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Provided by individual upon first reporting to reserve unit. Exemptions claimed for the system: None. N01000-5 System name: Naval Clemency and Parole Board Files. System location: Naval Clemency and Parole Board, 720 Kennon Street SE, Room 308, Washington Navy Yard, DC 20374-5023 Categories of individuals covered by the system: Members or former members of the Navy, Marine Corps, or Coast Guard whose cases have been or are being considered by the Naval Clemency and Parole Board. Categories of records in the system: The file contains individual applications for clemency and/or parole, reports and recommendations thereon indicating progress in confinement or while awaiting completion of appellate review if not confined, or on parole; correspondence between the individual or his counsel and the Naval Clemency and Parole Board or other Navy offices; other correspondence concerning the case; the court-martial order and staff Judge Advocate's review; records of trial; and a summarized record of the proceedings of the Board. Authority for maintenance of the system: 10 U.S.C. 874(a), 952-954; 42 U.S.C. 10601 et seq.; Victim's Rights and Restitution Act of 1990 as implemented by DoD Instruction 1030.2, Victim and Witness Assistance Procedures, SECNAVINST 5815.3H, Department of the Navy Clemency and Parole Systems; and E.O. 9397 (SSN). Purpose(s): The file is used in conjunction with periodic review of the member's or former member's case to determine whether or not clemency or parole is warranted. The file is referred to in answering inquiries from the member or former member or their counsel. The file is referred to by the Naval Discharge Review Board and the Board for Correction of Naval Records in conjunction with their subsequent review of applications from members or former members. The file is also used by counsel in connection with representation of members or former members before the Naval Clemency and Parole Board. 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 victims and witnesses of a crime for purposes of providing information regarding the investigation and disposition of an offense (Victim's Rights and Restitution Act of 1990). The `Blanket Routine Uses' that appear at the beginning of the Navy's 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 records and computerized data base. Retrievability: Name and Social Security Number. Safeguards: Files are kept within the Naval Clemency and Parole Board administration office. Access during business hours is controlled by Board personnel. The office is locked at the close of business. Computerized data base is password protected. Retention and disposal: Files are transferred to the Washington National Records Center, 4205 Suitland Road, Suitland, MD 20409 one year after discharge of individual from the naval service. Files are destroyed after 25 years after cut-off. System manager(s) and address: Director, Naval Council of Personnel Boards, Department of the Navy, 720 Kennon Street SE, Room 309, Washington Navy Yard, DC 20374- 5023. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Naval Council of Personnel Boards, Department of the Navy, 720 Kennon Street SE, Room 309, Washington Navy Yard, DC 20374-5023. Requests should contain full name and Social Security Number and must be signed. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Naval Council of Personnel Boards, Department of the Navy, 720 Kennon Street SE, Room 309, Washington Navy Yard, DC 20374-5023. Requests should contain full name and Social Security Number and must be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information contained in the file is obtained from the member or former member or from those acting in their behalf, from confinement facilities, from military commands and offices, from personnel service records and medical records, and from civilian law enforcement agencies or individuals. Exemptions claimed for the system: Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and 3, (c) and (e) and published in 32 CFR part 701, subpart G. For additional information contact the system manager. N01001-1 System name: Database of Reserve/Retired Judge Advocates and Legalmen. System location: Office of the Judge Advocate General (Code 62), Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. Categories of individuals covered by the system: Reserve and retired officers of the Judge Advocate General's Corps and reserve and retired legalmen. Categories of records in the system: Personal and professional information such as: Full name and nickname; Social Security Number, date of birth; home address; home and office telephone/FAX/pager numbers; e-mail address; gender; spouse's name, school year and degrees earned, etc. Military information [i.e., rank/date of rank; branch of service; lineal number; date of entrance on duty (enlisted); pay entry base data; date commissioned; date retired; military accomplishments; Naval Officer Billet Codes; Naval Enlisted Billet Code; military decorations; Naval Reserve Awards; letters of appreciation; Sailor of the Quarter/Year; military courses completed and dates attended; military certificates (e.g., Career Counselor, Surface Warfare, Naval Aviator); foreign language skills, Readiness Command; Unit Reserve Unit Identification Code; unit name; current unit; position; date joined unit; primary type of employment; employer/agency; job title; etc.). Civilian job information, such as Civilian Occupational Codes; Federal and State Courts admitted; address of employer; etc. Authority for maintenance of the system: 10 U.S.C. 806 and E.O. 9397 (SSN). Purpose(s): To facilitate liaison between Naval Reserve Law Units, Law Program Director, Director, Naval Reserve Law Programs, and the Navy's legal assistance program. To maintain a directory of Naval Reserve Judge Advocates' location, reserve assignment, etc. Information in the directory is made available to Navy Judge Advocates, active and reserve, to enable them to locate and identify the legal expertise of Naval Reserve Judge Advocates in the various states with varying legal qualifications and state licenses, and to permit contact between Navy Judge Advocates. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Computer and paper records. Retrievability: By name. Safeguards: Computer database is password protected. Retention and disposal: Records are kept until the person is deceased. System manager(s) and address: Deputy Assistant Judge Advocate General (Reserve and Retired Personnel Programs), Department of the Navy, Washington Navy Yard, 1322 Patterson Street, SE, Washington, DC 20374-5066. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Deputy Assistant Judge Advocate General (Reserve and Retired Personnel Programs), Department of the Navy, Washington Navy Yard, 1322 Patterson Street, SE, Washington, DC 20374-5066. The request should contain full name and address of the individual concerned and should be signed. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Deputy Assistant Judge Advocate General (Reserve and Retired Personnel Programs), Department of the Navy, Washington Navy Yard, 1322 Patterson Street, SE, Washington, DC 20374-5066. The request should contain full name and address of the individual concerned and should be signed. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual and Navy Personnel Command. Exemptions claimed for the system: None. N01001-5 System name: MSC Masters/Chief Engineers Biographical Data File. System location: Military Sealift Command, Washington Navy Yard, Building 210, 901 M Street, SE, Washington, DC 20398-5540. Categories of individuals covered by the system: MSC Masters and Chief Engineers aboard civil service manned ships. Categories of records in the system: Biographical and professional information containing name, data and place of birth, home address and phone number, education, training for sea, maritime licenses held, military experience, shore employment, commercial shipboard status, spouse's name, number of children and their names and ages, highlights of merchant marine career, special skills and accomplishments, hobbies, special interests, community activities and association membership. Authority for maintenance of the system: 5 U.S.C. 301, Department Regulations. Purpose(s): To maintain background information on MSC Masters and Chief Engineers. The electronic version of the biographical data (MSC 12330/8) is completed after selection. The information is used to identify location and provide biographical information on Masters and Chief Engineers to the promotion board, media and internal requests for information prior to public appearances, press releases, or courtesy calls to MSC ships by MSC personnel and members of other organizations or commands. 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 used pursuant to 5 U.S.C. 552a(b)(3) as follows: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and computerized records. Retrievability: Name. Safeguards: The biographical data is maintained in areas accessible to authorized personnel only. The Afloat Personnel Management Center is physically located at Camp Pendleton, Virginia. Access to buildings on this state military reservation is by clearance of 24-hour security guards. Retention and disposal: The biographical data on Masters and Chief Engineers is updated annually. Outdated files are destroyed when updated information is received and the entire file is destroyed immediately upon the Masters or Chief Engineers separation or retirement from the Command. System manager(s) and address: Director, Afloat Personnel Management Center, Military Sealift Command, PO Box 120, Virginia Beach, VA 23458-0120. Notification procedure: Individuals seeking to determine whether this system of records contained information about themselves should address written inquiries to the Director, Afloat Personnel Management Center, Military Sealift Command, PO Box 120, Virginia Beach, VA 23458-0120. Written requests should contain full name of the individual, military grade or rate, and date of birth. For personal visits, the individual should be able to provide some acceptable means of identification. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Director, Afloat Personnel Management Center, Military Sealift Command, PO Box 120, Virginia Beach, VA 23458-0120. Written requests should contain full name of the individual, military grade or rate, and date of birth. For personal visits, the individual should be able to provide some acceptable means of identification. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual. Exemptions claimed for the system: None. N01070-1 System name: JAG Corps Officer Personnel Information. System location: Office of the Judge Advocate General (Code 61), Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. Categories of individuals covered by the system: Active Duty Officers in the Judge Advocate General's Corps, Law Education and Excess Leave Programs. Categories of records in the system: Name, grade, designator, date of birth, Social Security Number, date of rank, pay entry base data, active duty service date, active commission base date, year and month of graduation from Naval Justice School, service date, lineal number, year group, current billet, future billets that are finalized, sub-specialty code, number of primary and secondary dependents, spouse's name, projected loss date and reason for loss, projected rotation date, law school and year of graduation from law school, state bar membership and year admitted, officer's preference for duty assignment and postgraduate education. Authority for maintenance of the system: 10 U.S.C. 806 and E.O. 9397 (SSN). Purpose(s): To manage the officers of the Navy JAG Corps, as the Judge Advocate General is statutorily required to make recommendation on the assignment of all active duty JAG Corps officers; to determine qualifications of an officer to receive a JAG Corps designation and to be certified as a trial or defense counsel; to determine the rotation dates and release from active duty dates of JAG Corps officers as well as the date new officers will be available for duty; to prepare JAG Corps strength plans for submission to OPNAV; and to obtain an officer's preference for duty assignment as well as eligibility for consideration for postgraduate education and overseas assignments. Certain information is promulgated to all active duty JAG Corps officers in a semi-annual publication known as the Directory of Navy Judge Advocates. The information is promulgated in the directory for general informational purposes within the JAG Corps, including provision of position (billet) availability information to officers contemplating rotation. 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: Certain information (not including Social Security Number and date of birth) is promulgated to active-duty JAG Corps officers in an annual publication known as the Directory of Navy Judge Advocates. The information is promulgated for general informational purposes within the JAG Corps, including provision of position (billet) availability information to officers contemplating rotation and as a social roster for official and nonofficial functions. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Data is maintained on personal computers and paper records filed in file folders in storage devices. Retrievability: Name. Safeguards: Data is maintained on personal computers and paper records filed in file folders in storage devices. Retention and disposal: Upon release from active duty, records are kept three years and then destroyed. Upon retirement from active duty, records are maintained indefinitely. System manager(s) and address: Deputy Assistant Judge Advocate General (Code 61), Office of the Judge Advocate General, Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Deputy Assistant Judge Advocate General (Code 61), Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. Written requests must be signed by the requesting individual. For personal visits, the requesting individual should be able to provide some acceptable identification, e.g. Armed Forces identification card, driver's license, etc. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Deputy Assistant Judge Advocate General (Code 61), Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. Personnel visits may be made to the JAG Personnel Office, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual; orders to active duty and subsequent transfer orders; and computer strips provided by the Navy Personnel Command on all active duty officers. Exemptions claimed for the system: None. N01070-2 System name: Naval Attache Files. System location: Navy Files: Naval Attache Affairs Office, Office of Naval Intelligence (ONI-3), 4251 Suitland Road, Washington, DC 20395-5720. Marine Corps Files: Commandant of the Marine Corps, Headquarters, United States Marine Corps, (ATTN: CI/CIRP), 2 Navy Annex, Washington, DC 20380-1775. Categories of individuals covered by the system: U.S. Navy and Marine Corps Officers nominated and/or assigned to duty in the Defense Attache System (DAS). Categories of records in the system: File contains copies of questionnaires (i.e., Naval Attache Background Inventory, Naval Attache Opinion Inventory; Naval Attache Relationship Questionnaire; and Substance Abuse Subtle Screening Inventory (SASSI)), data collected during personal interviews; information from the individual's military personnel file; etc. Authority for maintenance of the system: National Security Act of 1974, as amended: 5 U.S.C. 301, Departmental Regulations; 10 5013; 44 U.S.C. 3101; and E.O. 9397 (SSN). Purpose(s): To provide data to Navy, Marine Corps and Defense Intelligence Agency officials to determine suitability of Navy and Marine Corps officer personnel for assignment to the Defense Attache System. 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 Department of State to determine suitability of personnel for security clearances and assignment to the Defense Attache System. The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Manual and automated files. Retrievability: Retrieved by name and Social Security Number. Safeguards: Access is provided on need-to-know basis only. Manual records are stored in a controlled access area and are accessible only to a very limited number of authorized personnel with proper security clearance. Access to computerized data is controlled by password or other user code. Retention and disposal: Records are opened on individuals when first nominated for attache duty. Records are destroyed when personnel are transferred, separated, or when files are no longer needed, whichever is earlier. System manager(s) and address: Navy Files: Naval Attache Affairs Office, Office of Naval Intelligence (ONI-3), 4251 Suitland Road, Washington, DC 20395-5720 Marine Corps Files: Commandant of the Marine Corps, Headquarters, United States Marine Corps, (ATTN: CI/CIRP), 2 Navy Annex, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Naval Attache Affairs Office, Office of Naval Intelligence (ONI-3), 4251 Suitland Road, Washington, DC 20395-5720 (for Navy files) or to the Commandant of the Marine Corps, Headquarters, United States Marine Corps, (ATTN: CI/CIRP), 2 Navy Annex, Washington, DC 20380-1775 (for Marine Corps files). Request should contain name and Social Security Number of individual and be signed. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Naval Attache Affairs Office, Office of Naval Intelligence (ONI-3), 4251 Suitland Road, Washington, DC 20395-5720 (for Navy files) or to the Commandant of the Marine Corps, Headquarters, United States Marine Corps, (ATTN: CI/CIRP), 2 Navy Annex, Washington, DC 20380- 1775 (for Marine Corps files). Request should contain name and Social Security Number of individual and be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual; family members; Defense Security Service; Naval Criminal Investigative Service; and personnel files. Exemptions claimed for the system: None. N01070-3 System name: Navy Personnel Records System. System location: PRIMARY LOCATIONS: Navy Personnel Command, 5720 Integrity Drive, Millington, TN 38055-3130; Naval Reserve Personnel Center, 4400 Dauphine Street, New Orleans, LA 70149-7800; and local activity to which individual is assigned. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. SECONDARY LOCATIONS: Department of the Navy Activities in the chain of command between the local activity and the headquarters level; Federal Records Storage Centers; National Archives. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. Categories of individuals covered by the system: All Navy military personnel: officers, enlisted, active, inactive, reserve, fleet reserve, retired, midshipmen, officer candidates, and Naval Reserve Officer Training Corps personnel. Categories of records in the system: Personnel service jackets and service records, correspondence and records in both automated and non-automated form concerning classification, assignment, distribution, promotion, advancement, performance, recruiting, retention, reenlistment, separation, training, education, morale, personal affairs, benefits, entitlements, discipline and administration of naval personnel. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 42 U.S.C. 10601 et seq., Victim's Rights and Restitution Act of 1990 as implemented by DoD Instruction 1030.2, Victim and Witness Assistance Procedures; and E.O. 9397 (SSN). Purpose(s): To assist officials and employees of the Navy in the management, supervision and administration of Navy personnel (officer and enlisted) and the operations of related personnel affairs and functions. 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 officials and employees of the National Research Council in Cooperative Studies of the National History of Disease, of Prognosis and of Epidemiology. Each study in which the records of members and former members of the naval service are used must be approved by the Chief of Naval Personnel. To officials and employees of the Department of Health and Human Services, Department of Veteran Affairs, and Selective Service Administration in the performance of their official duties related to eligibility, notification and assistance in obtaining benefits by members and former members of the Navy. To officials and employees of the Department of Veteran Affairs in the performance of their duties relating to approved research projects. To officials and employees of Navy Relief and 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 Navy. To duly appointed Family Ombudsmen in the performance of their duties related to the assistance of the members and their families. 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, including Department of Labor and state unemployment agencies for unemployment compensation for ex-service members. 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 naval service of Members of Congress. Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged or retired from the Armed Forces information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual the United States Government will be liable for the losses the facility may incur. To federal, state, local, and foreign (within Status of Forces agreements) law enforcement agencies or their authorized representatives in connection with litigation, law enforcement, or other matters under the jurisdiction of such agencies. Information relating to professional qualifications of chaplains may be provided to civilian certification boards and committees, including, but not limited to, state and federal licensing authorities and ecclesiastical endorsing organizations. To governmental entities or private organizations under government contract to perform random analytical research into specific aspects of military personnel management and administrative procedures. To victims and witnesses of a crime for purposes of providing information, consistent with the requirements of the Victim and Witness Assistance Program, regarding the investigation and disposition of an offense. To Federal agencies, their contractors and grantees, and to private organizations, 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. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of system of record notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated records may be stored on magnetic tapes, disc, and drums. Manual records may be stored in paper file folders, microfiche or microfilm. Retrievability: Automated records may be retrieved by name and Social Security Number. Manual records may be retrieved by name, Social Security Number, enlisted service number, or officer file number. Safeguards: Computer facilities and terminals are located in restricted areas accessible only to authorized persons that are properly screened, cleared and trained. Manual records and computer printouts are available only to authorized personnel having a need-to-know. Retention and disposal: Transfer to Naval Reserve Personnel Center, New Orleans, LA 70149 six months after discharge, retirement, or death of service member. Naval Reserve Personnel Center will forward to the National Personnel Records Center, (Military Personnel Records), 9700 Page Avenue, St. Louis, MO 63132-5000. Transfer to the National Archives and Records Administration 75 years after separation of service member. [Note: An exception is made for copies of officer fitness reports, enlisted evaluations, and officer and enlisted counseling forms which may be maintained by the member's commanding officer or command for a period not to exceed five years.] System manager(s) and address: Commander, Navy Personnel Command, 5720 Integrity Drive, Millington, TN 38055-3130; Commanding Officers, Officers in Charge, and Heads of Department of the Navy activities. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commander, Navy Personnel Command, 5720 Integrity Drive, Millington, TN 38055-3130; or contact the personnel officer where assigned. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. The letter should contain full name, Social Security Number (and/ or enlisted service number/officer file number), rank/rate, designator, military status, address, and signature of the requester. The individual may visit the Navy Personnel Command, Records Review Room, Building 769, Room K615, Millington, TN for assistance with records located in that building; or the individual may visit the local activity to which attached for access to locally maintained records. Proof of identification will consist of Military Identification Card for persons having such cards, or other picture- bearing identification. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Commander, Navy Personnel Command, 5720 Integrity Drive, Millington, TN 38055-3130, or contact the personnel officer where assigned. Official mailing addresses are published as an appendix to the Navy's compilation of system of records notices. The letter should contain full name, Social Security Number (and/ or enlisted service number/officer file number), rank/rate, designator, military status, address, and signature of the requester. The individual may visit the Navy Personnel Command, Records Review Room, Building 769, Room K615, Millington, TN for assistance with records located in that building; or the individual may visit the local activity to which attached for access to locally maintained records. Proof of identification will consist of Military Identification Card for persons having such cards, or other picture- bearing identification. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Correspondence; educational institutions; federal, state, and local court documents; civilian and military investigatory reports; general correspondence concerning the individual; official records of professional qualifications; Navy Relief and American Red Cross requests for verification of status. Exemptions claimed for the system: None. N01070-4 System name: Naval Reserve Security Group Personnel Records. System location: Commander, Naval Security Group Command, Naval Security Group, Headquarters, 3801 Nebraska Avenue, NW, Washington, DC 20390. Categories of individuals covered by the system: Naval Reserve Security Group Personnel. Categories of records in the system: System comprises records reflecting information pertaining to reservist's ACDUTRA (Active Duty for Training); miscellaneous personnel actions, i.e., in-training status for change of rank/ designator/rate; clearance certificate; congratulatory letters to officers upon promotion; history of past ACDUTRA performed; correspondence courses completed; old data cards and clearance eligibility letters. Authority for maintenance of the system: 5 U.S.C. 301; Departmental Regulations. Purpose(s): To verify past active duty and ACDUTRA performed, currency of clearance status, mobilization assignments, and to identify civilian skills acquired. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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-records in file folders. Retrievability: Filed alphabetically by last name of reservist. Safeguards: Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel who are properly screened, cleared and trained. Retention and disposal: Records are retained in active file until reservist has fulfilled drilling obligation or upon discharge or transfer to stand-by reserve. System manager(s) and address: Commander, Naval Security Group Command, Naval Security Group Headquarters, 3801 Nebraska Avenue, NW, Washington, DC 20390. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Naval Security Group Command, Naval Security Group Headquarters, 3801 Nebraska Avenue, NW, Washington, DC 20390. Individual should provide full name, DPOB, military status, Social Security Number (if you will voluntarily include it) or service number. Visits for the purpose of obtaining information must be submitted in writing to Commander, Naval Security Group Command, 3801 Nebraska Avenue, NW, Washington, DC 20390, who will advise of time/date/place for viewing records or will advise whether system contains records pertaining to the requester. Scheduled visitors must be prepared to present adequate proof of identification - i.e., combination of full name, DPOB, parent(s) name, driver's license, medicare card, military I.D. card, if applicable. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Naval Security Group Command, Naval Security Group Headquarters, 3801 Nebraska Avenue, NW, Washington, DC 20390. Contesting record procedures: The Navy's rules for accessing records and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: District Officers for Naval Reserve Security Group, Commanding Officers of Naval Reserve Security Group Divisions, and, Commanding Officer, Naval Technical Training Center, Pensacola, FL. Exemptions claimed for the system: None. N01070-5 System name: Database of Retired Navy Flag Officers. System location: Office of the Chief of Naval Operations (N09BC), 2000 Navy Pentagon, Washington, DC 20350-2000. Categories of individuals covered by the system: Retired Navy Flag Officers who voluntarily request to be part of the Retired Flag Officer Web Site. Categories of records in the system: The file contains personal and professional information, such as full name and nickname, rank, work and/or home address, home and/or office telephone/FAX/pager numbers, e-mail address, and spouse's name. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): To maintain a directory of retired Navy flag officers for the purpose of providing briefings and outreach materials, and facilitating interaction between retired and active duty Navy flag officers via a limited access web site. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Computerized data base. Retrievability: Individual's name. Safeguards: Computerized data base is password protected and access is limited. The office is locked at the close of business. The office is located in the Pentagon which is guarded. Retention and disposal: Records are kept until the person is deceased or the person seeks removal of information, whichever is sooner. System manager(s) and address: Chief of Naval Operations (N09BC), 2000 Navy Pentagon, Washington, DC 20350-2000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief of Naval Operations (N09BC), 2000 Navy Pentagon, Washington, DC 20350-2000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief of Naval Operations (N09BC), 2000 Navy Pentagon, Washington, DC 20350-2000. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual. Exemptions claimed for the system: None. N01070-6 System name: Employee Explosives Certification Program. System location: Organization elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: All personnel involved in the process or evolutions of explosives operations. Categories of records in the system: Individual certifying document and combined register of all employees certified. Authority for maintenance of the system: 5 U.S.C. 301; Departmental Regulations. Purpose(s): To record the names of all employees and their qualifications to work in certain categories of explosive operations. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folder, punched cards. Retrievability: Social Security Number, name. Safeguards: Personnel escort required. Retention and disposal: Permanent, unless employee terminates or is no longer involved in explosives processes. Document returned to employee's department for routine disposal after deletion from program. System manager(s) and address: Commanding officer or head of the organization in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding officer or head of the organization in question. Individuals may inspect personnel certifying documents at local activity to which individual assigned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Requesters must be escorted and provide identification for inspection of their personnel records. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding officer or head of the organization in question. Individuals may inspect personnel certifying documents at local activity to which individual assigned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Requesters must be escorted and provide identification for inspection of their personnel records. Contesting record procedures: The Navy's rules for accessing records and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Personnel files, previous supervisors. Exemptions claimed for the system: None. N01070-7 System name: NEXCOM Military Personnel Information System. System location: Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Categories of individuals covered by the system: Present and past military officers and key enlisted personnel assigned to the Navy Exchange System. Categories of records in the system: Name; rank or rate; dependency status; Social Security Number; designation; date of rank; date reported; rotation date; educational level; lineal number; location of assignments; preference of assignment, biographical information, and orders. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013; and E.O. 9397. Purpose(s): To assist officials and employees of the Navy Exchange Service Command in the management, supervision, and administration of its personnel. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Computerized records, printed reports, card files, and file folders. Retrievability: Name and Social Security Number. Safeguards: Supervised office spaces and computers are accessible only through the computer center whose entry is limited to authorized personnel only. All information is maintained in locked file cabinets or locked archives. Computer systems are password protected. Retention and disposal: Destroyed three years following an individual's discharge/ retirement from the Navy. System manager(s) and address: Policy Official: Commander, Navy Exchange System, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Record Holder: Director, Office of Military Personnel, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Director, Office of Military Personnel, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Written requests must include full name, Social Security Number and military duty status. At the time of a personal visit, the requester must provide proof of identity containing the requester's signature. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Director, Office of Military Personnel, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Written requests must include full name, Social Security Number and military duty status. At the time of a personal visit, the requester must provide proof of identity containing the requester's signature. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: U.S. Navy Manpower Information System; Bureau of Naval Personnel; the individual; and the individual's supervisor. Exemptions claimed for the system: None. N01070-9 System name: White House Support Program. System location: White House Liaison Office, Office of the Secretary of the Navy, Department of the Navy, Washington, DC 20350. Categories of individuals covered by the system: All Navy and Marine Corps military and civilian personnel and contractor employees who have been nominated by their employing activities for assignment to Presidential support duties. Categories of records in the system: Personnel records, correspondence, and other documents and records in both automated and nonautomated form concerning classification, security clearances, assignment, training, and other qualifications relating to suitability for Presidential support duties. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): To evaluate and nominate individuals for assignment to Presidential support duties; to ensure that only those individuals most suitably qualified are assigned to duty in Presidential support activities. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To officials and employees in the Executive Office of the President in the performance of their duties related to personnel administration, and evaluation and nomination of individuals for assignment to Presidential support duties. To officials and employees of other federal agencies and offices, upon request, in the performance of their official duties related to the provision of Presidential support and protection. The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Automated records may be stored on magnetic tapes, disc drums, and on punched cards. Manual records may be stored in file folders, or microform. Retrievability: Manual Records: By name if individual has been nominated and not yet approved. By OSD approval date if individual has been approved, and by employing activity removal date if an individual is removed from assignment for cause. Automated records may be retrieved by name, Social Security Number, and control number. Safeguards: Records are afforded appropriate protection at all times, stored in locked rooms and locked file cabinets, and are accessible only to authorized personnel who have a definite need to know and who are properly screened, cleared, and trained. Retention and disposal: Records are retained or disposed of in accordance with Secretary of the Navy Instruction P5212.5B, subject: Disposal of Navy and Marine Corps records. System manager(s) and address: Administrative Aide to the Secretary of the Navy, Navy Department, Washington, DC 20350. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Administrative Aide to the Secretary of the Navy, Navy Department, Washington, DC 20350. Individual should provide full name and Social Security Number. Visits are limited to the Office of the Administrative Aide to the Secretary of the Navy. The individual should be able to provide some acceptable identification, that is, driver's license, etc. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Administrative Aide to the Secretary of the Navy, Navy Department, Washington, DC 20350. Individual should provide full name and Social Security Number. Visits are limited to the Office of the Administrative Aide to the Secretary of the Navy. The individual should be able to provide some acceptable identification, that is, driver's license, etc. Contesting record procedures: The Navy's rules for accessing records and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Officials and employees of the Department of the Navy and other Department of Defense components; federal, state, and local court documents; civilian and military investigative reports; general correspondence concerning the individual; and federal and state agency records. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(1), (k)(2), (k)(3) and (k)(5), as applicable. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 701, subpart G. For additional information contact the system manager. N01070-12 System name: NCIS Administrative Files System. System location: Primary: Director, Naval Criminal Investigative Service, Washington Navy Yard, Building 111, 901 M Street, SE, Washington, DC 20388-5380. Decentralized Segments: Naval Criminal Investigative Service Regional Offices (NCISROs) retain duplicate copies of certain segments of the administrative files. Official mailing addresses are published as an appendix to the Navy's compilation of system of records notices. Categories of individuals covered by the system: Past and present civilian, military, and foreign national personnel assigned world-wide to the Naval Criminal Investigative Service. Categories of records in the system: Personnel and Resource Information System - contains personnel management information/statistical information on NCIS personnel. Special Agent Career Development Files - contains correspondence unique to the NCIS Special Agent, including annual physical examinations, assignment preferences, and special qualifications, which has a bearing on world-wide assignability, promotion, and general career assessment. Weapons and Equipment Files - identifies credential numbers, badges, PSP pins, and weapons assigned to authorized NCIS personnel. Personnel Security Clearance File - identifies the classified material access level and date of last security clearance for assigned civilian and military personnel of NCIS. Personnel Utilization Data File - provides statistical information regarding the manner by which available NCIS manhours are expended in the execution of its assigned investigative and counterintelligence mission. The file is formed by the submission (monthly) of individual manhour diaries. All assigned personnel input to this system; their manhours are categorized by function. Freedom of Information Act and Privacy Act Requests File - contains correspondence and responses made to requests for information pursuant to the Freedom of Information Act and the Privacy Act of 1974. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397. Purpose(s): The Personnel and Resource Information System is used to prepare all personnel documents and personnel statistical studies. It provides such information as the average grade, the total number and composition of personnel at each NCIS component, and the past assignments of personnel. It is used on a daily basis by personnel in the formation and execution of staffing actions for the various NCIS components, information verification of employee's tenure, and the compilation of necessary statistical studies. Special Agent Career Development Files are used for in-house agency decisions regarding reassignment, promotion, career training, and long-range development. They form in-house agency repository for both adverse and favorable documents regarding Special Agents. The files have a long-range function, that of forming the basis for law enforcement retirement service certification. Though part of the file is duplicated in the official file maintained by the Civilian Personnel Office, the Special Agent Career Development File is considered privileged information and its contents are not released outside NCIS. Within NCIS, the files are maintained and controlled exclusively within the Career Services Division, NCIS, and by assigned personnel of that Division. The files are released for review only to senior management personnel of NCIS. Weapons and Equipment Files are used to identify and inventory credentials, weapons, badges, and handcuffs issued to authorized NCIS personnel. Personnel Security Clearance Files are used to informally verify and authenticate security clearances issued to NCIS personnel. The file has a daily working purpose of acting as a check sheet for the updating of security clearances. It is used by the Commander, NCIS to certify the access level of certain assigned NCIS personnel to other Navy commands as well as civilian contractors. Personnel Utilization Data File is used to make analyses which modify the staffing levels at various NCIS components based on the actual work level. It further provides a tool to NCIS management to gauge the efficiency of all components by comparing their workload with the amount of manhours available. The records in this system may be used by other DOD components requiring confirmation of security clearance levels and for statistical purposes. Freedom of Information Act and Privacy Act Request Files are used to record actions taken on requests/appeals/amendments. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To law enforcement activities conducting criminal or suitability investigations. To the Office of Personnel Management when making personnel determinations, e.g., awards or disciplinary actions. To credit companies in response to credit queries. To personal physicians regarding medical records. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated and paper records. Retrievability: For the Special Agent Career Development File - name only. For the Weapons and Equipment File - by name or by item number (i.e., badge, credential, weapon, handcuff serial number). For the Personnel and Resource Information System - by name and Social Security Number or by individual data characteristic, such as GS-grade level, duty-station, special qualifications, or language qualifications. For the Personnel Utilization Data File - normally accessed and retrieved by location and functional category of employment (i.e., Special Agent, clerical, etc.). The capability exists, however, to retrieve by Social Security Number. The Personnel Security Classification File, which is a subordinate file to the Personnel and Resource Information System, is accessed by name and Social Security Number. For the Freedom of Information Act and Privacy Act Requests File - by name and year request was made. Safeguards: Files are protected by limited controlled access, safes, locked cabinets, and locked doors. Visitor control and security computer software measures (where applicable) are utilized. Retention and disposal: Personnel indexed in the Personnel and Resource Information System and the Personnel Security Clearance Files are deleted from the magnetic tape data storage upon termination of employment. Residual paper records are retained from two to five years and then destroyed. Personnel indexed in the Weapons and Equipment Files are deleted as assigned equipment is accounted for or returned. Residual paper printouts are destroyed at least semi-annually. The Special Agent Career Development Files are semi-permanent and are retained, at least in essential skeletal format, indefinitely. Personnel indexed in the Freedom of Information Act and Privacy Act Requests File are deleted after two years if their request was granted or no record found and six years if the request was denied in whole or in part. System manager(s) and address: Director, Naval Criminal Investigative Service, Washington Navy Yard, Building 111, 901 M Street, SE, Washington, DC 20388-5380. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Director, Naval Criminal Investigative Service, Washington Navy Yard, Building 111, 901 M Street, SE, Washington, DC 20388-5380. Individuals submitting requests should provide their full name, date of birth, Social Security Number, and dates of employment or assignment with NCIS. In the case of personal visits, individuals requesting access to files in this system will be required to present reasonable proof of identity to minimally include a driver's license or similar document at least one of which must bear a current photograph and be able to provide (orally) some element of unique identifying data such as name of spouse or a past duty-station with NCIS. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Director, Naval Criminal Investigative Service, Washington Navy Yard, Building 111, 901 M Street, SE, Washington, DC 20388-5380. Individuals submitting requests should provide their full name, date of birth, Social Security Number, and dates of employment or assignment with NCIS. In the case of personal visits, individuals requesting access to files in this system will be required to present reasonable proof of identity to minimally include a drivers' license or similar document at least one of which must bear a current photograph and be able to provide (orally) some element of unique identifying data such as name of spouse or a past duty-station with NCIS. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information for the Personnel and Resource Information System and the Personnel Utilization Data System is obtained from the individual employee, who is the prime source of information both for initial access to the files as well as for the periodic update. Information for the Personnel Security Clearance File information is obtained from the Personnel and Resource Information System. The information for the Weapons and Equipment Files is obtained from personnel charged with the issuance of various items inventoried therein (with verification by the personnel to whom the items are issued.) Information for the Special Agent Career Development File is obtained from the individuals' supervisors, from various naval commands, and other federal and state agencies with whom the special agent has had professional contact and from the individual. Also, this file contains copies of each physical examination required annually of assigned civilian special agents. Information for the Freedom of Information Act and Privacy Act Requests file is obtained from the individual requesting the information. Exemptions claimed for the system: None. N01080-1 System name: Enlisted Master File Automated System. System location: Bureau of Naval Personnel, 2 Navy Annex, Washington, DC 20370- 5001; Enlisted Personnel Management Information Center, New Orleans, LA 70159-7800; Naval Reserve Personnel Center, New Orleans, LA 70149-7800. Categories of individuals covered by the system: All Navy enlisted personnel: active and inactive. Categories of records in the system: System contains information related to enlisted assignment, planning, programming, accounting, promotions, career development, procurement, education, training, retirement, performance, security, personal data, qualifications, programming, and enlisted reserve drill data. The system also contains Activity Personnel Diaries, personnel accounting documents, Reserve Unit Drill reports, and other personnel transaction documents necessary to maintain file accuracy and currency; and, all computer extracts, microform, and printed reports. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397. Purpose(s): To assist in the administration, management, and supervision of Navy enlisted personnel and the operation of personnel affairs and functions. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of system of record notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated records are stored on magnetic tapes, disks, and drums. Printed reports and other related documents supporting the system are stored in authorized areas only. Retrievability: Name and Social Security Number. Safeguards: Within the computer center, controls have been established to disseminate computer output over the counter only to authorized users. Specific procedures are also in force for the disposal of computer output. Output material in the sensitive category, i.e., inadvertent or unauthorized disclosure that may result in harm, embarrassment, inconvenience or unfairness to the individual, will be shredded. Computer files are kept in a secure, continuously manned area and are accessible only to authorized computer operators, programmers, enlisted management, placement, and distributing personnel who are directed to respond to valid official requests for data. These accesses are controlled and monitored by the security system. Retention and disposal: Permanent. Annually transferred to the National Archives under Group 24, Records of the Bureau of Naval Personnel. System manager(s) and address: Chief of Naval Personnel, Navy Department, Washington, DC 20370- 5000. Notification procedure: Active duty enlisted personnel seeking to determine whether this system of records contains information about themselves should address written inquiries to the Chief of Naval Personnel (Pers 06), 2 Navy Annex, Washington, DC 20370-5001. Inactive duty and reserve personnel seeking to determine whether this system of records contains information about themselves shall address written inquiries to the Commanding Officer, Naval Reserve Personnel Center (ATTN: Privacy Act Coordinator), New Orleans, LA 70149-7800. Written request should contain full name, Social Security Number, rank, status, and signature of requester. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief of Naval Personnel (Pers 06), 2 Navy Annex, Washington, DC 20370-5001. Inactive duty and reserve personnel seeking to determine whether this system of records contains information about themselves shall address written inquiries to the Commanding Officer, Naval Reserve Personnel Center (ATTN: Privacy Act Coordinator), New Orleans, LA 70149-7800. Written request should contain full name, Social Security Number, rank, status, and signature of requester. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR Part 701; or may be obtained from the system manager. Record source categories: Official records, correspondence, and educational institutions. Exemptions claimed for the system: None. N01080-2 System name: Officer Master File Automated System. System location: Bureau of Naval Personnel, Navy Department, Washington, DC 20370- 5000; Personnel Management Information Center, New Orleans, LA 70149- 7800; and the Naval Reserve Personnel Center, New Orleans, LA 70149- 7800. Categories of individuals covered by the system: All naval officers: commissioned, warrant, active, inactive; officer candidates, and Naval Reserve Officer Training Corps personnel. Categories of records in the system: File contains data concerning officer assignment, planning, accounting, promotions, career development, procurement, education, training, retirement, performance, security, personal data, qualifications, programming, and Reserve Officer drill data, activity Personnel Diaries, personnel accounting documents, Reserve Unit Drill Reports and other personnel transaction documents necessary to maintain file accuracy and currency; and all computer file extracts, microform and printed reports. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397. Purpose(s): To assist officials and employees of the Navy in their official duties related to the management, supervision, and administration of both active duty and retired naval officers, and in the operation of personnel affairs and functions. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of system of record notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated records are stored on magnetic tapes, disks, and drums. Printed reports and other paper documents supporting the system are stored in authorized personnel areas only. Retrievability: Name and Social Security Number. Safeguards: Within the computer center, controls have been established to disseminate computer output over the counter only to authorized users. Specific procedures are also in force for the disposal of computer output. Output material in the sensitive category, i.e., inadvertent or unauthorized disclosure that would result in harm, embarrassment, inconvenience or unfairness to the individual, will be shredded. Computer files are kept in a secure, continuously manned area and are accessible only to authorized computer operators, programmers, enlisted management, placement, and distributing personnel who are directed to respond to valid, official request for data. These accesses are controlled and monitored by the security system. Retention and disposal: Automated records are retained for periods that range from one month to permanent, and are to numerous to list in this notice. For more specific information, contact the system manager. System manager(s) and address: Chief of Naval Personnel (Pers 06), Naval Military Personnel Command, Department of the Navy, Washington, DC 20370-5000. Notification procedure: Active duty officers/officer candidates seeking to determine whether this system of records contains information about themselves should address written inquiries to the Chief of Naval Personnel (Pers 06), Navy Department, Washington, DC 20370-5000. Naval reserve and retired officers seeking to determine whether this system of records contains information about themselves shall address written inquiries to the Commanding Officer, Naval Reserve Personnel Center (ATTN: Privacy Act Coordinator), New Orleans, LA 70149-7800. Written request should contain full name, Social Security Number, rank, status, and signature of requester. Record access procedures: Active duty officers/officer candidates seeking access to records about themselves contained in this system of records should address written inquiries to the Chief of Naval Personnel (Pers 06), Navy Department, Washington, DC 20370-5000. Naval reserve and retired officers seeking to determine whether this system of records contains information about themselves shall address written inquiries to the Commanding Officer, Naval Reserve Personnel Center (ATTN: Privacy Act Coordinator), New Orleans, LA 70149-7800. Written request should contain full name, Social Security Number, rank, status, and signature of requester. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Official records of professional qualifications and educational institutions. Exemptions claimed for the system: None. N01080-3 System name: Reserve Command Management Information. System location: Naval Reserve Force, 13000 Chef Menteur Highway, New Orleans, LA 70129-1800. Categories of individuals covered by the system: All individuals who are members of the Selected Reserves. Individuals who have responded to Naval Reserve advertising, individuals who are members leaving the active Navy, prior service prospects, non-prior service prospects such as high school and college students throughout the country who may be qualified for enlistment, and those that are recruited into the Naval Reserve Programs. Categories of records in the system: System comprises records reflecting information pertaining to the individual's participation in the Reserves and personal information such as name, rank/grade, Social Security Number, current address, medical information pertaining to physical examination, immunizations and physical fitness, and pertinent family information concerning recruitment, classification, assignment, distribution, retention, reenlistment, promotion, advancement, training, education, professional history, experience, performance, qualification retirement and administration within the Selected Reserves. Authority for maintenance of the system: 5 U.S.C. 301, Department Regulations and E.O. 9397. Purpose(s): To provide the Naval Reserve Force and its claimancy with an information system which enhances management and support for all Naval Reserve echelons in the functional areas of manpower, personnel, training, mobilization, readiness, and administration or drilling reservists; and to provide management and support related to the accession of officer and enlisted personnel necessary to sustain manpower levels. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Automated records are stored on disks and magnetic tapes. Archived records are stored on magnetic tape and placed in a vault. Printed records and other related documents supporting the system are filed in cabinets and stored in authorized areas only. Retrievability: Primarily by name, rank/grade or Social Security Number, however, records can be accessed by any file element or any combination thereof. Safeguards: A combination of passwords and user names is used to restrict user access to those individuals specifically authorized to use terminals. Within the computer center, controls have been established to distribute computer output over the counter only to authorized users. Output material in the sensitive category will be shredded. Computer files are kept in a secure, continuously manned area and accessible only to authorized computer operators, programmers and distributing personnel who are directed to respond to valid officials requests for data. These accesses are controlled and monitored by the Security System. Retention and disposal: Automated recruiting files are retained as long as the individual is a recruit for the Naval Reserve Force. Upon enlistment into the Naval Reserve, files are transferred to the appropriate component and retained as long as the individual is a drilling reservist in the Naval Reserve. Upon retirement or separation from the Naval Reserve, the member's files are transferred to the Naval Reserve Personnel Center, New Orleans, where records are retained in accordance with MAPMIS Manual (period ranges from one month to permanent). Paper documents generated by the system will be retained at local activities for two to four years after which they will be destroyed. System manager(s) and address: Commander, Naval Reserve Force, 13000 Chef Menteur Highway, New Orleans, LA 70129-1800. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Naval Reserve Force, 13000 Chef Menteur Highway, New Orleans, LA 70129-1800. Requests should contain full name and Social Security Number and must be signed. Visitors should be able to identify themselves by a commonly recognized evidence of identity. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Naval Reserve Force, 13000 Chef Menteur Highway, New Orleans, LA 70129-1800. Requests should contain full name and Social Security Number and must be signed. Visitors should be able to identify themselves by a commonly recognized evidence of identity. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individuals concerned, Commander, Naval Reserve Force, Naval Reserve Personnel Center, and military commands to which the individual is attached. Exemptions claimed for the system: None. N01131-1 System name: Officer Selection and Appointment System. System location: Primary System: For Active Duty Recruiting - Headquarters, Navy Recruiting Command, 4015 Wilson Boulevard, Arlington, VA 22203-1991; For Reserve Recruiting: Naval Reserve Recruiting Command, 4400 Dauphine Street, New Orleans, LA 70146-5001. Decentralized segments - Headquarters, Navy Recruiting Activities and subsidiary offices; Armed Forces Entrance and Examining Centers; Chief of Naval Personnel; Chief, Bureau of Medicine and Surgery; National Personnel Records Centers; Naval Reserve Units; Naval Education and Training Activities; NROTC Units; Naval Sea Systems Command Headquarters; Naval Intelligence Command and subsidiary activities; Department of Defense Medical Examination Review Board; Naval Reserve Recruiting Command detachments and reserve recruiting field offices. Categories of individuals covered by the system: Individuals who have made application for direct appointment to commissioned grade in the Regular Navy or Naval Reserve, applied for officer candidate program leading to commissioned status in the U.S. Naval Reserve, applied for a Navy/Marine Corps sponsored NROTC scholarship program or preparatory school program, applied for interservice transfer to Regular Navy or Naval Reserve. Categories of records in the system: Records and correspondence in both automated and nonautomated form concerning any applicant's personal history, education, professional qualifications, physical qualifications, mental aptitude, character and interview appraisals, National Agency Checks and certifications of background investigations. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations, 10 U.S.C. Sections governing authority to appoint officers; 10 U.S.C. 591, 600, 716, 2107, 2122, 5579, 5600; Merchant Marine Act of 1939 (as amended); and E.O.s 9397, 10450, and 11652. Purpose(s): To manage and contribute to the recruitment of qualified men and women for officer programs and the regular and reserve components of the Navy. To ensure quality military recruitment and to maintain records pertaining to the applicant's personal profile for purposes of evaluation for fitness for commissioned service. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To officials and employees of the Department of Transportation in the performance of their official duties relating to the recruitment of Merchant Marine personnel. To officials and employees of other departments and agencies of the Executive Branch of government, upon request, in the performance of their official duties related to the management of quality military recruitment. To officials and employees of the Veterans Administration and Selective Service Administration in the performance of their official duties related to enlistment and reenlistment eligibility and related benefits. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated records are stored on magnetic tape; paper records are stored in file folders. Retrievability: Name and Social Security Number of applicant. Safeguards: Records kept in file cabinets and offices locked after working hours. Based on requirements of user activity, some buildings have 24-hour security guards. Retention and disposal: Application records maintained six months; after six months, summary sheets maintained for five years at National Record Storage Center. NROTC application records kept for current year only. Correspondence files maintained for two years. System manager(s) and address: For Active Duty Recruiting: Commander, Navy Recruiting Command, 4015 Wilson Boulevard, Arlington, VA 22203-1991. For Reserve Recruiting: Commander, Naval Reserve Recruiting Command, 4400 Dauphine Street, New Orleans, LA 70146-5001. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries for active duty recruiting information to the Commander, Navy Recruiting Command (ATTN: Privacy Act Coordinator), 4015 Wilson Boulevard, Arlington, VA 22203-1991; or to the applicable Naval Recruiting District as listed under U.S. Government in white pages of telephone book. For reserve recruiting information to the Commander, Naval Reserve Recruiting Command (ATTN: Privacy Act Coordinator), 4400 Dauphine Street, New Orleans, LA 70146-5001, or to the applicable Naval Reserve Recruiting Detachment. Letter should contain full name, address, Social Security Number and signature. The individual may visit any location. Proof of identification will consist of picture-bearing or other official identification. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries for active duty recruiting information to the Commander, Navy Recruiting Command (ATTN: Privacy Act Coordinator), 4015 Wilson Boulevard, Arlington, VA 22203-1991; or to the applicable Naval Recruiting District as listed under U.S. Government in white pages of telephone book. For reserve recruiting information to the Commander, Naval Reserve Recruiting Command (ATTN: Privacy Act Coordinator), 4400 Dauphine Street, New Orleans, LA 70146-5001, or to the applicable Naval Reserve Recruiting Detachment. Letter should contain full name, address, Social Security Number and signature. The individual may visit any location. Proof of identification will consist of picture-bearing or other official identification. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Navy Recruiting personnel and employees processing applications; medical personnel conducting physical examination and private physicians providing consultations or patient history; character and employer references named by applicants; educational institutions, staff and faculty members; Selective Service Commission; local, state, and federal law enforcement agencies; prior or current military service record; Members of Congress; Commanding Officer of Naval Unit, if active duty; Department of Navy offices charged with personnel security clearance functions. Other officials and employees of the Department of the Navy, Department of Defense, and components thereof, in the performance of their official duties and as specified by current instructions and regulations promulgated by competent authority. Exemptions claimed for the system: Parts of this system may be exempt under the provisions of 5 U.S.C. 552a(k)(1), (k)(5), (k)(6) and (k)(7), as applicable. An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 701. For additional information, contact the system manager. N01133-1 System name: NAME/LEAD Processing System. System location: Primary System: For Active Duty Recruiting - Headquarters, Navy Recruiting Command, 4015 Wilson Boulevard, Arlington, VA 22203-1991; For Reserve Recruiting - Naval Reserve Recruiting Command, 4400 Dauphine Street, New Orleans, LA 70146-5001. Decentralized Segments - Navy Opportunity Information Center, P.O. Box 9406, Gaithersburg, MD 20898-6006. Navy Recruiting Area Commands, Districts, Branch Stations, Military Enlisted Processing Stations, Naval Reserve Recruiting Command detachments and reserve field offices. Addresses for these activities are available from the systems manager. Categories of individuals covered by the system: Individuals who have responded to Navy and Naval Reserve advertising, requested their names not be used in future Navy advertising, students throughout the country who may be qualified for enlistment, first-term enlistees on active duty in the U.S. Navy, veterans, enlisted discharged personnel. Categories of records in the system: Name, home address, education, prior service (if applicable), state medical license information (if applicable) and other information on potential Navy and Naval Reserve applicants. Authority for maintenance of the system: 5 U.S.C. 301 and 302, Departmental Regulations; 44 U.S.C. 3101, 3702; and, E.O. 9397. Purpose(s): To provide field recruiters with names of individuals who have responded to Navy or Naval Reserve advertising, students who may be qualified for enlistment, first-term enlistees in the U.S. Navy, veterans, and enlisted personnel who have been discharged. To provide an interface between Navy Recruiters or Naval Reserve Recruiters and members of the civilian community. To generate prospective applicants for enlistment/commissioning in the U.S. Navy or Naval Reserve. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To officials and employees of the Department of Transportation in the performance of their official duties relating to the recruitment of Merchant Marine personnel. To officials and employees of other departments and agencies of the Executive Branch of government, upon request, in the performance of their official duties related to the management of quality military recruitment. To officials and employees of the Department of Veterans Affairs and Selective Service Administration in the performance of their official duties related to enlistment and reenlistment eligibility and related benefits. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation f systems notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated records are maintained on disks and magnetic tape in a limited access area. Computer printouts are stored in locked filing cabinets or file folders. Index cards and paper records are maintained in locked offices. Retrievability: Name and address. Safeguards: Lists and files are handled with maximum security during processing and storage and are accessible to routine users through a selected group of individuals charged with security of the lists. Files are stored in a limited access area and coded so that only several persons have both knowledge of the code and access to the files. Computer files are stored on a computer drive with password protection. Computer printouts and diskettes are stored in locked filing cabinets. Retention and disposal: Records are retained for two years and then destroyed. System manager(s) and address: Director, Recruiting Advertising Department, Navy Recruiting Command, 4015 Wilson Boulevard, Arlington, VA 22203-1991. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Director, Recruiting Advertising Department, Navy Recruiting Command, 4015 Wilson Boulevard, Arlington, VA 22203-1991. Requester is required to provide a full name, address, and signature. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Director, Recruiting Advertising Department, Navy Recruiting Command, 4015 Wilson Boulevard, Arlington, VA 22203-1991. Requester is required to provide a full name, address, and signature. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The individual, parents, friends and associates; employees and military personnel of the Department of the Navy, Department of Defense, and the Department of Veterans Affairs. Exemptions claimed for the system: None. N01133-2 System name: Recruiting Enlisted Selection System. System location: Primary System (Active Duty Recruiting Issues) - Headquarters, Navy Recruiting Command, 4015 Wilson Boulevard, Arlington, VA 22203- 1991; (Reserve Recruiting Issues) - Commander, Naval Reserve Recruiting Command, 4400 Dauphine Street, New Orleans, LA 70146-5001, its detachments and reserve recruiting field offices. Decentralized Segments - Navy Recruiting Area Commanders, Navy Recruiting District Headquarters, Navy Recruiting `A' Stations, Navy Recruiting Branch Stations, MEPS, and Naval Reserve Recruiting Command detachments and reserve recruiting field offices. Categories of individuals covered by the system: Records and correspondence pertaining to prospective applicants, applicants for regular and reserve enlisted programs, and any other individuals who have initiated correspondence pertaining to enlistment in the U.S. Navy. Categories of records in the system: Records and correspondence in both automated and nonautomated form concerning personal history, education, professional qualifications, mental aptitude, physical qualifications, character and interview appraisals, National Agency Checks and certifications, service performance and congressional or special interests. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 133, 275, 503, 504, 508, 510, 672, 1071-1087, 1168, 1169, 1475-1480, 1553, 5013; and E.O. 9397. Purpose(s): To provide recruiters with information concerning personal history, education, professional qualifications, mental aptitude, and other individualized items which may influence the decision to select/non-select an individual for enlistment in the U.S. Navy. To provide historical data for comparison of current applicants with those selected in the past. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To officials and employees of the Department of Transportation in the performance of their official duties relating to the recruitment of Merchant Marine personnel. To officials and employees of the Department of Veterans Affairs and Selective Service Administration in the performance of their official duties related to enlistment and reenlistment eligibility and related benefits. To officials and employees of other departments and agencies of the Executive Branch of government, upon request, in the performance of their official duties related to the management of quality military recruitment. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated records are stored on magnetic tape; paper records are stored in file folders. Retrievability: Filed alphabetically by last name of subject. Safeguards: Records are accessible only to authorized Navy recruiting personnel within and are handled with security procedures appropriate for documents marked `For Official Use Only`. Retention and disposal: Records are normally maintained for two years and then destroyed. System manager(s) and address: Active Duty Recruiting Issues: Commander, Navy Recruiting Command, 4015 Wilson Boulevard, Arlington, VA 22203-1991. Reserve Recruiting Issues: Commander, Naval Reserve Recruiting Command, 4400 Dauphine Street, New Orleans, LA 70146-5001. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries regarding active duty recruiting issues to the Commander, Navy Recruiting Command (ATTN: Privacy Act Coordinator), 4015 Wilson Boulevard, Arlington, VA 22203-1991 or to the applicable Naval Recruiting District as listed under U.S. Government in white pages of telephone book. For reserve recruiting issues: Commander, Naval Reserve Recruiting Command, 4400 Dauphine Street, New Orleans, LA 70146-5001, its detachments or reserve recruiting field offices. Letter should contain full name, address, Social Security Number and signature. The individual may visit the activity with proof of identification, such as picture-bearing or other official identification. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries regarding active duty recruiting issues to the Commander, Navy Recruiting Command (ATTN: Privacy Act Coordinator), 4015 Wilson Boulevard, Arlington, VA 22203-1991 or to the applicable Naval Recruiting District as listed under U.S. Government in white pages of telephone book. For reserve recruiting issues: Commander, Naval Reserve Recruiting Command, 4400 Dauphine Street, New Orleans, LA 70146-5001, its detachments or reserve recruiting field offices. Letter should contain full name, address, Social Security Number and signature. The individual may visit the activity with proof of identification, such as picture-bearing or other official identification. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Navy recruiting and reserve recruiting personnel and administrative staff; medical personnel conducting physical examinations and/or private physicians providing consultations or patient history; character and employer references; educational institutions, staff and faculty members; Selective Service Commission; local, state, and federal law enforcement agencies; prior or current military service records; Members of Congress. Other officials and employees of the Department of the Navy, Department of Defense and components thereof, in the performance of their official duties and as specified by current instructions and regulations promulgated by competent authority. Exemptions claimed for the system: Parts of this system may be exempt under the provisions of 5 U.S.C. 552a(k)(1), (k)(5), (k)(6), and (k)(7) as applicable. An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 701. For additional information contact the system manager. N01301-1 System name: Judge Advocate General Reporting Questionnaire. System location: Office of the Judge Advocate General (Code 61), Department of the Navy, 1322 Patterson Avenue SE, Suite 3000, Washington Navy Yard, Washington, DC 20374-5066. Categories of individuals covered by the system: Officers reporting for duty in the Office of the Judge Advocate General. Categories of records in the system: Name, rank, branch of service, date of rank, date reported, previous duty station, date detached, Social Security Number, designator, division assignment, room number, office phone, spouse's name, number of dependents, spouse's employment, dependents' names and ages, home telephone number, home address, name of officer relieving, billet sequence code, unit identification code, place of birth, date of birth, security clearance, basis, completed by and date of completion. Authority for maintenance of the system: 10 U.S.C. 806 and E.O. 9397 (SSN). Purpose(s): To assist the Judge Advocate General in assignment of officers within the Office of the Judge Advocate General. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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 records are kept in a folder alphabetically and are stored in a file cabinet. Retrievability: Retrieved by officer's name. Safeguards: Records are maintained in a file cabinet under the control of authorized personnel during working hours; and the office space in which the cabinet is located is locked outside official working hours. Retention and disposal: Records are destroyed when the officer is transferred from the Office of the Judge Advocate General. System manager(s) and address: Assistant Judge Advocate General (Civil Law), Office of the Judge Advocate General, Department of the Navy, 1322 Patterson Avenue SE, Suite 3000, Washington Navy Yard, Washington, DC 20374-5066. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Assistant Judge Advocate General (Civil Law), Office of the Judge Advocate General, Department of the Navy, 1322 Patterson Avenue SE, Suite 3000, Washington Navy Yard, Washington, DC 20374- 5066. The request should contain the full name of the individual concerned and must be signed. For personal visits, the requesting individual should be able to provide some acceptable identification, e.g. Armed Forces identification card, driver's license, etc. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Assistant Judge Advocate General (Civil Law), Office of the Judge Advocate General, Department of the Navy, 1322 Patterson Avenue SE, Suite 3000, Washington Navy Yard, Washington, DC 20374-5066. The request should contain the full name of the individual concerned and must be signed. For personal visits, the requesting individual should be able to provide some acceptable identification, e.g. Armed Forces identification card, driver's license, etc. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information submitted by the officer upon his/her reporting for duty in the Office of the Judge Advocate General. Exemptions claimed for the system: None. N01301-2 System name: On-Line Distribution Information System (ODIS). System location: Navy Personnel Command, 5720 Integrity Drive, Millington, TN 38055-8340. Categories of individuals covered by the system: All Navy personnel on active duty including reservists on active duty more than 60 days. Categories of records in the system: Personnel records in automated form concerning qualifications, assignment, placement, career development, education, training, recall, release from active duty, advancement, performance, retention, reenlistment, separation, morale, personal affairs, benefits, entitlements, and administration. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5504, Lineal List; 10 U.S.C. 5708, Promotion Selection List; and E.O. 9397 (SSN). Purpose(s): To assist Navy officials and employees in the classification, qualification determinations, assignment, placement, career development, education, training, recall and release of officer personnel pursuant to meet manpower allocations and requirements. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Automated records may be stored on magnetic tapes, disc, or drums. Manual records may be stored in paper file folders, microfiche, or microfilm. Retrievability: Records may be retrieved by Social Security Number and/or name. Safeguards: Computer terminals are located in restricted areas accessible only to authorized persons that are properly screened, cleared and trained. Manual records and computer printouts are available only to authorized personnel having an official need-to-know. Retention and disposal: Records are generally maintained until superseded, or for a period of two years or until release from active duty and disposed of by burning or shredding. System manager(s) and address: Commander, Navy Personnel Command (Pers-06), 5720 Integrity Drive, Millington, TN 38055-0600. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Navy Personnel Command (Pers-06), 5720 Integrity Drive, Millington, TN 38055-0600. The letter should contain full name, rank, Social Security Number, designator, address and signature. The individual may visit the Navy Personnel Command (Pers-06), 5720 Integrity Drive, Millington, TN 38055-0600. Advance notification is required for personal visits. Proof identification will consist of military identification card. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Navy Personnel Command (Pers-06), 5720 Integrity Drive, Millington, TN 38055-0600. The letter should contain full name, rank, Social Security Number, designator, address and signature. The individual may visit the Commander, Navy Personnel Command (Pers-06), 5720 Integrity Drive, Millington, TN 38055-0600. Advance notification is required for personal visits. Proof of identification will consist of military identification card. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Personnel Service Jackets; records of the officer promotion system; officials and employees of the Department of the Navy, Department of Defense, and components thereof, in performance of their official duties and as specified by current instructions and regulations promulgated by competent authority; education institutions; official records of professional qualifications; general correspondence concerning the individual. Exemptions claimed for the system: None. N01306-1 System name: Job Advertisement and Selection System (JASS). System location: Navy Personnel Command, 5720 Integrity Drive, Millington, TN 38055-0600. Categories of individuals covered by the system: All Navy enlisted personnel: active, inactive, reserve, fleet reserve, and retired. Categories of records in the system: Limited personnel records in automated form displaying basic qualifications. This system primarily displays a listing of available billets from which a sailor can request through their career counselor. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; and E.O. 9397 (SSN). Purpose(s): To assist Navy officials and employees in the initiation, development, implementation of policies pertaining to enlisted personnel assignment, placement, retention, career enhancement, and motivation, and other career related matters, in order to meet manpower allocations and requirements. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of system of record notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated records may be stored on magnetic tapes, disc, and drums. Manual records may be stored in paper file folders, microfiche, or microfilm. Retrievability: Social Security Number. Safeguards: Computer processing facilities and terminals are located in restricted areas accessible only to authorized persons that are properly screened, cleared, and trained. Manual records and computer printouts are available only to authorized personnel having a need- to-know. Retention and disposal: Records are generally maintained until superseded or for a period of two years and then disposed of by burning or shredding. System manager(s) and address: Commander, Navy Personnel Command (Pers-06), 5720 Integrity Drive, Millington, TN 38055-0600. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commander, Navy Personnel Command (Pers-06), 5720 Integrity Drive, Millington, TN 38055-0600. The letter should contain full name, Social Security Number (and/ or enlisted service number), rate, military status, and signature of the requester. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Commander, Navy Personnel Command (Pers-06), 5720 Integrity Drive, Millington, TN 38055-0600. The letter should contain full name, Social Security Number (and/ or enlisted service number), rate, military status, and signature of the requester. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Personnel service jackets, correspondence, official records of professional qualifications, and educational institutions. Exemptions claimed for the system: None. N01500-2 System name: Student/SMART Records. System location: Student records are located at schools and other training activities or elements of the Department of the Navy and Marine Corps. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Sailor/Marine American Council on Education Registry Transcript (SMART) records are maintained at the Navy College Center (N2A5), 6490 Saufley Field Road, Pensacola, FL 32509-5204. Categories of individuals covered by the system: Student records cover Present, former, and prospective students at Navy and Marine Corps schools and other training activities or associated educational institution of Navy sponsored programs; instructors, staff and support personnel; participants associated with activities of the Naval Education and Training Command; tutorial and tutorial volunteer programs; dependents' schooling. SMART records cover Active duty Navy and Marine Corps members; reservists; and separated or retired Navy and Marine Corps members. Categories of records in the system: Schools and personnel training programs administration and evaluation records. Such records as basic identification records i.e., Social Security Number, name, sex, date of birth, personnel records i.e., rank/rate/grade, branch of service, billet, expiration of active obligated service, professional records i.e., Navy enlisted classification, military occupational specialty for Marines, sub- specialty codes, test scores, psychological profile, basic test battery scores, and Navy advancement test scores. Educational records i.e., education levels, service and civilian schools attended, degrees, majors, personnel assignment data, course achievement data, class grades, class standing, and attrition categories. Academic/ training records, manual and mechanized, and other records of educational and professional accomplishment. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 4302, Enlisted members of the Army: schools; and E.O. 9397 (SSN). Purpose(s): Student Records. To record course and training demands, requirements, and achievements; analyze student groups or courses; provide academic and performance evaluation in response to official inquiries; provide guidance and counseling to students; prepare required reports; and for other training administration and planning purposes. SMART Records: To provide recommended college credit based on military experience and training to colleges and universities for review and acceptance. Requesters may have information mailed to them or the college(s)/university(ies) of their choice. 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: The DoD ``Blanket Routine Uses'' that appear at the beginning of the Navy's 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: Manual records may be stored in file folders, card files, file drawers, cabinets, or other filing equipment. Automated records may be stored on magnetic tape, discs, or in personal computers. Retrievability: Name and Social Security number. Safeguards: Access is provided on a ``need-to-know'' basis and to authorized personnel only. Records are maintained in controlled access rooms or areas. Data is limited to personnel training associated information. Computer terminal access is controlled by terminal identification and the password or similar system. Terminal identification is positive and maintained by control points. Physical access to terminals is restricted to specifically authorized individuals. Password authorization, assignment and monitoring are the responsibility of the functional managers. Information provided via batch processing is of a predetermined and rigidly formatted nature. Output is controlled by the functional managers who also control the distribution of output. Retention and disposal: Student Records: Destroyed after completion of training, transfer, or discharge, provided the data has been recorded in the individual's service record or on the student's record card. SMART Records: Automated SMART (transcripts) are retained permanently. Documents submitted to compile, update, or correct SMART records, which include service record page 4s, transcripts, and certificates, are destroyed after 3 years. System manager(s) and address: For student records: The commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. For SMART records: Director, Navy College Center (N2A5), 6490 Saufley Field Road, Pensacola, FL 32509-5204. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the appropriate official below: For student records: Address inquiries to the commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Requester should provide his full name, Social Security Number, military or civilian duty status, if applicable, and other data when appropriate, such as graduation date. Visitors should present drivers license, military or Navy civilian employment identification card, or other similar identification. For SMART records: Requester should address inquiries to the Director, Navy College Center (N2A5), 6490 Saufley Field Road, Pensacola, FL 32509-5204. Send a completed ``Request for Sailor/Marine American Council on Education Registry Transcript'' which solicits full name, command address, current rate/rank, Social Security Number, home and work telephone numbers, current status branch of service, etc., and must be signed. Record access procedures: Individuals seeking to access information about themselves contained in this system should address written inquiries to the appropriate official below: For student records: Address inquiries to the commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Requester should provide his full name, Social Security Number, military or civilian duty status, if applicable, and other data when appropriate, such as graduation date. Visitors should present drivers license, military or Navy civilian employment identification card, or other similar identification. For SMART records: Requester should address inquiries to the Director, Navy College Center (N2A5), 6490 Saufley Field Road, Pensacola, FL 32509-5204. Send a completed ``Request for Sailor/Marine American Council on Education Registry Transcript'' which solicits full name, command address, current rate/rank, Social Security Number, home and work telephone numbers, current status branch of service, etc., and must be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual; schools and education institutions; Commander, Navy Personnel Command; Chief of Naval Education and Training; Commandant of the Marine Corps; Commanding Officer, Naval Special Warfare Center; Commander, Navy Recruiting Command; and instructor personnel. Exemptions claimed for the system: None. N01500-3 System name: Students Awaiting Legal, Medical Action Account. System location: Naval Air Technical Training Center, Lakehurst, NJ 08733. Categories of individuals covered by the system: The student locator card file contains specific data on all student personnel assigned to NATTCL, whether or not they successfully completed training. A dead file is maintained after the student is transferred. The `others' file is a list of all students on board that are not enrolled in class. Categories include: Disciplinary, medical, and administrative (awaiting orders, port calls, passports, humanitarian requests, administrative discharge). Categories of records in the system: The student locator card file is composed of 4' x 6' cards on which the following is recorded: Name, previous command, rate, branch of service, date of transfer, new duty station and command, estimated date of arrival, standard transfer order number, and rate upon departure. The following information is included on students listed in the `others' file: Date of hold, type of hold, estimated period of hold, work assignment, parent command notification, date re-enrolled, availability submission (used to notify Chief of Naval Personnel of member's availability for transfer), date orders or discharge a received, date transferred, and remarks. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): To verify date of departure; to determine, in conjunction with the next duty station, if member is in an unauthorized absentee; to verify attendance and/or completion of training; to answer requests by parents who do not know the school or class individual is attending; to forward official correspondence; to maintain accountability of all students not enrolled in class to ensure the appropriate administrative actions are completed in a timely manner ensuring minimum delay in the training pipeline. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Index card drawer and in file folders. Retrievability: Name, and/or rate, Social Security Number. Safeguards: Maintained in locked room-accessibility is limited to the student control office personnel, personnel officer, administrative officer, legal officer, executive officer, and commanding officer. Retention and disposal: Two years. System manager(s) and address: Personnel office supervisor. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address inquiries to the personnel office supervisor. Individual should provide proper identification. The file does not contain information beneficial to the individual; however, with proper identification any student can review the form pertaining to himself. This may be accomplished by presentation of Military I.D. card to a responsible petty officer in the student control office. Record access procedures: Individuals seeking access to information about themselves contained in this system should address inquiries to the personnel office supervisor. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Official documents such as orders, assignment directives, and service records. Sources of information are: NATTCL schools, medical authorities, legal officer, transfer section of personnel office, drug exemption officer, NATTCL duty office. Exemptions claimed for the system: None. N01500-8 System name: Personnel and Training Evaluation Program. System location: Strategic Systems Programs, Navy Department, Washington, DC 20376-5002. Categories of individuals covered by the system: Enlisted technicians who have been trained to operate and maintain the Strategic Weapon System on Fleet Ballistic Missile Submarines. These individuals are identified by a Navy Enlisted Classification (NEC) Code in the series 3301-3349. Categories of records in the system: Individual's name, Social Security Number, NEC codes, current duty station and projected rotation date, duty station assignment history, Armed Services Vocational Aptitude Battery or Basic Test Battery scores, completion date for Navy schools, civilian education, promotion history (present and past rate), enlistment data (dates of service entry and expiration of enlistment/extension), patrol experience and scores on the Personnel and Training Evaluation Program examinations. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397. Purpose(s): To maintain a data base which will permit the Strategic Systems Programs to record achievement test scores of enlisted members who operate and maintain the Strategic Weapon System on Fleet Ballistic Missile Submarines. This information will be used to assess the adequacy of training received and the need for additional training. Internal Navy users are the Director, Strategic Systems Programs, Chief of Naval Technical Training and assigned schools, Type Commanders and assigned units in the performance of their duties relating to training on the Strategic Weapon System. Chief of Naval Personnel and Type Commanders and assigned units in the performance of their duties related to personnel assignment. Navy Personnel Research and Development Center who may, from time to time, validate service selection criteria for the DOD. It may be provided to such civilian contractors and their employees as are or may be operating the system in accordance with an approved official contract with the U.S. Navy. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Automated records are stored on computer media, disks, or magnetic tape. Hard copy reports are distributed to authorized user activities. These reports are stored in notebooks or file folders in drawers, cabinets, or other filing equipment. Retrievability: Social Security Number, name, and duty station. Safeguards: Access is provided to authorized personnel only on a need to know basis. Records are maintained in controlled access rooms or areas. Computer terminal access is controlled by terminal identification and password. Terminal identification is positive and maintained by control points. Physical access to terminals is restricted to specifically authorized individuals. Password authorization, assignment, and monitoring is the responsibility of the systems manager. Retention and disposal: Records are retained for five years after an individual leaves the Fleet Ballistic Missile program and then destroyed. System manager(s) and address: Head, Training Systems Branch, Strategic Systems Program, Navy Department, Washington, DC 20376-5002. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Director, Strategic Systems Programs, Navy Department, Washington, DC 20376-5002. Requester should provide his/her full name, Social Security Number, and military duty status. Visitors should present military identification card, driver's license or other similar identification. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Director, Strategic Systems Programs, Navy Department, Washington, DC 20376-5002. Requester should provide his/her full name, Social Security Number and military duty status. Visitors should present military identification card, driver's license or other similar identification. Contesting record procedures: The Department of the Navy rules for accessing records, contesting contents, and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individuals, their supervisors, Bureau of Naval Personnel, schools assigned to the Chief of Naval Technical Training. Exemptions claimed for the system: None. N01531-1 System name: USNA Applicants, Candidates, and Midshipmen Records. System location: U.S. Naval Academy, 117 Decatur Road, Annapolis, MD 21402-5017. Categories of individuals covered by the system: Applicants and candidates for admission and Naval Academy Midshipmen. Categories of records in the system: Admissions records contain pre-candidate questionnaires concerning educational background, personal data, physical data, extracurricular activities, and employment; personal data; personal statements; transcripts from previously attended academic institutions; admission tests results; physical aptitude exam results; recommendation letters from school officials and others; professional development tests; interest inventory; extracurricular activities reports; reports of officer interviews; records of prior military service; and, Privacy Act disclosure forms. Nomination and appointment records include all card files of congressional offices and the names of persons whom each congressman appointed; files of candidates nominated for the following academic year; status cards, indexed by nominating source of all candidates appointed, admitted, and graduated, or resigned prior to graduation. Similar files are separately kept on foreign candidates. Performance jackets and academic records include performance aptitude evaluations, performance grades, personal history, autobiography, record of emergency data, aptitude history, review boards records, medical excuse from duty forms, conduct records and grades, professional development tests, counseling and guidance development tests, counseling and guidance interview sheets and data forms, academic grades, class rankings, letters of commendation, training records, Oath of Office, Agreement to Serve, Privacy Act disclosure forms and other such records and information relative to the midshipmen. Midshipmen separation files; midshipmen military justice files; midshipmen JAGMAN investigations; midshipmen personnel claim files; and midshipmen honor records. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 6956, 6957, 6958, 6962, and 6963; 44 U.S.C. 3101; and E.O. 9397. Purpose(s): To establish an audit trail of files which contains information on individuals as they progress from the application stage, through the admissions process, to disenrollment or graduation from the Naval Academy. Applicant's files contain information which is used to evaluate and to determine competitive standing and eligibility for appointments to the Naval Academy. Successful applicants become candidates whose files contain information to evaluate further each candidate's eligibility. Candidates' files are also used to identify candidates profiles for initiation of formal officer accession programs in conjunction with the Naval Academy admission process. Successful candidates who accept appointments become midshipmen. Midshipmen records contain personal, academic, and professional background information and are used for the management, supervision, administration, counseling, and discipline of midshipmen. 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: Parents and legal guardians of midshipmen for the limited purpose of counseling midshipmen who encounter academic, performance and/or disciplinary difficulties, as well as health and welfare issues. The United States Naval Institute for the limited purpose of notifying midshipmen and their parents about benefits and opportunities provided by the United States Naval Institute. The Naval Academy Athletic Association for the limited purpose of promoting and funding the Naval Academy Intercollegiate Athletic Program and for the purpose of supporting its activities related to the mission of the Naval Academy. The United States Naval Academy Foundation for the limited purpose of sponsoring midshipmen candidates who were not admitted in previous years. The United States Naval Academy Alumni Association for the limited purpose of supporting its activities related to the mission of the Naval Academy. The Contract Tailor Shop for the limited purpose of scheduling appointments as required for uniform fittings. The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: All hard copy records are kept in file folders in secure rooms or in locked cabinets. On-line storage is maintained on the Honeywell DPS8 mainframe in Computer Services, with line networking to VACs and interfacing with microcomputers and dial-up lines. Off-line storage is kept on disks. Records on magnetic tapes and hard copy data are kept in secured rooms or in locked cabinets for operator access and user pickup. Backup magnetic tapes are kept in a vault. Retrievability: Records are kept alphabetically by Company and Class. Records can be retrieved from data base by selection of any data element, i.e., name, address, alpha code, six digit candidate number, or Social Security Number, etc. Safeguards: Visitor control. Records are kept in locked cabinets or in secured rooms. Computer records are safeguarded through selective file access, signing of Privacy Act forms, passwords, RAM systems, program passwords, user controls, encoding and port controls. Disk and tape storage is in a secure room. Backup systems on magnetic tapes are secured in fire proof vault in Ward Hall. Retention and disposal: On-line computer records are destroyed one year after the midshipman's class graduates or the midshipman is separated. Performance records are retained by the Performance Officer for two years after the midshipman's class graduates, and then destroyed. Backup systems on magnetic tapes and disks are kept in secure storage and destroyed two years after the midshipman's class graduates. Files relative to midshipmen separated involuntarily, including by qualified resignation, are retained for two years after the midshipman's class graduates, or three years from the date of separation, whichever date is later, and then destroyed. Official transcripts and records files are kept indefinitely by the Registrar on microfilm, computer files, magnetic tapes, and hard copy. A tape is sent to the National Archives two years after class graduates to be stored as a national disaster recovery measure. Admission records of unsuccessful candidates are properly destroyed after one year. Counseling and Guidance Research data are kept by the Professional Development Research Coordinator indefinitely. Nomination and appointment files are retained for varying lengths of time. System manager(s) and address: Superintendent, U.S. Naval Academy, 121 Blake Road, Annapolis, MD 21402-5000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Superintendent, U.S. Naval Academy, 121 Blake Road, Annapolis, MD 21402-5000. Written requests should contain full name, company, class, and any personal identifier, such as a Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Superintendent, U.S. Naval Academy, 121 Blake Road, Annapolis, MD 21402-5000. Written requests should contain full name, company, class, and any personal identifier, such as a Social Security Number. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individuals, midshipman, supervisors, Registrar, instructors, professors, officers, midshipman personal history/performance record, midshipman autobiography, Record of Emergency Data (NAVPERS 601-2), Statement of Personal History (DD Form 398), Aptitude History Record (Form 1610-105), Midshipman Summary Sheet, Certificate of Release or Discharge From Active Duty (DD Form 214), Military Performance Board Results, Letters of Probation, Midshipmen Performance Evaluation Reports (Form 54A), Medical Reports, Clinical Psychologist Reports, Excused Squad Chits (Form 6320/20), Conduct Card (Form 1690/91C), Letters of Commendation, Counseling and Guidance Interview and Data Records, Letters of Congressmen, parents, etc., and copies of replies thereto, transcripts from high school or prior college, Review Board Records, and Record of Disclosure (Privacy Act). Exemptions claimed for the system: None. N01542-1 System name: Aviation Training Jacket. System location: The Aviation Training Jacket accompanies the individual student to each Naval Air Training Command squadron as he progresses in the training program. Upon completion or termination of training, the Aviation Training Jacket is forwarded to the Chief of Naval Air Training, 250 Lexington Boulevard, Suite 102, Corpus Christi, TX 78419-5041. Categories of individuals covered by the system: All naval aviators, naval flight officers, naval flight surgeons, aviation warrant officers, and pre-commissioning training for aviation maintenance duty and aviation intelligence officers. This includes records in the above categories for individuals who do not complete prescribed training. Categories of records in the system: Aviation flight training, practical and academic grade scores, including pre-training aviation test battery scores. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN). Purpose(s): To maintain an up-to-date student flight record and to evaluate the student's individual training progress and qualifications, including aircraft, medical and physiological qualifications. 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 educational institutions upon individual requests for academic transcripts. The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders in metal filing cabinets and limited access word processing equipment. Retrievability: Name and date of designation, completion or termination of training and Social Security Number/officer file number. Safeguards: Access is restricted to the individual or those who maintain training records and those who are directly involved with the individual's training or evaluation. The file cabinets containing the jackets are in command areas under normal military 24 hour security measures. Retention and disposal: Two years after completion of advanced training, files are retired to the Federal Records Center, Fort Worth, Texas for 50 years and then destroyed. An individual aviator who retires or is released from active/reserve duty may request custody of his/her file by writing to the Chief of Naval Air Training. System manager(s) and address: Chief of Naval Air Training, 250 Lexington Boulevard, Suite 102, Corpus Christi, TX 78419-5041. Notification procedure: The individual is informed that the Aviation Training Jacket is being maintained and has ready access to it during training. After training, he can submit written request to the Chief of Naval Air Training, 250 Lexington Boulevard, Suite 102, Corpus Christi, TX 78419-5041. Individual should provide name, Social Security Number or officer file number, and date of completion or termination of training. Personal visitors can provide proof of identity by military identification card, active or retired, or driver's license and some record of naval service. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief of Naval Air Training, 250 Lexington Boulevard, Suite 102, Corpus Christi, TX 78419-5041. Individual should provide name, Social Security Number or officer file number, and date of completion or termination of training. Personal visitors can provide proof of identity by military identification card, active or retired, or driver's license and some record of naval service. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Prior educational experience, flight grades, academic grades supporting flight training, physical fitness/survival/swimming proficiency, aviation physiology training and qualifications, and birth certificate. Exemptions claimed for the system: None. N01571-1 System name: Reserve Financial Management/Training System (RESFMS). System location: Primary location: Naval Reserve Force, 13000 Chef Menteur Highway, New Orleans, LA 70129-1800. Decentralized segments: Naval Reserve Surface Force, Naval Reserve Air Force and their claimancies. Categories of individuals covered by the system: All individuals who are members of the Naval Reserve and those who are recruited into the Naval Reserve Programs. Categories of records in the system: System comprises records reflecting information pertaining to reservist's Active Duty for Training (ACDUTRA) and associated personal information such as name/rank/grade, Social Security Number, current address, academic, medical qualifications, schools and training information. The system also contains a Standard Document Number (SDN) which is used to track cost of training, clothing and subsistence that is provided to the reservist. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397. Purpose(s): To write, modify and cancel orders for Naval Reservists performing ACDUTRA; to issue seabags, death benefits paid, per diem, travel, subsistence, drill pay, ACDUTRA and Temporary Active Duty (TEMAC) pay, disability payments, bonuses, school costs and special pay such as flight and sea pay, and to monitor training needs. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Automated records are stored on magnetic tapes, disks and drums. Paper record, microfiche, printed reports and other related documents supporting the system are filed in cabinets and stored in authorized areas only. Retrievability: Automated records are retrieved by Social Security Number, name and standard document numbers. Safeguards: Within the computer center, controls have been established to distribute computer output over the counter only to authorized users. Specific procedures are also in force for the disposal of computer output. Output material in the sensitive category will be shredded. Computer files are kept in a secure, continuously manned area and are accessible only to authorized computer operators, programmers, enlisted management, placement, and distributing personnel who are directed to respond to valid official requests for data. These accesses are controlled and monitored by the Security System. Retention and disposal: History of ACDUTRA orders are maintained in the system for three years, then put to magnetic tape and stored in a secured area indefinitely. Accounting documents are maintained in the system for six years (current year and five prior years). Paper documents for each year are destroyed one year after the lapse for the earliest appropriation year. System manager(s) and address: Commander, Naval Reserve Force, 13000 Chef Menteur Highway, New Orleans, LA 70129-1800. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Naval Reserve Force, 13000 Chef Menteur Highway, New Orleans, LA 70129-1800. Requests should contain full name and Social Security Number and must be signed. Visitors should be able to identify themselves by a commonly recognized evidence of identity. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Naval Reserve Force, 13000 Chef Menteur Highway, New Orleans, LA 70129-1800. Requests should contain full name and Social Security Number and must be signed. Visitors should be able to identify themselves by a commonly recognized evidence of identity. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individuals concerned, disbursing officers, Navy schools, and military command to which the individual is attached. Exemptions claimed for the system: None. N01640-1 System name: Individual Correctional Records. System location: United States Navy Brigs and United States Marine Corps Correctional Facilities. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices, and/or may be obtained from the Navy Personnel Command (Pers-84), 5720 Integrity Drive, Millington, TN 38055-8400. Categories of individuals covered by the system: Military members confined in a naval facility as a result of or pending trial by courts-martial; military members sentenced to three days bread and water or diminished rations; and military members awarded correctional custody to be served in a correctional custody unit. Categories of records in the system: Documents related to the administration of individual prisoners in the Department of the Navy confinement and correctional custody facilities--courts martial orders; release orders; confinement orders; medical examiners' reports; requests and receipts for health and comfort supplies; reports and recommendations relative to disciplinary actions; clothing and equipment records; mail and visiting lists and records; personal history records; individual prisoner utilization records; requests for interview; initial interview; spot reports; prisoner identification records; parolee agreements; inspection record of prisoner in segregation; personal funds records; valuables and property record; daily report of prisoners received and released; admission classification summary; social history; clemency recommendations and actions; parole recommendations and actions; restoration recommendations and actions; psychiatric, psychological, and sociological reports; certificate of parole; certificate of release from parole; requests to transfer prisoners; records showing name, grade, Social Security Number, sex, education, sentence, offense(s), sentence computation, organization, ethnic group, discharge awarded, length of unauthorized absence, number and type of prior punishments, length of service, and type release; reports showing legal status, offense charged, and length of time confined. Names, addresses, and telephone numbers of victims/ witnesses. Authority for maintenance of the system: 10 U.S.C. 951; 42 U.S.C. 10601 et seq., Victim's Rights and Restitution Act of 1990 as implemented by DoD Instruction 1030.2, Victim and Witness Assistance Procedures; and E.O. 9397 (SSN). Purpose(s): To determine initial custody classification; to determine when custody grade change is appropriate; to gauge member's adjustment to confinement or correctional custody; to identify areas of particular concern to prisoners and personnel in correctional custody; to determine work assignment; to determine educational needs; serves as the basis for correctional treatment; serves as a basis for recommendations for clemency, restoration, and parole; and to notify victims/witnesses of crime of release related activities. 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 Federal, state, and local law enforcement and investigative agencies for investigation and possible criminal prosecution, civil court actions or regulatory order. To state and local authorities for purposes of providing (1) notification that individuals, who have been convicted of a specified sex offense or an offense against a victim who is a minor, will be residing in the state upon release from military confinement and (2) information about the individual for inclusion in a state operated sex offender registry. To confinement/correctional system agencies for use in the administration of correctional programs to include custody classification; employment, training and educational assignments; treatment programs; clemency, restoration to duty, and parole actions; verifications concerning military offenders or military criminal records, employment records and social histories. To victims and witnesses of crime for the purpose of notifying them of date of parole or clemency hearing and other release related activities. The ``Blanket Routine Uses'' that appear at the beginning of the Navy's compilation of systems 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 records and computerized data base. Retrievability: Name and Social Security Number. Safeguards: Records are maintained in areas accessible only to authorized personnel who are properly screened, cleared, and trained. Computer data base is password protected. Retention and disposal: Two years after a prisoner is released or transferred from a brig or expiration of parole, prisoner records are transferred to the appropriate Federal Records Center. Federal Records Center Atlanta, 1557 St. Joseph Avenue, East Point, GA 30344 has records from ashore brigs under the area coordination of the Commander in Chief, U.S. Atlantic Fleet; Commander in Chief, U.S. Naval Forces Europe; Commander, Naval Education and Training, afloat brig on Atlantic Fleet ships, and Naval Consolidated Brig, Charleston. Federal Records Center Los Angeles, 2400 Avila Road, P.O. Box 6719, Laguna Niegel, CA 92607-6719 has records for ashore brigs under the area consideration of the Commander in Chief, U.S. Pacific Fleet; afloat brigs on Pacific Fleet ships; and Naval Consolidated Brig, Miramar. Records of prisoners accompany their transfer to other facilities. System manager(s) and address: Policy Officials: Commander, Navy Personnel Command (Pers-84), 5720 Integrity Drive, Millington, TN 38055-8400 and Commandant of the Marine Corps (Code POS-40), Headquarters, U.S. Marine Corps, 2 Navy Annex, Washington, DC 20380-0001. Record Holders: United States Naval Brigs and United States Marine Corps Brigs. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices, and/or may be obtained from the Commander, Navy Personnel Command (Pers-84), 5720 Integrity Drive, Millington, TN 38055-8400. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the United States Naval Brig or United States Marine Corps Brig where incarcerated. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices, and/or may be obtained from the Commander, Navy Personnel Command (Pers-84), 5720 Integrity Drive, Millington, TN 38055-8400. Requests should include full name and Social Security Number and must be signed by the requesting individual. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the United States Naval Brig or United States Marine Corps Brig where incarcerated. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices, and/or may be obtained from the Commander, Navy Personnel Command (Pers-84), 5720 Integrity Drive, Millington, TN 38055-8400. Requests should include full name and Social Security Number and must be signed by the requesting individual. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Military personnel records; military financial and medical records; military and civilian investigative and law enforcement agencies; courts-martial proceedings; records of non-judicial administrative proceedings; United States military commanders; staff members and cadre supply information relative to service member's conduct or duty performance; and other individuals or organizations which may supply information relevant to the purpose for which this system was designed. Exemptions claimed for the system: Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 701, subpart G. For additional information contact the system manager. N01650-1 System name: Awards Information Management System and Records. System location: Database location: Naval Computer Telecommunications Station, Washington Navy Yard, Washington, DC 20374-1435. User locations: Chief of Naval Operations (N09B33), 2000 Navy Pentagon, Washington, DC 20350-2000; Secretary of the Navy Administrative Office, 1000 Navy Pentagon, Washington, DC 20350-1000; Chief of Naval Personnel (Pers-324), Bureau of Naval Personnel, 2 Navy Annex, Washington, DC 20370-5001; Commandant of the Marine Corps, Headquarters, U.S. Marince Corps (MHM), 2 Navy Annex, Washington, DC 20380-0001; National Personnel Records Center, 9700 Page Avenue, St. Louis. MO 63132-5100 and Fleet Commanders in Chief and Type Commanders. Official mailing addresses for the Fleet Commanders in Chief and Type Commanders are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: All U.S. military recipients (includes U.S. Coast Guard) of Navy personal awards. Categories of records in the system: The Awards Information Management System (AIMS): Contains electronic records of individual personal awards for 1967 and continuing and unit awards for 1941 and continuing that are maintained by the Board of Decorations and Medals (BDM). Data includes information extracted from OPNAV Form 1650/3, Personal Award Recommendation, such as name, Social Security Number, type of award, approval authority, recommended award, approved award, meritorious start and end dates, service status of recipient, originator of the recommendation, designator, Unit Identification Code, officer or enlisted, service component, rate/rating, pay grade, number of award recommended, assigned billet of individual, campaign designation, classified or unclassified designated award, date of recommendation, award approved date, approved award, chain of command data, extraordinary heroism determination, letter type, board serial number, pertinent facts, date forwarded to Secretary of the Navy (SECNAV), Board's recommendation, participating command field, Board meeting data, receipt date by Board of Decorations and Medals, name of unit, name of ship, etc. Master Record of Awards to Navy and Marine Corps personnel maintained by the Board of Decorations and Medals: File includes awards approved by SECNAV and those authorized for approval by subordinate commanders. Record includes service member's name, service number/Social Security Number, award recommended, award approved, and a narrative summary of the SECNAV approved citation. A second section of the file contains activities awarded Unit Awards and the dates of eligibility. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; E.O. 9397 (SSN); Secretary of the Navy Instruction 1650.1F, Navy and Marine Corps Awards Manual. Purpose(s): To maintain records of military personal awards and unit awards. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Computerized data base; microfiche; and paper records. Retrievability: Social Security Number and individual or unit name. Safeguards: Automated data base requires authorized access; password protected; some user sites only have read capability; designated user capability regarding add/delete/change functions. Paper and microfiche records are under the control of authorized personnel during working hours and the office space in which records are located is locked outside official working hours. Retention and disposal: Permanent. A duplicate copy of the active file is provided to the National Archives and Records Administration. History files for the years 1967 to 1989 have been transferred to NARA. System manager(s) and address: Chief of Naval Operations (N09B33/BDM), 2000 Navy Pentagon, Washington, DC 20350-2000. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to Chief of Naval Operations (N09B33/BDM), 2000 Navy Pentagon, Washington, DC 20350-2000. Request should include full name, Social Security Number, award time-frame, and service component. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief of Naval Operations (N09B33/BDM), 2000 Navy Pentagon, Washington, DC 20350-2000. Request should include full name, Social Security Number, award time-frame, and service component. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: OPNAV Form 1650/3, Personal Award Recommendation Form, general orders, award letter 1650. Exemptions claimed for the system: None. N01710-1 System name: Recreation Association Membership Files. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Name, rank, Social Security Number, room and telephone number, membership care number and dates purchased. Categories of records in the system: This record lists the names, internal codes, room and telephone numbers of each membership card and dates purchased. Authority for maintenance of the system: 5 U.S.C. 301, Department Regulations and E.O. 9397 (SSN). Purpose(s): To indicate income from sale of membership cards; to provide an audit trial for the auditors; and to confirm memberships, upon request. 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: Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File folders, card files, magnetic tape, personal computer. Retrievability: Name, Social Security Number, Case number, organization. Safeguards: Password control system, file, and element access based on predefined need-to-know. Physical access is controlled by locked terminals and rooms, guards, personnel screening and visitor control. Retention and disposal: Records are destroyed one year after individual terminates membership. System manager(s) and address: Policy Official: Commander, Navy Personnel Command (NPC-658), 5720 Integrity Drive, Millington, TN 38055-6580. System Manager: Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Nary Instruction 5211.5; 32CFR part 701; or may be obtained from the system manager. Record source categories: Individual. Exemptions claimed for the system: None. N01740-1 System name:: Family Dependent Care Program. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: All Navy personnel serving on active duty or in the Ready Reserve who are single parents of members of dual military couples, that have custodial responsibility (i.e., housing, medical, logistical, financial, food, clothing, transportation, etc.) for family members or other dependents. Categories of records in the system: Family Care Plan package which includes NAVPERS 1740.6--Family Care Plan Certificate, NAVPERS 1740.7--Family Care Plan Arrangements, Family Care Plan Checklist, copies of powers of attorney, legal documents, allotment information, financial information, counseling forms, etc. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations, E.O. 9397 (SSN), OPNAVINST 1740.4A, U.S. Navy Family Care Policy. Purpose(s): To ensure family members are cared for during deployments, reserve mobilizations, temporary duty, etc. and that arrangements are in place for the financial well-being of family members covered by the Family Care Plan during separations. Utilized by command financial specialists, Family Service Centers, Child Development Programs, and legal assistance offices for providing guidance and assistance. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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 and automated records. Retrievability: Name and Social Security Number. Safeguards: Files are maintained in file cabinets under the control of authorized personnel during working hours; the office space in which the file cabinets are located is locked outside official working hours. Automated records are password protected. Retention and disposal: Records are maintained by the commanding officer or his designated representative for the period the individual is assigned to the organization. Records are updated annually or when family circumstances or other personal status changes. File follows member with each new assignment. Once affiliation with the Navy is complete, record is destroyed. System manager(s) and address: Policy Official: Chief of Naval Personnel, Bureau of Naval Personnel (Pers-2WW), 2 Navy Annex, Washington, DC 20370-5001. Record Holder: Commanding officer or designated representative of the naval activity where assigned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedures: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commanding Officer of the activity where assigned. Request should include full name, Social Security Number, and dates assigned at that activity. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Commanding Officer of the activity where assigned. Request should include full name, Social Security Number, and dates assigned at that activity. Contesting record procedures: The Navy's rules for accessing records, and contesting contents, and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The individual. Exemptions claimed for the system: None. N01740-2 System name: Federal Housing Administration Mortgage Insurance System. System location: Commanding Officer, Navy Finance Center, Anthony J. Celebrezze Federal Building, Cleveland, OH 44199. Categories of individuals covered by the system: Navy members who have home mortgages through FHA. Categories of records in the system: Payments made to FHA for insurance payments credited to members. Authority for maintenance of the system: 5 U.S.C. 301; Departmental Regulations. Purpose(s): To calculate payments for FHA and to reconcile any discrepancies in accounts. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To the Department of the Treasury when address is needed for issuance of a check. The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders. Retrievability: Social Security Number and member's name. Safeguards: Guards, personnel screening and requester codes. Retention and disposal: Destroyed one year after death or discharge of member. System manager(s) and address: Commanding Officer, Navy Finance Center, Anthony J. Celebrezze Federal Building, Cleveland, OH 44199. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding Officer, Navy Finance Center, Anthony J. Celebrezze Federal Building, Cleveland, OH 44199. Request must contain Navy member's full name and Social Security Number. Requester may visit above address and must have military identification card or valid state driver's license and social security card as proof of identity. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding Officer, Navy Finance Center, Anthony J. Celebrezze Federal Building, Cleveland, OH 44199. Request must contain Navy member's full name and Social Security Number. Requester may visit above address and must have military identification card or valid state driver's license and social security card as proof of identity. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: FHA, member, field disbursing officers. Exemptions claimed for the system: None. N01752-1 System name: Family Advocacy Program System. System location: Navy Case Files: Family Service Center, Family Advocacy Center, and/or Medical Treatment Facilities at the local naval activity that services the local beneficiaries. Official mailing addresses for naval activities are published as an appendix to the Department of the Navy's compilation of systems of records notices. Marine Corps Family Advocacy Program Records: Marine Corps installations with a Family Service Center. Official mailing addresses are published as an appendix to the Department of the Navy's compilation of records notices. Navy Central Registry: Navy Personnel Command (NPC-661), 5720 Integrity Drive, Milington, TN 38055-6610. Marine Corps Central Registry: Commandant of the Marine Corps; Head, Family Advocacy Program (MHF-25), Headquarters, U.S. Marine Corps, 2 Navy Annex, Washington, DC 20380-1775. Categories of individuals covered by the system: All beneficiaries entitled to care at Navy medical and dental facilities whose abuse or neglect is brought to the attention of appropriate authorities. All beneficiaries reported for abusing or neglecting such victims. Victims/offenders not associated with the Department of the Navy and who are not generally entitled to care at Navy medical and dental facilities. Categories of records in the system: Navy Family Advocacy Case Files: (a) Victim's file consists of risk assessment which includes the following forms: incident report, eligibility decision, demographics, safety assessment, safety response, risk focused assessment reports (DOMAINS I, II, IV, V, VI, VII), risk assessment matrix, risk assessment summary, risk assessment findings, intervention plan, and Case Review Committee presentation; video/audio tapes of contact with victim; case notes about victim; Family Advocacy Program generated correspondence regarding abuse or neglect of victim; Original copy of DD Form 2486; Privacy Act Statement signed by victim; contacts with children who are not victims of abuse or neglect, and other supporting data assembled relevant to the abuse or neglect and generated by FAP staff that are specific to the victim. (b) Offender's file consists of assessment with offender; demographics; video-audio tapes of contacts with offender; case notes on contacts with offender; case notes about offender; risk focused assessment report DOMAIN III (alleged offender characteristics); Family Advocacy Program (FAP) generated correspondence regarding offender; Privacy Act Statement signed by offender; and other supporting data assembled relevant to the abuse or neglect and generated by the FAP staff that are specific to the offender. (c) Documentation generated outside of the Family Advocacy Program (Naval Criminal Investigative Service reports; local police reports; Base Security Incident Complaint Reports; psychiatric and substance abuse evaluations; treatment reports; copies of pertinent medical entries; Child Protective Service reports; shelter reports; photographs; correspondence generated outside the Family Advocacy Program; and other supporting data assembled relevant to the abuse or neglect and generated outside the FAP that are specific to either the victim(s) or offender(s) (e.g., Military Protective Orders, barring letters, and civilian temporary restraining orders) are maintained in a separate folder and are retrieved by case number. Marine Corps Program Family Advocacy Program Files: (a) Victim's file consists of client's fact sheet (demographics); Privacy Act Statement signed by victim; Limits of Privacy Statement signed by victim; initial assessment; CRC Case Assessment with risk assessment; audio/video tapes of contact with victim; safety plan; notes on collateral contacts about victim; case notes; CRC case status determination; CRC generated correspondence; Command's Case disposition and recommendation approval letter; original copy of DD Form 2486 and other relevant supporting data generated by the FAP staff that is specific to the victim. (b) Offender's file consists of client's fact sheet (demographics); Privacy Act Statement signed by offender; Limits of Privacy Statement signed by offender; initial assessment; CRC Case Assessment; audio/video tapes of contacts with offender; case notes on collateral contacts regarding offender; case notes; CRC case status determination; CRC generated correspondence; Command's Case disposition and recommendation approval letter; copy of DD Form 2486 and other relevant supporting data generated by the FAP staff that is specific to the offender. (c) Documentation generated outside of the Family Advocacy Program (Naval Criminal Investigative Service reports; local police reports; Base Security Incident Complaint Reports; psychiatric and substance abuse evaluations; treatment reports; copies of pertinent medical entries; Child Protective Service reports; shelter reports; photographs; correspondence generated outside the family advocacy Program; and other supporting data assembled relevant to the abuse or neglect and generated outside the FAP that are specific to either the victim(s) or offender(s) (e.g., Military Protective Orders, barring letters, and civilian temporary restraining orders) are maintained in a separate folder and are retrieved by case number. Both the Navy and Marine Corps Central Registries contain data elements extracted from DD 2486, Child/Spouse Abuse Incident Report. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; DoD Directive 6400.1, 6400.1-M, 6400.2; Secretary of the Navy Instruction 1752.3A; OPNAVINST 1752.2A; BUMEDINST 6302.22; and MCO 1752.3B (FAP SOP); and E.O. 9397 (SSN). Purpose(s): To collect information pertaining to the identification, prevention, evaluation, intervention, treatment and rehabilitation of beneficiaries involved in abuse or neglect. To provide pertinent case-related information to DoD and DON officials, other than Commanding Officers, responsible for specific case interventions in abuse and/or neglect incidents (e.g., clinical counselors providing counseling/treatment to victims and/or offenders, medical personnel providing medical treatment to victims and/or offenders). To provide specific data on assessed risk, safety needs, case status, and recommended actions to commanding officers of FAP involved service members. To provide case specific information to headquarters personnel for necessary review and oversight. Purposes of the Central Registries: To support local FAP case management to include tracking of individuals, identification of prior FAP involvement, and monitoring of caseloads. To support FAP budget and staffing requirements and policy changes. To support the Navy Personnel Command flagging and assignment control process for FAP involved service members. To provide information in support of the `Installation Records Check (IRC)' required by OPNAVINST 1700.9D for screening applicants for any position which involves the care and/or supervision of children. To provide the Defense Manpower Data Center (DMDC) with data from the Navy Central Registry. To support FAP research efforts. To respond to public and/or other government agencies' requests for aggregate data. 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 Executive Branch of government in the performance of their official duties relating to the coordination of family advocacy programs, medical care, and research concerning family member abuse or neglect. To federal, state or local government agencies when it is deemed appropriated to utilize civilian resources in the counseling and treatment of individuals or families involved in abuse or neglect or when it is deemed appropriate or necessary to refer a case to civilian authorities for civil or criminal law enforcement. To contractors, private and public individuals/organizations for authorized health research in the interest of the federal government and the public. When not considered necessary, client identification data shall be eliminated from records used for research studies. To officials and employees of federal, state, and local governments and agencies when required by law and/or regulation in furtherance of local communicable disease control, family abuse prevention programs, preventive medicine and safety programs, and other public health and welfare programs. To officials and employees of local and state governments and agencies in the performance of their official duties relating to professional certification, licensing, and accreditation of health care providers. To law enforcement officials to protect the life and welfare of third parties. This release will be limited to necessary information. Consultation with the hospital or regional judge advocate is advised. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices also apply to this system. Note: Records of identity, diagnosis, prognosis or treatment of any patient which are maintained in connection with the performance of any program or activity relating to substance abuse education, prevention, training, treatment, rehabilitation, or research, which is conducted, regulated, or directly or indirectly assisted by any department or agency of the United States shall, except as provided in 42 U.S.C. 290dd-2, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. These statutes take precedence over the Privacy Act of 1974 in regard to accessibility of such records except to the individual to whom the record pertains. The `Blanket Routine Uses' do not apply to these types of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records may be stored in file folders, microfilm, magnetic tape, machine lists, discs, and other computerized or machine readable media. Retrievability: Victim's file is retrieved by name of victim, case number, their Social Security Number, and/or year of incident. Alleged offender's file is retrieved by alleged offender's name, case number, their Social Security Number and/or year of incident. Central registry data is retrieved by Social Security Number or any identifying data element on the DD Form 2486. Safeguards: These files are highly sensitive and must be protected form unauthorized disclosure. While records may be maintained in various kinds of filing equipment, specific emphasis is given to ensuring that the equipment areas are monitored or have controlled access. Access to records of information or the central registry is limited to those officials who have been properly screened and trained and/or have a need to know consistent with the purpose for which the information was collected. The threshold for `need to know' is strictly limited to those officials who are responsible for the identification, prevention, evaluation, intervention, treatment and rehabilitation of beneficiaries involved in abuse or neglect. Also pertinent information is limited to DoD and DON officials responsible for intervening in abuse and/or neglect incidents. Information maintained on a computer requires password protection. Computer terminals are located in supervised areas with access controlled system. Family Advocacy Program Staff will ensure that the in-take assessment and clinical notes are not duplicated and placed in both the victim and alleged offender's files. Retention and disposal: Family Advocacy Program case records are maintained at the activity 4 years after the last entry in the file. If there is no subsequent activity 4 years after closure, the records are transferred to the National Personnel Records Center, 9600 Page Boulevard, St. Louis, MO 63132-5100, where they are retained for 50 years and then destroyed. Navy Central Registry data base is retained permanently at the Navy Personnel Command (NPC-661), 5720 Integrity Drive, Millington, TN 38055-6610. Marine Corps Central Registry data is retained permanently by the Commandant of the Maine Corps (MHF-20), Headquarters. U.S. Marine Corps, 2 Navy Annex, Washington, DC 20380-1775. System manager(s) and address: Navy Central Registry: Commander, Navy Personnel Command (NPC- 661), 5720 Integrity Drive, Millington, TN 38055-6610. Marine Corps Central Registry: data is retained permanently by the Commandant of the Maine Corps (MHF-25), Headquarters. U.S. Marine Corps, 2 Navy Annex, Washington, DC 20380-1775. Navy Centralized Child Sexual Abuse Case Files: Chief of Naval Personnel (Pers-661), 2 Navy Annex, Washington, DC 20370-6610. Notification procedure: Individuals seeking to determine whether this system of records contains information in the case files about themselves should address written inquiries to the commanding officer of the naval activity from which they received treatment. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records. Request should contain the full name and Social Security Number of the individual, and/or year of the incident. Individuals seeking to determine whether this system of records contains information in the Navy Central Registry about themselves shall address written inquiries for Navy case to the Commander, Navy Personnel Command (NPC-661), 5720 Integrity Drive, Millington, TN 38055-6610. For the Marine Corps Central Registry address written inquiries to the Commandant of the Maine Corps (MHF-25), Headquarters. U.S. Marine Corps, 2 Navy Annex, Washington, DC 20380-1775. Requests should contain the full name and Social Security Number of the individual. Record access procedures: Individuals seeking to access records about themselves in the case files should address written inquiries to the commanding officer of the naval activity form which they received treatment. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records. Requests should contain the full name and Social Security Number of the individual, and/or year of an incident. Individuals seeking to access information from the Navy Central Registry about themselves shall address written inquiries for Navy Central Registry to the Commander, Navy Personnel Command (NPC-661), 5720 Integrity Drive, Millington, TN 38055-6610. For the Marine Corps Central Registry address written inquiries to the Commandant of the Maine Corps (MHF-25), Headquarters. U.S. Marine Corps, 2 Navy Annex, Washington, DC 20380-1775. Requests should contain the full name and Social Security Number of the individual. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Victim; offender; other DoD component Central Registries; medical and dental records; educational institutions; medical facilities; private practitioners; law enforcement agencies; public and private health and welfare agencies, and witnesses. Exemptions claimed for the system: Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this system has been promulgated in the accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 701, subpart G. For additional information contact the system manager. NO1752-3 System name: Child Sexual Abuse (CSA) Case Management System. System location: Navy Personnel Command (NPC-661 and NPC-8) 5720 Integrity Drive, Millington, TN 38055-6610. Categories of individuals covered by the system: Navy active duty personnel alleged to have committed or been involved with Child Sexual Abuse (CSA) cases. Categories of records in the system: Alleged offender's name, Social Security Number, date of birth, rank, military address, year(s) of alleged incident, expiration of active obligated service, projected rotation date, number of victims, notes, case determination, case number, subsequent reviews. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN) and OPNAV Instruction 1752.2A. Purpose(s): To maintain copies of all reported Child Sexual Abuse (CSA) cases and maintain a computerized data base of alleged CSA offenders for use in tracking the individual, collecting statistics, conducting research studies, complying with Child Protective Service requirements at state and local levels, and assisting in the development of CSA program policy issues. 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 DoD as a routine use pursuant to 5 U.S.C.a(b)(3) as follows: To Federal, state, or local government agencies when it is deemed appropriate to utilize civilian resources in the counseling and treatment of individuals or families involved in abuse or neglect; or when it is deemed appropriate or necessary to refer a case to civilian authorities for civil or criminal law enforcement. To officials and employees of Federal, state, and local governments and agencies when required by law and/or regulation in furtherance of local communicable disease control, family abuse prevention programs, preventive medicine and safety programs, and other public health and welfare programs. To officials and employees of local and state governments and agencies in the performance of their official duties relating to professional certification, licensing, and accreditation of health case providers. To law enforcement officials to protect the life and welfare of third parties. This release will be limited to necessary information. Consultation with the hospital or regional judge advocate is advised. To `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and automated records. Retrievability: Name and Social Security Number. Safeguards: These files are highly sensitive and must be protected from unauthorized disclosure. While records may be maintained in various kinds of filing equipment, specific emphasis is given to ensuring that the equipment areas are monitored or have controlled access. Information maintained on the computer is password protected. Computer terminals are located in supervised areas with an access controlled system. Retention and disposal: Closed records will be maintained on site for a period of four years, after which they will be retired to the National Personnel Records Center, 9700 Page Avenue, St. Louis, MO 63132-5100 and held for a period of 50 years. System manager(s) and address: Navy Personnel Command (NPC-661D and NPC-8), 5720 Integrity Drive, Millington, TN 38055-6610. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Navy Personnel Command (NPC-661 and 8), 5720 Integrity Drive, Millington, TN 38055-6610. Request should contain full name and Social Security Number of the individual and be signed. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Navy Personnel Command (NPC-661 and 8), 5720 Integrity Drive, Millington, TN 38055-6610. Request should contain full name and Social Security Number of the individual and be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701, or may be obtained from the system manager. Record source categories: Family advocacy files. Exemptions claimed for the system: None. N01754-1 System name: Navy Family Support Clinical Counseling Records. System location: Navy Family Service Centers, Navy Family Advocacy Centers/ Departments located at various Navy and Marine Corps activities. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Military service members and their dependents, retirees and their dependents, and spouses of POW's and MIA's and their eligible dependents. In certain overseas locations and certain remote CONUS locations, civilian DOD overseas employees may be eligible for services. Categories of records in the system: Clinical Counseling Records and/or Family in Need of Services (FINS) Counseling Records. File could contain personal information such as name, Social Security Number, case number, home address, telephone number, marriage counseling information, parent-child relationship information, family relations, financial data, developmental disability information, and Quality of Life Management Information System (QDLMISNET) Network. Authority for maintenance of the system: 5 U.S.C. 301, Department Regulations and E.O. 9397 (SSN). Purpose(s): The Family Service Centers (FSC) offer information, conduct referral services, and directly deliver services for a wide array of personal and family matters, counseling, assistance and crisis intervention to those eligible. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders, microfilm, magnetic tapes, machine lists, discs, and other computerized of machine readable media. Retrievability: Name and FSC/Family Advocacy Program generated number. Safeguards: Access is limited to professional FSC staff and as delegated by the FSC Director at each location on a need-to-know basis. Paper records are stored in locked file cabinets. Automated records may be controlled by limiting physical access to data entry terminals or use of passwords. Access to computer information, and tape and disc storage, is strictly controlled. Work areas are sought-controlled during normal working hours. Building access is controlled and doors are locked during non-duty hours. Retention and disposal: Paper records are retained for two years and then destroyed. Automated records are maintained for five years, then tapes/discs are erased. System manager(s) and address: Policy Official: Commander, Navy Personnel Command (NPC-661), 5720 Integrity Drive, Millington, TN 38055-6610. Record Holder for FSC and/or FINS Cases: Commanding officers of installations with Navy Family Service Centers or Navy Family Advocacy Centers/Departments. Official mailing addresses are published as an appendix to the Department of the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the commanding officer of the naval activity from which they were seen for counseling. Official mailing addresses are published as an appendix to the Department of the Navy's compilation of systems of records notices. Marine Corps individuals seeking to determine whether information about themselves is contained in this system should address written inquiries for FSC files to the Commandant of the Marine Corps (MHF), Headquarters, U.S. Marine Corps, 2 Navy Annex, Washington, DC 20380- 0001. Individuals should provide proof of identity, full name, rank, Social Security Number, dates of counseling, etc. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the commanding officer of the naval activity from which they were seen for counseling. Official mailing addresses are published as an appendix to the Department of the Navy's compilation of systems of records notices. Marine Corps individuals seeking access to information about themselves contained in this system should address written inquiries for FSC files to the Commandant of the Marine Corps (MHF), Headquarters, U.S. Marine Corps, 2 Navy Annex, Washington, DC 20380- 0001. Individuals should provide proof of identity, full name, rank, Social Security Number, dates of counseling, etc. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information is normally obtained directly from the individual applying for counseling/assistance, however, there may be instances when the FSC/Family Advocacy Program counselor obtains information from mental health officials. Exemptions claimed for the system: None. N01754-2 System name: Navy/USMC Family Service Centers Volunteers. System location: Navy Family Service Centers located at various Naval and Marine Corps activities. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Any person who volunteers to assist at one of the Navy/USMC Family Service Centers (FSC). Categories of records in the system: File contains information such as name, home address, home telephone number, date of birth, age and number of children, experience, education, professional qualifications, interests, hobbies, assignments at the FSC, and any other information essential for placing the volunteer in the most appropriate position at the FSC. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and 10 U.S.C. 1588. Purpose(s): To supervise the performance of individuals who have volunteered to assist in the Navy and Marine Corps Family Service Center Program. 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 by disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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 records in file folders. Retrievability: By name or skill of volunteer. Safeguards: Records are maintained in monitored or controlled areas accessible only to authorized personnel that are properly cleared and trained. Building/rooms locked outside regular working hours. Retention and disposal: Records are retained for 3 years from the date the individual departs from the Center, and then destroyed. System manager(s) and address: Commander, Navy Personnel Command (NPC-661), 5720 Integrity Drive, Millington, TN 38055-6610. Notification procedure: Individuals seeks to determine whether information about themselves is contained in this system should address written inquiries to the Naval or Marine Corps activity concerned. Individuals should provide proof of identity, full name, dates of volunteer service, etc. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Naval or Marine Corps activity concerned. Individuals should provide proof of identity, full name, dates of volunteer service, etc. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information is obtained and periodically updated directly from the volunteer FSC employee. Exemptions claimed for the system: None. N01754-3 System name: Navy Child Development Services Program. System location: Navy Child Development or Family Service Centers located at various Navy and Marine Corps activities both in CONUS and overseas. Official mailing addresses of Navy and Marine Corps activities are published as an appendix to the Department of the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Navy and Marine Corps service members and their families or dependents. In certain locations, DOD civilian employees may be eligible for services. Categories of records in the system: Name; Social Security Number; case number; home address and telephone number; insurance coverage; names of parents and children; payment records; performance rating; complaints; background information, including medical, educational references, and prior work experience, information from the Naval Criminal Investigative Service (NCIS), the family advocacy program, base security, and state and local agencies; information related to screening, training, and implementation of the Family Child Care program; and reports of fire, safety, housing, and environmental health inspections. Children's records will also include developmental profiles. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; and E.O. 9397 (SSN). Purpose(s): To develop child care programs that meet the needs of children and families, provide child and family program eligibility and background information; verify health status of children and verify immunizations, note special program requirements; consent for access to emergency medical care; data required by USDA programs. 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 Federal officials involved in Child Care Services, including child abuse for the purpose of investigation and litigation. To State and local officials involved with Child Care Services if required in the performance of their official duties relating to investigations. The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's 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 and automated records. Retrievability: By last name of member and Social Security Number. Safeguards: Records are maintained in monitored or controlled areas accessible only to authorized personnel. Building or rooms are locked outside regular working hours. Computer files are protected by software programs that are password protected. Retention and disposal: Records are kept for two years after individual is no longer in the Child Development Program and then destroyed. System manager(s) and address: Policy Official: Commander, Navy Personnel Command (Pers-659), 5720 Integrity Drive, Millington, TN 38055-6590. Record Holder: Navy Child Development or Family Service Centers located at various Navy and Marine Corps activities both in CONUS and overseas. Official mailing addresses of Navy and Marine Corps activities are published as an appendix to the Department of the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the appropriate Navy or Marine Corps activity concerned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Individuals should provide proof of identity and full name. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the appropriate Navy or Marine Corps activity concerned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Individuals should provide proof of identity and full name. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in this system comes from individuals either applying as child care providers or participant of the Family Child Care program; background checks from State and local authorities; housing officers; information from the Family Advocacy program; base security officers and base fire, safety and health officers; and local family child care monitors and parents of children enrolled. Exemptions claimed for the system: Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 701, subpart G. For additional information contact the system manager. N01770-1 System name: Reserve Disability Appellate Records. System location: Office of the Judge Advocate General (Code 13), Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. Duplicate copies may be maintained by Commander, Naval Reserve Force or Commandant Marine Corps, and medical offices. Categories of individuals covered by the system: Reserve members of the Navy and Marine Corps who claim to have incurred or aggravated an illness or injury during active or reserve duty. Categories of records in the system: Requests originated by individuals concerned; Chief, Bureau of Medicine and Surgery historical narratives and opinions concerning the origins of disabilities of individuals; copies of Judge Advocate General determinations; Internal Revenue Service and Social Security Administration Records; and related correspondence. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1074(a); 37 U.S.C. 204, 206; 50 U.S.C. 403, 2082; and 44 U.S.C. 3101. Purpose(s): Information is used for appellate review of adverse determinations made by Commander, Naval Reserve Force or Commandant of the Marine Corps concerning the eligibility of reservists to disability benefits. Final determination is provided to the appropriate medical treatment facility, Commandant of the Marine Corps or Commander, Naval Reserve Force. Final determination may be provided to Physical Evaluation Board. Routine uses of records maintained in the system, including categories of users and the PURPOSE OF SUCH USES: In addition to those disclosures generally permitted under 5 U.S.C. 551(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: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of system of record notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated and paper records. Retrievability: Name and year action taken. Safeguards: Files are maintained in file cabinets under the control of authorized personnel during working hours; the office space in which the file cabinets are located is locked outside official working hours. Automated records are password protected. Retention and disposal: Records are maintained in office for 1 year after closure of case and then forwarded to the Washington Federal Records Center, 4205 Suitland Road, Suitland, MD 20409 for storage for 75 years. System manager(s) and address: Deputy Assistant Judge Advocate General (Administrative Law), Office of the Judge Advocate General, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Deputy Assistant Judge Advocate General (Administrative Law), Office of the Judge Advocate General, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. The request must be signed by the requesting individual and should contain the full name of the individual concerned and the approximate date on which the appeal was filed. Visits may be made to the Administrative law Division (Code 13), Office of the Judge Advocate General, Suite 7000, Presidential Towers, 2611 South Jefferson Davis Highway, Arlington, VA 22209. Armed Forces' identification card or state driver's license is required for identification. Record access procedures: Individuals seeking access to records about themselves should address written inquiries to the Deputy Assistant Judge Advocate General (Administrative Law), Office of the Judge Advocate General, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. The request must be signed by the requesting individual and should contain the full name of the individual concerned and the approximate date on which the appeal was filed. Visits may be made to the Administrative law Division (Code 13), Office of the Judge Advocate General, Suite 7000, Presidential Towers, 2611 South Jefferson Davis Highway, Arlington, VA 22209. Armed Forces' identification card or state driver's license is required for identification. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Reserve personnel information is provided by Commander, Naval Reserve Force or Commandant of the Marine Corps, and the individual concerned. Medical opinions may be provided by the Chief, Bureau of Medicine and Surgery. Verification of loss of civilian earnings is provided by the internal Revenue Service and the Social Security Administration. Exemptions claimed by the system: None. N01770-2 System name: Casualty Information Support System. System location: Primary System-Navy Personnel Command (NPC-06), 5720 Integrity Drive, Millington, TN 38055-0600; the local activity for which individual is assigned; and the Washington National Records Center, Suitland, MD. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. Categories of individuals covered by the system: All Navy military personnel who are reported missing, Missing in Action, Prisoner of War or otherwise detained by armed force; deceased in either an active or inactive duty status; reported seriously ill/injured in an active duty status. Categories of records in the system: Correspondence, reports, and records in both automated and nonautomated form concerning circumstances of casualty, next-of-kin data, survivor benefit information, personal and service data, and casualty program data. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; OPNAVINST 1770.1, Casualty Assistance Calls and Funeral Honors Support Program Coordination; and E.O. 9397 (SSN). Purpose(s): To assist in the management of the casualty assistance program and to provide swift accurate responses to beneficiaries and survivors of Navy military personnel; to aid in the efficient settlement of the service member's estate and other affairs. 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 officials and employees of the Social Security Administration in connection with eligibility, notification and assistance in obtaining benefits due. To officials and employees of the Department of Veterans Affairs and the Selective Service Administration in connection with eligibility, notification and assistance in obtaining benefits due. To officials of other federal, state, and local government agencies in connection with eligibility, notification and assistance in obtaining benefits due. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated records may be stored on media. Manual records may be stored in paper files, microfiche or microfilm. Retrievability: Records may be retrieved by name and/or Social Security Number. Safeguards: Computer files are accessible only to authorized persons that are properly screened, trained and cleared. Manual records and computer printouts are available only to authorized personnel having a need-to-know. Retention and disposal: Records are maintained for seven years and then destroyed. System manager(s) and address: Chief of Naval Personnel (PERS 06), Bureau of Naval Personnel, 2 Navy Annex, Washington, DC 20370-5001. Notification procedures: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commander, Navy Personnel Command (NPC-06), 5720 Integrity Drive, Millington, TN 38055-0600; or to the local activity where assigned. Official mailing addresses are published as an appendix to the Navy's compilation of system of records notices. The letter should contain full name, Social Security Number (and/ or enlisted service number/officer file number), rank/rate, military status, date of casualty and status at time of casualty, and signature of the requester. The individual may visit the Commander, Navy Personnel Command (NPC-06), 5720 Integrity Drive, Millington, TN 38055-0600 for assistance with records located in that building; or the individual may visit the local activity for access to locally maintained records. Proof of identification will consist of Military Identification Card for persons having such cards, or other picture- bearing identification. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Commander, Navy Personnel Command (NPC-06), 5720 Integrity Drive, Millington, TN 38055-0600, or to the local activity where assigned. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. The letter should contain full name, Social Security Number (and/ or enlisted service number/officer file number), rank/rate, military status, date of casualty and status at time of casualty, and signature of the requester. The individual may visit the Commander, Navy Personnel Command (NPC-06), 5720 Integrity Drive, Millington, TN 38055-0600, for assistance with records located in that building; or the individual may visit the local activity for access to locally maintained records. Proof of identification will consist of Military Identification Card for persons having such cards, or other picture- bearing identification. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Officials and employees of the Department of the Navy, Department of Defense, Public Health Service, Department of Veterans Affairs and components, in performance of their official duties as specified by current instructions and regulations promulgated by competent authority; casualty reports may also be received from state and local agencies, hospitals and other agencies having knowledge of casualties to Navy personnel; general correspondence concerning member. Exemptions claimed for the system: None. N01770-3 System name: Naval Academy Cemetery and Columbarium Records. System location: Chaplains Center, Mitscher Hall, U.S. Naval Academy, 101 Cooper Road, Annapolis, MD 21402-5027. Categories of individuals covered by the system: Those eligible to reserve a lot for future burial in the Naval Academy Cemetery. Deceased individuals interred/inured in the Naval Academy Cemetery/Columbarium. Categories of records in the system: State Burial Transit Permit, Application for Reimbursement of Headstone or Marker Expenses (VA Form 21-8834), Application of Standard Government Headstone or Marker for Installation in a Private or Local Cemetery (VA Form 40-1330), Lot Marker (NDW-USNA-DMC-1170/ 08), Columbarium Niche Cover Inscription (NDW-USNA-DMC-5370/42), U.S. Naval Academy Internment/Inurement Record (NDW-USNA-DMC-5360/43), U.S. Naval Academy Cemetery Record (NDW-USNA-DMC-1170/46), Naval Academy Foundation Order (NDW-USNA-DMC-5360/09), and correspondence to and from individuals. Specifically, information contained on the forms or correspondence may be: Full name, home address, rank, service, Social Security Number, date and place of birth, date and place of death, marital status, name of father and mother, name of next of kin and their address, telephone number, date of birth and date of death (if applicable), date and place of burial, lot number and other information relating to burial arrangements. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1481-1488; 44 U.S.C. 3101; and E.O. 9397 (SSN). Purpose(s): To maintain official records of individuals holding grave site reservations and/or individuals interred/inured in the Naval Academy Cemetery or Columbarium. Records are used to respond to general inquiries from individuals holding grave site reservations, to verify eligibility of spouses of an officer or enlisted person of the Navy or Marine Corps who is interred/inured in the Naval Academy Cemetery or Columbarium. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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 records in file folders, microfiche, and computer generated reports. Retrievability: Alphabetically by last name and numerically by lot number. Safeguards: Records are kept in a building not open to general visiting and are maintained in an area accessible only to authorized personnel. Building is under surveillance of security personnel during non- working hours. Microfiche records are kept in the Naval Academy Archives which is not open to general visiting and is locked during non-working hours. Retention and disposal: Records are permanent. They are retained after the individual is deceased. System manager(s) and address: Memorial Affairs Coordinator, U.S. Naval Academy, Mitscher Hall, 101 Cooper Road, Annapolis, MD 21402-5027. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Memorial Affairs Coordinator, U.S. Naval Academy, Mitscher Hall, 101 Cooper Road, Annapolis, MD 21402-5027. Requests should contain name, rank, and year of graduation from the U.S. Naval Academy. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Memorial Affairs Coordinator, U.S. Naval Academy, Mitscher Hall, 101 Cooper Road, Annapolis, MD 21402-5027. Requests should contain name, rank, and year of graduation from the U.S. Naval Academy. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in this system comes from the individual to whom it applies, the next of kin, and from the Register of the Alumni. Exemptions claimed for the system: None. N01850-1 System name: Disabilities of Separated/Retired Military Members. System location: Office of the Judge Advocate General (Code 13), Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20374-5066. Categories of individuals covered by the system: Retired or former members of the Navy or Marine Corps who have been separated for a disability or placed on the Temporary Disability Retired List or Permanent Disability Retired List who have applied for income tax exclusion and/or applied for Federal civilian employment or retirement. Categories of records in the system: Correspondence from individual originating request; Office of Personnel Management or any federal agencies employing such individuals; Chief, Bureau of Medicine and Surgery historical narratives and opinions concerning the origins of disabilities of individuals on whom determinations have been requested; copies of Judge Advocate General determinations; and related correspondence. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 3501(a), 5532(d), 6303(a), 8332(c), 8411(b); 26 U.S.C. 104(b); 44 U.S.C. 3101; and 50 U.S.C. 403, 2082. Purpose(s): Information is used for determinations concerning the eligibility of individuals to certain benefits connected with Federal taxation of compensation for injuries or sickness and/or Federal civilian employment benefits available to those disabled in combat with enemies of the U.S. or having disabilities caused or aggravated by instrumentalities of war or in the case of federal taxation only, an injury or sickness incurred while engaged in extra-hazardous service or under conditions simulating war. 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: Determinations are provided, upon request, to any Federal agency employing members who are retired or separated from the Naval service for disability. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of system of record notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are maintained in file folders. Retrievability: By name of individual. Safeguards: Files are maintained in file cabinets under the control of authorized personnel during working hours; the office space in which the file cabinets are located is locked outside official working hours. Retention and disposal: Retire to Washington National Records Center, 4205 Suitland Road, Suitland, MD 20409 for storage when one year old. Destroy when 75 years old. System manager(s) and address: Assistant Judge Advocate General (Administrative Law), Office of the Judge Advocate General, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Assistant Judge Advocate General (Administrative Law), Office of the Judge Advocate General, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. The request should contain the full name of the individual concerned and the approximate date on which relief was requested. Written request must be signed by the requesting individual. Visits may be made to the Administrative Law Division (Code 13), Office of the Judge Advocate General, Suite 7000, Presidential Towers, 2611 South Jefferson Davis Highway, Arlington, VA 22209. Armed Forces' identification card or state driver's license is required for identification. Record access procedures: Individuals seeking access to records about themselves should address written inquiries to the Assistant Judge Advocate General (Administrative Law), Office of the Judge Advocate General, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. The request should contain the full name of the individual concerned and the approximate date on which relief was requested. Written request must be signed by the requesting individual. Visits may be made to the Administrative Law Division (Code 13), Office of the Judge Advocate General, Suite 7000, Presidential Towers, 2611 South Jefferson Davis Highway, Arlington, VA 22209. Armed Forces' identification card or state driver's license is required for identification. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR Part 701; or may be obtained from the system manager. Record source categories: Employment information in the system is submitted by the individuals concerned or the federal agencies employing them. Medical information in the system is obtained from the individuals' medical records, physical evaluation board records, and service records. Exemptions claimed for the system: None. N01850-2 System name: Physical Disability Evaluation System Proceedings. System location: Physical Evaluation Board, Washington Navy Yard, 720 Kennon Street SE, Room 309, Washington, DC 20374-5023. Categories of individuals covered by the system: All Navy and Marine Corps personnel who have been considered by a Physical Evaluation Board for separation or retirement by reason of physical disability (including those found fit for duty by such boards). Categories of records in the system: File contains medical board reports; statements of findings of physical evaluation boards; medical reports from Department of Veterans Affairs and civilian medical facilities; copies of military health records; copies of JAG Manual investigations; copies of prior actions/appellate actions/review taken in the case; recordings of physical evaluation board hearings; rebuttals submitted by the member; intra and interagency correspondence concerning the case; correspondence from and to the member, members of Congress, attorneys, and other interested members; and documents concerning the appointment of trustees for mentally incompetent service members. Authority for maintenance of the system: 10 U.S.C. 1216 and E.O. 9397 (SSN). Purpose(s): To determine fitness for duty or eligibility for separation or retirement due to physical disability of Navy and Marine Corps personnel, by establishing the existence of disability, the degree of disability, and the circumstances under which the disability was incurred, and to respond to official inquiries concerning the disability evaluation proceedings of particular service personnel. Used by the Office of the Judge Advocate General relating to legal review of disability evaluation proceedings; response to official inquiries concerning the disability evaluation proceedings of particular service personnel; to obtain information in order to initiate claims against third parties for recovery of medical expenses under the Medical Care Recovery Act (42 U.S.C. 2651-2653); and to obtain information on personnel determined to be mentally incompetent to handle their own financial affairs, in order to appoint trustees to receive their retired pay. 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 officials and employees of the Department of Veterans Affairs to verify information of service connected disabilities in order to evaluate applications for veteran's benefits. The `Blanket Routine Uses' that appear at the beginning of the Navy's 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 and automated records, microfiche, and cassette recordings. Retrievability: Year of disability proceeding, name, record number, and Social Security Number within that year. Safeguards: Files are maintained in file cabinets or other storage devices under the control of authorized personnel during working hours. Computerized system is password protected. Access during working hours is controlled by Board personnel and the office space in which the file cabinets and storage devices are located is locked after official working hours. The office is located in a building on a military installation which has 24-hour gate sentries and 24-hour roving patrols. Retention and disposal: Records are retained on-site at the Naval Council of Personnel Boards for one year. After that, they are retired to the Washington National Records Center, 4205 Suitland Road, Suitland, MD 20409 for retention. After a total of 75 years, records are destroyed. System manager(s) and address: Director, Naval Council of Personnel Boards, Department of the Navy, Washington Navy Yard, 720 Kennon Street SE, Room 309, Washington, DC 20374-5023. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Naval Council of Personnel Boards, Department of the Navy, Washington Navy Yard, 720 Kennon Street SE, Room 309, Washington, DC 20374-5023. Written requests for information should contain the full name of the individual, military grade or rate, and date of Disability Evaluation System action. Written requests must be signed by the requesting individual. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Naval Council of Personnel Boards, Department of the Navy, Washington Navy Yard, 720 Kennon Street SE, Room 309, Washington, DC 20374-5023. Written requests for information should contain the full name of the individual, military grade or rate, and date of Disability Evaluation System action. Written requests must be signed by the requesting individual. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Military medical boards and medical facilities; Department of Veterans Affairs and civilian medical facilities; physical evaluation boards and other activities of the disability evaluation system, Naval Council of Personnel Boards, the Bureau of Medicine and Surgery; the Judge Advocate General; Navy and Marine Corps local command activities; other activities of the Department of Defense; and correspondence from private counsel and other interested persons. Exemptions claimed for the system: None. N03461-2 System name: POW Follow-up Program. System location: Naval Aerospace Medical Institute, Special Studies Department (25), Naval Air Station, Pensacola, FL 32508-1047. Categories of individuals covered by the system: Prisoners of War (POWs) from 1974 to present; matched comparison group consisting of former aviators; some spouses. Categories of records in the system: Medical records; X-rays; dental and somatotype photographs; newspaper clippings; research questionnaires, Social Security Number. Authority for maintenance of the system: 5 U.S.C. 301 and E.O. 9397. Purpose(s): To research the effects of the captivity experience on the man and his family and for recommending changes in training and improved health care delivery services, as well as for professional publications. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Files consist of file folders, magnetic and video tapes, key- punched IBM cards, computer tapes, microfiche and microfilm. Retrievability: Retrieved by name. Safeguards: All files in this system are protected by limited, controlled access, locked doors and class 6 security cabinets. Only professional and/or research staff with appropriate security clearances are given access to files. Retention and disposal: Permanent. System manager(s) and address: Head, RPOW Data Analysis Division, Naval Aerospace Medical Institute, Naval Air Station, Pensacola, FL 32508-1047. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding Officer, Naval Aerospace Medical Institute, ATTN: Code 25, Naval Air Station, Pensacola, FL 32508-1047 Individual should provide full name, military or civilian status, POW status, security clearance, and service affiliation. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding Officer, Naval Aerospace Medical Institute, ATTN: Code 25, Naval Air Station, Pensacola, FL 32508-1047. Individual should provide full name, military or civilian status, POW status, security clearance, and service affiliation. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Personal interviews with returned POWs and families of POW/MIA/ KIA/hostages/civilian POWs; newspapers and periodicals; Department of the Army; Bureau of Medicine and Surgery; and Marine Corps Headquarters. Exemptions claimed for the system: None. N03501-1 System name: FBM Submarine DASO Crew Evaluation. System location: Strategic Systems Programs, Department of the Navy, Washington, DC 20376-5002. Categories of individuals covered by the system: Officer and enlisted personnel in responsible positions within the Weapons and Navigation Department of both crews of a Fleet Ballistic Missile (FBM) Submarine undergoing Demonstration and Shakedown Operations (DASO). Categories of records in the system: Record of personnel performance during DASO. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): Preparation of Certification for Deployment Messages by the Director, Strategic Systems Programs and Commander, Submarine Group Ten, and development of follow-on training programs. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders. Retrievability: Name and ship. Safeguards: Access restricted to Assistant for Weapons System Operation and Evaluation staff, Strategic Systems Programs and Commander, Submarine Group Ten staff. Records are stored in a vault. Retention and disposal: Maintained for at least two years then destroyed by shredding. System manager(s) and address: Director, Strategic Systems Programs, Department of the Navy, Washington, DC 20376-5002. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Deputy Director, Strategic Systems Programs, Department of the Navy, Washington, DC 20376-5002. Request should contain full name, military status, time period and ship undergoing DASO, and billet held. Record access procedures: Individuals seeking access to records about themselves should address written inquiries to the Deputy Director, Strategic Systems Programs, Department of the Navy, Washington, DC 20376-5002. Request should contain full name, military status, time period and ship undergoing DASO, and billet held. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Observation of DASO Team and questionnaire filled out by ship's personnel. Exemptions claimed for the system: None. N03501-2 System name: Navy Recovery Data Base System. System location: Primary location Commander, Naval Facilities Engineering Command (Code 0622), Department of the Navy, 200 Stovall Street, Alexandria, VA 22332. Secondary System Principal Planning Agents are the Commander in Chief, U.S. Pacific Fleet, Pearl Harbor, HI 96860-7000 and Commander in Chief, U.S. Atlantic Fleet, Norfolk, VA 23511-6001. The Regional Planning Agents are the Commander, Naval Base, Seattle, WA 98115- 5012, the Commandant Naval District Washington, Washington Navy Yard, Washington, DC 20374-2002; the Commander, Naval Base San Francisco, Naval Station, Treasure Island, San Francisco, CA 94130-5018; the Commander, Naval Base, 937 North Harbor Drive, San Diego, CA 93132- 5100; the Commander, Naval Base, Box 110, Pearl Harbor, HI 96860; the Commander, Naval Base, Philadelphia, PA 19112-5098; the Commander, Naval Base, Norfolk, VA 23511-6002; the Commander, Naval Training Center, Building 1, Great Lakes, IL 60088-5026; the Chief of Naval Air Training, Naval Air Station, Corpus Christi, TX 78419-5100 and the Commander, Naval Base, Charleston, SC 29408-5100. Categories of individuals covered by the system: Selected Naval Reserve Officers assigned to appropriate civil/ military headquarters to represent Department of the Navy (DON) planning agents in planning and coordinating DON assistance to civil authorities in civil emergencies/disasters. Categories of records in the system: Names, home addresses and telephone numbers of Navy Reserve Officers currently assigned to the program. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): To assist in the operation and administration of the Department of the Navy Civil Disaster Assistance Program. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: The media in which these records are stored vary; but include magnetic disks and file copies. Retrievability: Automated records may be retrieved by name or area of responsibility. Safeguards: Records are available only to authorized personnel having a need to know through the use of access codes and encrypted data. Retention and disposal: Records on Navy Reserve Officers are retained only for their tour of duty while assigned to the program and superseded data is removed from the system or destroyed. System manager(s) and address: Commander, Naval Facilities Engineering Command (FAC 0622), Department of the Navy, 200 Stovall Street, Alexandria, VA 22332- 2300. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Naval Facilities Engineering Command (FAC 0622), Department of the Navy, 200 Stovall Street, Alexandria, VA 22332-2300. Requests received by mail must be accompanied by the individual's full name and a statement verifying the requester's identity. Requesters may also inquire in person at the naval base or station. In such case, proof of identity will consist of full name and a positive piece of identification such as a driver's license or DOD I.D. card. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Naval Facilities Engineering Command (FAC 0622), Department of the Navy, 200 Stovall Street, Alexandria, VA 22332- 2300. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The information is supplied by the Naval Reserve Officer upon his/her assignment to the program. Exemptions claimed for the system: None. N03760-1 System name: Naval Flight Record Subsystem (NAVFLIRS). System location: Primary data base is maintained at the Naval Air Systems Command (Code AIR 3.6.2.3), 47056 Mcleod Road, Building 447, Patuxent River, MD 20670-21626. Secondary data base is maintained at the Naval Safety Center, 375 A Street, Norfolk, VA 23511-4399. Local data bases are maintained at Navy and Marine Corps aviation activities. Categories of individuals covered by the system: All aeronautically designated commissioned Navy and Marine Corps Officers and enlisted members assigned as aircrew members in the operation of an aircraft in accordance with the direction of competent authority. Categories of records in the system: Reports of each flight submitted to the custodian of the aircraft. Records contain personal identification (name, rank, Social Security Number), and specific technical data related to the flight of naval aircraft. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN). Purpose(s): Naval Flight Record Subsystem consolidates the collection of naval flight data into a single, locally controlled collection and correction system, and implements a standard data collection source document (the Naval Flight Record OPNAV 3710/4) throughout the Navy and Marine Corps. It further establishes a single control data base containing all naval flight data. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Automated records. Retrievability: Individual records are primarily retrieved by a unique document number assigned to each naval flight record. Additionally, each of the data elements such as pilots' Social Security Number, model aircraft and squadron may be used to retrieve individual records. Safeguards: Automated records are password protected and access limited to personnel with an official need to know. Retention and disposal: Primary and secondary data base at the Naval Safety Center are permanent. Records in the secondary data base at Headquarters, U.S. Marine Corps are erased from tape when the individual is removed from active flight status. Local data bases purge all magnetic tape records after six months. System manager(s) and address: Commander, Naval Air Systems Command (AIR 3.6.2.3), 47056 Mcleod Road, Building 447, Patuxent River, MD 20670-1626. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Naval Air Systems Command (AIR 3.6.2.3), 47056 Mcleod Road, Building 447, Patuxent River, MD 20670-1626. The request should contain full name, Social Security Number, squadron assigned, and address of the individual concerned and should be signed. Personal visitors will be required to produce military or comparable civilian identification cards. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Naval Air Systems Command (AIR 3.6.2.3), 47056 Mcleod Road, Building 447, Patuxent River, MD 20670-1626. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Aircraft reporting custodian, Navy and Marine Corps pilots and enlisted aircrew members. Exemptions claimed for the system: None. N03760-2 System name: Flight Instruction Standardization and Training (FIST) Jacket. System location: The FIST jacket is located at the various Naval Air Training Commands where the individual may be assigned. Contact the Chief of Naval Air Training, 250 Lexington Boulevard, Suite 102, Corpus Christi, TX 78419-5041, to determine the location of any specific command. Categories of individuals covered by the system: All naval aviators and naval flight officers assigned to duty as instructors within the Naval Air Training Command. Categories of records in the system: A record of flight instruction standardization and training required of naval aviators and naval flight officers assigned duty as instructors. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN). Purpose(s): To ensure that the flight instructor's qualifications are current to instruct in the designated naval aircraft, both academically and physiologically. The system is used to schedule training flights, qualify and designate flight instructors, etc. This system is used by Commanding Officers and training personnel of the command to which the individual is assigned. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders in metal file cabinets. Retrievability: Name, rank, and Social Security Number. Safeguards: Access is restricted to the individual, his commanding officer, or those involved in maintaining training records. The file cabinets containing the jackets are in command areas under normal military 24 hour security measures. Retention and disposal: Jacket is retained at the individual's command until detachment, at which time it is given to the individual. System manager(s) and address: Chief of Naval Air Training, 250 Lexington Boulevard, Suite 102, Corpus Christi, TX 78419-5041. Notification procedure: The individual is informed that the FIST jacket is being maintained, participates in its development and, additionally, is required to review the jacket with his instructor periodically. Individuals seeking access to information about themselves contained in this system should address written inquiries to the activity where assigned or to the Chief of Naval Air Training, 250 Lexington Boulevard, Suite 102, Corpus Christi, TX 78419-5041. Individual should provide their name, rank, and Social Security Number. Record access procedures: The individual is informed that the FIST jacket is being maintained, participates in its development and, additionally, is required to review the jacket with his instructor periodically. Any questions should be directed to the Chief of Naval Air Training, 250 Lexington Boulevard, Suite 102, Corpus Christi, TX 78419-5041. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Academic tests, flight performance evaluation, check flight evaluation, instructor's evaluation, command determinations, and, personal input. Exemptions claimed for the system: None. N03834-1 System name: Special Intelligence Personnel Access File. System location: Office of Naval Intelligence, National Maritime Intelligence Center, ATTN: ONI-OCB2, 4251 Suitland Road, Washington, DC 20395- 5720. Categories of individuals covered by the system: All civilian and military personnel of the Department of the Navy and contractors and consultants of the Department of the Navy. Categories of records in the system: Records pertaining to the eligibility of Department of the Navy personnel (civilian, military, contractor and consultant) to the be granted access to Special Intelligence which include documents of nomination, personal history statements, background investigation date and character, narrative memoranda of background investigation, eligibility documents for access to special intelligence, proof of indoctrination and debriefings as applicable and record of hazardous activity restrictions assigned. Authority for maintenance of the system: National Security Act of 1947, as amended; 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 503, Department of the Navy; 10 U.S.C. 6011, Navy Regulations; 44 U.S.C. 3101, Records Management by Federal Agencies; E.O. 9397 (SSN); and E.O. 12958, Classified National Security Information. Purpose(s): To permit continuing evaluation of an individual's eligibility for access to Special Intelligence information. This information may be provided to the Department of Defense and all its components to certify Sensitive Compartmented Information (SCI) access status of naval personnel. 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 officials and employees of the Central Intelligence Agency, the Federal Bureau of Investigation, the National Security Agency, the Department of Energy, the Department of Treasury, and to any other federal agency in the performance of their official duties, to certify SCI access status of Naval personnel. The ``Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Active files consist of paper and computerized records. Inactive files are retained on microfiche and optical storage. Retrievability: Name and Social Security Number. Safeguards: Access provided on a need-to-know basis only. Manual records are maintained in locked file cabinets under the control of authorized personnel during working hours. The office space in which the file cabinets are located is in a locked, limited access room. Retention and disposal: Records are retained indefinitely. Inactive files are retained on microfiche. System manager(s) and address: Commander, Office of Naval Intelligence, National Maritime Intelligence Center, ATTN: ONI-OCB2, 4251 Suitland Road, Washington, DC 20395-5720. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commander, Office of Naval Intelligence, National Maritime Intelligence Center, ATTN: ONI-OCB2, 4251 Suitland Road, Washington, DC 20395-5720. The request should contain the full name of the requester, home address and date and place of birth. An unsworn declaration in accordance with 28 U.S.C. 1746 or a notarized statement may be required for identity verification. Record access procedures: Individuals seeking access to records about themselves should address written inquiries to the Commander, Office of Naval Intelligence, National Maritime Intelligence Center, ATTN: ONI-OCB2, 4251 Suitland Road, Washington, DC 20395-5720. The request should contain full name, residence address and date and place of birth. An unsworn declaration in accordance with 28 U.S.C. 1746 or a notarized statement may be required for identity verification. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Personal History Statement and related forms from the individual. Access forms and documents prepared by the system manager. Correspondence between system manager and activities requesting access status. Exemptions claimed for the system: Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempted pursuant to 5 U.S.C. 552a(k)(1). An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2) and (3), and (c) and (e) and published in 32 CFR part 701, subpart G. For additional information contact the system manager. N03900-1 System name: Naval Air Test Center Technology Data File. System location: Office of Staff Assistant for Research and Technology, Naval Air Test Center, Patuxent River, MD 20670. Included in this notice are those records duplicated for maintenance at a site closer to where the technical specialists and technology representatives work. Categories of individuals covered by the system: All civilian and military technical managers, directors, technical directors, chief test pilots, chief engineers, program managers, department heads, department chief engineers, technical specialists and technicians who work at the Naval Air Test Center (NAVAIRTESTCEN). It also includes personnel who are considered a technical resource by directorate management. Categories of records in the system: Individual's name, Social Security Number, date of birth; status (military or civilian); classification (i.e., GS-0855 for civilians or 06/1510 for military); formal education; technical courses/ operational training; test and evaluation, research and development, and military experience; current RDT&E activity contacts; membership in professional organizations and societies; level of responsibility in NAVAIRTESTCEN organization; organizational code; office telephone number; naval aviation technology preference and a listing of any unique technical skills, experience or knowledge individual may possess. Authority for maintenance of the system: 10 U.S.C. 5031. Purpose(s): To develop an on-line information network which provides project personnel a means to fully exploit NAVAIRTESTCEN technical resources and provide technical managers a real-time assessment of NAVAIRTESTCEN technical depth in the areas of education, training, experience and professional interface associated with emerging naval aviation technologies. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Records are maintained on magnetic disk and hardcopy forms. Retrievability: Social Security Number. Safeguards: During working hours the NAVAIRTESTCEN staff building is open to official visitors and civilian, military and contractor personnel employed by NAVAIRTESTCEN. After working hours, the building is secured. Access to the staff building after working hours can only be obtained by securing assistance from the base Command Duty Officer. The system is protected by the following software features: User identification number, password sign-on and procedure name. Retention and disposal: Records are retained in the current data base until he/she is no longer an employee of NAVAIRTESTCEN. When an employee leaves NAVAIRTESTCEN, the record is removed from the current data base. After ten years, the record will be erased from tape. System manager(s) and address: Staff Assistant for Research and Technology, Naval Air Test Center, Patuxent River, MD 20670. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Staff Assistant for Research and Technology, Naval Air Test Center, Patuxent River, MD 20670. Individuals should specify their full names. Visitors should be able to identify themselves by any commonly recognized evidence of identity. Written requests must be signed by the requesting individual. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Staff Assistant for Research and Technology, Naval Air Test Center, Patuxent River, MD 20670. Individuals should specify their full names. Visitors should be able to identify themselves by any commonly recognized evidence of identity. Written requests must be signed by the requesting individual. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: All data contained in the NAVAIRTESTCEN Technology Data File is obtained from the individuals in the data file. Data is collected by means of an annual questionnaire. Exemptions claimed for the system: None. N04050-1 System name: Personal Property Program. System location: All Navy Personal Property Counseling and Shipping Offices and Federal Records Centers. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: DOD and other federal departmental military personnel and their dependents and civilian employees and their dependents having applied for and shipped and/or stored personal property, privately owned automobiles and mobile homes. Categories of records in the system: File contains individual's applications for shipment and/or storage related shipping documents and records of delivery, payment, and inspection of personal property. Forms maintained include: DD Form 619 Statement of Accessorial Services Performed; DD Form 1100 Household Good Storage Record; SF 1103 U.S. Government Bill of Lading; DD Form 1252 U.S. Customs Declaration for Personal Property Shipments (Part I); DD 1252-1 U.S. Customs Declaration for Personal Property Shipments (Part II); DD 1299 Application for Shipment and/or Storage of Personal Property; DD 1671 Reweight of Personal Property; DD 1780 Report of Carrier Services Personal Property Shipment; DD 1781 Customer Satisfaction Report; DD 1797 Personal Property Counseling Checklist; DD 1799 Member's Report on Carrier Performance- Mobile Homes; DD 1800 Mobile Home Shipment Inspection at Destination; DD 1841 Government Inspection Report; DD 1842 Claim for Personal Property Against the United States; DD 1845 Schedule of Property. Authority for maintenance of the system: 5 U.S.C. 5724; DOD Regulation 4500.43; DOD Regulation 4500.34-R; Personal Property Traffic Management Regulation; JAG Manual; NAVSUP Publication 490; Transportation of Personal Property. Purpose(s): Navy Personal Property Shipping Offices applicable finance centers and the Navy Material Transportation Office for effecting, coordinating and payment of personal property shipment and storage. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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 records in file folders. Retrievability: Filed alphabetically by last name of member. Safeguards: Records are maintained in monitored or controlled areas accessible only to authorized personnel that are properly cleared and trained. Buildings-rooms locked outside regular working hours. Retention and disposal: Records are retained in Personal Property Office files for a period of four years, then forwarded to Federal Record Centers and/or General Accounting Office for indefinite retention. System manager(s) and address: Commander, Naval Supply Systems Command (Code 05), Washington, DC 20376. Notification procedure: Written requests may be addressed to the appropriate Navy personal property shipping office concerned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Individuals should provide proof of identity, full name, rank, dates of shipment-storage, etc. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Naval Supply Systems Commands (Code 05), Washington, DC 20376. Individuals should provide proof of identity, full name, rank, dates of shipment-storage, etc. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Application and related forms submitted by the individual concerned. Exemptions claimed for the system: None. N04060-1 System name: Navy and Marine Corps Exchange Sales Control and Security Files. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Customers and employees at Navy and Marine Corps Exchanges, including individuals making large dollar volume purchases and contract purchases; individuals having requested adjustments or made claims; individuals having previously passed bad checks or been apprehended for shoplifting. Categories of records in the system: Sales and contract records; lists, logs, or card records of individuals; claims and adjustment records; large volume purchase records; mail orders; customer special order records; customer list; correspondence; and abuser notification letters. Records of complaints and investigations of regulatory and criminal violations. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397. Purpose(s): To control sales, prevent and detect abuse of privileges, and determine responsibility when there are violations of regulations or criminal statutes. Information may be furnished to the Naval Criminal Investigative Service or command legal personnel for prosecution of military offenses and other administrative actions. 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 Federal Bureau of Investigation or foreign organizations for further investigation or prosecution. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated records may be stored on magnetic media. Manual records may be stored in file folders or microform, in file cabinets or other containers. Retrievability: Name and Social Security Number. Safeguards: Access is provided on a need-to-know basis, only. Automated records are located in restricted areas accessible only to authorized persons. Manual records and computer printouts are maintained in locked or controlled access areas. Retention and disposal: Records are retained for six years and then destroyed. System manager(s) and address: Policy Official: Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. The system manager is the Commanding Officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the commanding officer of the naval activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of records notices. Record access procedure: Individuals seeking access to records about themselves should address written inquiries to the commanding officer of the naval activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of records notices. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual; investigators; witnesses; and activity sales and contract records. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(2), as applicable. An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 701, subpart G. For additional information, contact the system manager. N04064-1 System name: USNA Laundry-Drycleaning Computer Business system. System location: Laundry and Drycleaning Plant, U.S. Naval Academy, 580 Kingwood Street, Annapolis, MD 21402-5052. Categories of individuals covered by the system: Individuals who utilize the Naval Academy Laundry and Drycleaning Plant as cash, credit, or charge customers. Categories of records in the system: Information is collected on Form NDW-USNA-DMH-4064/14 and includes applicant's name; Social Security Number; rank (if applicable); branch of service; home and work addresses and telephone numbers. Information required to maintain the charge account records is obtained from the business system and/or recorded on accounts receivable, ledgers, journals, charge tickets and check listings, and to the business system database. Customer transaction information is collected via the computer business system which supports the billing process. In addition to customer transactions, the system maintains the customers' address, telephone number, and preference of provided service. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 44 U.S.C. 3101; and E.O. 9397 (SSN). Purpose(s): To allow for the establishment of an individual charge account at the Naval Academy Laundry and Drycleaning Plant. To allow for the tracking of customer usage of the Naval Academy Laundry and Drycleaning Plant. Information will be used for billing and management (resource allocation) purposes by the officials and employees of the Plant. 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: The ``Blanket Routine Uses'' that appear at the beginning of the Navy's 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: Hard copy, magnetic minicassette tape form, and magnetic data cartridge. Retrievability: Name and telephone number. Safeguards: Access to building is restricted to authorized persons only. Record files are not available to personnel not requiring access in the performance of their official duties. This is routinely limited to the billing clerk processing the application and recording activity on the account. Records are secured within a locked office in a locked building on a military installation when not actually in use. Computer records are safeguarded through selective file access, passwords, and port controls. Retention and disposal: Hard copy records are retained in the current file area as long as the charge account is active. These records are then retired and kept in secured storage for two years and then destroyed. Cassette tape records are of two types, daily and journal (monthly recapitulation). These tapes are erased on a daily or monthly basis, respectively, during the preparation of the following day's or month's activity record. System manager(s) and address: Head, Laundry and Drycleaning Plant, U.S. Naval Academy, 580 Kingwood Street, Annapolis, MD 21402-5052. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Head, Laundry and Drycleaning Plant, U.S. Naval Academy, 580 Kingwood Street, Annapolis, MD 21402-5052. Requesting individuals should specify their full names. Visitors should be able to identify themselves by any commonly recognized evidence of identity. Written requests must be signed by the requesting individual. Record access procedures: Individuals seeking access to records about themselves should address written inquiries to the Head, Laundry and Drycleaning Plant, U.S. Naval Academy, 580 Kingwood Street, Annapolis, MD 21402-5052. Requesting individuals should specify their full names. Visitors should be able to identify themselves by any commonly recognized evidence of identity. Written requests must be signed by the requesting individual. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in this system comes from the individual applying for the charge account, from daily laundry and drycleaning will-call tickets (charges for goods and services provided) and from records of payment by charge account holders (check listings). Exemptions claimed for the system: None. N04064-2 System name: USNA Retail Customer Claim Record. System location: Laundry and Drycleaning Plant, U.S. Naval Academy, 580 Kingwood Street, Annapolis, MD 21402-5052 Categories of individuals covered by the system: Individuals who have filed claims against the Naval Academy Laundry and Drycleaning Plant for cash or credit settlement for damaged or lost articles. Categories of records in the system: Information is collected on Form NDW-USNA-DMH-4064/15 and includes claimant's name; Social Security Number; rank (if applicable); home and work addresses and telephone numbers; description, original cost and date of purchase of item(s) for which claim is filed, and circumstances of loss or extent of damage; claim number, disposition, and remarks by approving authority. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 44 U.S.C. 3101; and E.O. 9397 (SSN). Purpose(s): To investigate claims for cash or credit settlement for damaged or lost articles. 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: The ``Blanket Routine Uses'' that appear at the beginning of the Navy's 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: Hard copy form. Retrievability: Name of customer and date laundry was turned in for cleaning. Safeguards: Access to building is restricted to authorized persons only. Record files are not available to personnel not requiring access in the performance of their official duties. This is limited to the official processing of the claim and the clerk who maintains the file and prepares the administrative paperwork. Records are secured within a locked office in a locked building on a military installation when not actually in use. Retention and disposal: Retained in the current file area for one calendar year after the close of the individual's claim. The record is then stored for one more year and then destroyed. System manager(s) and address: Head, Laundry and Drycleaning Plant, U.S. Naval Academy, 580 Kingwood Street, Annapolis, MD 21402-5052. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Head, Laundry and Drycleaning Plant, U.S. Naval Academy, 580 Kingwood Street, Annapolis, MD 21402-5052. Requesting individuals should specify their full names. Visitors should be able to identify themselves by any commonly recognized evidence of identity. Written requests must be signed by the requesting individual. Record access procedures: Individuals seeking access to records about themselves should address written inquiries to the Head, Laundry and Drycleaning Plant, U.S. Naval Academy, 580 Kingwood Street, Annapolis, MD 21402-5052. Requesting individuals should specify their full names. Visitors should be able to identify themselves by any commonly recognized evidence of identity. Written requests must be signed by the requesting individual. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual who filed the claim and offices who are processing the claim. Exemptions claimed for the system: None. N04066-1 System name: Bad Checks and Indebtedness Lists. System location: Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724 (for all Navy exchanges). Categories of individuals covered by the system: Patrons of Navy exchanges who have passed bad checks; recruits who have open accounts with Navy exchanges; patrons who have made C.O.D. mail order transactions and those patrons who make authorized charge or credit purchases where their accounts are maintained on the basis of an identifying particular such as name and/or Social Security Number; includes all holders of NEXCARDs. Categories of records in the system: Copy of application, monthly statements, dunning notices, DD139s, correspondence from both AAFES and the collection contractor; Bad Check System (including: Returned Check Ledger; Returned Check Report; copies of returned checks; bank advice relative to the returned check(s); correspondence relative to attempt by the Navy exchange to locate the patron and/or obtain payment; a printed report of names of those persons who have not made full restitution promptly, or who have had one or more checks returned through their own fault or negligence); Accounts Receivable Ledger, detailed by patron; C.O.D. Sales Ledger; NEXCARD data base; MILSTAR, the all- service credit card; and TOP (Treasury Offset program) accounts. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 6011; 31 CFR 285.11, Administrative Wage Garnishment; Federal Claims Collection Act of 1966 (Pub.L. 89-508) and Debt Collection Act of 1982 (Pub.L. 97-365); and E.O. 9397 (SSN). Purpose(s): To maintain an automated tracking and accounting system for individuals indebted to the Department of the Navy and to collect indebtedness. Records in this system are subject to use in approved computer matching programs authorized under the Privacy Act of 1974, as amended, for debt collection purposes. Records may also be used by the Army and Air Force Exchange Service (AAFES) or its contractor for the purpose of recouping fees. 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 a commercial credit reporting agency for the purpose of either adding to a credit history file or obtaining a credit history file for use in the administration of debt collection. To a debt collection agency for the purpose of collection services to recover indebtedness owed to the Department of the Navy. To the Internal Revenue Service (IRS) to obtain the mailing address of a taxpayer for the purpose of locating such taxpayer to collect or to compromise a Federal claim by Navy against the tax payer pursuant to 26 U.S.C. 6103(m)(2) and in accordance with 31 U.S.C. 3711, 3217, and 3718. To any State and local governmental agency that employs the services of others and that pays their wages or salaries, where the employee owes a delinquent non-tax debt to the United States for the purpose of garnishment. To the Department of the Treasury, Financial Management Service, for the purpose of collecting delinquent debts owed to the U.S. Government via administrative offset. Note: Redisclosure of a mailing address from the IRS may be made only for the purpose of debt collection, including to a debt collection agency in order to facilitate the collection or compromise of a Federal claim under the Debt Collection Act of 1982, except that a mailing address to a consumer reporting agency is for the limited purpose of obtaining a commercial credit report on the particular taxpayer. Any such address information obtained from the IRS will not be used or shared for any other Navy purpose or disclosed to another Federal, state, or local agency which seeks to locate the same individual for its own debt collection purpose. The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices also apply to this system. Disclosure to consumer reporting agencies: Disclosure 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 of 1966 (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number); 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: Mainframe magnetic tapes, disk drives, printed reports, file folders, and PC hard and floppy disks. Retrievability: Name and Social Security Number. Safeguards: Locked file cabinets, supervised office space, supervised computer tape library which is accessible only through the data center, entry to which is controlled by a `cardpad' security system, for which only authorized personnel are given the access code. PC entry into the system may only be made through individual passwords. Retention and disposal: Records are kept for ten years and then destroyed. NEXCARD customer master records are saved daily for one month after which they become part of the monthly master files which are saved for a year. The administrator of the NEXCARD retains and stores the year- end master files indefinitely. System manager(s) and address: Policy Official: Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Record Holder: Treasurer, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724 (for Navy exchanges). Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. In the initial inquiry, the requester must provide full name, Social Security Number, and the activity where they had their dealings. A list of other offices the requester may visit will be provided after initial contact is made at the office listed above. At the time of a personal visit, requesters must provide proof of identity containing the requester's signature. Record access procedures: Individuals seeking access to records about themselves should address written inquiries to the Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452- 5724. In the initial inquiry, the requester must provide full name, Social Security Number, and the activity where they had their dealings. A list of other offices the requester may visit will be provided after initial contact is made at the office listed above. At the time of a personal visit, requesters must provide proof of identity containing the requester's signature. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The individual; the bank involved; activity sales records; Internal Revenue Service; credit bureaus; and the Defense Manpower Data Center. Exemptions claimed for the system: None. N04066-2 System name: Commercial Fidelity Bond Insurance Claims. System location: Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724 (for all Navy exchanges). Categories of individuals covered by the system: Civilian and military personnel assigned to Navy exchanges, who the duly constituted authority (usually a Board of Investigation appointed by the base Commanding Officer) has established to be guilty of a dishonest act which has resulted in a loss of money, securities or other property, real or personal, for which the exchange is legally liable. Categories of records in the system: Equipment Loss Reports, Cash and/or Merchandise Loss Reports from Navy exchanges, including correspondence relating to losses. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397. Purpose(s): To render proper assistance in processing insurance claims. 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 insurance carrier (Fidelity Bond Underwriter) to ensure appropriate coverage. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: The media in which these records are maintained varies but includes file folders and ledgers. Retrievability: Name, payroll number, Social Security Number, and activity. Safeguards: Locked file cabinets; locked offices which when open are supervised by appropriate personnel; security guards. Retention and disposal: Records are kept for four years and then retired to the Federal Records Center, St. Louis, MO. System manager(s) and address: Policy Official: Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. In the initial inquiry the requester must provide full name, payroll or military service number and activity where they had their dealings. A list of other offices the requester may visit will be provided after initial contact is made at the office listed above. At the time of a personal visit, requesters must provide proof of identity containing the requester's signature. Record access procedures: Individuals seeking access to records about themselves should address written inquiries to the Commander, Navy Exchange Service Command, Resale and Services Support Office, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. The request should contain full name, payroll or military service number and activity where they had their dealings. A list of other offices the requester may visit will be provided after initial contact is made at the office listed above. At the time of a personal visit, requesters must provide proof of identity containing the requester's signature. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The individual; the insurance underwriter; audit reports; investigatory reports and/or activity loss records. Exemptions claimed for the system: None. N04066-3 System name: Layaway Sales Records. System location: Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724 (for all Navy exchanges). Categories of individuals covered by the system: Patrons of Navy exchanges who buy goods on layaway. Categories of records in the system: Layaway tickets and layaway patron lists. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397. Purpose(s): To record the selection of layaway merchandise, record payments, verify merchandise pick-up and perform sales audits. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders include layaway tickets and layaway patron lists. Retrievability: Name, address, Social Security Number or exchange permit number. Safeguards: Locked file cabinets, supervised records space. Retention and disposal: Destroyed after two years per Navy Exchange Manual. System manager(s) and address: Policy Official: Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Record Holder: Director, Comptroller Nonappropriated Fund Division (CNAFD), Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Individual record holders within the central system may be contacted through the central system record holder. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. In the initial inquiry, the requester must provide full name and activity where layaway sales were transacted. A list of other offices the requester may visit will be provided after initial contact at the office listed above. At the time of personal visit, requesters must provide proof of identity containing the requester's signature. Record access procedures: Individuals seeking access to records about themselves should address written inquiries to the Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452- 5724. The requester must provide full name and activity where layaway sales were transacted. A list of other offices the requester may visit will be provided after initial contact at the office listed above. At the time of personal visit, requesters must provide proof of identity containing the requester's signature. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The individual. Exemptions claimed for the system: None. N04066-4 System name: Navy Lodge Records. System location: Navy Exchange System Worldwide. Coordinator for System: Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Categories of individuals covered by the system: Patrons and guests authorized lodging at a Navy Exchange Navy Lodge. Categories of records in the system: Reservation request; guest registration card; Navy Lodge guest folio. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397. Purpose(s): To keep a record of reservations to insure orderly room assignment and avoid improper booking; to record registration and payment of accounts; to verify proper usage by eligible patrons; cash control; to gather occupancy data; to determine occupancy breakdown; and to account for rentals and furnishings. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: The media in which these records are maintained vary, but include: Folio card; ledger; guest registration cards; and local copies and reports of central system reports. Retrievability: Name and Social Security Number. Safeguards: Records are maintained in supervised locked files. Retention and disposal: Records are kept for two years and then destroyed. System manager(s) and address: Policy Official: Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Record Holder: Manager, Navy Lodge Program Director, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Individual record holders within the central system may be contacted through the Record Holder Manager. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. In the initial inquiry the requester must provide full name, Social Security Number, and location of the last Navy Lodge where they had dealings. A list of other offices the requester may visit will be provided after initial contact is made with the office listed above. At the time of a personal visit, requesters must provide proof of identity containing the requester's signature. Record access procedures: Individuals seeking access to records should address written inquiries to the Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Requesters must provide full name, Social Security Number, and location of the last Navy Lodge where they had dealings. A list of other offices the requester may visit will be provided after initial contact is made with the office listed above. At the time of a personal visit, requesters must provide proof of identity containing the requester's signature. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The individual patron and the charges he or she incurred during a visit at the Navy Lodge. Exemptions claimed for the system: None. N04066-5 System name: NEXCOM Direct Mail List/Patron Profile. System location: Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Categories of individuals covered by the system: All authorized customers of military resale systems. Categories of records in the system: For each sponsor: Name, address, rank, branch of service, status (active, reserve, or retired), Social Security Number, pay grade, birth date, sex, race, names, birth dates, and Social Security Numbers of dependents, date of sign up, telephone number (if available), account number, rotation date (if available), mailings sent and responses (if available). For all other authorized customers: Name, address, Social Security Number, birth date, sex, race, date of sign up, telephone number (if available), account number, mailings sent to customer and responses available, purchase history, preference and summary. Sponsor information (rank, branch of service, status (active, reserve or retired), Social Security Number, pay grade, birth date, sex, race, account number.) Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 6011; and E.O. 9397. Purpose(s): To maintain a data base which will permit the Navy Exchange Program to mail sales promotional, informational and market research materials to those authorized customers who have requested receipt of materials. The data base will also be used to define target markets among the authorized customers to develop better merchandise assortments and services to meet the needs of the customers. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Electronic media. Retrievability: Name, Social Security Number, address and account number. Safeguards: Secured and supervised facility; access restricted/password protected. Retention and disposal: The records are retained as long as the customer wishes to receive the materials, then the patron profiles are destroyed when no longer an authorized customer. System manager(s) and address: Policy Official: Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Record Holder Manager: Director, Advertising, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Record access procedures: Individuals seeking access to records should address written inquiries to the Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The individual authorized customer/sponsor, Department of Defense/Defense Enrollment Eligibility Reporting System and Defense Finance Accounting System. Exemptions claimed for the system: None. N04410-1 System name: File of Records of Acquisition, Transfer and Disposal of Privately Owned Vehicles. System location: U.S. Naval Communication Station, United Kingdom, PSC 806, Box 10, FPO AE 09418-3000. Categories of individuals covered by the system: United States Naval personnel stationed at U.S. Naval Communication Station, United Kingdom, who own a concession vehicle in the United Kingdom. Categories of records in the system: Request for delivery of a motor vehicle without payment of duty, value added tax and car tax. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397. Purpose(s): To maintain information on type of car, engine number, license number, year, make of car, base assigned, organization, Social Security Number, and pay grade. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders. Retrievability: Name. Safeguards: Locked in CMAA Office with a 24 hour security watch. Retention and disposal: Records are maintained as long as a person owns a concession vehicle in the United Kingdom. Records are burned as soon as vehicle is either shipped out of the U.K. or destroyed. System manager(s) and address: Policy Official: Commanding Officer, U.S. Naval Communication Station, United Kingdom, PSC 806, Box 10, FPO AE 09418-3000. Record Holder: Chief Master at Arms Office, U.S. Naval Communication Station, United Kingdom, PSC 806, Box 10, FPO AE 09418- 3000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding Officer, U.S. Naval Communication Station, United Kingdom, PSC 806, Box 10, FPO AE 09418-3000. The request should contain name, Social Security Number, and address of the individual concerned and should be signed. Personal visits may be made to that office, but individuals must have valid military ID or, if no longer in the military, have other valid identification such a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding Officer, U.S. Naval Communication Station, United Kingdom, PSC 806, Box 10, FPO AE 09418-3000. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Applicable U.S. Serviceman. Exemptions claimed for the system: None. N04410-2 System name: Military/Civilian Dependents Hurricane Shelter List. System location: Naval Computer and Telecommunications Station, Key West, FL 33040-5000. Categories of individuals covered by the system: Military personnel and civilian employees and their dependents who apply for assignment to the station's hurricane shelter. Categories of records in the system: Names and rates of military/civilian station personnel applying for hurricane shelter assignments for their families and the number of their dependents. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): To provide the Disaster Preparedness Officer with information to determine shelter logistics requirements and to provide the shelter officer with information to muster assigned dependents in case of a hurricane. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File folder. Retrievability: Name. Safeguards: File maintained in locked cabinet by Disaster Preparedness Officer. Retention and disposal: Maintained from May through December of each year and then destroyed. System manager(s) and address: Disaster Preparedness Officer, Naval Computer and Telecommunications Station, Key West, FL 33040-5000. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Disaster Preparedness Officer, Naval Computer and Telecommunications Station, Key West, FL 33040-5000. Record access procedures: Individuals seeking access to records about themselves should address written inquiries to the Disaster Preparedness Officer, Naval Computer and Telecommunications Station, Key West, FL 33040-5000. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Military/civilian command sponsors requesting hurricane shelter for their families. Exemptions claimed for the system: None. N04650-1 System name: Personnel Transportation System. System location: All Personnel Support Activity Detachments and Navy Passenger Transportation Offices Worldwide and Administrative Support Unit, Bahrain. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Navy military personnel (active and retired), civilian employees of the Navy, dependents, Midshipmen, and other individuals authorized through Navy commands to travel at Government expense. Categories of records in the system: Applications for travel and, where applicable, for passports and visas; requests for extension of time limit on travel by retired members to home of record; requests for exceptions of policies/ procedures involving travel entitlements/eligibilities; supporting documents; correspondence, and approvals/disapprovals relating to the above records; travel arrangements in response to above applications. Authority for maintenance of the system: 5 U.S.C. 5701 et seq Travel, Transportation and Subsistence; 10 U.S.C. 2631-2635 and Chapter 7; 37 U.S.C. 404, Travel and Transportation Allowances-General; and E.O. 9397. Purpose(s): To provide official travel services; determine eligibility for transportation; to authorize or deny transportation; and otherwise manage the Navy-wide passenger transportation system. For audit or research purposes to obtain background information/data. 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 officials and employees of other departments and agencies of the Executive Branch of government, upon request, in the performance of their official duties related to the provision of transportation; diplomatic, official, and other no-cost passports; and visas to subject individuals. To Foreign embassies, legations, and consular offices--to determine eligibility for visas to respective countries, if visa is required. To Commercial Carriers providing transportation to individuals whose applications are processed through this system of records. When required by Federal statute, by Executive Order, or by treaty, personnel record information will be disclosed to the individual, organization, or governmental agency as necessary. The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Automated records may be stored on magnetic tapes/disks. Manual records in file folders or file-card boxes, and microfiche or microfilm. Retrievability: Automated records may be retrieved by Social Security Number and/ or name. Manual records are normally filed alphabetically by name of applicant, month, and fiscal year; applications for dependents travel are filed under name of sponsor. Safeguards: Manual records are maintained in file cabinets under the control of authorized personnel during working hours. The office space in which the file cabinets are located is locked outside of official working hours. Computer terminals are located in supervised areas. Computer terminals are controlled by password or other user code system. Retention and disposal: Records are retained for three years and then forwarded to the records center for retention for additional four years. After seven years, all records are destroyed. System manager(s) and address: Personnel Support Activity Detachments and Navy Passenger Transportation Offices Worldwide and Administrative Support Unit, Bahrain. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Policy Official: Chief of Naval Personnel, Bureau of Naval Personnel (Pers 332), 2 Navy Annex, Washington, DC 20370-3320. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the local activity where the request for transportation was initiated, and/or to intermediate activities (if applicable), or to the Chief of Naval Personnel (ATTN: Privacy Act Coordinator), Navy Department, Washington, DC 20370. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. The letter should contain full name, Social Security Number, address and signature of the requester. The individual may visit the activities and commands listed under LOCATION for assistance with the records maintained at the respective locations. Proof of identification will consist of Military Identification Card for persons having such cards. Others must present other positive personal identification, preferably picture-bearing. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the local activity where the request for transportation was initiated, and/or to intermediate activities (if applicable), or to the Chief of Naval Personnel (ATTN: Privacy Act Coordinator), Navy Department, Washington, DC 20370. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. The letter should contain full name, Social Security Number, address and signature of the requester. The individual may visit the activities and commands listed under LOCATION for assistance with the records maintained at the respective locations. Proof of identification will consist of Military Identification Card for persons having such cards. Others must present other positive personal identification, preferably picture-bearing. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual; member's service record/civilian personnel file; officials and employees of the Department of the Navy, Department of Defense, State Department; and other agencies of the Executive Branch and components thereof; foreign embassies, legations, and consular offices reporting approval/disapproval of visas; and carriers reporting on provision of transportation. Exemptions claimed for the system: None. N05000-1 System name: General Correspondence Files. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Commander in Chief, U.S. Joint Forces Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488. Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M. Smith, HI 96861-4028. Categories of individuals covered by the system: Individuals who have initiated correspondence with the Department of the Navy. Categories of records in the system: Incoming correspondence which may include name, address, telephone number, organization, date of birth, and Social Security Number of correspondent and supporting documentation. Files also contain copy of response letter and documentation required to prepare the response. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN). Purpose(s): To maintain a record of correspondence received and responses made. 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: The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and automated records. Retrievability: Name, organization, and date of correspondence. Safeguards: Access is provided on need-to-know basis only. Manual records are maintained in file cabinets under the control of authorized personnel during working hours. The office space in which the file cabinets are located is locked outside of official working hours. Computer terminals are located in supervised areas. Access to computerized data is controlled by password or other user code system. Retention and disposal: Retained for two years and then destroyed. System manager(s) and address: Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of system of records notices. The request should contain full name and date individual wrote to the activity or received a response. Request must be signed. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. The request should contain full name and date individual wrote to the activity or received a response. Request must be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual concerned and records collected by the activity to respond to the request. Exemptions claimed for the system: None. N05000-2 System name: Administrative Personnel Management System. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Commander in Chief, U.S. Joint Forces Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488. Commander in Chief, U.S. Pacific Command, P.O. Box 64028, Camp H.M. Smith, HI 96861-4028. Categories of individuals covered by the system: All civilian, (including former members and applicants for civilian employment), military and contract employees. Categories of records in the system: Records and correspondence needed to manage personnel and projects, such as Name, Social Security Number, date of birth, photo id, grade and series or rank/rate, etc., of personnel; location (assigned organization code and/or work center code); MOS; labor code; payments for training, travel advances and claims, hours assigned and worked, routine and emergency assignments, functional responsibilities, clearance, access to secure spaces and issuance of keys, educational and experience characteristics and training histories, travel, retention group, hire/termination dates; type of appointment; leave; trade, vehicle parking, disaster control, community relations, (blood donor, etc), employee recreation programs; retirement category; awards; biographical data; property custody; personnel actions/dates; violations of rules; physical handicaps and health/safety data; veterans preference; postal address; location of dependents and next of kin and their addresses; mutual aid association memberships; union memberships; qualifications; computerized modules used to track personnel data; and other data needed for personnel, financial, line, safety and security management, as appropriate. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN). Purpose(s): To manage, supervise, and administer programs for all Department of the Navy civilian and military personnel such as preparing rosters/locators; contacting appropriate personnel in emergencies; training; identifying routine and special work assignments; determining clearance for access control; record handlers of hazardous materials; record rental of welfare and recreational equipment; track beneficial suggestions and awards; controlling the budget; travel claims; manpower and grades; maintaining statistics for minorities; employment; labor costing; watch bill preparation; projection of retirement losses; verifying employment to requesting banking; rental and credit organizations; name change location; checklist prior to leaving activity; payment of mutual aid benefits; safety reporting/monitoring; and, similar administrative uses requiring personnel data. Arbitrators and hearing examiners in civilian personnel matters relating to civilian grievances and appeals. 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: The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's 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 and automated records. Retrievability: Name, Social Security Number, employee badge number, case number, organization, work center and/or job order, supervisor's shop and code. Safeguards: Password controlled system, file, and element access based on predefined need-to-know. Physical access to terminals, terminal rooms, buildings and activities' grounds are controlled by locked terminals and rooms, guards, personnel screening and visitor registers. Retention and disposal: Destroy when no longer needed or after two years, whichever is later. System manager(s) and address: Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. The request should include full name, Social Security Number, and address of the individual concerned and should be signed. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. The request should include full name, Social Security Number, and address of the individual concerned and should be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual, employment papers, other records of the organization, official personnel jackets, supervisors, official travel orders, educational institutions, applications, duty officer, investigations, OPM officials, and/or members of the American Red Cross. Exemptions claimed for the system: None. N05000-3 System name: Organization Locator and Social Roster. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Commander in Chief, U.S. Joint Forces Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488. Commander in Chief, U.S. Pacific Command, P.O. Box 64028, Camp H.M. Smith, HI 96861-4028. Categories of individuals covered by the system: Military and civilian personnel attached to the activity, Departments of the Navy and Defense, or other government agencies; family members; and guests or other invitees. Categories of records in the system: Manual or mechanized records. Includes information such as names, addresses, telephone numbers; official titles or positions and organizations; invitations, acceptances, regrets, protocol, and other information associated with attendants at functions. Locator records of personnel attached to the organization. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN). Purpose(s): To notify personnel of arrival of visitors; recall personnel to duty station when required; locate individuals on routine matters; provide mail distribution and forwarding addresses; compile a social roster for official and non-official functions; send personal greetings and invitations; and locate individuals during medical emergencies, facility evacuations, and similar threat situations. 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: The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Manual and automated records. Retrievability: Name, Social Security Number, and/or organization code. Safeguards: Documents are marked `FOR OFFICIAL USE ONLY--PRIVACY SENSITIVE' and are only distributed to those persons having an official need to know. Computerized records are password protected and only accessible by those persons with an official need to know. Retention and disposal: Records are destroyed upon update of roster to add/delete individuals who have arrived/departed the organization. System manager(s) and address: Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Request must be signed. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Request must be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual and records of the activity. Exemptions claimed for the system: None. N05041-1 System name: Inspector General (IG) Records. System location: Office of the Naval Inspector General, Building 200, 1014 N Street, SE, Suite 100, Washington DC 20374-5006; Inspector General offices at major commands and activities throughout the Department of the Navy and other naval activities that perform inspector general (IG) functions. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Any person who has been the subject of, witness for, or referenced in an Inspector General (IG) investigation, as well as any individual who submits a request for assistance or complaint to an Inspector General. Categories of records in the system: Letters/transcriptions of complaints, allegations and queries; tasking orders from the Department of Defense Inspector General, Secretary of the Navy, Chief of Naval Operations, and Commandant of the Marine Corps; requests for assistance from other Navy/Marine Corps commands and activities; appointing letters; reports of investigations, inquiries, and reviews with supporting attachments, exhibits and photographs; records of interviews and synopses of interviews; witness statements; legal review of case files; congressional inquiries and responses; administrative memoranda; letters and reports of action taken; referrals to other commands; letters to complainants and subjects of investigations; court records and results of nonjudicial punishment; letters and reports of adverse personnel actions; financial and technical reports. Authority for maintenance of the system: 10 U.S.C. 5014, Office of the Secretary of the Navy; 10 U.S.C. 5020, Naval Inspector General: details; duties; SECNAVINST 5430.57F, Mission and Functions of the Naval Inspector General, January 15, 1993. Purpose(s): To determine the facts and circumstances surrounding allegations or complaints against Department of the Navy personnel and/or Navy/ Marine Corps activities. To present findings, conclusions and recommendations developed from investigations and other inquiries to the Secretary of the Navy, Chief of Naval Operations, Commandant of the Marine Corps, or other appropriate Commanders. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders and computerized data base. Retrievability: By subject's or complainant's name; case name; case number; and other case fields. Safeguards: Access is limited to officials/employees of the command who have a need to know. Files are stored in locked cabinets and rooms. Computer files are protected by software systems which are password protected. Retention and disposal: Permanent. Retired to Washington National Records Center when four years old. Transfer to the National Archives and Records Administration when 20 years old. System manager(s) and address: Naval Inspector General, 1014 N Street, SE, Suite 100, Washington Navy Yard, Washington, DC 20374-5006 or the local command's IG office. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Naval Inspector General, 1014 N Street, SE, Suite 100, Washington Navy Yard, Washington, DC 20374-5006 or the relevant command's IG office. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. The request should include the full name of the requester and/or case number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Naval Inspector General, 1014 N Street, SE, Suite 100, Washington Navy Yard, Washington, DC 20374-5006 or the relevant command's IG office. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. The request should include the full name of the requester and/or case number. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Complainants; witnesses; Members of Congress; the media; and other commands or government agencies. Exemptions claimed for the system: Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 701, subpart G. For additional information contact the system manager. N05100-1 System name: Diving Log. System location: Naval Safety Center, 375 A Street, Norfolk, VA 23511-4399. Categories of individuals covered by the system: DoD and Coast Guard military and civilian employees who are involved in diving or who have been exposed to a hyperbaric environment. Categories of records in the system: Diving Log Report. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN). Purpose(s): To furnish the commanding officer with a summarized diving report for individuals attached to the unit and to monitor types of dives, equipment usage, and mishap trends. To evaluate the diving program of DoD and Coast Guard components. Pertinent individual records and/or statistical summaries prepared by Naval Safety Center analysts are also provided to all reporting echelons having a responsibility for the diving program and to the Navy Personnel Command, Bureau of Medicine and Surgery, Naval Audit Service, or other activities having responsibility for the administration or control of personnel assignments and hazardous duty payments. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic tape. Retrievability: Records may be selected based on any of the data elements contained in the file such as diver's name, Social Security Number, organization unit, type of dive and equipment used. Safeguards: A limited number of data processing personnel have access to the computer facility and to the magnetic tape files and computer programs. All requests for information received from activities or for purposes not directly related to the diving program must be approved by the Commander, Naval Safety Center or his designated representative. Retention and disposal: Permanent. Magnetic tape files contain all available records and are never purged. Reports are not transferred to a records center. System manager(s) and address: Director of Afloat Safety Programs, Naval Safety Center, 375 A Street, Norfolk, VA 23511-4399, Norfolk, VA 23511-5796. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Director of Afloat Safety Programs, Naval Safety Center, 375 A Street, Norfolk, VA 23511-4399. Requests should contain full name, address, military status and Social Security Number in order to determine if the system contains any records pertaining to them. Personal visitors will be required to produce military or comparable civilian identification cards. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to Director of Afloat Safety Programs, Naval Safety Center, 375 A Street, Norfolk, VA 23511-4399. Requests should contain full name, address, military status and Social Security Number in order to determine if the system contains any records pertaining to them. Personal visitors will be required to produce military or comparable civilian identification cards. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Commanding Officers of DoD and U.S. Coast Guard units conducting diving or hyperbaric exposure incident to diving. Exemptions claimed for the system: None. N05100-2 System name: Parachute Jump Program. System location: Naval Safety Center, 375 A Street, Norfolk, VA 23511-4399. Categories of individuals covered by the system: All Navy and Marine Corps personnel and trainees who participate in the premeditated parachute jumping and air drop activities. Categories of records in the system: Unit reports of each jump performed, which includes name of parachutist, Social Security Number, Unit Identification Code (UIC), and model of parachute; total jump activity survey reports; and annual jump activity reports. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN). Purpose(s): To track jump activities date for specific individuals or types of parachutes and correlate the information with parachute jump mishap data; analyze information to determine the relationship between various categories and combinations of jump experience and accident involvement. To provide results of these studies to all echelons within the Navy and Marine Corps having responsibility for jump operations, parachute training, and allocation of resources to and within the parachute jump program. To provide, upon request, an annual summary of jump activity by parachute type to each reporting individual for his/her verification and personnel records. Upon request, a detailed by jump report for a specified time frame is also provided. To provide records to the Chief of Naval Personnel for promotional screening, detailing, and compliance with minimum standards. To provide summaries of jump activity for Marine Corps personnel to the Commandant of the Marine Corps. To provide records of specific jump designated personnel to contractors, if required, for projects either funded by or deemed potentially valuable to the Department of the Navy. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Magnetic tape and computer printouts. Retrievability: Name, Social Security Number, Unit Identification Code (UIC), and model of parachute. Safeguards: Computer area is locked after hours and access is strictly controlled. Hard drive locked to preclude unauthorized access. Only two individuals have a key to access hard drive. Building is under 24 hour watch. Retention and disposal: Permanent. Magnetic tape files contain all available records and are never purged. System manager(s) and address: Director of Shore Safety Programs, Naval Safety Center, 375 A Street, Norfolk, VA 23511-4399. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director of Shore Safety Programs, Naval Safety Center, 375 A Street, Norfolk, VA 23511-4399. The request should include full name, Social Security Number, and address of the individual concerned and should be signed. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director of Shore Safety Programs, Naval Safety Center, 375 A Street, Norfolk, VA 23511-4399. The request should include full name, Social Security Number, and address of the individual concerned and should be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Navy and Marine Corps jumpers. Exemptions claimed for the system: None. N05100-3 System name: Safety Equipment Needs, Issues, Authorizations. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Commander in Chief, U.S. Joint Forces Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488. Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M. Smith, HI 96861-4028. Categories of individuals covered by the system: Personnel whose work requires them to wear, or are issued, protective clothing or equipment, including prescription safety lenses. Categories of records in the system: Listings, cards, and other records which list individuals requiring, authorized, or issued prescription or other safety equipment. Such listings may include name, Social Security Number, organization code, date equipment issued, date equipment returned, equipment I.D. number, etc. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN). Purpose(s): To determine who needs, is eligible, or has been authorized or issued prescription or other safety equipment for protection. 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: The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's 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 and automated records. Retrievability: Name, Social Security Number, or date equipment was issued. Safeguards: File areas are accessible only to authorized persons who are properly screened, cleared, and trained. Computer terminals/personal computers are password protected. Retention and disposal: Destroy when equipment is returned or inventoried. System manager(s) and address: Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the commanding officer of the activity where assigned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Requests should contain full name, Social Security Number, and date equipment was assigned (if known), and be signed. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the commanding officer of the activity where assigned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Requests should contain full name, Social Security Number, and date equipment was assigned (if known), and be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual. Exemptions claimed for the system: None. N05120-1 System name: Bond Accounting. System location: Decentralized, maintained by Issuing Agents for Savings Bonds. A list of decentralized locations is available from the Commander, Navy Accounting and Finance Center (NCF-123),Washington, DC 20376. Categories of individuals covered by the system: Civilian and Military Personnel of the Department of the Navy including contract employees who meet the requirement for ownership of savings bonds as outlined in Treasury Department Circular No. 530 as amended. Categories of records in the system: Files contain individual application and related records - The Bond Record File - Master Bond Record Card Control Account - The Master Control Account - Activity Subcontrol Accounts - Refund Subcontrol - Transfer Journal. Authority for maintenance of the system: 5 U.S.C. 301; Departmental Regulations. Purpose(s): To issue U.S. Savings Bonds; to provide an audit trail on requisition, control and issuance of bonds and to maintain the accounts. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Metal file cabinets equipped with a locking device - Paper records in metal filing cabinets - Microfilm. Retrievability: Retrieved by name, Social Security Number or payroll number. From the Federal Reserve Bank by numerical sequence by serial number shown on bond issued stub. Safeguards: Locked cabinets, with building or military base security. Access authorized to personnel engaged in payroll processing, disbursing, supervisory or management personnel, and auditors. Bond subscribers are authorized to receive information on their own records. Retention and disposal: Records are maintained for one year. Records are then forwarded to a Federal Records Center. System manager(s) and address: Commander, Navy Accounting and Finance Center (NCF-123), Washington, DC 20376. A list of decentralized locations is available from the system manager. Procedures are prescribed in Comptroller of the Navy Manual (NAVSO P-1000). Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Bond Issuing Office responsible for issuing bond if known. If unknown the inquiry should be submitted to Commander, Navy Accounting and Finance Center, NCF-123, Washington, DC 20376. Requester should provide full name, Social Security Number or payroll number, current address when requesting information. An individual is permitted to visit any Bond Issuing Agent Office for information and will be required to provide identification such as identification card (i.e., DOD Building Pass). Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Bond Issuing Office responsible for issuing bond if known. If unknown the inquiry should be submitted to Commander, Navy Accounting and Finance Center, NCF-123, Washington, DC 20376. Requester should provide full name, Social Security Number or payroll number, current address when requesting information. An individual is permitted to visit any Bond Issuing Agent Office for information and will be required to provide identification such as identification card (i.e., DOD Building Pass). Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Request for Bonds are filed by individuals who provide information on themselves. Other rated from the original request. Exemptions claimed for the system: None. N05211-1 System name: Privacy Act Request Files and Tracking System. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Commander in Chief, U.S. Joint Forces Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488. Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M. Smith, HI 96861-4028. Categories of individuals covered by the system: Individuals who request information concerning themselves which is in the custody of the Department of the Navy or who request access to or amendment of such records in accordance with the Privacy Act of 1974, as amended. Categories of records in the system: Letters, memoranda, legal opinions, messages, and miscellaneous documents relating to an individual's request for access to or amendment of records concerning that person, including letters authorizing release to another individual, lettters of denial, appeals, statements of disagreements, and related documents accumulated in processing requests received under the Privacy Act of 1974. Names, addresses, and other personal identifiers of the individual requester. Data base which tracks action from start to finish. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 552a, the Privacy Act of 1974, as amended; and E.O. 9397 (SSN). Purpose(s): To track, process, and coordinate individual requests for access and amendment of personal records; to process appeals on denials of requests for access or amendment to personal records; to compile information for reports, and to ensure timely response to requesters. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Navy's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, microform, microfilm, manual/ computerized data bases, and/or optical disk. Retrievability: Name of requester; year request filed; serial number of response letter; case file number; etc. Safeguards: Records are accessed by custodian of the record system and by persons responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms. Computerized data bases are password protected and accessed by individuals who have a need to know. Retention and disposal: Granted requests, responses to requests for non-existent records, responses to requesters who provide inadequate descriptions and responses to requesters who fail to pay agency reproduction fees that are not appealed are destroyed 2 years after date of reply; requests which are denied and are appealed are destroyed after 5 years; requests which are amended are retained for 4 years; requests for amendment which are refused are destroyed after 3 years; disclosure accounting forms are retained for the life of the record of 5 years after the disclosure, whichever is later; and privacy act databases are destroyed after 5 years. System manager(s) and address: Policy Official: Chief of Naval Operations (N09B10), 2000 Navy Pentagon, Washington, DC 20350-2000. Record Holders: Organizational elements of the Department of the Navy; Commander in Chief, U.S. Joint Forces Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488; and Commander in Chief, U.S. Pacific Command, P.O. Box 64028, Camp H.M. Smith, HI 96861-4028. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the commanding officer of the activity in question. Official mailing addresses are published in the Navy's compilation of systems of records notices. The request must be signed and contain the full name of the individual and one or more of the following kinds of information: Year request filed; serial number of response letter; case file number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the commanding officer of the activity in question. Official mailing addresses are published in the Navy's compilation of systems of records notices. The request must be signed and contain the full name of the individual and one or more of the following kinds of information: year request filed; serial number of response letter; case file number. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in Secretary of the Navy Instruction 5211.5D; 32 CFR part 701; or may be obtained from the system manager. Record source categories: From the individual, Navy organizations, Department of Defense components, and other Federal, state, and local government agencies. Exemptions claimed for the system: During the course of a Privacy Act (PA) action, exempt materials from other systems of records may become part of the case records in this system of records. To the extent that copies of exempt records from those `other' systems of records are entered into these PA case records, the Department of the Navy hereby claims the same exemptions for the records as they have in the original primary systems of records which they are a part. Department of the Navy exemption rules have been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) published in 32 CFR part 701, subpart G. For additional information contact the system manager. N05233-2 System name: Command Management Information System (CMIS). System location: Naval Computer and Telecommunications Station, Washington, 901 M Street, Southeast, Building 143, Washington Navy Yard, Washington, DC 20374-5069. Categories of individuals covered by the system: Current employee assigned military personnel, contractor personnel and those separated within the current five fiscal years. Categories of records in the system: Individual's Social Security Number, date of birth, home address, home telephone number, education level, sex, race or ethnic group. Other types of records integrated with personnel records include: (a) Status of travel orders during the previous fiscal year; (b) vehicle identification for parking control purposes; (c) manual privacy log containing a history of accesses made to any of the privacy protected data; (d) record of personnel actions issued; (e) training data extracted from the Individual Development Plan (IDP); (f) history of all promotions associated with employment at Naval Computer and Telecommunications Station (NAVCOMTELSTA) Washington; (g) listing of security accesses; (h) manpower costs for all personnel distributed by project and task; and (i) data relating to projects or endeavors that individuals have worked on. This data deals with costs and milestone monitoring. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 42 U.S.C. 2000e et seq.; 44 U.S.C. 3101; and E.O. 9397 (SSN). Purpose(s): To manage personnel, monitor projects and manage financial data. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Records are maintained on magnetic disk and on magnetic tape. Retrievability: CMIS users obtain information by means of either a query or a request for a standard report. Personnel data may be indexed by any data item although the primary search key is the badge number. Safeguards: Access to building is protected by a Card Access System and uniformed guards requiring positive identification for admission. The computer room where data is physically stored is protected by a cipher lock. The system is protected by user account number and password sign-on, data base authority, set and item authority for list, add, delete, and update. Retention and disposal: An individual's Personnel Master Data Set record is retained in the data base as long as they are actively employed with the Command. The on-line personnel data set is purged of all records of separated personnel at the end of each fiscal year. Historical data may be kept for five years on separate tape files and then destroyed. System manager(s) and address: Director, Resources Management Directorate (N1) NAVCOMTELSTA, Washington, 901 M Street, Southeast, Building 143, Washington Navy Yard, Washington, DC 20374-5069. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Resources Management Directorate (N1) NAVCOMTELSTA, Washington, 901 M Street, Southeast, Building 143, Washington Navy Yard, Washington, DC 20374-5069. Individual should provide full name and signature of the individual concerned and his/her Social Security Number indicated on the letter. For personal visits, the individual should be able to provide some acceptable form of identification, i.e., driver's license, etc. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Resources Management Directorate (N1) NAVCOMTELSTA, Washington, 901 M Street, Southeast, Building 143, Washington Navy Yard, Washington, DC 20374-5069. Individual should provide full name and signature of the individual concerned and his/her Social Security Number indicated on the letter. For personal visits, the individual should be able to provide some acceptable form of identification, i.e., driver's license, etc. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in this system comes from the individual to whom it applies, from security agencies to which application for clearances have been made, and from agencies' various administrative departments. Exemptions claimed for the system: None. N05300-3 System name: Faculty Professional Files. System location: Superintendent, Naval Postgraduate School, Monterey, CA 93943- 5100. Categories of individuals covered by the system: Faculty personnel employed by the Naval Postgraduate School and individuals applying for positions. Categories of records in the system: Faculty academic promotion/tenure case evaluation files and faculty professional status and accomplishment file. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): Promotion/tenure case evaluation files are used by Department Chairmen, Deans, and the Superintendent to determine the ranking, promotion tenure reappointment and evaluation of faculty personnel. Faculty professional status and accomplishment files constitute official record of employment. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records: Storage: File folders. Retrievability: Name. Safeguards: During working hours, records are secured within locked file drawers within departmental offices to which only authorized personnel have access. After working hours, records are kept within locked file drawers within secured offices located within a locked building which is part of a naval facility to which entry is restricted. Retention and disposal: Faculty academic promotion/tenure case evaluation files are destroyed upon personnel action completion. Faculty professional status and accomplishment files are retained in a permanent file. System manager(s) and address: Provost, Naval Postgraduate School (Code 01), Monterey, CA 93943- 5100. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Provost, Naval Postgraduate School (Code 01), Monterey, CA 93943-5100. Requests should contain full name and address of the individual concerned and should be signed. Record access procedures: Individuals seeking access to records about themselves in this system of records should address written inquiries to the Provost, Naval Postgraduate School (Code 01), Monterey, CA 93943-5100. Requests should contain full name and address of the individual concerned and should be signed. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in this system comes from previous employers, educational background, correspondence, peer evaluations, supervisory evaluations and student evaluations of teaching. Exemptions claimed for the system: Parts of this system may be exempt pursuant to 5 U.S.C. 552a(k)(5), as applicable. An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2) and (3), (c) and (e) and published in 32 CFR part 701, subpart G. For additional information contact the system manager. N05300-4 System name: Personnel Management and Training Research Statistical Data System. System location: Commanding Officer, U.S. Navy Personnel Research and Development Center, 53335 Ryne Road, San Diego, CA 92152-7250. Categories of individuals covered by the system: U.S. Navy and Marine Corps Personnel and applicants thereto: Active duty, reserve, prior service, dependents, retired, and Department of the Navy civilians from 1951 to present. (Only samples of data from each category are on file, depending on research study.) Categories of records in the system: Performance, attitudinal, biographical, aptitude, vocational interest, demographic, physiological. Data in any file are limited, depending on purpose of the research study. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): The data are used solely by Navy Personnel Research and Development Center researchers who analyze them statistically to arrive at recommendations to management on such topics as: Comparison of different training methods, selection tests, equipment designs, or policies relating to improving race relations and decreasing drug abuse. In no case are the data used for other than statistical purposes; that is, the data are not used in making decisions affecting specific individuals as individuals. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Magnetic tapes, magnetic disk, and print. Retrievability: Records are retrievable by name, Social Security Number, or service/file numbers, but such identifying information is used only to permit collation of data for statistical analysis, and is not used for retrieval of individual records. Safeguards: Access to building is controlled. Badge system is used to enter Center; 24 hour guard maintained on a fenced compound; control of visitors; data bank users having special access codes; and, access limited to only designated personnel. Retention and disposal: Records are destroyed five years after termination of a research project. They are maintained within the confines of the Research Center. Destruction is accomplished by degaussing magnetic tapes and disks, and shredding paper products. System manager(s) and address: Director, Personnel and Organizational Assessment Department, Code 12, Navy Personnel Research and Development Center, 53335 Ryne Road, San Diego, CA 92152-7250. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Personnel and Organizational Assessment Department, Code 12, Navy Personnel Research and Development Center, 53335 Ryne Road, San Diego, CA 92152-7250. Research Center files are organized by research study. To determine if Center files contain information concerning himself, an individual would have to specify time and place of participation in the research, unit to which attached at the time, and descriptive information about the study so that appropriate data may be located. For a personal visit, please contact the system manager. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Personnel and Organizational Assessment Department, Code 12, Navy Personnel Research and Development Center, 53335 Ryne Road, San Diego, CA 92152-7250. Research Center files are organized by research study. To determine if Center files contain information concerning himself, an individual would have to specify time and place of participation in the research, unit to which attached at the time, and descriptive information about the study so that appropriate data may be located. For a personal visit, please contact the system manager. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The source depends on purpose and nature of study: From the subjects themselves, educational institutions, supervisors, peers, instructors, spouses, and job sample tests. Exemptions claimed for the system: None. N05300-6 System name: Armed Forces Staff College Administrative Data System. System location: Armed Forces Staff College, 7800 Hampton Boulevard, Norfolk, VA 23511-6097. Categories of individuals covered by the system: Individuals who have attended or will attend Armed Forces Staff College (AFSC) and those who are assigned to staff or faculty at AFSC. Categories of records in the system: Individual's name; Social Security Number; age; sex; service specialty; engineering, logistics, or intelligence experience; rank; work room assignment; marital status; spouse's name; number, names and ages of dependents; seminar assignments; date of rank; years commissioned service; aero rating; Vietnam experience; smoker indicator; source of commission; examination results; education level; auditorium seat; address and telephone number of student while attending course; next duty assignment; major writing exercise grade; and recommendation for faculty assignment. The data items maintained on the historical file are name, Social Security Number, military service, class number, major writing exercise grade, and recommendation for future faculty assignment. Authority for maintenance of the system: 10 U.S.C. 5031. Purpose(s): To maintain a data base that will permit the Armed Forces Staff College to keep track of student's examinations, evaluations and grades; to assign base housing; to achieve a uniform distribution of students at seminars based upon student's experience and military service affiliation; and to maintain a historical file of recommendations for future faculty assignments of students. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Records are maintained on magnetic disk, magnetic tape, and hard copy forms. Retrievability: AFSC users obtain information by means of standard reports or update programs. Safeguards: Access to building is protected by uniformed guards who require positive identification for admission after hours. System information is protected by port access restrictions and user password sign-on software. Retention and disposal: The record of an individual in the current class is retained on disk and will be available for on-line access. Student information is kept in a historical file for all past classes. The historical file is also retained on disk and will be available for on-line access. An individual's class record will be retained for one year after graduation and then destroyed. There are currently no plans to discard the historical file information. System manager(s) and address: Commanding Officer, Naval Administrative Command, and Dean, Department of Academic Support, Armed Forces Staff College, 7800 Hampton Boulevard, Norfolk, VA 23511-6097. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding Officer, Naval Administrative Command, and Dean, Department of Academic Support, Armed Forces Staff College, 7800 Hampton Boulevard, Norfolk, VA 23511-6097. Requesting individuals should specify their full names. Visitors should be able to identify themselves by a commonly recognized evidence of identity. Written requests must be signed by the requesting individual. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding Officer, Naval Administrative Command, and Dean, Department of Academic Support, Armed Forces Staff College, 7800 Hampton Boulevard, Norfolk, VA 23511-6097. Requesting individuals should specify their full names. Visitors should be able to identify themselves by a commonly recognized evidence of identity. Written requests must be signed by the requesting individual. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in this system comes from the individual to whom it applies and from the individual's seminar chairman. Exemptions claimed for the system: None. N05330-2 System name: Naval Aviation Depot Workload Control System. System location: Naval Aviation Depots; Naval Computer and Telecommunications Stations (NAVCOMTELSTAs) located at Alameda and San Diego, CA and Jacksonville and Pensacola, FL; Naval Computer and Telecommunications Area Master Station Atlantic (NCTAMS LANT); Regional Automated Services Center (RASC), Marine Corps Air Station, Cherry Point, NC. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. Categories of individuals covered by the system: Civilian employees and naval personnel assigned to the Naval Aviation Depots. Categories of records in the system: Individual's name, Social Security Number, employee number, pay prefix, hourly pay rate, pay grade, computation date, age, sex, date and place of birth, home address and telephone number, physical examination schedules and types, licenses, courses taken, trade skills, occupation titles and codes, and workhour statistics. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397. Purpose(s): To collect, edit, validate, and process employee's workhours in order to calculate labor expenditures of an employee and assure proper pay entitlement coding. System also tracks the availability, location, and status of manpower. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of system of record notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic disk, tape, and hard copy forms. Retrievability: Employee number or Social Security Number. Safeguards: System information is protected by user account number and password sign-on, data base access authority, data set, data item authority for lost, add, update and delete, and individual authority tables. Each location has established physical security protection for their respective computers and terminals. Retention and disposal: Ten years and then destroyed. System manager(s) and address: WCS Project Manager, Naval Aviation Depot (Code 501), Cherry Point, NC 28533-5030. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the WCS Project Manager, Naval Aviation Depot (Code 501), Cherry Point, NC 28533-5030 or the head of Naval Aviation Depot where employed. The request should include full name, Social Security Number, and address of the individual concerned and should be signed. Record access procedure: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the WCS Project Manager, Naval Aviation Depot (Code 501), Cherry Point, NC 28533-5030 or the head of the Naval Aviation Depot where employed. The request should include full name, Social Security Number, and address of the individual concerned and should be signed. Contesting record procedure: The Department of the Navy rules for accessing records and contesting contents and appealing determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual and Naval Aviation Depots. Exemptions claimed for the system: None. N05350-1 System name: Navy Drug and Alcohol Program System. System location: Primary location: Navy Personnel Command (NPC-602), 5720 Integrity Drive, Millington, TN 38055-6000. Decentralized locations: Navy Alcohol Rehabilitation Centers, Navy Alcohol Rehabilitation Departments in Naval Hospitals, Counseling and Assistance Centers, Personal Responsibility and Values Education and Training Program Offices, Navy Drug Screening Laboratories, Navy Personnel Command (Drug and Alcohol Program Management Activity), and local activities to which an individual is assigned. Addresses are contained in a directory which is available from the Commander, Navy Personnel Command (NPC-602), 5720 Integrity Drive, Millington, TN 38055-6000. Categories of individuals covered by the system: Navy personnel (officers and enlisted) who have been identified as drug or alcohol abusers or who are out of Navy body fat standards and may be obese/compulsive over eaters, and who are subsequently screened or referred for remedial education, outpatient counseling, or residential rehabilitation; counselors, counselor interns, and counselor applicants; Navy personnel who attend the Personal Responsibility and Values Education and Training Program for preventive education; dependents and civilians, where authorized, who participate in preventive and remedial education programs, outpatient counseling, and residential rehabilitation; and officer, enlisted, and civilian rehabilitation, and drug testing. Categories of records in the system: Documentation containing demographic data, screening and assessment information, progress notes, medical and laboratory data, narrative summaries of treatment, aftercare plans, and other information pertaining to a member's participation in substance abuse education, counseling, and rehabilitation programs. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. para 1090; 42 U.S.C. 290dd-2; and E.O. 9397 (SSN). Purpose(s): To train, educate, identify, screen, counsel, rehabilitate, and monitor the progress of individuals in drug and alcohol abuse programs and programs for those members who are obese/compulsive over eaters. Information is used to screen and evaluate the certified counselors, counselor interns, and counselor applicants throughout the course of their duties. 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: In order to comply with the provisions of 42 U.S.C. 290dd-2, the Navy's `Blanket Routine Uses' do not apply to this system of records. Specifically, records of the identity, diagnosis prognosis, or treatment of any client/patient, irrespective of whether or when he/ she ceases to be client/patient, maintained in connection with the performance of any alcohol or drug abuse or obesity/compulsive overeating prevention, education, training, treatment, rehabilitation or research which is conducted, regulated, or directly or indirectly assisted by any department or agency of the United States, except as provided therein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. This statute takes precedence over the Privacy Act of 1974 in regard to accessibility of such records, except to the individual to whom the record pertains. The content of any record may be disclosed in accordance with prior written consent of the patient with respect to whom such record is maintained, but only to such extent, under such circumstances, and for such purposes as may be allowed under such prescribed regulations. Information from records may be released without the member's consent in the following situations: To medical personnel to the extent necessary to meet a bona fide medical emergency. To qualified personnel for the purpose of conducting scientific research, management audits, or program evaluation, but such personnel may not identify, directly, or indirectly any individual patient in any report of such research, audit or evaluation, or otherwise disclose patient identities in any manner. If authorized by an appropriate order of a court of competent jurisdiction granted after application showing good case therefore. In accessing good cause, the court shall weigh the public interest and the need for disclosure against the injury to the patient, to the physician-patient relationship and to the treatment services. Upon the granting of such order, the court, in determining the extent to which any disclosure of all or any part of any record is necessary, shall impose appropriate safeguards against unauthorized disclosures. The above prohibitions foe not apply to any interchange of records within the Armed Forces or within those components of the Department of Veterans Affairs furnishing health care to veterans or between such components and the Armed Forces. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated records may be on computer disks (both hard drive and floppy), magnetic tapes, and drums. Manual records may be stored in paper file folders, computer printouts, microfiche, or microfilm. Retrievability: Name and Social Security Number. Safeguards: Computer facilities are located in restricted areas accessible only to authorized persons that are properly screened, cleared and trained. Manual records and computer printouts are available only to authorized personnel having a need-to-know. Retention and disposal: Manual records are maintained for two years (Level I/II) or three years (Level III) and then retired to the nearest Federal Records Center. Automated records are maintained indefinitely. System manager(s) and address: Commander, Navy Personnel Command (NPC-602), 5720 Integrity Drive, Millington, TN 38055-6000. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commander, Navy Personnel Command (NPC-602), 5720 Integrity Drive, Millington, TN 38055-6000, or to the naval activity providing treatment. Addresses are contained in a directory which is available from the Commander, Navy Personnel Command (NPC-602), 5720 Integrity Drive, Millington, TN 389055-6000. The letter should contain full name, Social Security Number, rank/rate, military status, and signature of the requester. The individual may visit the Bureau of Naval Personnel, 2 Navy Annex, Washington, DC 20370-5001, for assistance with records located in that building; or the individual may visit the local activity to which attached for access to locally maintained records. Proff of identification will consist of Military Identification Card for persons having such cards, or other picture-hearing identification. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Commander, Navy Personnel Command (NPC-602), 5720 Integrity Drive, Millington, TN 38055-6000 or to the naval activity providing treatment. Addresses are contained in a directory which is available from the Commander, Navy Personnel Command (NPC-602), 5720 Integrity Drive, Millington, TN 38055-6000. The letter should contain full name, Social Security Number, rank/rate, military status, and signature of the requester. The individual may visit the Navy Personnel Command (NPC-602), 5720 Integrity Drive, Millington, TN 38055-6000 for assistance with records located in that building; or the individual may visit the local activity to which attached for access to locally maintained records. Proof of identification will consist of Military Identification Card for persons having such cards, or other picture- bearing identification. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: DOD/DON officials; notes and documents from Service Jackets and Medical Records; and general correspondence concerning the individual. Exemptions claimed for the system: None. N05354-1 System name: Equal Opportunity Management Information System. System location: Primary location: Bureau of Naval Personnel, 2 Navy Annex, Washington, DC 20370-5001; local activity to which individual is attached. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. Commander in Chief, U.S. Atlantic Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488. Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M. Smith, HI, 96861-4028. Secondary location: Department of the Navy activities in the chain of command between the local activity and the headquarters level. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. Categories of individuals covered by the system: Military personnel who are involved in formal or informal complaints or investigations involving aspects of equal opportunity; and/or who have initiated, or were the subject of correspondence concerning aspects of equal opportunity. Categories of records in the system: Correspondence and records concerning incident data, endorsements and recommendations, formal and informal complaints and investigations concerning aspects of equal opportunity. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): To assist in equal opportunity measures, including but not limited to, complaints, investigations, and correspondence. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated records may be stored on magnetic tapes, disc, and drums. Manual records may be stored in paper files, microfiche, or microform. Retrievability: Filed alphabetically by last name of individual concerned. Safeguards: Computer facilities are located in restricted areas accessible only to authorized persons that are properly screened, trained and cleared. Manual records and computer printouts are available only to authorized personnel having a need to know. Retention and disposal: Records maintained for two years and then destroyed. System manager(s) and address: Chief of Naval Personnel (Pers 06), Bureau of Naval Personnel, 2 Navy Annex, Washington, DC 20370-5001. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Chief of Naval Personnel (Pers 06), Bureau of Naval Personnel, 2 Navy Annex, Washington, DC 20370-5001; or to the local activity where assigned. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. The letter should contain full name and signature of the requester. The individual may visit the Chief of Naval Personnel, Bureau of Naval Personnel, 2 Navy Annex, Washington, DC 20370-5001, for assistance with records located in that building; or the individual may visit the local activity to which attached for access to locally maintained records. Proof of identification will consist of Military Identification Card for persons having such cards, or other picture-bearing identification. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief of Naval Personnel (Pers 06), Bureau of Naval Personnel, 2 Navy Annex, Washington, DC 20370-5001; or, in accordance with the Directory of Department of the Navy Mailing Addresses (i.e., local activities). The letter should contain full name and signature of the requester. The individual may visit the Chief of Naval Personnel, Bureau of Naval Personnel, 2 Navy Annex, Washington, DC 20370-5001, for assistance with records located in that building; or the individual may visit the local activity to which attached for access to locally maintained records. Proof of identification will consist of Military Identification Card for persons having such cards, or other picture-bearing identification. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Federal, state, and local court documents; military investigatory reports; general correspondence concerning individual. Exemptions claimed for the system: Parts of this system may be exempt under the provisions of 5 U.S.C. 552a(k)(1) and (k)(5), as applicable. An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2) and (3), (c) and (e) and published in 32 CFR Part 701, subpart G. For additional information contact the system manager. N05370-1 System name: Statements of Employment (Regular Retired Officers). System location: Commanding Officer, Navy Finance Center Anthony J Celebrezze, Federal Building, Cleveland, OH 44199 and Marine Corps Finance Center, Kansas City, MO 64197 Categories of individuals covered by the system: All Navy and Marine Corps Regular retired officers who have filed a Statement of Employment (DD Form 1357). Categories of records in the system: The information is typically contained in the individual's pay account file and occasionally accompanied by correspondence from, to, or concerning individuals in the above-stated category. Authority for maintenance of the system: 5 U.S.C. 301, 3326; 18 U.S.C. 207, 281, 283; 37 U.S.C. 801; 44 U.S.C. 3101; U.S. Const., Art. I, 9, CL. 8. Purpose(s): To determine whether the retiree has or may have a conflict of interest or is engaging in prescribed post-retirement employment activities. In some cases, the information is provided to the Judge Advocate General to serve as basis for advisory opinions on the legality and possible penial and civil consequences of post- retirement employment activities and related conflicts of interests and standards of conduct questions. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To officials and employees of the Department of Justice and other law enforcement and investigation agencies in instances of suspected violations of conflict of interests and related standards of conduct. To the Comptroller General or any of his authorized representatives, upon request, in the course of the performance of duties of the General Accounting Office relating to instances of suspected violations of conflict of interests and related standards of conduct. The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Records are maintained in file folders. Retrievability: By name or Social Security Number of the individual concerned. Safeguards: Files are maintained in file cabinets under the control of authorized personnel during working hours; the office space in which the file cabinets are located is locked outside of official working hours. Retention and disposal: Records are maintained at the above-stated locations for up to two years after the death of the individual concerned, at which time they are transferred to the Federal Records Center, Mechanicsburg, PA, in the case of Navy personnel, and to the Federal Records Center, Kansas City, MO in the case of Marine Corps personnel. System manager(s) and address: For Navy Regular retired officers seeking to determine whether information about themselves is contained in this system should address written inquiries to the Comptroller of the Navy, Navy Department, Washington, DC 20350. For Marine Corps Regular retired officers seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding Officer, Marine Corps Finance Center, 1500 East Bannister Road, Kansas City, MO 64197 Notification procedure: Navy Regular retired officers seeking to determine whether information about themselves is contained in this system should address written inquiries to the Comptroller of the Navy, Navy Department, Washington, DC 20350. For Marine Corps Regular retired officers seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding Officer, Marine Corps Finance Center, 1500 East Bannister Road, Kansas City, MO 64197 Information may be obtained by written request which adequately identifies the system of records and the individual about whom the record is kept (i.e., full name and Social Security Number); the written request must be signed by the requesting individual. Record access procedures: Navy Regular retired officers seeking access to information about themselves contained in this system should address written inquiries to the Comptroller of the Navy, Navy Department, Washington, DC 20350. For Marine Corps Regular retired officers seeking access to information about themselves contained in this system should address written inquiries to the Commanding Officer, Marine Corps Finance Center, 1500 East Bannister Road, Kansas City, MO 64197 Information may be obtained by written request which adequately identifies the system of records and the individual about whom the record is kept (i.e., full name and Social Security Number); the written request must be signed by the requesting individual. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The information is obtained from the individual to whom the record pertains. Exemptions claimed for the system: None. N05370-2 System name: Financial Interest Disclosure Statements. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Commander in Chief, U.S. Joint Forces Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488. Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M. Smith, HI 96861-4028. Categories of individuals covered by the system: Individuals required to file SF 450, SF 278, and/or DD Form 1787. Categories of records in the system: SF 450, Confidential Statement of Affiliations and Financial Interests; SF 278, Financial Disclosure Report; DD Form 1787, Report of DOD and Defense Related Employment; Position Descriptions; and related information. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; Public Law 95-521, Ethics in Government Act of 1978; E.O. 11222; and E.O. 9397 (SSN). Purpose(s): To permit supervisors, counselors, and other responsible DON officials to determine whether there are actual or apparent conflicts of interests between members' or employees' present and prospective official duties and their nonfederal affiliations and financial interests. 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: The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's 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 and automated records. Retrievability: Name. Safeguards: Information is locked in a file cabinet accessible to authorized personnel only. Retention and disposal: SF 450 and a complete record of all action taken thereon are retained for a period of six years in a central location within the command or activity to which the reporting official was assigned at the time of filing, after which they will be destroyed. SF 278 and DD Forms 1787 are retained for six years from the date of filing, and then destroyed unless needed for any investigation in which case they shall be held pending completion of the investigation. System manager(s) and address: Policy Officials: General Counsel of the Navy, 720 Kennon Street SE, Room 214, Washington Navy Yard, DC 20374-5012 and Judge Advocate General, 1322 Patterson Avenue SE, Suite 3000, Washington Navy Yard, DC 20375-5066. Record Holder: Commanding Officer or head of the organization in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commanding Officer or head of the activity where they filed the forms. Written requests should contain full name and must be signed by the individual. Record access procedures: Individuals seeking access to records about themselves should address written inquiries to the Commanding Officer or head of the activity where they filed the forms. Written requests should contain full name and must be signed by the individual. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual concerned, his/her supervisor, and ethics counselor. Exemptions claimed for the system: None. N05380-1 System name: Combined Federal Campaign/Navy Relief Society. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Commander in Chief, U.S. Joint Forces Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488. Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M. Smith, HI 96861-4028. Categories of individuals covered by the system: All assigned personnel. Categories of records in the system: Names, addresses, Social Security Numbers, payroll identifying data, contributor cards and lists. Authority for maintenance of the system: E.Os 10927 and 12353, E.O. 9397 (SSN). Purpose(s): To manage the Combined Federal Campaign and Navy Relief Society Fund drives and provide the respective campaign coordinator with necessary information. 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: The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Manual and computerized records. Retrievability: Name, Social Security Number, and organization. Safeguards: Access is provided on need-to-know basis only. Manual records are maintained in file cabinets under the control of authorized personnel during working hours. The office space in which the file cabinets are located is locked outside of official working hours. Computer terminals are located in supervised areas. Access to computerized data is controlled by password or other user code system. Retention and disposal: Records are maintained for one year or completion of next equivalent campaign and then destroyed. System manager(s) and address: Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the commanding officer of the naval activity where currently or previously employed. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. The request should include full name, Social Security Number, address of the individual concerned, and should be signed. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the commanding officer of the naval activity where currently or previously employed. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. The request should include full name, Social Security Number, address of the individual concerned, and should be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual; payroll files; personnel files. Exemptions claimed for the system: None. N05420-1 System name: Field Naval Aviator Evaluation Board (FNAEB). System location: Commander, Naval Air Force, U.S. Pacific Fleet, NAS North Island, San Diego, CA 92135-7051. Commander, Naval Air Force, U.S. Atlantic Fleet, 1279 Franklin Street, Norfolk, VA 23511-2494. Categories of individuals covered by the system: All active duty and reserve Naval Aviators for which a Field Naval Aviator Evaluation Board has been conducted. Categories of records in the system: Field Naval Aviator Evaluation Board (FNAEB) reports, endorsements, witness statements, extracts from medical and personnel records. Data base consists of name, Social Security Number, race, sex, squadron, carrier wing (CVW), type aircraft, total hours, reason for FNAEB, board results, final disposition, probationary terms, and probationary status. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; OPNAV Instruction 5420.1, Field Naval Aviator Evaluation Board Procedures; and E.O. 9397 (SSN). Purpose(s): To maintain a database of all naval aviators who have had a Field Naval Aviator Evaluation Board (FNAEB) conducted and to maintain copies of FNAEB reports. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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 and automated records. Retrievability: Name and Social Security Number. Safeguards: During the processing of the FNAEB, access to the information is limited and records are transferred as `FOR OFFICIAL USE ONLY.' Files are maintained in file cabinets under the control of authorized personnel during working hours; the office space in which the file cabinets are located is locked outside official working hours. Automated records are password protected. Retention and disposal: Information is retained until no longer needed for research and then destroyed. System manager(s) and address: Policy official: Chief of Naval Operations (N88), 2000 Navy Pentagon, Washington, DC 20350-2000. Record holder: Commander Naval Air Force, U.S. Pacific Fleet, NAS North Island, PO Box 457051, San Diego, CA 92135-7051. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commander Naval Air Force, U.S. Pacific Fleet, NAS North Island, PO Box 457051, San Diego, CA 92135-7051. Request should include full name, Social Security Number and date of Field Naval Aviator Evaluation Board. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Commander Naval Air Force, U.S. Pacific Fleet, NAS North Island, PO Box 457051, San Diego, CA 92135-7051. Request should include full name, Social Security Number, and date of Field Naval Aviator Evaluation Board. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual, accident report, training command data, Field Naval Aviator Evaluation Board report. Exemptions claimed for the system: None. N05500-1 System name: Security Inspection and Violation System. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Commander in Chief, U.S. Joint Forces Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488. Commander in Chief, U.S. Pacific Command, P.O. Box 64028, Camp H.M. Smith, HI 96861-4028. Categories of individuals covered by the system: Individuals involved in security violations. Categories of records in the system: Security violation reports, security inspection reports. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN). Purpose(s): To identify problem areas in security indoctrination, to alert command management officials to areas which present larger than normal security problems and identify personnel who are cited as responsible for non-compliance with procedures. 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: The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders, card files, personal computers, and magnetic tape. Retrievability: Name, Social Security Number, Case number, organization. Safeguards: Access provided on a need-to-know basis only. Manual records are maintained in file cabinets under the control of authorized personnel during working hours. The office space in which the file cabinets are located is locked outside of official working hours. Computer terminals are located in supervised areas. Access is controlled by password or other user code system. Retention and disposal: Records are destroyed 2 years after completion of final corrective or disciplinary action. System manager(s) and address: Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Requests must be signed and contain the individual's name and Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Requests must be signed and contain the individual's name and Social Security Number. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual; records of the activity; investigator's reports; witness statements. Exemptions claimed for the system: None. N05512-1 System name: Vehicle Control System. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Commander in Chief, U.S. Joint Forces Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488. Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M. Smith, HI 96861-4028. Categories of individuals covered by the system: Individuals who have registered their vehicles, boats, or trailers at a Navy/combatant command installation; individuals who have applied for a Government Motor Vehicle Operator's license; and individuals who possess a Government Motor Vehicle Operator's license with authority to operate government vehicles. Categories of records in the system: File contains records of each individual who has registered a vehicle on the installation concerned to include decal data, insurance information, state of registration and identification. Applications may contain such information as name, date of birth, Social Security Number, Driver's license information (i.e., height, weight, hair and eye color), place of employment, driving record, Military I.D. information, etc. File also contains records/notations of traffic violations, citations, suspensions, applications for government vehicle operator's I.D. card, operator qualifications and record licensing examination and performance, record of failures to qualify for a Government Motor Vehicle Operator's permit, record of government motor vehicle and other vehicle's accidents, and information on student driver training. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN). Purpose(s): To provide a record of each individual who has registered a vehicle in an installation to include a record on individuals authorized to operate official government vehicles. 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: The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's 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 records in file folders, card files, computerized data base and on magnetic tape. Retrievability: Name, Social Security Number, case number, and organization. Safeguards: Limited access provided on a need-to-know basis only. Information maintained on computers is password protected. Files maintained in locked and/or guarded office. Retention and disposal: Records are maintained for one year after transfer or separation from the installation concerned. Paper records are then destroyed and records on magnetic tapes erased. System manager(s) and address: Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commanding Officer or head of the activity where assigned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Written requests should contain full name and Social Security Number, and request must be signed. Record access procedures: Individuals seeking access to records about themselves should address written inquiries to the Commanding Officer or head of the activity where assigned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Written requests should contain full name and Social Security Number, and requests must be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual concerned, driving record, insurance papers, activity correspondence, investigators reports, and witness statements. Exemptions claimed for the system: None. N05512-2 System name: Badge and Access Control System. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Commander in Chief, U.S. Joint Forces Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488. Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M. Smith, HI 96861-4028. Categories of individuals covered by the system: Individuals considered or seeking consideration for access to space under the control of the Department of the Navy/combatant command and any visitor (military, civilian, or contractor) requiring access to a controlled facility. Categories of records in the system: Visit requests for permission to transact commercial business, visitor clearance data for individuals to visit a naval base/ activity/contractor facility; barring lists and letters of exclusion, and badge/pass issuance records. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; OPNAVINST 5530.14C, DON Physical Security and Loss Prevention; and E.O. 9397 (SSN). Purpose(s): To maintain all aspects of proper access control; to issue badges; replace lost badges; to retrieve passes upon separation; to maintain visitor statistics; and collect information to adjudicate access. 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 designated contractors, Federal agencies and foreign governments for the purpose of granting Navy officials access to their facility. The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders, card files, magnetic tape, personal computers, and electronic badging system. Retrievability: Name, Social Security Number, Case number, organization, and company name. Safeguards: Access is provided on a need-to-know basis only. Manual records are maintained in file cabinets under the control of authorized personnel during working hours. The office space in which the file cabinets are located is locked outside of official working hours. Computer terminals are located in supervised areas. Access is controlled by password or other user code system. Retention and disposal: Badges and passes are destroyed three months after return to issuing office. Records of issuance are destroyed six months after new accountability system is established or one year after final disposition of each issuance record is entered in retention log or similar record, whichever is earlier. Visit request records are destroyed two years after final entry or two years after date of document, whichever is later. System manager(s) and address: Policy Official for Security Badges: Chief of Naval Operations (N09N2), 2000 Navy Pentagon, Washington, DC 20350-2000. Record Holder: Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Individual should provide full name and Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Individual should provide full name and Social Security Number. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Visit requests; individual; records of the activity; investigators; witnesses; contractors; companies. Exemptions claimed for the system: None. N05520-1 System name: Personnel Security Eligibility Information System. System location: Navy Personnel Command, 5720 Integrity Drive, Millington, TN 38055-0600. Categories of individuals covered by the system: Members of the U.S. Navy and Naval Reserve, former members, and applicants for enlistment or commissioning. Categories of records in the system: Reports of correspondence and information pertinent to an individual's eligibility for personnel security clearance, assignment to the Nuclear Weapons Personnel Reliability Program, or other `high risk' program requiring personnel quality control. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; and E.O. 9397 (SSN). Purpose(s): To determine service member's eligibility for assignment to duties requiring personnel security clearances, assignment to the Nuclear Weapons Personnel Reliability Program, or other `high risk' programs requiring quality control. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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 records in file folders and index cards. Some information from the paper records is contained in an automated file. Retrievability: Paper records are filed alphabetically by last name of individual. Automated files are filed by Social Security Number. Safeguards: Stored in locked safes and cabinets. File areas are accessible only to authorized persons who are properly screened, cleared, and trained. Retention and disposal: Files are destroyed two years after individual separates from the Navy. System manager(s) and address: Commander, Navy Personnel Command (NPC-831), 5720 Integrity Drive, Millington, TN 38055-0600. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Navy Personnel Command (NPC-831), 5720 Integrity Drive, Millington, TN 38055-0600. The letter should contain full name, Social Security Number, rank/rate/civilian status, and address of the requester. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Navy Personnel Command (NPC-831), 5720 Integrity Drive, Millington, TN 38055-0600. The letter should contain full name, Social Security Number, rank/rate/civilian status, and address of the requester. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Department of the Navy Central Adjudication Facility; Chief of Naval Operations (N09N2) and other officials and employees of the Department of the Navy; and military investigative reports. Exemptions claimed for the system: Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. Evaluation material used to determine potential for promotion in the Military Services may be exempt pursuant to 5 U.S.C. 552a(k)(7), but only to the extent that the disclosure of such material would reveal the identity of a confidential source. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 701, subpart G. For additional information contact the system manager. N05520-2 System name: Listing of Personnel-Sensitive Compartmented Information. System location: Naval Research Laboratory, Washington, DC 20375-5000. Categories of individuals covered by the system: Individuals within the Naval Research Laboratory (NRL) indoctrinated for access to Sensitive Compartmented Information (SCI). Categories of records in the system: Name, affiliation with NRL, billet description, clearances authorized, clearances held, rank, Social Security Number, Background Investigation date, date of birth, place of birth, date of marriage, place of marriage. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397. Purpose(s): To record and monitor the Naval Research Laboratory (NRL) SCI billet structure (personnel authorized to be indoctrinated for SCI). To control and monitor access to sensitive compartmented information facilities. To maintain records of NRL personnel visiting other commands as well as personnel from other activities who visit NRL on SCI visits. To maintain a listing of SCI materials signed out on sub-custody to division personnel for inventory control. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic tape and floppy disks. Retrievability: Name, Social Security Number, affiliation with NRL, assigned billet number. Safeguards: Three combination security container and/or vault. Retention and disposal: Records are maintained for as long as individual is authorized access. Records are updated as changes occur. Magnetic tape and floppy disks are erased as required. System manager(s) and address: Special Security Officer, Naval Research Laboratory, Washington, DC 20375-5000. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Special Security Officer, Naval Research Laboratory, Washington, DC 20375-5000. The written request should contain full name, Social Security Number, and affiliation with NRL, or visit the NRL Special Security Office with NRL pass as identification. Record access procedures: Individuals seeking access to records contained in this system of records should address written inquiries to the Special Security Officer, Naval Research Laboratory, Washington, DC 20375-5000. The written request should contain full name, Social Security Number, and affiliation with NRL, or visit the NRL Special Security Office with NRL pass as identification. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The individual and indoctrination documents. Exemptions claimed for the system: None. N05520-4 System name: NCIS Investigative Files System. System location: Primary System: Director, Naval Criminal Investigative Service, Washington Navy Yard, Building 111, 716 Sicard Street, SE, Washington, DC 20388-5380. Decentralized Segments - Located at the Naval Criminal Investigative Service (NCIS) Field Offices (FO), Resident Agencies (RA), and Polygraph sites worldwide. Naval Criminal Investigative Service Regional Offices retain copies of certain portions of some investigative files and related documentation for up to one year. The number and location of these Naval Criminal Investigative Service Field Offices, Naval Criminal Investigative Service Resident Agencies, and Polygraph sites are subject to change in order to meet the requirements of the Department of the Navy. Naval Criminal Investigative Service Regional Forensic Laboratories retain records of lab analysis of evidence submitted for law enforcement purposes. Consolidated Evidence Facilities maintain evidence inventory records. Current locations of NCIS decentralized segments may be obtained from the Director, Naval Criminal Investigative Service, Washington Navy Yard, Building 111, 716 Sicard Street, SE, Washington, DC 20388- 5380. Categories of individuals covered by the system: Persons in the following categories who require access to classified defense information and others who are of criminal, counterintelligence, security or general investigative interest to NCIS: Active, reserve, and inactive members of the naval service; civilians, to include applicants for employment with NCIS; both citizen and alien employees located in both the U.S. and in overseas areas and including temporary, part-time, and advisory personnel employed by the Department of the Navy; industrial and contractor personnel; civilian personnel being considered for sensitive positions, boards, conferences, etc. Civilian personnel who worked or resided overseas, e.g., Red Cross personnel. Civilian and military personnel accused, suspected, a witness to, or victims of felonious type offenses, or lesser offenses impacting on the good order, discipline, morale or security of the Department of the Navy; civilian personnel seeking access to or seeking to conduct or operate any business or other function aboard a Department of the Navy installation, facility or ship; civilians and civilian or military personnel who are subjects, co-subjects, witnesses, and victims in law enforcement and investigative cases in which law enforcement and investigative authorities (Federal, state, and local) have requested laboratory analysis of submitted evidence for law enforcement purposes; civilians and civilian, contract and military personnel upon whom evidence is stored at a Consolidated Evidence Facility; civilian, contract, or military personnel involved in the loss, compromise, or unauthorized disclosure of classified material/ information; civilians, contract, and civilian and military personnel who were/are of counterintelligence interest to the Department of the Navy. Persons under investigation and parties to the conversation whose conversations have been intercepted during wire, electronic and oral surveillance operations conducted by or on behalf of NCIS. Categories of records in the system: Official investigative reports prepared by NCIS or other Federal, state, local or foreign law enforcement or investigative body. NCIS information reports (NIRs) and their predecessor NCIS operations reports (NORs) and their predecessor NCIS Reports of Investigations (ROI). NCIS NIRS, ROIs, and other similar documents and NIRs document information received by NCIS which is of interest to the naval services or other law enforcement or investigative bodies. The Counterintelligence Directorate still uses the ROI format to document its investigative activities. Requests for, documentation pertaining to, results of wire, electronic and oral intercepts; polygraph examinations and summaries; physical surveillances; mail cover or search; and other law enforcement and counterintelligence investigative methods. Also may contain biographic data, intelligence/counterintelligence debriefing reports, information concerning U.S. personnel who are missing, captured, or detained by a hostile entity. The information may be of criminal, counterintelligence, or general investigative interest. Action Lead Sheets, investigative summaries, memoranda for the files and correspondence relating to specific cases and contained in the individual dossier. Polygraph Data. A listing of persons who submitted to polygraph examination by NCIS examiners. The data includes the examinee's name, location and results of the examination and the identity of the examiner. Also, copies of examination records created in support of criminal investigations. This data includes statistical and technical data sheets, questions sheets, charts, numerical evaluation forms, subject statements, consent forms, medical waivers, interview logs, personal data sheets, and related documents. Case Control and Management documents which serve as the basis for recording, conducting, controlling, and guiding the investigative activity. Records identifying confidential sources and contacts with them. Index to persons reported by `Name Only'. Regional Laboratory Report Records. Records reporting and documenting laboratory analysis of submitted evidence. Consolidated Evidence Inventory Records. Reporting and documenting evidence analyzed, stowed, transferred, or destroyed.Wire, Electronic, and Oral Interceptions Index Records. Listing of persons who were subjects of wire, electronic, or oral communications intercept operations. The data includes the name of the person who is the subject of the surveillance and citizenship; Social Security Number; and date/place of birth, if known; to the extent known names of each identifiable person whose communications were intercepted; telephone numbers or radio call signs involved; case number; address of location of each interception; activity maintaining the case file; and date or dates of the interceptions. Case Control and Narcotics Data Records. Automated records used only for statistical purposes in accounting for productivity, manhour expenditures; various statistical data concerning narcotics usage and used solely for statistical purposes. Screening Board Reports. These reports set forth the results of oral examination of applicants for a position as a Special Agent with NCIS. Personnel Security Investigations. Requests for and results of investigations or inquiries conducted by U.S. Navy or other Department of Defense (DoD), Federal, state, or local investigative agency. Record includes: Personal history statements; fingerprint cards; personnel security questionnaire; medical and/or educational records and waivers for release; requests for and National Agency checks; local agency checks; military records; birth records; employment records; credit records and waivers for release; interviews of education, employment, and credit references; interviews of listed and developed character references; interviews of neighbors; etc. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; 18 U.S.C. 2510-2520 and 3504; 44 U.S.C. 3101; 47 U.S.C. 605; Executive Memorandum of June 26, 1939, Investigations of Espionage, Counterespionage and Sabotage Matters; DoD Regulation 5200.2-R, Personnel Security Program Regulation; DoD Directive 5200.26, Defense Investigative Program; DoD Directive 5200.27, Acquisition of Information Concerning Persons and Organizations Not Affiliated with the Department of Defense; DoD Directive 5210.48, DoD Polygraph Program; DoD Regulation 5240.1-R, Procedures Governing the Activities of DoD Intelligence Components that Affect United States Persons; DoD Directive 5505.9, Interception of Wire, Electronic, and Oral Communications for Law Enforcement; Secretary of the Navy Instruction 3820.2D, Investigative and Counterintelligence Collection and Retention Guidelines Pertaining to the Department of the Navy; Secretary of the Navy Instruction 5520.3B, Criminal and Security Investigations and Related Activities Within the Department of the Navy; Secretary of the Navy Instruction 5520.4B, Department of the Navy Polygraph Program; OPNAV Instruction 5510.1H, Department of the Navy Information and Personnel Security Program Regulation; E.O. 9397 (SSN); E.O. 10450, Security Requirements for Government Employees, in particular sections 2, 3, 4, 5, 6, 7, 8, 9, and 14; and E.O. 12333, United States Intelligence Activities. Purpose(s): The information in this system is (was) collected to meet the investigative, counterintelligence, and security responsibilities of the Department of the Navy. This includes personal, personnel security, internal security, criminal, and other law enforcement matters all of which are essential to the effective operation of the Department of the Navy. The records in this system are used for the following purposes: Suitability for access or continued access to classified information; suitability for promotion, employment, or assignment; suitability for access to military installations or industrial firms engaged in government projects/contracts; suitability for awards or similar benefits; use in current law enforcement investigation or program of any type including applicants; use in judicial or adjudicative proceedings including litigation or in accordance with a court order; to assist Federal, state and local agencies that perform law enforcement or quasi-law enforcement functions; to assist Federal, state and local agencies that perform victim/witness assistance services, child protection services or family support or sailor services; insurance claims including workmen's compensation; provide protective operations under the DoD Distinguished Visitor Protection Program and to assist the U.S. Secret Service in meeting its responsibilities; assist local law enforcement agencies in meeting their responsibilities for complying with Congressionally mandated records checks such as Brady Handgun Violence Prevention Act checks; used for public affairs or publicity purposes such as wanted persons announcements, etc; referral of matters under their cognizance to federal, state or local law enforcement authorities including criminal prosecution, civil court action or regulatory order; advising higher authorities and naval commands of the important developments impacting on security, good order or discipline; reporting of statistical data to naval commands and higher authority; input into the Defense Security Service managed Defense Clearance and Investigations Index (DCII) database under system notice V5-02. Wire, Electronic, and Oral Interceptions Index is maintained to enable NCIS to quickly locate records of intercept activities in response to motions for discovery and inquiries. Users of the records in this system include NCIS employees who require access for operational, administrative, or supervisory purposes; DoD criminal investigative and intelligence units; DoD components making suitability determinations. 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 federal intelligence agencies for matters under their purview. To other investigative units (federal, state, or local) for whom the investigation was conducted, or who are engaged in regulatory, criminal investigative and intelligence activities; to defense counsel in the course of acquiring information. To commercial insurance companies in those instances in which they have a legitimate interest in the results of the investigation, but only to that extent and provided an unwarranted invasion of privacy is not involved. To victims of crimes to the extent necessary to pursue civil and criminal remedies. To the Immigration and Naturalization Service, Department of Justice, for use in alien admission and naturalization inquiries conducted under Section 105 of the Immigration and Naturalization Act of 1952, as amended. To the Department of Veterans Affairs for use in benefit determinations. To the White House for the purpose of personnel actions requiring approval of the President of the United States as provided for in DoD Instruction 1320.4. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records: Storage: Maintained on paper records in file folders, audio and audiovisual tapes, microimaging, electronic systems, magnetic tape, optical digital data disks, CD ROM, and computer output products. Some laboratory documents are stored in loose-leaf notebooks or bound record books. Retrievability: NCIS closed case paper files are filed by numeric sequential number, alphabetic by topical title, and geographic location; microfilm files are filed by dossier number; and electronic/optically imaged files by case control and Social Security Number. In order to locate the file it is necessary to query the Defense Clearance and Investigations Index using the name of the subject and at least one other personal identifier such as date of birth, place of birth, or Social Security Number. Polygraph electronic systems also use the polygraph approval number. Open case files may also be retrieved from NCIS automated systems by a control number assigned at the time the investigation is initiated. Copies of the files in the Naval Criminal Investigative Service Field Offices, Naval Criminal Investigative Service Resident Agencies, and Polygraph sites are retrieved by name. Polygraph sites can also retrieve copies of the file by polygraph approval number. Consolidated Evidence Facility and Regional Forensic Lab information is retrieved by name, case control number, submitting agency log number, log numbers, or lab numbers. Wire, Electronic, and Oral Intercept Index records are retrieved by a combination of name, address, Social Security Number, telephone number/radio call sign, or case designation. Safeguards: Buildings employ alarms, security guards, and or rooms with security controlled areas accessible only to authorized persons. Classified and highly sensitive paper records are maintained in General Service Administrative approved security containers. Paper and microform records in NCIS records office are stored in open shelves and filing cabinets in security controlled areas accessible only to authorized persons. Electronically and optically stored records are maintained in `fail-safe' system software with password protected access. Records are accessible only to authorized persons with a need-to-know who are properly screened, cleared and trained. Noncurrent and master copy of microfilmed files are retired to the Washington National Records Center where retrieval is restricted to NCIS authorized personnel. Retention and disposal: Counterintelligence (CI) Records: CI records are retained in the active file until the case is closed; then destroyed 25 years after the date of last action. Major CI investigations are retired to the NCIS records office upon case closure; then transferred to the National Archives and Records Administration (NARA) when 25 years old. Source records are retained in the active file until the operation is complete; then destroyed 75 years after the date of the last action. Reciprocal CI investigative files regarding individuals or organizations under investigative jurisdiction of the requesting agency are disposed of as prescribed above for CI investigative records; except when the request is for CI personnel security matters; then the file is destroyed after one year. CI defensive briefings are retained until case closure, retired to the NCIS records office; then destroyed after 15 years. Foreign national marriage and visa applicant investigations are retired to the NCIS records office upon case closure; then destroyed after one year except when the investigation surfaces significant derogatory material. These files are destroyed after five years. Records pertaining to CI polygraph examinations conducted in support of CI activities are filed with the case file and disposed of in accordance with the guidance for the associated file. CI Security Polygraph Program (CSP) records are maintained in the active file until no longer needed; then disposed of after the final quality control review as follows: (1) CSP cases favorably resolved are destroyed after the final quality assurance review, except at NCIS Polygraph Units which retain the CSP investigative reports only; destroying it when no longer needed or after one year (2) CSP cases other than favorably resolved are destroyed 25 years after completion of the final quality assurance review, except when an existing criminal investigation exists. In such cases the CSP Package is incorporated into the investigative file and disposed of in accordance with the disposition guidance for the dossier (3) audio tape recordings of routine CSP examinations with no significant responses are erased when no longer needed or after 90 days. Recordings referred for further investigation are incorporated into the investigative case file and disposed of in accordance with the disposition guidance for the dossier. Personnel investigations: Completed NCIS investigative files on Personnel Security Investigations (PSI's) are destroyed after 15 years unless significant incidents or adverse information is developed, in which case they are destroyed after 25 years. PSI files on persons considered for affiliation with DoD will be destroyed within one year if the affiliation is not consummated. Special Agent applicant records are retained for one year if the applicant declines offer of employment and five years if the applicant is rejected for employment. Non-DoD-affiliated applicant records are destroyed when no longer needed or after 90 days. Records for applicants who are accepted are retired to NCIS records office upon case closure; then destroyed 10 years after release, separation, transfer, retirement, or resignation. Internal personnel inquiries records are retired to NCIS records office after case closure; then destroyed 25 years after the date of last action or 10 years after termination of employment, whichever is later. Limited inquiries records are retired to NCIS records office at inquiry closure; then destroyed after 5 years. Support applicant records are retired to NCIS records office at case closure; then destroyed after 15 years. Law Enforcement Records: Criminal investigative files are destroyed after 25 years, except (1) controlled death investigations which are destroyed 75 years after date of case closure (2) files of cases determined to be of historical value are transferred to NARA 25 years after the date of the last action, except Grand Jury material which is destroyed at the time of transfer. Incident Complaint Reports (ICR) received from Navy Shore Patrol and Marine Corps military police offices pertaining to categories of investigations/reports under the jurisdiction of NCIS are destroyed when 25 years old. Cases referred but determined not under NCIS jurisdiction are destroyed when no longer needed. Criminal intelligence operations files are retired to NCIS records office upon closure; then destroyed 15 years after closure for Group 1 records and five years for Group 2. Protective operations files involving protective details of distinguished persons are destroyed when five years old, except records where a threat or attempted threat materialized are destroyed when 25 years old. Law enforcement source (also called `cooperating witness') records are retired to NCIS records office after case closure and destroyed 15 years after the date of last action. Information reports consisting of incidental information impacting on the security or discipline of commands or of interest to other law enforcement elements are destroyed when 25 years old. Reciprocal investigative files regarding requests for investigative assistance from other Federal, state and local law enforcement agencies are disposed of as prescribed for the criminal investigative reports and ICRs, as appropriate. Polygraph examinations conducted for criminal investigations are quality assured and filed in the associated criminal investigation. Disposition is in accordance with the guidance for the investigative case file. Wire, Electronic, Oral Interception Index computer entries are deleted upon destruction or transfer to NARA of the case file containing intercept information. Disposition of the case files is governed by the NARA approved retention period applied to the case dossier. Hardcopy records used to create the index are destroyed upon verification that the indexing information has been fully and accurately entered into the automated index. National Crime Information Center (NCIC) records that support Department of the Navy entries into the FBI's National Crime Information Center are destroyed after the related entry is deleted from the National Crime Information Center computer. Microfiche copies are destroyed when all cases on the fiche are cleared from the National Crime Information Center. Laboratory fingerprint card files are disposed of as follows: (1) One fingerprint card set is forwarded to the Federal Bureau of Investigation; the other set is destroyed when 75 years old (2) Fingerprint card indices and related correspondence are destroyed when all administrative needs have expired. Counterintelligence records on persons not affiliated with DoD must be destroyed within 90 days or one year under criteria set forth in DoD Directive 5200.27, unless retention is required by law or specifically approved by the Secretary of the Navy. Files retained in the Naval Criminal Investigative Service Field Offices and Naval Criminal Investigative Service Resident Agencies and Polygraph sites are temporary and are destroyed after 90 days or one year, as appropriate. Destruction of records will be by shredding, burning, or pulping for paper records; burning for microform records; and magnetic erasing for computerized records. Optical digital data and CD ROM records are destroyed as specified by NAVSO P-5239-26, `Remanence Security Guidebook' of September 1993. System manager(s) and address: Director, Naval Criminal Investigative Service, Washington Navy Yard, Building 111, 716 Sicard Street, SE, Washington, DC 20388-5380. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Director, Naval Criminal Investigative Service, Washington Navy Yard, Building 111, Code 00JF, 716 Sicard Street, SE, Washington, DC 20388-5380. Requests must contain the full name of the individual and at least one additional personal identifier such as date and place of birth, or Social Security Number. Persons submitting written requests must properly establish their identity to the satisfaction of the Naval Criminal Investigative Service. This can be accomplished by providing an unsworn declaration that states `I declare under perjury or penalty under the laws of the United States of America that the foregoing is true and correct.' Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual for their representative to act on their behalf. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Director, Naval Criminal Investigative Service, Washington Navy Yard, Building 111, Code 00JF, 716 Sicard Street, SE, Washington, DC 20388- 5380. Requests must contain the full name of the individual and at least one additional personal identifier such as date and place of birth and Social Security Number. Persons submitting written requests must properly establish their identity to the satisfaction of the Naval Criminal Investigative Service. This can be accomplished by providing an unsworn declaration that states `I declare under perjury or penalty under the laws of the United States of America that the foregoing is true and correct.' Attorneys or other persons acting on behalf of an individual must provide written authorization from that individual for their representative to act on their behalf. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: From individual, DoD and Military Department records; Federal Agency records; foreign law enforcement agencies, security, intelligence, investigatory, or administrative authorities; state, county, and municipal records; employment records of public schools, colleges, universities, technical and trade schools; hospital records; real estate agencies; credit bureaus; financial institutions which maintain credit information on individuals such as loan and mortgage companies, credit unions, banks, etc.; transportation companies (airlines, railroad, etc.); other private records sources deemed necessary in order to complete an investigation; miscellaneous records such as: Telephone directories, city directories; Who's Who in America; Who's Who in Commerce and Industry; Who Knows What, a listing of experts in various fields; American Medical Directory; Martindale-Hubbell Law Directory; U.S. Postal Guide; Insurance Directory; Dunn and Bradstreet; and the U.S. Navy BIDEX (Biographical Index); any other type of miscellaneous records deemed necessary to complete the investigation or inquiry; the interview of individuals who have knowledge of the subject's background and activities; the interview of witnesses, victims, confidential sources, and or other individuals deemed necessary to complete the investigation. Exemptions claimed for the system: Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2), since the information is compiled and maintained by the Naval Criminal Investigative Command, which performs as its principle function the enforcement of criminal laws. Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). Records maintained in connection with providing protective services to the President and other individuals under 18 U.S.C. 3506, may be exempt pursuant to 5 U.S.C. 552a(k)(3). Records maintained solely for statistical research or program evaluation purposes and which are not used to make decisions on the rights, benefits, or entitlement of an individual except for census records which may be disclosed under 13 U.S.C. 8, may be exempt pursuant to 5 U.S.C. 552a(k)(4). Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal service may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would compromise the objectivity or fairness of the test or examination process. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 701, subpart G. For additional information, contact the system manager. N05520-5 System name: Personnel Security Program Management Records System. System location: Department of the Navy Central Adjudication Facility, Washington Navy Yard, Building 176, Room 308, Washington, DC 20388-5389. System computer facility: Defense Investigative Service (DIS), Personnel Investigations Center, 911 Eldridge Landing Road, Linthicum, MD 21090-2902. Record documentation: Naval Criminal Investigative Service (NCIS), Washington Navy Yard, Building 111, Records Management Division, 901 M Street, SE, Washington, DC 20388-5380. Decentralized segments: The security office of command to which the individual is assigned; Headquarters, Naval Security Group Command, 9800 Savage Road, Fort George G. Meade, MD 20755-6585; Office of Naval Intelligence, National Maritime Intelligence Center, ATTN: ONI-OCB3, 4251 Suitland Road, Washington, DC 20395-5720; and, Headquarters, Naval Criminal Investigative Service, Washington Navy Yard, Building 111, 901 M Street, SE, Washington, DC 20388-5380. Additionally, duplicate portions of records may be held by the Chief of Naval Personnel (Pers-81), Washington, DC 20370-5000, Office of Civilian Personnel Management, 800 N. Quincy Street, Arlington, VA 22203-1998; Naval Reserve Personnel Center, New Orleans, LA 70149- 7800; Headquarters, U.S. Marine Corps (Code MIF), 2 Navy Annex, Washington, DC 20380-0001; and, the security office at the local activity to which the individual is assigned. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. Categories of individuals covered by the system: All Department of the Navy military personnel and civilian employees and certain `affiliated employees' whose duties require or may in the future require a DON security clearance or assignment to sensitive positions and aliens being processed for access to National Security information. Also included are DON adjudicative actions for all U.S. Coast Guard (USCG) military personnel and those USCG civilian employees having access to sensitive compartmented information only. Individuals adjudicated as a result of interservice and interagency support agreements. `Affiliated employees' include contractors, consultants, nonappropriated fund employees, USO personnel and Red-Cross volunteers and staff. Categories of records in the system: Navy Joint Adjudicative and Clearance System (NJACS), the automated portion of this system, contains records that include an individual's name, Social Security Number, date and place of birth, citizenship status and the unit identification code (UIC) of the individual's assignment. Other data elements track the individual's status in the clearance adjudication process and records the final determination. Data files may also include duty-assignment designations and sensitivity levels, as well as specific access such as cryptographic information access or participation in the Personnel Reliability Program. The documentation system includes information pertaining to the investigation, inquiry, or its adjudication by clearance authority to include: (1) Chronology of the investigation, inquiry, and/or adjudication; (2) all recommendations regarding future status of subject; (3) decisions of security/loyalty review boards and Defense Office of Hearings and Appeals (DOHA); (4) final actions/ determinations made regarding subject; and (5) security clearance, access authorizations, or security determination; index tracings that contain aliases and names of subject as reflected in Defense Clearance and Investigations Index (DCII) under system notice V5-02; security termination; notification of denial, suspension, or revocation of clearance or access; classified nondisclosure agreements created from 1987 to early 1992 and managed by DON CAF; and other documentation related to the adjudication decision. At local command security offices information includes tickler copies of requests for clearance and access; records of access, reports of disqualifying/derogatory information; records of clearance of individual personnel as well as accreditation of personnel for access to classified information requiring special access authorizations; nondisclosure agreements, associated briefings and debriefing statements; and other related records supporting the Personnel Security Program. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 7311; 10 U.S.C. 5013; and E.O. 9397 (SSN); E.O. 10450, Security Requirements for Government Employees, in particular sections 2, 3, 4, 5, 6, 7, 8, 9, and 14; 12958, Classified National Security Information; 12968, Access to Classified Information; DoD Regulation 5200.2-R, Personnel Security Program Regulation; and OPNAV Instruction 5510.1H, Department of Navy Information and Personnel Security Program Regulation. Purpose(s): To provide a comprehensive system to manage information required to adjudicate and document the eligibility of DON military, civilian, and certain affiliated employees for access to classified information and assignment to sensitive positions. These records are also used to make determinations of suitability for promotion, employment, or assignments. 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 White House to obtain approval of the President of the United States regarding certain military personnel officer actions as provided for in DoD Instruction 1320.4. To the Immigration and Naturalization Service for use in alien admission and naturalization inquiries for purposes of determining access to National Security information. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained on paper records in file folders, audio or audiovisual tapes, micro-imaging; CD-ROM; optical digital data disk; computers; magnetic tapes, disks, and drums; and computer output products. Retrievability: By name, dossier number, Social Security Number, and date and place of birth. Safeguards: Buildings employ alarms, security guards, and/or rooms are security controlled areas accessible only to authorized persons. DON CAF primary system paper and microfilm records are maintained in General Service Administration approved security containers and/or are stored in security controlled areas accessible only to authorized persons. Locally generated paper security records and/or copies of investigative reports are stored in a vault, safe, or steel file cabinet having at least a lock bar and approved three-position, dial type combination padlock, or in similarly protected containers or area. Electronically and optically stored records are maintained in `fail-safe' system software with password protected access. Records are accessible only to authorized persons with a need-to-know who are properly screened, cleared, and trained. Files transferred to NCIS Records Management Division for storage are monitored and stored on open shelves and filing cabinets located in secure areas accessible to only authorized personnel. Retention and disposal: Investigative/adjudicative records on non-DoD persons who are considered for affiliation with DoD are destroyed after 1 year if affiliation is not completed. Investigative/DON CAF adjudicative records of a routine nature are retained in the active file until final adjudicative decision is made; then retired to NCIS Records Management Division and retained for 15 years after last action reflected in the file, except that files that contain significant derogatory information and/or resulted in adverse action(s) against the individual are destroyed after 25 years. Administrative papers not included in the case file are destroyed 1 year after closure or when no longer needed, whichever is later. Records determined to be of historical value, of wide spread value or Congressional interest are permanent. They will be retained for 25 years after the date of last action reflected in the file and then permanently transferred to the National Archives. Classified nondisclosure agreements if maintained separately from the individual's official personnel folder will be destroyed when 70 years old. If maintained in the individual's personnel folder, the disposition for the official personnel file applies. Locally stored case file paper or automated access records are destroyed when employee/service member is separated or departs the command, except for access determinations not recorded in official personnel folders. They are destroyed 2 years after the person departs the command. However, once affiliation is terminated, acquiring and adding material to the file is prohibited unless affiliation is renewed. The automated NJACS maintains records on persons as long as they continue to be employed by or affiliated with the DON. NJACS computer data records are purged two years after an individual terminates DON employment or affiliation. General and flag officer data records are maintained until the individual's death. Destruction of records will be by shredding, burning, or pulping for paper records; burning for microform records and magnetic erasing for computerized records. Optical digital data and CD-ROM records are destroyed as required by NAVSO P-5239-26, `Remanence Security Guidebook' of September 1993. System manager(s) and address: Director, Department of the Navy Central Adjudication Facility, Washington Navy Yard Building 111, 716 Sicard Street SE, Washington, DC 20388-5389. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Director, Department of the Navy Central Adjudication Facility, Washington Navy Yard, Building 111, 716 Sicard Street SE, Washington, DC 20388-5389 or to the Commanding Officer/ Director of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Individuals requesting personal records must properly establish their identity to the satisfaction of the Director, Navy Central Adjudication Facility or the Commanding Officer/Director of the local command, as appropriate. This can be accomplished by providing an unsworn declaration subscribed to be true that states `I declare under penalty of perjury under the laws of the United States of America that the foregoing is true and correct'. Individual should also provide their full name, aliases, date and place of birth, Social Security Number, or other information verifiable from the records in the written request. Individuals should mark the letter and envelope containing the request `Privacy Act Request'. Proposed amendments to the information must be directed to the agency which conducted the investigation. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Director, Department of the Navy Central Adjudication Facility, Washington Navy Yard, Building 111, 716 Sicard Street SE, Washington, DC 20388-5389 or the Commanding Officer/Director of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Individuals requesting personal records must properly establish their identity to the satisfaction of the Director, Navy Central Adjudication Facility or the Commanding Officer/Director of the local command, as appropriate. This can be accomplished by providing an unsworn declaration subscribed to be true that states `I declare under penalty of perjury under the laws of the United States of America that the foregoing is true and correct'. Individual should also provide their full name, aliases, date and place of birth, Social Security Number, or other information verifiable from the records in the written request. Individuals should mark the letter and envelope containing the request `Privacy Act Request'. Proposed amendments to the information must be directed to the agency which conducted the investigation. Attorneys or other persons acting on behalf of an individual must provide a written authorization from that individual for their representative to act on their behalf. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in this system comes from the cognizant security manager or other official sponsoring the security clearance/ determination for the subject and from information provided by other sources, e,g., personnel security investigations, personal financial records, military service records and the subject. Exemptions claimed for the system: Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2) and (3), (c) and (e) and published in 32 CFR part 701, subpart G. For additional information, contact the system manager. N05527-4 System name: Naval Security Group Personnel Security/Access Files. System location: Primavy location-Commander, Naval Security Group Command, 3801 Nebraska Avenue, NW, Washington, DC 20390 Duplicates of portions of records may be held by other Naval and Marine Corps activities served by a Naval Security Group Special Security Officer. Records pertaining to Naval and Marine Corps military personnel who were considered but not selected for assignment to the Naval Security Group while undergoing recruit training are located at one of the following locations: Resident in Charge, Naval Security Group Field Office, Marine Corp Recruit Depot, Parris Island, SC 29905; Resident in Charge, Naval Security Group Field Office, Naval Administrative Command, Naval Training Center, Great Lakes, IL 60088; Resident in Charge, Naval Security Group Field Office; Naval Training Center, San Diego, CA 92133; Resident in Charge, Naval Security Group Field Office, Naval Training Center, Orlando, FL 32813; and Resident in Charge, Naval Security Group Field Office, Naval Technical Training Center, Corry Station, Pensacola, FL 32511. Categories of individuals covered by the system: Naval and Marine Corps military and civilian personnel assigned to or employed by the Naval Security Group, including the Reserve components thereof, or who have been considered for such assignment or employment. Categories of records in the system: The file may contain personal history information, investigative reports, security suitability reports, incident reports, and other data pertinent to determination of eligibility for access to Sensitive Compartmented Information (SCI), including the decisions made in each case. The file also contains records of authorized access to classified information. Authority for maintenance of the system: E.O. 10450, Eisenhower Security Program and E.O. 12958, National Security Information. Purpose(s): Information is collected and used by SCI security personnel for the purposes of determining the individual's eligibility for access to SCI information, of maintaining a record of the degree(s) to which access to SCI has been authorized, and of determining the extent, if any, to which controls must be exercised to prevent the compromise of SCI through hostile foreign intelligence activity. Information may be released to officials and employees of the Defense Intelligence Agency, Army Security Agency, Air Force Security Service, and the Defense Industrial Security Clearance Office to determine the individual's eligibility for access to classified information under the user Agency's cognizance. Information may be disseminated to the Defense Investigative Service and the Naval Criminal Investigative Service to conduct investigations on which to base SCI eligibility decisions. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To officials and employees of the National Security Agency, Central Intelligence Agency, and White House Communications Agency for the purpose of determining the individual's eligibility for access to classified information under the user agency's cognizance. To the Central Intelligence Agency to maintain an index of personnel who have been granted access to certain sensitive intelligence programs. The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders, microfilm, and magnetic tape. Retrievability: By name and Social Security Number. Safeguards: Approved security areas with alarms and guards. Access is limited to assigned personnel who have been found eligible for access to SCI and received specific instruction in the handling, security, and dissemination policy of information in the files. Retention and disposal: Central record system retained for thirty years after last action. Records held at Naval Security Group Field Offices forwarded to central system after two years. Records retained in central record system and destroyed by burning, shredding, degaussing or chemical destruction at end of retention period. System manager(s) and address: Commander, Naval Security Group Command, 3801 Nebraska Avenue, NW, Washington, DC 20390 Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Naval Security Group Command, 3801 Nebraska Avenue, NW, Washington, DC 20390. Individual should provide full name, date and place of birth, military status, Social Security Number (if voluntarily included) or service number. Visits for the purpose of obtaining information must be submitted in writing to Commander, Naval Security Group Command, 3801 Nebraska Avenue, NW, Washington, DC 20390 who will advise of time/date/place for viewing records or will advise whether system contains records pertaining to the requester. Scheduled visitors must be prepared to present adequate proof of identification, i.e., combination of full name, date and place of birth, parent(s) name, drivers license, medicare card, military identification card if applicable. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander, Naval Security Group Command, 3801 Nebraska Avenue, NW, Washington, DC 20390. Individual should provide full name, date and place of birth, military status, Social Security Number (if voluntarily included) or service number. Visits for the purpose of obtaining information must be submitted in writing to Commander, Naval Security Group Command, 3801 Nebraska Avenue, NW, Washington, DC 20390 who will advise of time/date/place for viewing records or will advise whether system contains records pertaining to the requester. Scheduled visitors must be prepared to present adequate proof of identification, i.e., combination of full name, date and place of birth, parent(s) name, drivers license, medicare card, military identification card if applicable. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: In addition to information furnished by the individual himself, files contain information furnished by federal investigative agencies, other SCI security organizations, and reports submitted by Naval Security Group Special Security Officer. Files also include administrative correspondence among associated personnel and security offices of the executive branch. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(1) through (k)(5), as applicable. An exemption rule for this system has been published in accordance with the requirements of 5 U.S.C. 553(b)(1), (2) and (3), (c) and (e) and published in 32 CFR part 701, subpart G. For additional information contact the system manager. N05580-1 System name: Security Incident System. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Individuals involved in or witnessing incidents requiring the attention of base, station, or activity security personnel. Categories of records in the system: Incident/complaint report, investigator's report, data sheets which contain information on victims and perpetrators, military magistrate's records, confinement records, traffic accident and violation records, traffic court file, citations to appear before U.S. Magistrate. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397. Purpose(s): To track and prosecute offenses, counsel victims, and other administrative actions; to support insurance claims and civil litigation; to revoke base, station, or activity driving privileges. 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 individuals involved in base incidents, their insurance companies, and/or attorneys for the purpose of adjudicating a claim, such as personal injury, traffic accident, or other damage to property. The release of personal information is limited to that required to adjudicate a claim. The DOD `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders, card files, personal computer, magnetic tape. Retrievability: Name, Social Security Number, case number, and organization Safeguards: Access provided on a need-to-know basis only. Manual records are maintained in file cabinets under the control of authorized personnel during working hours. The office space in which the file cabinets are located is locked outside of official working hours. Computer terminals are located in supervised areas. Access is controlled by password or other user code system. Retention and disposal: Maintained for two years and then destroyed. System manager(s) and address: Policy Official: Commander, Naval Criminal Investigative Service, Washington Navy Yard, Building 111,716 Sicard Street SE, Washington Navy Yard, DC 20388-5380. Record Holder: Commanding Officer of the activity in question. Officialmailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Commanding Officer or head of the activity where assigned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Written requests should contain full name, Social Security Number, and must be signed by the individual. Record access procedures: Individuals seeking access to information about themselves should address written inquiries to the Commanding Officer or head of the activity where assigned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Written requests should contain full name, Social Security Number, and must be signed by the individual. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source procedures: Individual concerned, other records of the activity, investigators, witnesses, correspondents. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. An exemption rule for this system has been published in accordance with the requirements of 5 U.S.C. 553(b)(1), (2) and (3), (c) and (e) and published in 32 CFR part 701, subpart G. For additional information contact the system manager. N05720-1 System name: FOIA Request Files and Tracking System. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Individuals who request access to information under the provisions of the Freedom of Information Act (FOIA) or make an appeal under the FOIA. Categories of records in the system: FOIA request, copies of responsive records (redacted and released), correspondence generated as a result of the request, cost forms, memoranda, legal opinions, messages, and miscellaneous documents which related to the request. Data base used to track requests from start to finish and formulate response letters may contain names, addresses, and other personal identifiers of the individual requester. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 552, the Freedom of Information Act; and E.O. 9397 (SSN). Purpose(s): To track, process, and coordinate requests/appeals/litigation made under the provisions of the FOIA. 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 individuals who file FOIA requests for access to information on who has made FOIA requests and/or what is being requested under FOIA. The DoD `Blanket Routine Uses' set forth at the beginning of the Navy's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, microform, microfilm, manual/ computerized data bases, and/or optical disk. Retrievability: Name of requester; year request filed; serial number of response letter; case file number; etc. Safeguards: Records are accessed by custodian of the record system and by persons responsible for servicing the record system in performance of their official duties. Records are stored in cabinets or rooms, which are not viewable by individuals who do not have a need to know. Computerized data bases are password protected and accessed by individuals who have a need to know. Retention and disposal: Granted requests, no record responses, and/or responses to requesters who fail to adequately describe the records being sought or fail to state a willingness to pay processing fees are destroyed 2 years after date of reply. Requests which are denied in whole or in part, appealed, or litigated are destroyed 6 years after final action. System manager(s) and address: Policy Official: Chief of Naval Operations (N09B10), 2000 Navy Pentagon, Washington, DC 20350-2000. Record Holders: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Act coordinator or commanding officer of the activity in question. Official mailing addresses are published in the Navy's compilation of systems of records notices. The request should contain the full name of the individual and one or more of the following kinds of information: year request filed; serial number of response letter; case file number. Requests must also be signed. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Act coordinator or commanding officer of the activity in question. Official mailing addresses are published in the Navy's compilation of systems of records notices. The request should contain the full name of the individual and one or more of the following kinds of information: year request filed; serial number of response letter; case file number. Requests must also be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in Secretary of the Navy Instruction 5211.5D; 32 CFR part 701; or may be obtained from the system manager. Record source categories: From the individual, Navy organizations, Department of Defense components, and other Federal, state and local government agencies. Exemptions claimed for the system: During the course of a FOIA action, exempt materials from other systems of records may in turn became 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 FOIA case record, the Department of the Navy 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. Department of the Navy exemption rules have been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) published in 32 CFR part 701, subpart G. For additional information contact the system manager. N05760-1 System name: Biographical and Service Record Sketches of Chaplains. System location: Chaplain Corps Historian, Chaplain Resource Board, 6500 Hampton Boulevard, Norfolk, VA 23508-1296. Categories of individuals covered by the system: Navy chaplains who have served on extended active duty at some time during the period 1778-1981 inclusive, and any future editions. It lists the names, years in which they were commissioned, and the ecclesiastical affiliations of all who held chaplaincy commissions during the period. Categories of records in the system: Biographical and professional summary which includes individual's full name, denomination of faith group, date and place of birth, education, ordination, date of marriage and name of spouse, first names of children, prior professional experience, authorship, prior military service (including date of commission, date of rank of commissioning, ships/stations, places and dates; and period spent, if any, in Inactive Reserve), date of augmentation (if applicable), promotion history, awards and decorations, conclusion of active duty (date of resignation, release from active duty, or retirement as applicable), post active duty career (retirees only), and distinctions which have made the chaplains career interesting or unusually significant (corroborative material suggested). Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): To provide background data in response to news media requests; to provide information on individual chaplains prior to public appearances in which they are scheduled to appear; to provide internal release of information as required. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Records are maintained in bound and published volumes. Source materials are in paper files. Retrievability: Data is retrieved alphabetically by individual names. Safeguards: Files are locked after official working hours. Retention and disposal: Forms and documents are destroyed after five years from the date of publication. The volumes are kept indefinitely. System manager(s) and address: Chaplain Corps Historian, Chaplain Resource Board, 6500 Hampton Boulevard, Norfolk, VA 23508-1296. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chaplain Corps Historian, Chaplain Resource Board, 6500 Hampton Boulevard, Norfolk, VA 23508-1296. The request should contain full name and address of the individual. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chaplain Corps Historian, Chaplain Resource Board, 6500 Hampton Boulevard, Norfolk, VA 23508-1296. The request should contain full name and address of the individual. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in this system comes from returned questionnaires addressed to individual chaplains, supplemented by Officer Data Cards and historical research. Exemptions claimed for the system: None. N05800-1 System name: Legal Office Litigation/Correspondence File. System location: Associate General Counsel of the Navy, 720 Kennon Street SE, Room 214, Washington Navy Yard, DC 20374-5012. Categories of individuals covered by the system: Individuals involved in litigation which requires Navy action. Categories of records in the system: Statements; affidavits/declarations; investigatory and administrative reports, including background investigations to determine suitability for service; personnel, financial, medical and business records; promotion/evaluation information; test or evaluation materials; hotline complaints and responses thereto; discovery and discovery responses; motions; orders; rulings; letters; messages; forms; reports; surveys; audits; summons; English translations of foreign documents; photographs; legal opinions; subpoenas; pleadings; memos; related correspondence; briefs; petitions; court records involving litigation; and, related matters. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): To prepare correspondence and materials for litigation. 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: The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File cabinets and computerized docket system. Retrievability: Name of individual and the year litigation commenced. Safeguards: Manual records are maintained in file cabinets under the control of authorized personnel during working hours. The office space in which the file cabinets are located is locked outside of official working hours. Computer terminals are located in supervised areas. Access is controlled by password or other user code system. Retention and disposal: After closure, records are sent to Federal Records Center where they are retained permanently. System manager(s) and address: Associate General Counsel of the Navy, 720 Kennon Street SE, Room 214, Washington Navy Yard, DC 20374-5012. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the naval activity involved in the litigation or to the Office of the General Counsel of the Navy, 720 Kennon Street SE, Room 214, Washington Navy Yard, DC 20374-5012. Written requests should include name and date litigation was filed. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the naval activity involved in the litigation or to the Office of the General Counsel of the Navy, 720 Kennon Street SE, Room 214, Washington Navy Yard, DC 20374-5012. Written requests should include full name and year litigation commenced. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Court records, records from the individual, personal interviews and statements, departmental records such as personnel files, medical records, State and Federal records, police reports and complaints, general correspondence. Exemptions claimed for the system: Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal service may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would compromise the objectivity or fairness of the test or examination process. Evaluation material used to determine potential for promotion in the Military Services may be exempt pursuant to 5 U.S.C. 552a(k)(7), but only to the extent that the disclosure of such material would reveal the identity of a confidential source. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and 3, (c) and (e) and published in 32 CFR part 701, subpart G. For additional information contact the system manager. N05800-2 System name: Legal Records System. System location: Bureau of Medicine and Surgery, Navy Department, Washington, DC 20372-5120 and naval medical facilities. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Naval (military and civilian) health care personnel or staff employed at medical facilities; patients and visitors of medical facilities. Categories of records in the system: Requests for legal representation; requests for information by subpoena; requests for assistance; all background material necessary to answer the requests; and copies of letters replying to the requests. Article 138, UCMJ complaints and all proceedings, including statements, affidavits, correspondence, briefs, conditions, court records, etc. Incident reports and in-house investigations compiled as background for possible claims or other administrative or disciplinary actions. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; Article 138, UCMJ; 10 U.S.C. 938; Article 15, UCMJ; Naval Military Personnel Manual; 28 U.S.C. 1346(b), Federal Torts Claim Act; 42 U.S.C. 2651-2653, Medical Care Recovery Act; and E.O. 9397. Purpose(s): To provide a record of individual requests and responses for reference and appellate purposes and to prepare responses to individual requests. To provide background for the proceedings on complaints and review of those complaints. To prepare correspondence and materials for actual or possible disciplinary proceedings. To investigate, provide background on, and determine future action concerning possible claims. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders, forms, letters. Retrievability: Name and Social Security Number. Safeguards: Files are maintained in file cabinets and other manual storage devices under the control of authorized personnel during working hours; the office spaces in which the file cabinets and storage devices are located are locked outside office working hours. Retention and disposal: Records are retained for two years after final action and then destroyed. System manager(s) and address: Chief, Bureau of Medicine and Surgery, Navy Department, Washington, DC 20372-5120. Notification procedure: Individuals seeking to determine whether this record system contains information about themselves should address written inquiries to the naval medical facility where the incident took place or to the Chief, Bureau of Medicine and Surgery, Navy Department, Washington, DC 20372-5120. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Written requests should contain full name, Social Security Number, military status, approximate date of contact with system (if known). Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the naval medical facility where the incident took place or to the Chief, Bureau of Medicine and Surgery, Navy Department, Washington, DC 20372-5120. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Written requests should contain full name, Social Security Number, military status, approximate date of contact with system (if known). Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Military personnel system, medical records, investigative records, personal interviews, personal observations reported by persons witnessing or knowing of incidents. Exemptions claimed for the system: None. N05801-1 System name: JAG Management Information System (JAGMIS). System location: Naval Legal Service Command, 1322 Patterson Avenue SE, Suite 3000, Washington DC 20374-5066; Trial Service Offices and detachments; Naval Legal Service Offices and detachments; and any other Naval Legal Office providing legal assistance services. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. Categories of individuals covered by the system: Service members who are pending courts-martial, administrative separation proceedings, nonjudicial punishment proceedings, or who have sought advice or counseling or other representational services from a Naval Legal Service Office, Detachment, or Branch Office. Authorized military and civilian personnel and dependents who have sought legal assistance, advice or counseling or other representational services from Naval Legal Service Offices or Detachments and any command with a legal assistance office. Categories of records in the system: (1) Legal Assistance Card Files: Legal assistance card files typically contain client identification information, e.g., name, address, duty station, telephone numbers, etc., client description of legal problem, attorney classification of problem, and attorney time expended. (2) Judge Advocate General Management Information System (JAGMIS): JAGMIS records contain identification information about the individual being courts-martialed such as name; rank/rate; Social Security Number; organizational information, such as Convening Authority and Supervisory Authority; information relevant to internal management of the Trial Service Office or Legal Service Office, such as dates of receipt, docketing, trial, and transcript completion; identities of counsel and military judge; information on the charges of which convicted, if any, sentence adjudged; and other information describing overall case management and processing. This information may also be entered into the JAGMIS system by the office rendering service. (3) Legal Assistance, Personnel Claims, and Personal Representation Client Records: File contains I.D. information about the individual seeking legal advice such as name, address, duty station, telephone number, type of assistance requested, results of any hearing involved, and attorney time expended. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; Manual of the Judge Advocate General; and E.O. 9397 (SSN). Purpose(s): To process courts-martials and render legal assistance and advice to naval personnel and their dependents. Naval Legal Service Offices and legal assistance offices will use the data for internal management purposes, such as court scheduling and counsel assignment information, and generating monthly workload productivity and statistical reports. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of system of record notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Military justice, legal assistance, and personal representation case files are stored in file cabinets. Case data is entered into the JAGMIS computer system which is maintained on computer hard disks. Retrievability: Name of client or accused, or by assigned case number. Safeguards: Manual records/cards are maintained in file cabinets or other storage devices under the control of authorized personnel during working hours; the office space in which the file cabinets and storage devices are located is locked outside of official working hours. Information in the JAGMIS system is stored on computer hard disks which are afforded the same physical protection afforded to manual records/cards. Additionally, computers containing JAGMIS information are protected by individual operator passwords to preclude access by unauthorized personnel. Retention and disposal: Manual records, cards, and case files are retained for two years after completion of the case, then destroyed. JAGMIS records, maintained since July 1985, are retained indefinitely. System manager(s) and address: Assistant Judge Advocate General (Civil Law), Office of the Judge Advocate General, Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066 for legal assistance files and Deputy Assistant Judge Advocate General, Management and Plans Division, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066 for case files. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Assistant Judge Advocate General (Civil Law), Office of the Judge Advocate General, Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066, for case files. The written request should include full name and must be signed by the requesting individual. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to Assistant Judge Advocate General (Civil Law), Office of the Judge Advocate General, Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066, for case files. The written request should include full name and must be signed by the requesting individual. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Basic information contained in the legal assistance records file is provided by the client. Basic information contained in the courts- martial files is provided by the Convening Authority for the courts- martial, the attorneys and military judge assigned to the case, and administrative personnel assigned to the Trial Service Office or Naval Legal Service Office. Information regarding personal representation services is provided by the client, by the commanding officer of the individual being processed, and by administrative personnel of the Trial Service Office or Naval Legal Service Office. Information regarding the ultimate disposition of the matter is provided by the attorney rendering the service. Exemptions claimed for the system: None. N05801-2 System name: Legal Assistance Management Information System. System location: Naval Legal Service Offices (NLSO) and NLSO detachments and other commands that provide legal assistance services under the auspices of the Navy's Legal Assistance Program through an assigned judge advocate or civilian attorney. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. Categories of individuals covered by the system: Active duty military personnel, retirees, dependents, and authorized civilians who have been provided legal assistance. Categories of records in the system: Legal Assistance Card Files contain basic client identification information; e.g., name, address, duty station, telephone number(s), a brief description of the subject of the visit, name of the attorney assigned, and attorney time expended. Legal Assistance Client Case Files contain personal and privileged information on the client and about the legal matter(s) for which the client is seeking assistance, including various documents related to the client's case, such as copies of client records provided to the attorney; memoranda of attorney-client interviews and attorney-client telephone conversations; memoranda of meetings and telephone conversations with relevant third parties; copies of statutes and case law relevant to the case; attorney research and notes; copies of all documents prepared, and of all correspondence sent or received, by the legal assistance provider; and a record of the results obtained. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1044; and 32 CFR part 727, Legal Assistance. Purpose(s): Data from the records is compiled for the purpose of generating periodic workload productivity and statistical reports, for internal management of the office, and for counsel assignment. To provide an administrative record for use by attorneys and clerical personnel directly involved in rendering legal assistance. 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: The `Blanket Routine Uses' published at the beginning of the Navy's compilation do not apply to this system of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper card and case files are stored in file cabinets. Electronic records are stored on computers and computer disks. Retrievability: Name of client. Safeguards: Cards, case files, and computer disks are maintained in metal filing cabinets or other storage devices under the control of authorized personnel during working hours. The office space in which the file cabinets and storage devices are located in locked outside normal working hours. The files are not accessible to the public or to persons within the command without an official need-to-know. Retention and disposal: Most files are maintained for two years after the completion of the services and then destroyed. However, some files may be maintained indefinitely if a future legal dispute or inquiry about the matters addressed in the file is reasonably foreseeable. Files are maintained for two years after completion of the services and then destroyed System manager(s) and address: Deputy Assistant Judge Advocate General (Legal Assistance), Office of the Judge Advocate General, Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20374-5066. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the office providing the legal assistance or to the Deputy Assistant Judge Advocate General (Legal Assistance), Office of the Judge Advocate General, Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20374- 5066. The written request should include full name and must be signed by the requesting individual. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the office providing the legal assistance or to the Deputy Assistant Judge Advocate General (Legal Assistance), Office of the Judge Advocate General, Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20374-5066. The written request should include full name, address, and telephone number of the requester and must be signed by the requesting individual. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Basic information is provided by the client. Additional information regarding the case, including actions taken and the ultimate disposition of the case, is provided by the attorney rendering the service. Exemptions claimed for the system: None. N05802-1 System name: Fiduciary Affairs Records. System location: Office of the Judge Advocate General (Code 32), Department of the Navy, 200 Stovall Street, Alexandria, VA 22332-2400. Categories of individuals covered by the system: All active duty, fleet reserve, and retired members of the Navy and Marine Corps who have been medically determined to be mentally incapable of managing their financial affairs, their appointed or prospective trustees, and members' next-of-kin. Categories of records in the system: Proceedings of medical boards, documentation indicating the origin of the mental incapability, the name(s) and address(es) of the individual's next-of-kin, the disability retirement index, a copy of the interview(s) of prospective trustee(s), the appointment of the approved trustee, authority to pay the individual's retirement pay to the approved trustee, the instruction of duties and responsibilities to the trustee, annual trustee accounting reports, copy of the trustee's surety bond, a copy of the affidavit executed by the trustee's surety bond, a copy of the affidavit executed by the trustee to obtain the surety bond, miscellaneous responsibilities, annual approvals of the trustee account, discharge(s) of trustee, release(s) of surety, periodic physical examinations, medical records, and related correspondence. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 37 U.S.C. 601-604; and 44 U.S.C. 3101. Purpose(s): To provide nonjudicial financial management of military pay and allowances payable to active duty, fleet reserve, and retired Navy and marine Corps members for the period during which they are medically determined to be mentally incapable of managing their financial affairs. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To officials and employees of the Department of Justice when there is reason to suspect financial mismanagement and no satisfactory settlement with the surety can be reached. To officials and employees of the Department of Veterans Affairs in connection with programs administered by the agency. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of system of record notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Papers records in file folders stored in file cabinets or other storage devices. Retrievability: By name of the member. Safeguards: Files are maintained in file cabinets and other storage devices under the control of authorized personnel during working hours; the office space in which the file cabinets and storage devices are located is locked outside official working hours. Retention and disposal: Five years after closure of case, files are transferred to the Federal Records Center, Suitland, MD 20409 for permanent retention. System manager(s) and address: Assistant Judge Advocate General (Civil Law), Office of the Judge Advocate General, Navy Department, 200 Stovall Street, Alexandria, VA 22332-2400. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Assistant Judge Advocate General (Civil Law), Office of the Judge Advocate General, Department of the Navy, 200 Stovall Street, Alexandria, VA 22332-2400. Request should contain the full name of the individual concerned and should be signed. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Assistant Judge Advocate General (Civil Law), Office of the Judge Advocate General, Department of the Navy, 200 Stovall Street, Alexandria, VA 22332-2400. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Components within the Department of the Navy, medical doctors, approved trustees, prospective trustees, surety companies, and the Department of Veterans Affairs. Exemptions claimed for the system: None. N05810-2 System name: Military Justice Correspondence and Information File. System location: Office of the Judge Advocate General (Code 20), Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047 and duplicate copies may be maintained in local legal office file. Categories of individuals covered by the system: Active duty, retired, and discharged Navy and Marine Corps personnel who were the subject of military justice proceedings or investigations. Categories of records in the system: Files contain background information relevant to specific military justice cases, copies of incoming and outgoing correspondence relating to military justice cases, and may contain information relating to the Victim and Witness Assistance Program, the Sexual Assault Prevention and Response Program, and the Victim's Rights and Restitution Act of 1990. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and 42 U.S.C. 10601 et seq., Victim's Rights and Restitution Act of 1990 as implemented by DoD Instruction 1030.2, Victim and Witness Assistance Procedures. Purpose(s): To provide a record of individual inquiries and JAG responses concerning military justice related matters, and to maintain background information on military justice matters to assist in responding to inquiries. To provide information and support to victims and witnesses in compliance with the Victim and Witness Assistance Program, the Sexual Assault Prevention and Response Program, and the Victims' Rights and Restitution Act of 1990. 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 victims and witnesses to comply with the Victim and Witness Assistance Program, the Sexual Assault Prevention and Response Program, and the Victims' Rights and Restitution Act of 1990. The DoD ``Blanket Routine Uses'' that appear at the beginning of the Navy's compilation of system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File folders, binder-notebooks, and computer hard drive and floppy disks. Retrievability: Files are kept in alphabetical order according to the last name of the individual who is the subject of the file. Safeguards: Files are maintained in file cabinets and other storage devices under the control of authorized personnel during working hours; the office space in which the file cabinets and storage devices are located is locked outside of working hours. Retention and disposal: Records are maintained in office for two years and then forwarded to the Federal Records Center, Suitland, MD 20409 for storage; files containing background material are maintained on computer hard drive for two years and then purged. System manager(s) and address: Assistant Judge Advocate General (Military Justice), Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Deputy Assistant Judge Advocate General (Criminal Law), Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374- 5047. Information may be obtained by written request stating the full name of the individual concerned. Written requests must be signed by the requesting individual. Personal visits may be made to the Criminal Law Division, Office of the Judge Advocate General at the above address. Individuals making such visits should be able to provide some acceptable identification, e.g., Armed Forces' identification card, driver's license, etc. Record access procedures: Individuals seeking access to records about themselves should address written inquiries to the Deputy Assistant Judge Advocate General (Criminal Law), Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Information may be obtained by written request stating the full name of the individual concerned. Written requests must be signed by the requesting individual. Personal visits may be made to the Criminal Law Division, Office of the Judge Advocate General at the above address. Individuals making such visits should be able to provide some acceptable identification, e.g., Armed Forces' identification card, driver's license, etc. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Records in this system are compiled from information received from naval field offices, records of trial, and correspondence. Exemptions claimed for the system: None. N05813-1 System name: Professional Responsibility/Ethics File. System location: Office of the Judge Advocate General (Code 13), Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. Judge Advocate Division, Research and Civil Law Branch, 2 Navy Annex, Washington, DC 20380-1775. Categories of individuals covered by the system: Civilian and military lawyers who have practiced, or are practicing, in proceedings conducted under the supervision and cognizance of the Judge Advocate General of the Navy (JAG), and whose professional or personal conduct has been the subject of a professional responsibility/ethics complaint or investigation. Categories of records in the system: Reports of investigation, correspondence, and court papers relating to the professional responsibility/ethics complaint brought against attorneys. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 826, 827; 32 CFR part 776; Rule for Courts-Martial 109, Manual for Courts-Martial; and Judge Advocate General Instruction 5803.1. Purpose(s): To record the disposition of professional responsibility/ethics complaints; to provide a record of individual lawyers who are not authorized to practice as legal assistance attorneys before courts- martial or other proceedings conducted under the Uniform Code of Military Justice (UCMJ), or in Navy and Marine Corps administrative proceedings, and to document professional responsibility/ethics violations and corrective action taken. 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 attorney licensing and/or disciplinary authorities as required to support professional responsibility investigations and proceedings. The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders. Retrievability: Files are kept in alphabetical order according to the last name of the attorney concerned. Safeguards: Files are maintained in file cabinets and other storage devices under the control of authorized personnel during working hours; the office space in which the file cabinets and storage devices are located is locked outside official working hours. Retention and disposal: Records are maintained in office for a minimum of two years. Records are retained for as long as an attorney remains subject to JAG-imposed limitations on practice. Records pertaining to unsubstantiated complaints, or to attorneys who are no longer subject to limitations on practice, are destroyed after 10 years. System manager(s) and address: Assistant Judge Advocate General (Civil Law), Office of the Judge Advocate General, Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. Director, Judge Advocate Division, 2 Navy Annex, Washington, DC 20380-1775. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Deputy Assistant Judge Advocate General (Administrative Law), Office of the Judge Advocate General, Department of the Navy, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066; or in the case of USMC attorneys, Judge Advocate Division, Research and Civil Law Branch, 2 Navy Annex, Washington, DC 20380-1775. The written request should include the full name of the individual concerned and must be signed. Personal visits may be made to the Deputy Assistant Judge Advocate General (Administrative Law), Suite 7000, Presidential Towers, Arlington, Virginia, or in the case of USMC attorneys, Room 5E588, The Pentagon, Arlington, Virginia, during normal working hours, Monday through Friday, 8 a.m. to 4:30 p.m. Individuals making such visits should be able to provide some acceptable identification, e.g., Armed Forces identification card, driver's license, etc. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Deputy Assistant Judge Advocate General (Administrative Law), Office of the Judge Advocate General, Department of the Navy, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066; or in the case of USMC attorneys, Judge Advocate Division, Research and Civil Law Branch, 2 Navy Annex, Washington, DC 20380-1775. The written request should include the full name of the individual concerned and must be signed. Personal visits may be made to the Deputy Assistant Judge Advocate General (Administrative Law), Suite 7000, Presidential Towers, Arlington, Virginia, or in the case of USMC attorneys, Room 5E588, The Pentagon, Arlington, Virginia, during normal working hours, Monday through Friday, 8 a.m. to 4:30 p.m. Individuals making such visits should be able to provide some acceptable identification, e.g., Armed Forces identification card, driver's license, etc. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Correspondence from individuals, military judges, staff judge advocates, and other military personnel; correspondence from the Judge Advocate General of other branches of the Armed Forces; investigative reports from Naval Criminal Investigative Service and other offices, correspondence from other military and civilian authorities and copies of court papers. Exemptions claimed for the system: None. N05813-2 System name: Courts-Martial Case Report. System location: Chief, Navy-Marine Corps Trial Judiciary, Washington Navy Yard, Washington, DC 20374-2004. Categories of individuals covered by the system: Individuals having appeared before a special or general courts- martial. Categories of records in the system: The recording of the Article violation of the UCMJ, the plea, the finding, the sentence and other related information concerning the trial. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): To formulate status reports for the Judge Advocate General. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of system of record notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining and disposing of records in the system: Storage: Computer hard disk on office personal computer by circuit and fiscal year. Retrievability: By name or case number. Safeguards: Personal computer is located in office which is under observation during working hours and is locked at night. The office is located in a secure building which is guarded 24 hours a day. Access to hard disk is controlled by password and is restricted to personnel having a need to know. Retention and disposal: Database contains up to 10 fiscal years of information. Prior information is purged from the database. System manager(s) and address: Circuit Military Judge, ATLANTIC Judicial Circuit, Navy-Marine Corps Trial Judiciary, Washington Navy Yard, Washington, DC 20374- 2004. Notification procedures: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Circuit Military Judge, ATLANTIC Judicial Circuit, Navy-Marine Corps Trial Judiciary, Washington Navy Yard, Washington, DC 20374-2004. Requesters should provide full name, branch of service, military status, where stationed when tried, and when tried. Record access procedures: Individuals seeking access to records about themselves should address written inquiries to the Circuit Military Judge, ATLANTIC Judicial Circuit, Navy-Marine Corps Trial Judiciary, Washington Navy Yard, Washington, DC 20374-2004. Requesters should provide full name, branch of service, military status, where stationed when tried, and when tried. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Military Judge of respective individual's courts-martial. Exemptions claimed for the system: None. N05813-3 System name: Records of Trial of General Courts-Martial. System location: Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Categories of individuals covered by the system: Active duty Navy and Marine Corps personnel tried by general courts-martial. Categories of records in the system: General courts-martial records of trial. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 865; and 42 U.S.C. 10601 et seq., Victim's Rights and Restitution Act of 1990 as implemented by DoD Instruction 1030.2, Victim and Witness Assistance Procedures. Purpose(s): To complete appellate review as required under 10 U.S.C. 866, 867, 869 and provide central repository accessible to the public who may request information concerning the appellate review or want copies of individual public records. To provide information and support to victims and witnesses in compliance with the Victim and Witness Assistance Program, the Sexual Assault Prevention and Response Program, and the Victims' Rights and Restitution Act of 1990. 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 victims and witnesses of a crime for purposes of providing information, consistent with the requirements of the Victim and Witness Assistance Program, regarding the investigation and disposition of an offense. The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders. Retrievability: Files are kept by Navy courts-martial number and each case is cross-referenced by an index card which is filed in alphabetical order according to the last name of the individual concerned. Safeguards: Files are maintained in file cabinets under the control of authorized personnel during working hours; the office space in which the file cabinets are located is locked outside official working hours. Retention and disposal: Records are maintained in office for three years and then forwarded to the Washington Federal Records Center, 4205 Suitland Road, Suitland, MD 20409 for storage. System manager(s) and address: Assistant Judge Advocate General (Military Law), Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Division Director, Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. The request should contain full name and address of the individual concerned and should be signed. Personal visits may be made to the Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Individuals making such visits should be able to provide acceptable identification, e.g., Armed Forces identification card, driver's license, etc. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Division Director, Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. The request should contain full name and address of the individual concerned and should be signed. Personal visits may be made to the Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Individuals making such visits should be able to provide acceptable identification, e.g., Armed Forces identification card, driver's license, etc. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Proceedings by a general courts-martial. Exemptions claimed for the system: None. N05813-4 System name: Trial/Government Counsel Files. System location: Trial Service Offices, Detachments, and Branch Offices which have trial counsel assigned, regardless of branch of service. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. Categories of individuals covered by the system: Navy, Marine Corps, and Coast Guard members who have been charged with violating the Uniform Code of Military Justice (UCMJ) and pending trial by court-martial, an investigation pursuant to Article 32, UCMJ, or a Court or Board of Inquiry; convicted or acquitted by court-martial; charged with violating the UCMJ in cases in which charges were dismissed; or the subject of a military justice investigation, a Court or Board of Inquiry, or other administrative or disciplinary hearing, which did not result in a court-martial. Categories of records in the system: Charge sheets; convening orders; appointing orders; investigative reports of Federal, state, and local law enforcement agencies; local command investigations; witness statements; results from witness interviews; witness travel claim programs and files; documentary evidence; pretrial advice; immunity requests; search authorizations; general correspondence; legal research and memoranda; motions; forensic reports; pretrial confinement orders; personnel, financial, and medical records; report of Article 32, UCMJ investigations; report of Court or Board of Inquiry; subpoenas; discovery requests; correspondence reflecting pretrial negotiations; requests for resignation or discharge in lieu of trial by court-martial; work- product of trial counsel and trial department staff; results of trial memoranda; case tracking programs and files; and forms to comply with the Victim and Witness Assistance Program, the Sexual Assault Prevention and Response Program, and the Victims' Rights and Restitution Act of 1990. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 42 U.S.C. 10606-10607; E.O. 9397 (SSN); and Rule for Court-Martial 502(d)(5), Manual for Court-Martial; and the Victims' Rights and Restitution Act of 1990. Purpose(s): To prosecute or otherwise resolve military justice cases. To obtain support from the U.S. Department of Justice on requests for immunity for civilian witnesses. To obtain information from a Federal, state, local, or foreign agency, or from an individual or organization, relating to an investigation, charges, or court-martial. To provide information and support to victims and witnesses in compliance with the Victim and Witness Assistance Program, Sexual Assault Prevention and Response Program, and the Victims' Rights and Restitution Act of 1990. 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 U.S. Department of Justice to obtain support for requests for immunity for civilian witnesses. To a Federal, state, local, or foreign agency, or to an individual or organization, if there is reason to believe that such agency, individual, or organization possesses information relating to the investigation, charges, or court-martial, and the disclosure is reasonably necessary to elicit such information or to obtain the cooperation of a witness or an informant. To victims and witnesses to comply with the Victim and Witness Assistance Program, Sexual Assault Prevention and Response Program, and the Victims' Rights and Restitution Act of 1990. To attorney licensing and/or disciplinary authorities as required to support professional responsibility investigations and proceedings. The ``Blanket Routine Uses'' that appear at the beginning of the Navy's compilation of systems 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 automated records. Retrievability: Name and/or Social Security Number, year of case. Safeguards: Classified information is stored in locked safe drawers with the proper security measures applicable. Unclassified information is located in file cabinets. Some file cabinets have locking capabilities. Automated files are password protected. Offices are locked during non-working hours. The files are not accessible to the public or to persons within the command without an official need to know. Retention and disposal: Files relating to pretrial matters are destroyed when two years old or purpose is served. Files relating to court-martial reviews and appeals are destroyed four years after completion of appellate review. System manager(s) and address: Commander, Naval Legal Service Command, Washington Navy Yard, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066 and at the Trial Service Office, Detachment, or Branch Office where the matter was handled. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the cognizant Trial Service Office, Detachment, or Branch Office. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. The request should include the full name, Social Security Number, and address of the individual concerned; the name of the case; and any other identifying information which may be of assistance in locating the record. The request must be signed. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the cognizant Trial Service Office, Detachment, or Branch Office. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. The request should include the full name, Social Security Number, and address of the individual concerned; the name of the case; and any other identifying information that may be of assistance in locating the record. The request must be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701, or may be obtained from the system manager. Record source categories: Court-martial, Article 32, UCMJ investigations, Courts or Boards of Inquiry or other administrative or disciplinary hearings; convening authorities; Federal, state, and local law enforcement agencies; witness interviews; personnel, financial, and medical records; medical facilities; financial institutions; case tracking programs and files; and the work-product of trial counsel, legalmen, and legal assistants working on particular cases. Exemption claimed for the system: Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c), and (e) and published in 32 CFR part 701, subpart G. For additional information, contact the system manager. N05813-5 System name: Record of Trial of Special Courts-Martial Resulting in Bad Conduct Discharges or Concerning Officers. System location: Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Categories of individuals covered by the system: Navy and Marine Corps personnel tried by special courts-martial and awarded a bad conduct discharge, and all Navy and Marine Corps commissioned officers tried by special courts-martial. Categories of records in the system: Special courts-martial which resulted in a bad conduct discharge, or involving commissioned officers. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 865; 10 U.S.C. 866(b); and 42 U.S.C. 10601 et seq., Victim's Rights and Restitution Act of 1990 as implemented by DoD Instruction 1030.2, Victim and Witness Assistance Procedures. Purpose(s): To complete appellate review as required under 10 U.S.C. 866(b) and provide central repository accessible to the public who may request information concerning the appellate review or want copies of individual public records. To provide information and support to victims and witnesses in compliance with the Victim and Witness Assistance Program, the Sexual Assault Prevention and Response Program, and the Victims' Rights and Restitution Act of 1990. 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 victims and witnesses of a crime for purposes of providing information, consistent with the requirements of the Victim and Witness Assistance Program, regarding the investigation and disposition of an offense. The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File folders. Retrievability: Files are kept by Navy courts-martial number and each case is cross-referenced by an index card which is filed in alphabetical order according to the last name of the individual concerned. Safeguards: Files are maintained in file cabinets and other storage devices under the control of authorized personnel during working hours; the office space in which the file cabinets and storage devices are located is locked outside official working hours. Retention and disposal: Records are maintained in office for three years and then forwarded to the Washington Federal Records Center, 4205 Suitland Road, Suitland, MD 20409 for storage. System manager(s) and address: Assistant Judge Advocate General (Military Justice), Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Division Director, Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. The request should contain full name and address of the individual concerned and should be signed. Personal visits may be made to the Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Individuals making such visits should be able to provide acceptable identification, e.g., Armed Forces identification card, driver's license, etc. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Division Director, Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. The request should contain full name and address of the individual concerned and should be signed. Personal visits may be made to the Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Individuals making such visits should be able to provide acceptable identification, e.g., Armed Forces identification card, driver's license, etc. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Special courts-martial proceedings. Exemptions claimed for the system: None. N05813-6 System name: Summary and Non-BCD Special Courts-Martial Records of Trial. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Navy and Marine Corps enlisted personnel tried by summary courts- martial or by special courts-martial which did not result in a bad conduct discharge (BCD). Categories of records in the system: Summary courts-martial and non-BCD special courts-martial records of trial. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 865; and 42 U.S.C. 10601 et seq., Victim's Rights and Restitution Act of 1990 as implemented by DoD Instruction 1030.2, Victim and Witness Assistance Procedures. Purpose(s): To complete appellate review as required under 10 U.S.C. 864(a) and provide repositories accessible to the public who may request information concerning the appellate review or want copies of individual public records. To provide information and support to victims and witnesses in compliance with the Victim and Witness Assistance Program, the Sexual Assault Prevention and Response Program, and the Victims' Rights and Restitution Act of 1990. 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 victims and witnesses of a crime for purposes of providing information, consistent with the requirements of the Victim and Witness Assistance Program, regarding the investigation and disposition of an offense. The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders. Retrievability: Type of courts-martial, date, command which convened the courts- martial, name of individual defendant, and command which completed the supervisory authority's action. Safeguards: Files are maintained in file cabinets and other storage devices under the control of authorized personnel during working hours; the office space in which the file cabinets and storage devices are located is locked outside official working hours. Retention and disposal: Records are retained for two years after final action by officers having supervisory authority over shore activities, and for three months by officers having supervisory authority over fleet activities. At the termination of the appropriate retention period, records are forwarded for storage to the National Personnel Records Center (Military Personnel Records), GSA, 9700 Page Avenue, St. Louis, MO 63132-5100. Records are destroyed 15 years after final action has been taken. System manager(s) and address: Assistant Judge Advocate General (Military Justice), Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047 or appropriate officer having supervisory authority over the naval activity which convened the court-martial. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Division Director, Administrative Support Division, Navy-Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. The request should include the full name of the individual concerned, the type of courts-martial (summary or special), the name of the command which held the courts-martial, and the date of the courts-martial proceedings. Written requests must be signed by the requesting individual. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Division Director, Administrative Support Division, Navy-Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. The request should include the full name of the individual concerned, the type of courts-martial (summary or special), the name of the command which held the courts-martial, and the date of the courts-martial proceedings. Written requests must be signed by the requesting individual. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Proceedings of summary courts-martial and special courts-martial which did not result in a bad conduct discharge. Exemptions claimed for the system: None. N05814-3 System name: Courts-Martial Information. System location: Administrative Support Division (Code 40), Navy-Marine Corps Appellate Review Activity, Office of the Judge Advocate General, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Categories of individuals covered by the system: Navy and Marine Corps personnel tried by general courts-martial and by special courts-martial when the special courts-martial sentence, as finally approved, includes a punitive discharge. Categories of records in the system: Courts-martial information on special courts-martial if sentence, as finally approved, includes a punitive discharge and all general courts-martial including name, Social Security Number, pleas, convening authority action, supervisory authority action, and Court of Military Review action. Information is available from 1970 through 1986 only. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 42 U.S.C. 10601 et seq., Victim's Rights and Restitution Act of 1990 as implemented by DoD Instruction 1030.2, Victim and Witness Assistance Procedures; and E.O. 9397 (SSN). Purpose(s): To collect data on general and bad conduct discharge special courts-martial. To provide information and support to victims and witnesses in compliance with the Victim and Witness Assistance Program, the Sexual Assault Prevention and Response Program, and the Victims' Rights and Restitution Act of 1990. 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 governmental, public and private organizations and individuals, as required. To victims and witnesses to comply with the Victim and Witness Assistance Program, the Sexual Assault Prevention and Response Program, and the Victims' Rights and Restitution Act of 1990. The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Index card file. Retrievability: Index cards are filed by year appellate review of the case was completed and alphabetically by last name within a given year. Safeguards: Office is located in a secure building which is guarded 24 hours a day. Admission is allowed only to personnel on official business and authorized visitors. Retention and disposal: Indefinite. System manager(s) and address: Assistant Judge Advocate General (Military Justice), Office of the Judge Advocate General, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Division Director, Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. The request should contain full name and address of the individual concerned and should be signed. Personal visits may be made to the Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Individuals making such visits should be able to provide acceptable identification, e.g., Armed Forces identification card, driver's license, etc. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Division Director, Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. The request should contain full name and address of the individual concerned and should be signed. Personal visits may be made to the Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Individuals making such visits should be able to provide acceptable identification, e.g., Armed Forces identification card, driver's license, etc. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Navy Judge Advocate General Form 5813/1. Exemptions claimed for the system: None. N05814-4 System name: Article 69(b) Petitions. System location: Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Categories of individuals covered by the system: Navy and Marine Corps personnel who were tried by courts-martial which were not reviewed by the Navy-Marine Corps Court of Criminal Appeals and when such service member has petitioned the Judge Advocate General pursuant to Article 69(b), Uniform Code of Military Justice, for review. Categories of records in the system: Files contain individual service member's petition together with all forwarding endorsements and copy of action taken by the Judge Advocate General with supporting memorandum. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; Article 69, Uniform Code of Military Justice, 10 U.S.C. 869) and 42 U.S.C. 10601 et seq., Victim's Rights and Restitution Act of 1990 as implemented by DoD Instruction 1030.2, Victim and Witness Assistance Procedures. Purpose(s): To complete appellate review as required under 10 U.S.C. 869(b) and to provide a central repository accessible to the public who may request information concerning the appellate review or want copies of individual public records. To provide information and support to victims and witnesses in compliance with the Victim and Witness Assistance Program, the Sexual Assault Prevention and Response Program, and the Victims' Rights and Restitution Act of 1990. 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 victims and witnesses of a crime for purposes of providing information, consistent with the requirements of the Victim and Witness Assistance Program, regarding the investigation and disposition of an offense. The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File folders. Retrievability: Records are maintained in chronological calendar order with alphabetical cross-referencing system. Safeguards: Files are maintained in file cabinets and other storage devices under the control of authorized personnel during working hours; the office spaces in which the file cabinets and storage devices are located are locked outside official working hours. Retention and disposal: Records are maintained in office for four years and then destroyed. System manager(s) and address: Assistant Judge Advocate General (Military Justice), Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Division Director, Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. The request should contain full name and address of the individual concerned and should be signed. Personal visits may be made to the Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Individuals making such visits should be able to provide acceptable identification, e.g., Armed Forces identification card, driver's license, etc. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Division Director, Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. The request should contain full name and address of the individual concerned and should be signed. Personal visits may be made to the Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Individuals making such visits should be able to provide acceptable identification, e.g., Armed Forces identification card, driver's license, etc. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The records comprise of the following source materials: (1) Petitions for relief, (2) forwarding endorsements thereon by petitioner's commanding officer and convening/supervisory authorities of courts-martial (above information is omitted if petitioner is former service member), and (3) action of the Judge Advocate General on petition. Exemptions claimed for the system: None. N05814-5 System name: Article 73 Petitions for New Trial. System location: Administrative Support Division, Navy and Marine Corps Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Categories of individuals covered by the system: Navy and Marine Corps personnel who submitted petitions for new trial to the Judge Advocate General within two years after approval of their courts-martial sentence by the convening authority but after their case had been reviewed by the Navy-Marine Corps Court of Criminal Appeals or the Court of Appeals for the Armed Forces, if appropriate. Categories of records in the system: The petition for new trial, the forwarding endorsements if the petition was submitted via the chain of command, and the action of the Judge Advocate General on the petition. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; Article 73, Uniform Code of Military Justice, 10 U.S.C. 873); and 42 U.S.C. 10601 et seq., Victim's Rights and Restitution Act of 1990 as implemented by DoD Instruction 1030.2, Victim and Witness Assistance Procedures. Purpose(s): To provide a record of individual petitions in order to answer inquiries from the individual concerned and to provide additional advice to commands involved when and if such petitions are granted. 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 victims and witnesses of a crime for purposes of providing information, consistent with the requirements of the Victim and Witness Assistance Program, regarding the investigation and disposition of an offense. The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File folders. Retrievability: Files are kept in alphabetical order according to the last name of the individual concerned. Safeguards: Files are maintained in file cabinets and other storage devices under the control of authorized personnel during working hours; the office space in which the file cabinets and storage devices are located is locked outside official working hours. Retention and disposal: Records are maintained in the office for four years and then destroyed. System manager(s) and address: Assistant Judge Advocate General (Military Justice), Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Division Director, Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. The request should contain full name and address of the individual concerned and should be signed. Personal visits may be made to the Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Individuals making such visits should be able to provide acceptable identification, e.g., Armed Forces identification card, driver's license, etc. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Division Director, Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. The request should contain full name and address of the individual concerned and should be signed. Personal visits may be made to the Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, 716 Sicard Street SE, Suite 1000, Washington Navy Yard, DC 20374-5047. Individuals making such visits should be able to provide acceptable identification, e.g., Armed Forces identification card, driver's license, etc. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The records are comprised of the following source materials: (1) Petitions for new trial; (2) forwarding endorsements thereon by petitioner's commanding officer and convening/supervisory authorities of courts-martial (above information is omitted if petitioner is former service member); and (3) action of the Judge Advocate General on petitions. Exemptions claimed for the system: None. N05814-6 System name: Appellate Case Tracking System (ACTS). System location: Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, Washington Navy Yard, 716 Sicard Street SE, Suite 1000, Washington, DC 20374-5047. Categories of individuals covered by the system: All individuals who have their appellate case reviewed by the Navy-Marine Corps Court of Criminal Appeals and/or the Court of Appeals for the Armed Forces. Categories of records in the system: Navy appellate case records; additional Navy appellate case information records; and historical Navy appellate case records from 1986 to present. Files contain personal information such as name, rank, Social Security Number, etc., and specific information with regard to the Navy appellate cases. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 866, 867; and E.O. 9397 (SSN). Purpose(s): To track the status of courts-martial cases appealed to the Navy- Marine Corps Court of Criminal Appeals for the Armed Forces. The system will also be used by the officials and employees of the Department of the Navy to provide management and statistical information to governmental, public, and private organizations and individuals. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Records are maintained on magnetic disk, magnetic tape, computers, and on hard copy forms. Retrievability: ACTS users obtain information by means of a query or a request for a standard report. Data may be indexed by any data item although the primary search keys are the name, Social Security Number, or the Navy-Marine Corps Court of Criminal Appeals docket number. Safeguards: Access to building is protected by uniformed guards requiring positive identification for admission after hours. The system is protected by the following software features: User account number and password sign-on, data base access authority, data set authority for add and delete, and data item authority for list and update. Retention and disposal: An individual's record is retained on disk and will be available for on-line access for twenty-five years after the close of the individual's case. The record will be purged to magnetic tape after twenty-five years and will be utilized in a batch processing mode. System manager(s) and address: Assistant Judge Advocate General (Military Justice), Office of the Judge Advocate General, Department of the Navy, Washington Navy Yard, 716 Sicard Street SE, Suite 1000, Washington, DC 20374-5047. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, Washington Navy Yard, 716 Sicard Street SE, Suite 1000, Washington, DC 20374-5047. The request should contain full name, Social Security Number, and address of the individual concerned and should be signed. Personal visits may be made to the Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, Washington Navy Yard, 716 Sicard Street SE, Suite 1000, Washington, DC 20374-5047. Individuals making such visits should be able to provide some acceptable identification, e.g., Armed Forces' I.D. card, driver's license, etc. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, Washington Navy Yard, 716 Sicard Street SE, Suite 1000, Washington, DC 20374-5047. The request should contain full name, Social Security Number, and address of the individual concerned and should be signed. Personal visits may be made to the Administrative Support Division, Navy and Marine Corps Appellate Review Activity, Office of the Judge Advocate General, Department of the Navy, Washington Navy Yard, 716 Sicard Street SE, Suite 1000, Washington, DC 20374-5047. Individuals making such visits should be able to provide some acceptable identification, e.g., Armed Forces' I.D. card, driver's license, etc. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in this system comes from the individual's record of trial and supporting documents. Exemptions claimed for the system: None. N05819-4 System name: Complaints of Wrong Under Article 138/Article 1150. System location: Office of the Judge Advocate General (Code 13), Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20374-5066 and duplicate copies may be maintained in local legal office files. Complaints, three years old or older, are stored at the Federal Records Center, Suitland, MD 20409. Categories of individuals covered by the system: Active duty Navy and Marine Corps personnel who have submitted complaints of wrong pursuant to Article 138, Uniform Code of Military Justice, or Article 1150 of the U. S. Navy Regulations (1990) which have been forwarded to the Secretary of the Navy for final review of the proceedings. Categories of records in the system: Files consist of complaint or report, the investigations into the complaint or report, the action of the general court-martial authority, and action of the Secretary of the Navy accumulated at the Office of the Judge Advocate General. Authority for maintenance of the system: Article 138, Uniform Code of Military Justice and Article 1150 of the U.S. Navy Regulations (1990). Purpose(s): Used by JAG as a working file to review and make recommendations to the Secretary of the Navy on Article 138 and Article 1150 complaints. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper and automated records. Retrievability: Last name of the complainant. Safeguards: Files are maintained in file cabinets and other storage devices under control of authorized personnel during working hours; the office spaces in which the file cabinets and storage devices are located is locked outside office working hours. Automated files are password protected. Retention and disposal: Permanent. Retire to Washington National Records Center when 3 years old. Transfer to National Archives and Records Administration when 20 years old. System manager(s) and address: Deputy Assistant Judge Advocate General (Administrative Law), Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20374-5066. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Deputy Assistant Judge Advocate General (Administrative Law), Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20374-5066. The written request should contain full name and the approximate date the complaint was submitted for review, if known. Written requests must be signed by the requesting individual. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Deputy Assistant Judge Advocate General (Administrative Law), Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20374-5066. The written request should contain full name and the approximate date the complaint was submitted for review, if known. Written requests must be signed by the requesting individual Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Complainant; investigatory files; individuals interviewed. Exemptions claimed for the system: None. N05820-1 System name: Foreign Criminal Jurisdiction Files. System location: U.S. Naval Legal Offices in a foreign country and the Office of the Judge Advocate General (International and Operational Law Division), 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. Categories of individuals covered by the system: Military personnel, members of civilian component and their dependents, and contractor employees and their dependents who have had criminal charges lodged against them in a foreign country. Categories of records in the system: Computerized summaries and card files containing copies of legal documents received and filed relative to the case, statements, affidavits, handwritten notes, and other miscellaneous data about the particular case. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1037; and E.O. 9397 (SSN). Purpose(s): Used by foreign civilian attorneys in representing the accused, by the accused's military advisor in seeking an expeditious settlement of the case; by supervisory personnel in the performance of their official duties when monitoring foreign criminal litigation, foreign confinement, and legal hold status of the individuals involved. 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: The ``Blanket Routine Uses'' that appear at the beginning of the Navy's 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: Records are maintained on computers, magnetic tape, file folders and file cards. Retrievability: Files are retrieved by name and Social Security Number. Safeguards: Only personnel in the International and Operational Law Department are authorized access. Offices are kept locked when not occupied. Computers are password protected. Retention and disposal: Destroy when 2 years old or purpose is served, whichever is earlier. System manager(s) and address: Policy Official: Judge Advocate General, 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. Record Holder.--Commanding Officer, head of the organization in question, or the Deputy Assistant Judge Advocate General (International and Operational Law), 1322 Patterson Avenue SE, Suite 3000. Washington, DC 20374-5066. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding Officer, head of the organization in question, or the Deputy Assistant Judge Advocate General (International and Operational Law Division), 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Individual should provide name, rate and service number, Military I.D. or any standard I.D. showing applicant's photo shall be sufficient for personal visits. Record access procedures: Individuals seeking access to information about themselves contained in this system, should address written inquiries to the Commanding Officer, head of the organization in question, or the Deputy Assistant Judge Advocate General (International and Operational Law), 1322 Patterson Avenue SE, Suite 3000, Washington, DC 20374-5066. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Individual should provide name, rate and service number, Military I.D. or any standard I.D. showing applicant's photo shall be sufficient for personal visits. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Foreign judicial system, accused, attorneys representing accused, military legal advisor, Provost Marshal's office, subject's commanding officer, witnesses, and the complainant. Exemptions claimed for the system: None. N05822-1 System name: Yokusuka Prison Health and Comfort Items. System location: Commander Fleet Activities, FPO AP 98762-1100. Categories of individuals covered by the system: Individuals who have been imprisoned under Japanese Law and jurisdiction for various offenses. Categories of records in the system: Record of request for, receipt of, and issues to of individuals imprisoned in Yokosuka Prison located in Yokosuka, Japan. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397. Purpose(s): Used for billing armed services, other than Navy and Marine Corps, for items of health and comfort issued to their personnel imprisoned. Billing is prepared in accordance with existing interservice support agreements (ISSAS). Additionally, file used to answer complaints in instances where prisoners contend they are not supported properly. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folder. Retrievability: Alphabetically by surname. New individual files instituted with arrival of individual in prison. Previous files retrieved to semi- active for one year and thereafter destroyed without report. Safeguards: Files maintained in locked file cabinet in locked office. Retention and disposal: Destroyed without report after two years. System manager(s) and address: Commander Fleet Activities, FPO AP 98762-1100. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander Fleet Activities, FPO AP 98762-1100. Individual should provide, as a minimum, the following information: Rank/rate, full name, branch of service, and Social Security Number. Files maintained in logistics with command and requesters may visit this office for review of their files during normal working hours. Proof of identification limited Armed Forces Identification Cards or Passports. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commander Fleet Activities, FPO AP 98762-1100. Individual should provide, as a minimum, the following information: Rank/rate, full name, branch of service, and Social Security Number. Files maintained in logistics with command and requesters may visit this office for review of their files during normal working hours. Proof of identification limited Armed Forces Identification Cards or Passports. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Prison officials. Exemptions claimed for the system: None. N05830-1 System name: JAG Manual Investigative Records. System location: For those records of incidents occurring prior to 1996, and all Litigation type investigations: Office of the Judge Advocate General (Code 35), Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20374-5066. For all other incidents occurring after 1996: the General Court Martial Convening Authority of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of system of records notices. Categories of individuals covered by the system: Any individual who participated in, who was involved in, who incurred an injury, disease, or death in, who was intoxicated (drugs or alcohol) during, before, or after, or who had an interest in any accident, incident, transaction, or situation involving or affecting the Department of the Navy, naval personnel, or any procedure, operation, material, or design involving the Department of the Navy. Categories of records in the system: The records contain all documented evidence relevant to the item under investigation, together with an investigating officer's report, which makes findings of fact and expresses opinions and recommendations, the reviewing authority's actions which either approved or modified the investigating officer's report or returned the entire record for further investigation or remedial action to perfect the record, and, the results of hearings afforded persons who incurred injuries and diseases, to allow them to explain or rebut adverse information in the record. The Judge Advocate General's correspondence to locate and obtain required investigations is also included in the record. Some records contain only a field command's explanation as to why an investigation is not required, together with documents pertinent to this lack of requirement. Some records contain only an accident, injury, or death report, prepared for the Department of the Navy by the Army, Air Force, Coast Guard, or other agency under reciprocal agreements, in situations where the Navy or Marine Corps could not conduct the investigation. Authority for maintenance of the system: Requirement that Enlisted Men Make Up Time Lost Due to Misconduct or Abuse of Alcohol or Drugs (10 U.S.C. 972(5)); Retirement or Separation for Physical Disability (10 U.S.C. 1201-1221); E.O. 11476; Manual for Courts-Martial, paragraph 133b; Uniform Code of Military Justice (10 U.S.C. 815, 832, 869, 873, 935, 936, and 938-940); Collection From Third Party Payers Act (10 U.S.C. 2095); Military Claims Act (10 U.S.C. 2733); Foreign Claims Act (10 U.S.C. 2734, 2734a, 2734b); Emergency Payment of Claims (10 U.S.C. 2736); Non- scope Claims (10 U.S.C. 2737); Duties of the Secretary of the Navy (10 U.S.C. 5013); Duties of the Office of the Chief of Naval Operations (10 U.S.C. 5031-5033, 5035-5037); Duties of the Bureaus and Offices of the Department of the Navy and Duties of the Judge Advocate General (10 U.S.C. 5131-5153); Duties of the Commandant of the Marine Corps (10 U.S.C. 5043); Reservist's Disability and Death Benefits (10 U.S.C. 6148); Requirement of exemplary conduct (10 U.S.C. 5947); Promotion of Accident and Occupational Safety by the Secretary of the Navy (10 U.S.C. 7205); Admiralty Claims (10 U.S.C. 7622-23); Public Vessels Act (46 U.S.C. 781-790); Suits in Admiralty Act (46 U.S.C. 741-752); Admiralty Extension Act (46 U.S.C. 740); Transportation Safety Act (49 U.S.C. 1901); Federal Tort Claims Act (28 U.S.C. 1346, 2671-2680); Financial Liability of Accountable Officers (31 U.S.C. 82, 89-92); Military Personnel and Civilian Employee's Claims Act of 1964, as amended (31 U.S.C. 240-243); Federal Claim Collection Acts (31 U.S.C. 71-75, 951-953); Forfeiture of Pay for Time Lost Due to Incapacitation Caused by Alcohol or Drug Use (37 U.S.C. 802); Eligibility for Certain Veterans Benefits (38 U.S.C. 105); Postal claims (39 U.S.C. 712); Federal Medical Care Recovery Act (42 U.S.C. 2651-2653); General Authority to Maintain Records (5 U.S.C. 301); Records Management By Agency Heads (44 U.S.C. 3101); and E.O. 9397 (SSN). Purpose(s): JAG Manual Investigative Records are used internally within the Department of the Navy as a basis for evaluating procedures operations, material, and designs with a view to improving the efficiency and safety of the Department of the Navy; determinations concerning status of personnel regarding disability benefits, entitlements to pay during periods of disability, severance pay, retirement pay, increases of pay for longevity, survivors' benefits, and involuntary extensions of enlistments, dates of expiration of active obligated service and accrual of annual leave; determinations concerning relief of accountable personnel from liability for losses of public funds or property; determinations pertaining to disciplinary or punitive action and evaluation of petitions, grievances, and complaints; adjudication, pursuit, or defense of claims for or against the Government; and public information releases. 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 officials and employees of the Department of Veterans Affairs for use in determinations concerning entitlements to veterans and survivors' benefits. To Servicemen's Group Life Insurance administrators for determinations concerning payment of life insurance proceeds. To the U.S. Government Accounting Office for purposes of determinations concerning relief of accountable personnel from liability for losses of public funds and related fiscal matters. To contractors for use in connection with settlement, adjudication, or defense of claims by or against the Government, and for use in design and evaluation of products, services, and systems. To agencies of the Federal, State or local law enforcement authorities, court authorities, administrative authorities, and regulatory authorities, for use in connection with civilian and military criminal, civil, administrative, and regulatory proceedings and actions. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of system of record notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper documents and data stored prior to 1985 are stapled together (with real evidence attached, if any) in paper file folders and stored in metal file cabinets, on shelves, and in cardboard boxes. Records of reports received and stored since 1985 are maintained within a computer data base. Retrievability: Records and data stored prior to 1985 are filed in calendar year groupings by surname of individual, bureau number of aircraft, name of ship, hull number of unnamed watercraft, or vehicle number of Government vehicles, or date of incident. Incidents are topically cross-referenced. Records stored since 1985 are maintained on data base and are retrievable from the data base in calendar year groupings by surname, Social Security Number, bureau number of aircraft, name of ship, hull number of unmanned watercraft, vehicle number of Government vehicles, or date of incident. Incidents are topically cross-referenced. Safeguards: Files are maintained in file cabinets and other storage devices under the control of authorized personnel during working hours; the office spaces in which the file cabinets and storage devices are locked outside official working hours. Access to the building is protected by uniformed guards requiring positive identification for admission. The data base system is protected by user account number and password sign-on, data base access authority, data set authority for add and delete, and data item authority for list and update. Retention and disposal: The records are retained for 75 years. All naval activities which prepare JAG manual Investigative Reports or Command Investigations or which are intermediate addresses, typically retain duplicate copies in local files for a two year period. The release authority or the General Court Martial Convening authority retires his reports after two years to a Federal Storage Facility where they are retained for 75 years. System manager(s) and address: Office of the Judge Advocate General (Code 35), Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20374-5066 for those incidents occurring prior to 1996, and all Litigation type investigations. For all other incidents occurring after 1996: The General Court Martial Convening Authority of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of system of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Office of the Judge Advocate General (Claims, Investigations, and Tort Litigation), Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20374-5066 for incidents occurring prior to 1996 and all Litigation type investigations. All other requests should be directed to the General Court Martial Convening Authority of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. The request should contain as much identifying data as possible, including, but not limited to the complete names of all individuals involved, the location and date of incident, the bureau number of aircraft or name and hull number of ship, government vehicle number, and type of incident. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Office of the Judge Advocate General (Claims, Investigations, and Tort Litigation), Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20374-5066 for incidents occurring prior to 1996 and all Litigation type investigations. All other requests should be directed to the General Court Martial Convening Authority of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. The request should contain as much identifying data as possible, including, but not limited to the complete names of all individuals involved, the location and date of incident, the bureau number of aircraft or name and hull number of ship, government vehicle number, and type of incident. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Records of JAG Manual Investigations are compilations of evidence, information, and data concerning the circumstances of incidents, accidents, events, transactions, and situations, prepared by administrative fact-finding bodies of utilization by proper authorities in making determinations, decisions, or evaluations relating to the matters under investigation. Records may contain: (1) testimony or statements of individuals who are parties to the investigations, witnesses, and others having pertinent knowledge concerning matters under investigation; (2) documentary evidence, including records and reports of military or Federal, state, or foreign, civilian law enforcement investigation, judicial, or corrections authorities; medical records and reports, investigations and accident and injury reports prepared by federal, state, or foreign governmental agencies or other organizations or persons; court records and other public records; official logs and other official naval records; letters and correspondence, personnel, pay, and medical records; financial records, receipts, and cost estimates; publications, and other pertinent documents and writings; (3) pertinent real evidence; and (4) pertinent demonstrative evidence. Exemptions claimed for the system: None. N05861-1 System name: Private Relief Legislation. System location: Office of Legislative Affairs, Department of the Navy, 2000 Navy Pentagon, Washington, DC 20350-2000. Categories of individuals covered by the system: Individuals concerning whom private legislation is introduced in the U.S. Congress. Categories of records in the system: Letters to Congressional Committees, expressing the views of the department concerning the legislation and records necessary to prepare the letters. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): To prepare the Department of the Navy's position to Congress concerning proposed private relief legislation. 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 members of Congress to provide the Navy position on proposed legislation. To officials and employees of the Office of Management and Budget to clear the Navy position on proposed legislation. To other executive agencies who would have an interest in the Navy's position on the proposed legislation and/or the Navy's position would impact on that agency. The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders. Retrievability: Name. Safeguards: Access generally limited to personnel of the Office of Legislative Affairs. Stored in a locked office. Retention and disposal: Permanent. Retained on-site for at least 4 years or as long as the legislation is active. After 4 years, records are transferred to the Washington Federal Records Center Suitland, GSA Accession Section, Washington, DC 20409. System manager(s) and address: Chief of Legislative Affairs, Department of the Navy, 2000 Navy Pentagon, Washington, DC 20350-2000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief of Legislative Affairs, Department of the Navy, 2000 Navy Pentagon, Washington, DC 20350-2000. Individual should provide full name, term and session of Congress when bill introduced, bill number, sponsor of bill (if available); driver's license or similar substitute. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief of Legislative Affairs, Department of the Navy, 2000 Navy Pentagon, Washington, DC 20350-2000. Individual should provide full name, term and session of Congress when bill introduced, bill number, sponsor of bill (if available); driver's license or similar substitute. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Member of Congress; individual about whom file is maintained and individuals from whom he solicits information; other Navy, Marine Corps, and DOD components; OMB; and other interested executive agencies. Exemptions claimed for the system: None. N05870-1 System name: Intellectual Property Files. System location: Central System: Office of Naval Research, 800 North Quincy Street, Arlington, VA 22217-5660. Duplicate portions of records can be retained at various Navy offices of counsel. Categories of individuals covered by the system: Inventors and patent owners of inventions in which Government has an interest or which Department of the Navy has evaluated; copyright owners of works in which Government has an interest; claimants or parties in administrative proceedings or litigation with the Government involving patents, copyrights or trademarks and licensees of Government owned inventions in the custody of the Secretary of the Navy. Categories of records in the system: Invention disclosures; disposition of rights in inventions of Government employees; patent applications and patented files; patent licenses and assignments; patent secrecy orders; copyright licenses and assignments; patent and copyright royalty matters; administrative claims and litigation with the Government involving patents, copyrights and trademarks including private relief legislation involving these matters; and documents and correspondence relating to the foregoing. Authority for maintenance of the system: 10 U.S.C. 5022. Purpose(s): Used by Navy patent personnel to determine rights of the Government and employees in employee inventions; to file and prosecute patent applications; to publish invention disclosures for public information and defensive purposes; to provide evidence and record of Government interest in or under patents or applications for patents; to provide evidence and record or patent and copyright licensing and assignment; to determine action or recommended action regarding disposition of claims or litigation; to recommend Government employee incentive awards; and to license inventions. Used by other Navy/Marine Corps commands to determine Government interest in inventions; to permit utilization of inventions; and to support employee incentive awards. 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 officials and employees of the U.S. Patent and Trademark Office to determine respective rights of the Government and employee- inventors and to evidence legal interests in patent and copyright licenses and assignments; and for the prosecution of patent applications. To the Commissioner of Patents and Trademarks to administer patent secrecy responsibilities. To appropriate foreign government offices for prosecution of patent applications. To officials and employees of the U.S. Copyright Office to evidence legal interests in patent and copyright licenses and assignments. To the National Technical Information Service for publication of inventions available for licensing; non-governmental personnel (including contractors and prospective contractors) having an identified interest in particular inventions and Government rights therein, in infringement of particular patents or copyrights, or in allowance of royalties of contracts. To the Congress in the form of reports on particular bills for private relief and reports of action on Congressional and constituent requests. To government agencies involved in claims or litigation, including the Department of Justice, who have access to prosecute and defend cases. To all government agencies who have access to license records. To parties involved in particular licensing arrangements who have access to specific files involved. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders and card files and electronic computer memory. Retrievability: Subject matter; Navy invention case number; name of inventor, patentee, copyright owner, claimant or correspondent. Safeguards: Maintained in safes and file cabinets in controlled spaces accessible only by authorized personnel who are properly instructed in the permissible use of the information and on computer memory accessible only by authorized personnel in the Office of Counsel. Retention and disposal: Permanent. Transferred to Washington National Records Center when 4 years old. Offered to the National Archives and Records Administration when 20 years old. System manager(s) and address: Counsel, Code OOCC, Office of Naval Research, Arlington, VA 22217-5660. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Counsel, Code OOCC, Office of Naval Research, Arlington, VA 22217-5660. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Counsel, Code OOCC, Office of Naval Research, Arlington, VA 22217- 5660. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information obtained from individual inventor, patent or copyright owner, claimant, licensor or licensee, or from U.S. Patent and Trademark Office, or from U.S. Copyright Office. Exemptions claimed for the system: None. N05880-2 System name: Admiralty Claims Files. System location: Office of the Judge Advocate General; Office of the Commander in Chief, United States Naval Forces Europe; Office of the Commander Sixth Fleet; and the Federal Records Center, Suitland, MD. Local commands with which claims under the Public Vessels Act and the Suits in Admiralty Act are initially filed, typically retain copies of such claims and accompanying files. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: All individuals who have asserted claims or instituted suits under the Public Vessels Act and Suits in Admiralty Act against the Department of the Navy in the name of the United States and all individuals who have instituted suits against third parties who have impleaded the Department of the Navy in the name of the United States. Categories of records in the system: The files may contain claims filed, correspondence, investigative reports, accident reports, medical and dental records, x-rays, allied reports (such as local police investigations, etc.), photographs, drawings, legal memoranda, opinions of experts, and court documents. Authority for maintenance of the system: Admiralty Claims Act (10 U.S.C. 7622); 5 U.S.C. 301, Departmental Regulations; 44 U.S.C. 3101. Purpose(s): To evaluate admiralty claims asserted for and against the Navy for settlement and for litigation support to the Department of Justice. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders stored in file cabinets or other storage devices and duplicate portions of the records are also stored in computer system. Retrievability: Name of claimant or ship. Safeguards: Files are maintained in file cabinets or other storage devices under the control of authorized personnel during working hours; the office space in which the file cabinets and storage devices are located is locked outside of official working hours. Computer files subject to controlled access and maintained on a controlled access server. Retention and disposal: Records are retained at OJAG headquarters as long as necessary and destroyed when no longer required. System manager(s) and address: Deputy Assistant Judge Advocate General (Admiralty), Office of the Judge Advocate General, Department of the Navy, 1322 Patterson Avenue SE, Suite 3000, Washington Navy Yard, Washington DC 20374- 1566. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Deputy Assistant Judge Advocate General (Admiralty), Office of the Judge Advocate General, Department of the Navy, 1322 Patterson Avenue SE, Suite 3000, Washington Navy Yard, Washington DC 20374-1566. Requesting individuals should specify their full names. Visitors should be able to identify themselves by any commonly recognized evidence of identity. Written requests must be signed by the requesting individual. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Deputy Assistant Judge Advocate General (Admiralty), Office of the Judge Advocate General, Department of the Navy, 1322 Patterson Avenue SE, Suite 3000, Washington Navy Yard, Washington DC 20374-1566. Requesting individuals should specify their full names. Visitors should be able to identify themselves by any commonly recognized evidence of identity. Written requests must be signed by the requesting individual. For personal visits, the individual should be able to provide some acceptable identification, e.g., driver's license, etc., and give some verbal information that could be verified in the file. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The sources of information contained in the files include the following: X-rays, medical and dental records from civilian and military doctors and medical facilities; investigative reports; witnesses; and correspondence from claimants and their representatives. Exemptions claimed for the system: None. N05890-1 System name: Claims Information System. System location: Primary location: Office of the Judge Advocate General (Code 35), Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20374-5066. Secondary locations: Federal Tort Claims Files and Military Claims Files are located at Naval Legal Service Offices and Detachments, overseas commands with a Navy or Marine Corps judge advocate attached, and the Federal Records Center, Suitland, MD. Local commands, with which claims under the Federal Tort Claims Act or Military Claims Act are initially filed, retain copies of such claims and accompanying files. Affirmative Claims Files are located at Naval Legal Service Offices and Detachments; U.S. Sending State Office For Italy; with overseas commands with a Navy or Marine Corps judge advocate attached; the Federal Records Center, Suitland, MD; and such other offices or officers as may be designated by the Judge Advocate General. Foreign Claims Files are located at U.S. Sending State Office for Italy; Naval Missions (including the office of the naval section of military missions); Military Assistance Advisory Groups (including the Office of Chiefs, Naval Section, Military Assistance Advisory Groups); Office of the Naval Advisory to Argentina; naval attaches; any command which has appointed a Foreign Claims Commission; and the Federal Records Center, Suitland, MD. Local commands, with which claims under the Foreign Claims Act are initially filed and which do not have or choose to appoint a Foreign Claims Commission, retain copies of such claims and accompanying files. Nonscope Claims Files are located at Naval Legal Service Offices and Detachments, and the Federal Records Center, Suitland, MD. Local commands, with which claims under the `Nonscope' Claims Act are initially filed, retain copies of such claims and accompanying files. Military personnel and Civilian Employees' Claims Files are located at Naval Legal Service Offices and Detachments; the Federal Records Center, Suitland, MD; naval activities where there are officers specifically designated by the Judge Advocate General to adjudicate personnel claims. U.S. Postal Service Indemnity Claims Files are located at the Federal Records Center, Suitland, MD 20409. Categories of individuals covered by the system: All individuals who have filed claims against the Department of the Navy under the Federal Tort Claims Act, Military Claims Act, the `Nonscope' Claims Act, or Military and Civilian Employees' Claims Act. All individuals who have filed claims with the U.S. Postal Service for loss or damage to mailed matter, and which claims have been paid by the U.S. Postal Service and thereafter forwarded for reimbursement by the Department of the Navy pursuant to 39 U.S.C. 406 and 2601. All individuals against whom the Navy has claims sounding in tort, and all individuals who are in the military or retired or are dependents of military members and have been provided medical care by a naval medical facility or civilian medical facility for injuries or illness. All commercial insurance carriers against whom recovery has been sought by the Department of the Navy. Any medical personnel involved in medical malpractice claims against the Department of the Navy. Categories of records in the system: The files may contain claims filed, correspondence, investigative reports, personnel, medical and dental records, x-rays, allied reports (such as police and U.S. Postal Service investigations), photographs, drawings, legal research and memoranda, opinions of experts and others, court documents, reports of injuries to individuals entitled to care at Navy expense, reports of damage to Navy property, statements of charges for medical and dental treatment, copies of orders, copies of insurance policies, government bills of lading, copies of powers of attorney, estimates of loss or damage, inventories, demands on carriers for reimbursement, substantiating documents. Authority for maintenance of the system: Federal Tort Claims Act (28 U.S.C. 1346(b), 2671-2680); 32 CFR 750.21-750.40; Medical Care Recovery Act (42 U.S.C. 2651-2653); Collection From Third Party Payers Act (10 U.S.C. 1095); Federal Claims Collection Act (31 U.S.C. 3701, 3711, 3716-3719); 32 CFR 757.1-757.21; Foreign Claims Act (10 U.S.C. 2734); Military Claims Act (10 U.S.C. 2733); 32 CFR 750.41-750.60; `Nonscope' Claims Act (10 U.S.C. 2737); 32 CFR 750.60-750.69; Military and Civilian Employees Claims Act (31 U.S.C. 3701, 3721); 32 CFR 751.0-751.3; 10 U.S.C. 1552; 39 U.S.C. 406 and 2601; 5 U.S.C. 301, Departmental Regulations; 44 U.S.C. 3101; and 31 U.S.C. 3729. Purpose(s): To manage and evaluate, and process claims both for and against the Department of the Navy for purposes of adjudication, collection and litigation. 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: The Federal Tort Claims Files and Military Claims Files are used by the claimant or his authorized representative for those claims for which payment is determined proper; to third parties in those cases in which they indemnify the U.S. Government or to verify claims; to officials and employees of the General Accounting Office and of the Department of Treasury for those claims for which payment is determined proper. The Affirmative Claims Files are used by insurance companies to support claims by documenting injuries or diseases for which treatment was provided at government expense; by civilian attorneys representing injured parties and the government's interest. For those claims for which payment is determined proper, the files or portions thereof may be provided to the Department of the Treasury. The Nonscope Claims Files are used by officials and employees of the Department of Justice to defend unauthorized suits brought against the U.S. under the Military Personnel and Civilian Employees' Claim Act. To the claimant of his/her authorized representative. The `Blanket Routine Uses' that appear at the beginning of the Navy's 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 records in file folders stored in file cabinets or other storage devices. Some records are also maintained on magnetic disc, magnetic tape, or within a computer system. Retrievability: Filed alphabetically by name of claimant or by a locally assigned claim number. Additionally, Military Personnel and Civilian Employees' Claims Act files may be filed alphabetically by name of common carrier, warehousemen, contractors, and insurers. Safeguards: Documents and computer disks are maintained in filing cabinets or other storage devices under control of authorized personnel during working hours. Password access is restricted to those personnel with a need-to-know. The office space in which the file cabinets and storage devices are located is locked and guarded outside official working hours. Retention and disposal: Records are destroyed four years after final action. System manager(s) and address: Deputy Assistant Judge Advocate General (Claims and Tort Litigation), Office of the Judge Advocate General, Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20374-5066. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Deputy Assistant Judge Advocate General (Claims and Tort Litigation), Office of the Judge Advocate General, Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20374-5066. The request should contain full name and address of the individual concerned and must be signed. Visitors should be able to identify themselves by any commonly recognized evidence of identity. Record access procedures: Individuals seeking access to record about themselves contained in this system of records should address written inquiries to the Deputy Assistant Judge Advocate General (Claims and Tort Litigation), Office of the Judge Advocate General, Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20374-5066. The request should contain full name and address of the individual concerned and must be signed. Visitors should be able to identify themselves by any commonly recognized evidence of identity. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The sources of information contained in the files include the following: X-rays and medical and dental records from civilian and military doctors and medical facilities; investigative reports of accidents from military and civilian police agencies; report of circumstances if incidents from operators of Government vehicles an equipment; witnesses; correspondence from claimants, their insurance companies, state commissions, United States Attorneys, and various other Government agencies with information concerning the claim; line of duty investigations; commercial credit and asset reports; questionnaires completed by accident victims; statements of charges from civilian and military doctors and medical facilities; information provided by the claimant; investigative reports from personal property offices; investigative reports from a military member's command or an investigative agency; information contributed from commercial carriers; substantiating documents; allied reports (such as U.S. Postal Service investigative reports); legal memoranda. Exemptions claimed for the system: None. N05890-8 System name: NAVSEA Radiation Injury Claim Records. System location: Naval Sea Systems Command (Code 08), Washington, DC 20362-5101. Categories of individuals covered by the system: Navy employees and contractors who have alleged radiation injury from radiation exposure associated with Naval Nuclear Propulsion Plants. Categories of records in the system: Excerpts from personnel medical records, Navy field organization and Navy contractor work histories, and Navy and Labor Department correspondence. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): To provide NAVSEA Radiological Control Managers with information necessary to evaluate radiation injury compensation claims. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File folders. Retrievability: Name. Safeguards: Records are maintained in a safe with controlled access. Retention and disposal: Permanent. System manager(s) and address: Naval Sea Systems Command (Code 08), Washington, DC 20362-5101. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commander, Naval Sea Systems Command (Code 08), Washington, DC 20362-5101. Written requests should include name, organization where employed at time of alleged injury and supporting evidence. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Commander, Naval Sea Systems Command (Code 08), Washington, DC 20362- 5101. Written requests should include name, organization where employed at time of alleged injury and supporting evidence. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Personnel medical records and Navy and contractor work histories. Exemptions claimed for the system: None. N05891-1 System name: JAG Litigation Case File. System location: Office of the Judge Advocate General, Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20375-5066 and duplicate copies may be maintained in local legal office files. Categories of individuals covered by the system: Individuals who may or have instituted litigation concerning matters under the cognizance of the Judge Advocate General, Department of the Navy. Excluded are cases arising in admiralty, under the Federal Tort Claims Act, and from matters under the cognizance of the Navy's General Counsel Office. Categories of records in the system: Records, correspondence, pleadings, documents, memoranda, and notes relating to the litigation or anticipated litigation. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5148; and 44 U.S.C. 3101. Purpose(s): To represent the Department of the Navy and cognizant officials in litigation. 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 U.S. Attorneys, litigants, and other parties in litigation. To Federal and state courts to whom and which information may be provided. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders. Retrievability: Name of litigant or anticipated litigant. Safeguards: Records are maintained in file cabinets accessible only to persons responsible for servicing the record system in performing their official duties. Retention and disposal: Generally retained in office files for six years after final action, then destroyed. Specially designated files are retained for longer periods and then destroyed. System manager(s) and address: Judge Advocate General, Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20375- 5066. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Judge Advocate General, Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20375-5066. Written requests should include full name and be signed. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Judge Advocate General, Department of the Navy, Washington Navy Yard, 1322 Patterson Avenue, SE, Suite 3000, Washington, DC 20375-5066. Written requests should include full name and be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: From all sources with information which may impact upon actual or anticipated litigation, e.g., other record systems within DON, DOD, and other agencies and departments of the Federal Government, particularly the Department of Justice; state and local governments and law enforcement agencies; counsel and parties in litigation; third parties who provide information voluntarily or in response to discovery, etc. Exemptions claimed for the system: None. N06150-1 System name: Medical Department Professional/Technical Personnel Development. System location: Bureau of Medicine and Surgery, Navy Department, Washington, DC 20372-5120; individual's duty station or reserve unit (see Directory of the Department of the Navy Mailing Addresses); Military Sealift Command, Navy Department, Washington, DC 20390; National Personnel Records Center, (Military Personnel Records), 9700 Page Avenue, St. Louis, Missouri 63132; National Personnel Records Center, (Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO 63118; Bureau of Medicine and Surgery managed education and training activities; various colleges and universities affiliated with BUMED managed education and training activities. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Navy (military and civilian) health care personnel; applicants to student status in Navy Aerospace Medicine, Navy Aerospace Physiology and Navy Aerospace Experimental Psychology; Navy (military and civilian) personnel qualified as divers or involved in other professional/specialty/technical training; Navy (military and civilian) personnel exposed to occupational/environmental hazards; distinguished/noted civilian physicians employed by the Navy in capacity of lecturer/consultant. Categories of records in the system: Personnel records, including demographic, medical, and personal data, records of disciplinary, administrative, and credentialing, and punitive actions, curricula vitae of both active-duty and civilian lecturers/consultants. Authority for maintenance of the system: Title 10, 5 U.S.C. 301; Title 10, CFR part 20, Standards for Protection Against Radiation; and E.O. 9397. Purpose(s): To manage the Bureau of Medicine and Surgery's management of health care personnel, including education and training activities; procurement; assignments planning; professional/specialty/technical training; credentialing; promotional decisions; career development planning; evaluation of candidates for position of lecturer/ consultant; mobilization, planning, and verification of reserve service; surgical team contingency planning. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information of adverse actions, including administrative or disciplinary actions or revocations of health care providers' clinical credentials may be disseminated to the various federal and state licensure boards, professional regulating bodies, and appropriate military and civilian organizations and facilities. The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Automated records stored on disc, tape, punched cards, and machine listings. Manual records stored in card files and folders in filing cabinets. Retrievability: Manual records retrieved by full name, Social Security Number, file numbers, program title or locator card. Automated records retrieved by key to any data field. Safeguards: Records maintained in monitored or controlled access rooms or areas; public access to the records is not permitted; computer hardware is located in supervised areas; access is controlled by password or other user code system; utilization reviews ensure that the system is not violated. Access is restricted to personnel having a need for the record in the performance of their duties. Buildings/ rooms locked outside regular working hours. Retention and disposal: Medical Department personnel professional development and training records; Headquarters, BUMED records--retained at BUMED for duration of member's service, then retired to NPRC, St. Louis for 10 year retention; COMNAVMEDCON field activities--retained 5 years, then destroyed. Radiation exposure records; personnel exceeding exposure limits-- retained at BUMED 50 years, then destroyed; all others--retained 5 years, then destroyed. Surgical support team records; Headquarters, BUMED--destroyed upon termination of active duty service; BUMED field activities-- destroyed upon termination of duty at the Medical Department facility. Curricular vitae of lecturers/consultants--destroyed upon termination of status at the Medical Department facility. System manager(s) and address: Commander, Bureau of Medicine and Surgery, Navy Department, Washington, DC 20372-5120; Director, National Personnel Records Center, (Military Personnel Records), 9700 Page Avenue, St. Louis, MO 63132; Director, National Personnel Records Center, (Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO 63118; Commanding Officers of naval activities, ships and stations. Notification procedure: Offices where requester may visit to obtain information of records pertaining to the individual: Potomac Annex, 23rd and E Streets, NW, Washington, DC 20372-5120; Navy medical centers and hospitals; other Navy health care facilities; and BUMED managed education and training facilities. The individual should present proof of identification such as an I.D. Card, driver's license, or other type of identification bearing signature and photograph. Written requests may be addressed as follows: Active duty Navy members or civilian employees presently working for the Navy should address requests to the Commanding Officer of the Facility or ship where they are stationed or employed. Former members of the Navy should address requests to the Director, National Personnel Records Center, (Military Personnel Records), 9700 Page Avenue, St. Louis, MO 63132. Former civilian employees of the Navy should address requests to the Director, National Personnel Records Center, (Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO 63118. All written requests should contain full name, rank, Social Security Number, file number (if any) and designator. Record access procedures: Offices where requester may visit to obtain information of records pertaining to the individual: Potomac Annex, 23rd and E Streets, NW, Washington, DC 20372-5120; Navy medical centers and hospitals; other Navy health care facilities; and BUMED managed education and training facilities. The individual should present proof of identification such as an I.D. Card, driver's license, or other type of identification bearing signature and photograph. Written requests may be addressed as follows: Active duty Navy members or civilian employees presently working for the Navy should address requests to the Commanding Officer of the Facility or ship where they are stationed or employed. Former members of the Navy should address requests to the Director, National Personnel Records Center, (Military Personnel Records), 9700 Page Avenue, St. Louis, MO 63132. Former civilian employees of the Navy should address requests to the Director, National Personnel Records Center, (Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO 63118. All written requests should contain full name, rank, Social Security Number, file number (if any) and designator. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Military headquarters, offices and commands; education institutions at training hospitals; boards, colleges and associations of professional licensure and medical specialties; personnel records; information submitted by the individual; automated system interface. Exemptions claimed for the system: None. N06150-2 System name: Health Care Record System. System location: Military outpatient health (medical and dental) records of active duty individuals are retained at the member's medical or dental treatment facility. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Military outpatient health (medical and dental) records of current reservists are retained by the member's command. Military outpatient health (medical and dental) records of retired and separated individuals are retained at the National Personnel Records Center, 9700 Page Avenue, St. Louis, MO 63132-5100; Naval Reserve Personnel Center, 4400 Dauphine Street, New Orleans, LA 70149-7800; Marine Corps Reserve Support Center, 10905 El Monte, Overland Park, KS 66211-1408; Bureau of Medicine and Surgery, 2300 E Street, Northwest, Washington, DC 20372-5300; or Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, 2 Navy Annex, Washington, DC 20380-0001. Inpatient health records are retained at the originating naval medical treatment facility (official mailing addresses are published as an appendix to the Navy's compilation of system of records notices); Department of Veterans Affairs Hospitals; other medical treatment facilities such as PRIMUS; National Personnel Records Center (Military), 9700 Page Avenue, St. Louis, MO 63132-5100; National Personnel Records Center (Civilian), 111 Winnebago Street, St. Louis, MO 63118-4199; Naval Reserve Personnel Center, 4400 Dauphine Street, New Orleans, LA 70149-7800; Marine Corps Reserve Support Center, 10950 El Monte, Overland Park, KS 66211-1408; Medical Director, American Red Cross, Washington, DC 20226; Bureau of Medicine and Surgery, 2300 E Street, Northwest, Washington, DC 20372- 5300; or Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, 2 Navy Annex, Washington, DC 20380-0001. Outpatient health (medical and dental) treatment records of civilians are retained at the originating naval medical or dental treatment facility (official mailing addresses are published as an appendix to the Navy's compilation of system of records notices); Department of Veterans Affairs Hospitals; other medical treatment facilities such as PRIMUS; National Personnel Records Center, (Military Personnel Records), 9700 Page Avenue, St. Louis, MO 63132- 5100; National Personnel Records Center, (Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO 63118-4199; Medical Director, American Red Cross, Washington, DC 20226; Bureau of Medicine and Surgery, 2300 E Street, Northwest, Washington, DC 20372- 5300; or Commandant of the Marine Corps, Headquarters, U.S. Marine Corps, 2 Navy Annex, Washington, DC 20380-0001. Categories of individuals covered by the system: Navy and Marine Corps personnel, other military personnel, dependents, retired and separated military personnel and dependents, civilian employees, Red Cross personnel, foreign personnel, VA beneficiaries, humanitarian patients, and all other individuals who receive treatment at a Navy medical or dental treatment facility. All commercial insurance carriers with whom the Department of the Navy has filed a claim under the Third Party Payers Act. Categories of records in the system: Outpatient and inpatient health (medical and dental) records contain forms documenting care and treatment. These records contain patient and sponsor demographic data. Secondary health records contain forms documenting care and treatment at specific departments or clinics. Subsidiary health records contain information from individual health records and supporting documentation. Examples are: X-ray files; electrocephalogram tracing files; laboratory or secondary treatment record with supporting documentation or they may be based on the files; pharmacy files, social work case files; alcohol rehabilitation files; psychiatric or psychology case files, including psychology files documenting the clinical psychological evaluation of individuals for suitability for certain assignments; nursing care plans; medication and treatment cards, stat/daily orders; patient intake and output forms; ward reports; day books; nursing service reports; pathology and clinical laboratory reports; tumor registries; autopsy reports; laboratory information system (LABIS); blood transfusion reaction records; blood donor and blood donor center records; pharmacy records, surgery records, and vision records and reports; communicable disease case files, statistics, and reports; occupational health, industrial, and environmental control records, statistics, and reports, including data concerning periodic and total lifetime accumulated exposure to occupational/environmental hazards; emergency room and sick call logs; family advocacy case files, statistics, reports, and registers; psychiatric workload statistics and unit evaluations; gynecology malignancy data, etc. Aviation physical examinations and evaluation case files contain medical records documenting fitness for admission or retention in aviation programs. Marine Security Guard Battalion psychological examination, evaluation, and treatment case files contain medical records documenting suitability for assignment as Embassy Guards. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1095, Collection from Third Party Payers Act; 10 U.S.C. 5131 (as amended); 10 U.S.C. 5132; 44 U.S.C. 3101; 10 CFR part 20, Standards for Protection Against Radiation; and, E.O. 9397. Purpose(s): This system is used by officials, employees and contractors of the Department of the Navy (and members of the National Red Cross in naval medical treatment facilities) in the performance of their official duties relating to the health and medical treatment of Navy and Marine Corps members; physical and psychological qualifications and suitability of candidates for various programs; personnel assignment; law enforcement; dental readiness; claims and appeals before the Council of Personnel Boards and the Board for Correction of Naval Records; member's physical fitness for continued naval service; litigation involving medical care; performance of research studies and compilation of statistical data; implementation of preventive medicine programs and occupational health surveillance programs; implementation of communicable disease control programs; and management of the Bureau of Medicine and Surgery's Radiation program and to report data concerning individual's exposure to radiation. This system is also used for the initiation and processing, including litigation, of affirmative claims against potential third party payers. This system is used by officials and employees of other components of the Department of Defense in the performance of their official duties relating to the health and medical treatment of those individuals covered by this record system; physical and psychological qualifications and suitability of candidates for various programs; and the performance of research studies and the compilation of medical data. 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 officials and employees of the Department of Veterans Affairs in the performance of their official duties relating to the adjudication of veterans' claims and in providing medical care to Navy and Marine Corps members. To officials and employees of other departments and agencies of the Executive Branch of Government upon request in the performance of their official duties related to review of the physical qualifications and medical history of applicants and employees who are covered by this record system and for the conduct of research studies. To private organizations (including educational institutions) and individuals for authorized health research in the interest of the Federal Government and the public. When not considered mandatory, patient identification data shall be eliminated from records used for research studies. To officials and employees of the National Research Council in cooperative studies of the National History of Disease.To officials and employees of local and state governments and agencies in the performance of their official duties relating to public health and welfare, communicable disease control, preventive medicine, child and spouse abuse prevention and public safety. To officials and employees of local and state governments and agencies in the performance of their official duties relating to professional certification, licensing and accreditation of health care providers. To law enforcement officials to protect the life and welfare of third parties. This release will be limited to necessary information. Consultation with the hospital or regional judge advocate is advised. To spouses of service members (including reservists) who are infected with the Human Immunodeficiency Virus. This release will be limited to HIV positivity information. Procedures for informing spouses will be published by the Director, Naval Medicine and must be used. To military and civilian health care providers to further the medical care and treatment of the patient. To release radiation data per 10 CFR part 20. To third parties in those cases where the Government is seeking reimbursement under the Third Party Payers Act. When required by federal statute, by executive order, or by treaty, medical record information will be disclosed to the individual, organization, or government agency, as necessary. The 'Blanket Routine Uses' that appear at the beginning of the Navy's compilation of system of records notices also apply to this system. Note: Records of identity, diagnosis, prognosis or treatment of any patient which are maintained in connection with the performance of any program or activity relating to substance abuse education, prevention, training, treatment, rehabilitation, or research, which is conducted, regulated, or directly or indirectly assisted by any department or agency of the United States, except as provided in 42 U.S.C. 290dd-2(e), be confidential and be disclosed only for the purposes and under the circumstances expressly authorized under 42 U.S.C. 290dd-2(b). The 'Blanket Routine Uses' do not apply to these types of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Primary, secondary, and subsidiary medical health records are stored in file folders, microform, on magnetic tape, personal computers, machine listings, discs, and other computerized or machine readable media. Retrievability: Military health (medical and dental) treatment records are filed and maintained by the last four digits of the military member's Social Security Number, the member's last name, or the member's Social Security Number. A locator case file cross-references the patient's name with the location of his/her record. Inpatient (clinical) health records are filed and maintained by the last four digits of the sponsor's Social Security Number or a register number. A manual or automatic register of patients is kept at each Navy medical treatment facility. The location of the file can be determined by a seven-digit register number or the patient's name. Outpatient (medical and dental) health records are filed and maintained by the sponsor's Social Security Number or date of birth, relationship to the sponsor, and name. A locator file cross- references the patient's name with the location of his/her record. Treatment records retired to a Federal Records Center prior to 1971 are retrieved by the name and service number or file number. After that date, records are retrieved by name and Social Security Number. Aviation medical records are filed and maintained by Social Security Number and name. Marine Security Guard Battalion psychological examination, evaluation, and treatment case files contain medical records documenting fitness for assignment as Embassy Guards and are filed and maintained by Social Security Number and name. Subsidiary health care records may or may not be identified by patient identifier. When they are, they may be retrieved by name and Social Security Number. Safeguards: Records are maintained in various kinds of filing equipment in specific monitored or controlled access rooms or areas; public access is not permitted. Computer terminals are located in supervised areas. Access is controlled by password or other user code system. Utilization reviews ensure that the system is not violated. Access is restricted to personnel having a need for the record in providing further medical care or in support of administrative/clerical functions. Records are controlled by a charge-out system to clinical and other authorized personnel. Retention and disposal: Health care records are retained, retired, and disposed of in accordance with Secretary of the Navy Instruction 5215.5 (Disposal of Navy Marine Corps Records) and Bureau of Medicine and Surgery Instruction 6150.1 (Health Care Treatment Records). Specifics are given below: Military health (medical and dental) records, are transferred with the member upon permanent change of duty station to his/her new duty station. These records are retired to the National Personnel Records Center, (Military Personnel Records), 9700 Page Avenue, St. Louis, MO 63132-5100; Naval Reserve Personnel Center, 4400 Dauphine Street, New Orleans, LA 70149-7800; and, Marine Corps Reserve Support Center, 10950 El Monte, Overland Park, KS 66211-1408. Inpatient health records are transferred to the National Personnel Records Center, (Military Personnel Records), 9700 Page Avenue, St. Louis, MO 63132-5100 or to the National Personnel Records Center, (Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO 63118-4199, two years after the calendar year of the last date of treatment. Outpatient health records of civilians are transferred to the National Personnel Records Center, (Military Personnel Records), 9700 Page Avenue, St. Louis, MO 63132-5100 or to the National Personnel Records Center, (Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO 63118-4199, two years after the calendar year of the last date of treatment. X-ray files are retained on-site and destroyed three years after the last x-ray in the file. Asbestos x-rays are retained on site indefinitely. Secondary health record may be retained separate from the health record. A notation is made in the health record that these records exist and where they are being kept. When the health record is retired or the patient transfers, these records should be entered in the health record. Aviation medical records are retained at the activity and destroyed when 30 years old. Marine Security Guard Battalion psychological examination, evaluation, and treatment case files containing medical records documenting fitness for assignment as Embassy Guards are retained at the activity and destroyed after 50 years. Clinical psychology case files documenting suitability for special assignment will be retained at the originating medical treatment facility and destroyed when 50 years old. Radiation exposure records for personnel are maintained indefinitely in the health record, and in a centralized exposure registry held by the Navy Environmental Health Center Detachment, Naval Dosimetry Center, Bethesda, MD 20889-5614. System manager(s) and address: Service medical (health and dental) records for active and reserve, Navy and Marine Corps: Chief, Bureau of Medicine and Surgery, 2300 E Street, Northwest, Washington, DC 20372-5300; Commanding Officers, Naval Activities, Ships and Stations; and, Director, National Personnel Records Center, Military Personnel Records, 9700 Page Avenue, St. Louis, MO 63132-5100. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. Inpatient and outpatient treatment records: Chief, Bureau of Medicine and Surgery, 2300 E Street, Northwest, Washington, DC 20372- 5300; Commanding Officers and Officers-in-Charge of naval medical treatment facilities; and, Director, National Personnel Records Center, Military Personnel Records, 9700 Page Avenue, St. Louis, MO 63132-5100. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. Notification procedure: Active duty Navy and Marine Corps personnel and drilling members of the Navy and Marine Corps Reserves seeking to determine whether this system of records contains information about themselves should address written inquiries to the originating medical or dental treatment facility. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. Inactive Naval Reservists should address requests for information to the Naval Reserve Personnel Center, 4400 Dauphine Street, New Orleans, LA 70149-7800. Marine Reservists should address requests for information to Marine Corps Reserve Support Center, 10950 El Monte, Overland Park, KS 66211-1408. Former members who have no further reserve or active duty obligations should address requests for information to the Director, National Personnel Records Center, (Military Personnel Records), 9700 Page Avenue, St. Louis, MO 63132- 5100. All written requests should contain the full name and Social Security Number of the individual, his/her signature, and in those cases where his/her period of service ended before 1971, his/her service or file number. In requesting records for personnel who served before 1964, information provided to the National Personnel Records Center should also include date and place of birth and dates of periods of active Naval service. Records may be requested in person. Proof of identification will consist of the Armed Forces Identification Card or by other types of identification bearing picture and signature. Requests for inpatient records within two years of inpatient stay should be addressed to the Commanding Officer of the hospital where the individual was treated. Requests for inpatient records after two years after inpatient stay should be addressed to the Director, National Personnel Records Center, (Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO 63118-4199 or to the Director, National Personnel Records Center, (Military Personnel Records), 9700 Page Avenue, St. Louis, MO 63132-5100. Requests for subsidiary medical records should be addressed to the Commanding Officer of medical or dental center where treatment was received. The following data should be provided: Full name, Social Security Number, status, date(s) of treatment or period of hospitalization, address at time of medical treatment, and service number. Full name, date, and place of birth, I.D. card or driver's license, or other identification to sufficiently identify the individual with the medical records held by the treatment facility must be presented. Record access procedure: Individuals seeking access to record about themselves contained in this system of records should address written inquiries to the medical or dental treatment facility where treatment was received or to the officials listed under `Notification procedure'. Contesting record procedure: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Reports from attending and previous physicians and other medical personnel regarding the results of physical, dental, and mental examinations, treatment, evaluation, consultation, laboratory, x- rays, and special studies conducted to provide health care to the individual or to determine the individual's physical and dental qualification. Exemptions claimed for the system: None. N06150-3 System name: Naval Health/Dental Research Center Data File. System location: Naval Medical Research and Development Command, Naval Medical Research Institute and/or Naval Dental Research Institute to which individual is assigned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: For medical: Navy and Marine Corps personnel on active duty since 1960 to date. Civilians taking part in Operation Deep Freeze, 1964 to date. For dental: Navy and Marine Corps personnel on active duty since 1967 to date. Categories of records in the system: Extracts of information from official medical/dental and personnel records, results of dental examinations conducted by staff research scientists, as well as information dealing with biographical, attitudes, and questions relating to medical and dental health patterns during active service or prior to active duty. Authority for maintenance of the system: 10 U.S.C. 5013 and E.O. 9397. Purpose(s): To research, monitor and analyze the types and frequency of medical and dental diseases and illnesses in Navy and Marine Corps personnel. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Files are maintained on magnetic tape, flexible and hard disks, paper files, punch cards and optically marked cards. Retrievability: Retrievability is by Social Security Number or service number as appropriate for military and former military personnel. Civilians are by name only. Safeguards: Access is restricted to personnel having a need to work with the research data stored. Access is controlled by password for health records stored on magnetic tape. Computerized dental research records contain I.D. numbers that can be matched to Social Security Number's on code sheets maintained by research personnel. Retention and disposal: Research records are permanent. They are maintained for five years at the activity performing the research and then retired to the Federal Records Center, St. Louis, MO. System manager(s) and address: Commanding Officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding Officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Navy and Marine Corps personnel and former serving members must provide a Social Security Number or service number as appropriate, give the branch of service, and years of active duty. Civilians in Operation Deep Freeze must identify themselves by full name and the year in which they wintered over. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding Officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Navy and Marine Corps personnel and former serving members must provide a Social Security Number or service number as appropriate, give the branch of service, and years of active duty. Civilians in Operation Deep Freeze must identify themselves by full name and the year in which they wintered over. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information is derived from (a) Medical Treatment Record Systems, including medical, dental, health records, inpatient treatment records and outpatient treatment records, (b) Personnel Records System and Personnel Rehabilitation Support System, (c) Enlisted Master File, (d) information provided by the members themselves on a volunteer basis in response to specific research questionnaires and forms, and (e) information provided by the members' peers and superiors. Exemptions claimed for the system: None. N06150-4 System name: DoD Birth Defects Registry. System location: Naval Health Research Center, Emerging Illness Division, PO Box 85122, San Diego, CA 92186-5122. Categories of individuals covered by the system: DoD beneficiary infants born in both military and civilian medical facilities beginning October 1, 1993, and their parents. Categories of records in the system: Demographic data and health data potentially related to a birth defect. Authority for maintenance of the system: 10 U.S.C. 131, Office of the Secretary of Defense; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 2358, Research and Development Projects; E.O. 9397 (SSN); and OASD/HA Policy for National Surveillance for Birth Defects Among Department of Defense (DoD) Health Care Beneficiaries Clinical Policy 99-006 dated November 17, 1998. Purpose(s): To determine those birth defects that are most common within this population; to provide information regarding increases, if any, in the incidence of specific malformations; to compare rates stratified by beneficiary status (military or dependent) and among active-duty personnel, by occupation; to identify geographical or military service-related areas of reproductive concern for cluster analysis; to identify any correlation of rates of defects with changing trends in cultural, social, and environmental factors; and to provide a data repository that future investigators and policy makers might use to study militarily important birth defects hypotheses. 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 Social Security Administration (SSA) for considering individual claims for benefits for which SSA is responsible. To the Department of Veterans Affairs (DVA) for considering individual claims for benefits for which that DVA is responsible, and for use in scientific, medical and other analysis regarding reproductive outcomes research associated with military service. To the Department of Health and Human Services, Centers for Disease Control and Prevention and state birth defect registries for use in scientific, medical and other analysis regarding reproductive outcomes research associated with military service. The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Computerized and paper records. Retrievability: Name and Social Security Number. Safeguards: Access provided on a need-to-know basis only. Computerized information is password protected and maintained in a locked and/or guarded office. Retention and disposal: Records are destroyed when three years old or discontinuance of function, whichever is earlier. System manager(s) and address: Policy Official: Chief, Bureau of Medicine and Surgery, 2300 E Street, NW., Washington, DC 20372-5300. System manager: Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the commanding officer of the activity where assigned. The request should contain full name, Social Security Number, and must be signed. Record access procedures: Individuals seeking access to records contained in this system of records should address written inquiries to the commanding officer of the activity where assigned. The request should contain full name, Social Security Number, and must be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual, American Red Cross, blood donors, hospitals, persons seeking replacement of blood. Exemptions claimed for the system: None. N06150-5 System name: Millennium Cohort Study. System location: Naval Health Research Center, Emerging Illness Division, PO Box 85122, San Diego, CA 92186-5122. Categories of individuals covered by the system: An initial probability-based, cross-sectional sample of 100,000 U.S. Armed Forces personnel (active duty Army, Navy, Marine Corps, and coast guard and reserve/National Guard), as of October 2000, that will be followed prospectively by postal surveys every 3 years over a 21-year period. The initial sample of 100,000 persons will be comprised of 30,000 individuals whoi have been deployed to Southwest Asia, Bosnia, or Kosovo since August 1997, and 70,000 individuals who have not been deployed to these conflicts. In October 2004, and October 2007, a random sample of 20,000 new Armed Forces personnel will be added to the cohort. The total of 140,000 individuals will be followed until the year 2022. Categories of records in the system: Demographic data, such as name, Social Security Number, rank, grade, gender, military occupational speciality, Health data, such as self-reported medical conditions and symptoms, smoking and drinking behaviors. Validated instruments will be incorporated to capture self-assessed physical and mental functional status (Short Form-36 Veterans), psychosocial assessment (Patient Health Questionnaire), and postraumatic stress disorder (Patient Checklist-17). Information obtained from the survey responses will be supplemented with deployment, occupational, vaccination, and healthcare utilization datla related to individual health status. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 136, Under Secretaryof Defense forPersonnel and Readiness; and E.O. 9397(SSN); DoD Protocol Number 32227; Sec. 743 National Defense Authorization Act of fiscal Year 1999; Sec. 735, National Defense Appropriations Act for Fiscal Year 2001; Defense Technology Objective MD.25 Deployed Force Health Protection: Predicting Warfighter Resilience. Purpose(s): To create a probability-based, cross sectional database of selected veterans who have, or have not, deployed overseas so that various longitudinal health and research studies may be conducted over a 21 year period. The data base will be used: a. To systematically collect population-based demographic and health data to evaluate the health of Armed Forces personnel throughout their careers and after leaving service. b. To evaluate the impact of operational deployments on various measures of health over time including medically unexplained symptoms and chronic disease such as cancer, heart disease and diabetes. c. To serve as a foundation upon which other routinely captured medical and deployment data may be added to answer future questions regarding the health risks of operational deployment, occupations, and general service in the Armed Forces. d. To examine characteristics of service in the Armed Forces associated with common clinician-diagnosed diseases and with scores on several standarized self-reported health inventories for physical and psychological functional status. e. To provide a data repository and available representative Armed Forces cohort that future investigators and policy makers might use to study important aspects of service in ther Armed Forces including diseases outcomes among a Armed Forces cohort. In addition to revealing changes in veterans' health status over time, the Millennium Cohort Study will serve as a data repository, providing a solid foundation upon which additional epidemiologic studies may be constructed. Routine uses of records maintained in the system, including cateogries 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): To the Department of Veterans Affiard (DVA) for (1) considering individual claims for benefits for which that DVA is responsible; and (2) for use in scientific, medical and other analysis regarding health outcomes research associated with military service. To the Department of Health and Human Services, Centers for Disease Control and Prevention for use in scientific, medical andother analysis regarding health outcome research associated with military service. Note:All disclosures to the DVA and HHS must have prior approval of the Naval Health Research Center Institutional Review Board and a Memorandum of Understanding must be enteredd into to ensure the right and obligations of the signatories are clear. Access to data (1) is provided on need-to-know basis only; (2) must adjere to the rule of minimization in that only information necessary to accomplish the purpose for which the disclosure is being made is releasable; and (3) must follow strict guidelines established in the data sharing agreement. To the Social Security Administration (SSA) for considering individual claims for benefits for which that SSA is responsible. The DoD Blanket routine Uses that appear at the beginning of the Navy's compilation of systems of records notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and ddisposing of records in the system: Storage: Automated databases; electronic records are stored on magnetic media. Retrievability: Records are retrieved by military service member's name and Social Security Number. Safeguards: Access to areas where records are maintained is limited to authorized personnel. Access control devices protect areas during working hours and intrusion alarm devices during non-duty hours. Access to data is provided on need-to-know vbasis only. Password or other user code controls access to data. Retention and disposal: Disposition pending (until the National Archives and Records Administration has approved the retention and disposition schedule for these records, treat them as permanent. System manager(s) and address: Policy Official: Commanding Officer; Naval Health Research Center, Box 85122, San Diego, CA 92186-5122. Record Holder: Senior Investigator, The Millennium Cohort Study, Naval Health Research Center, Emerging Illiness Division, PO Box 85122, San diego, CA 92186-5122. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Senior Investigator, The Millennium Cohort Study, Naval Health Research Center, Emerging Illness Division, PO Box 85122, San Diego, CA 92186-5122. The request should contain the slervice member's name and Social Security Number and must be signed by the service member requesting the information Record access procedures: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Senior Investigator, The Millennium Cohort Study, Naval Health Research Center, Emerging Illness Division, PO Box 85122, San Diego, CA 92186-5122. The request should contain the slervice member's name and Social Security Number and must be signed by the service member requesting the information Contesting record procedures: The navy's rules for accessing records, and for contesting contents and appealing initial agency determinations lare published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual participant survey instruments; Composite Health Care System; Corporate Executive Information Systems; Defense Enrollment Eligibility Reporting System; Civilian Health and Medical Program of the Uniformed Services; survey research at Naval Medical Center, San Diego; andindividual physical exams and biological specimens. N06310-1 System name: Reports of Injury/Illness for Personnel on MSC Ships. System location: Office of the Judge Advocate General (Code 31), Department of the Navy, 200 Stovall Street, Alexandria, VA 22332-2400. Categories of individuals covered by the system: Injured civilian seamen and government service seamen employed by the Military Sealift Command or its contract operators for service on board MSC ships. Categories of records in the system: System consists of preliminary personal injury and illness reports on civilian seamen and government service seamen employed by the Military Sealift Command or its contract operators. Authority for maintenance of the system: Admiralty Claims Act (10 U.S.C. 7622); 5 U.S.C. 301, Departmental Regulations; 44 U.S.C. 3101. Purpose(s): To evaluate and settle admiralty claims asserted against the Navy. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders stored in file cabinets. Retrievability: Name of injured seaman; name of MSC ship; date of injury. Safeguards: Files are maintained in file cabinets under the control of authorized personnel during working hours; the office space in which the file cabinets are located is locked outside official working hours. Retention and disposal: Reports are maintained in personal injury report file folders for a period of two years from the date of particular injury or illness and are, thereafter, destroyed at the local office level. System manager(s) and address: Assistant Judge Advocate General (Admiralty), Office of the Judge Advocate General, Department of the Navy, 200 Stovall Street, Alexandria, VA 22332-2400. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Assistant Judge Advocate General (Admiralty), Office of the Judge Advocate General, Department of the Navy, 200 Stovall Street, Alexandria, VA 22332-2400. Requesting individuals should specify their full names. Visitors should be able to identify themselves by any commonly recognized evidence of identity. Written requests must be signed by the requesting individual. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Assistant Judge Advocate General (Admiralty), Office of the Judge Advocate General, Department of the Navy, 200 Stovall Street Alexandria, VA 22332-2400. Requesting individuals should specify their full names. Visitors should be able to identify themselves by any commonly recognized evidence of identity. Written requests must be signed by the requesting individual. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Masters of Military Sealift Command ships; witnesses; medical and dental forms; and investigative reports. Exemptions claimed for the system: None. N06320-1 System name: Health Care Accounts and Insurance Information. System location: Primary System is located at the Bureau of Medicine and Surgery, Navy Department, Washington, DC 20372-5120. Decentralized Segments are located at the Naval Hospitals and Medical Clinics which provide services or perform work giving rise to such accounts receivable. Official mailing addresses are published as an appendix to the Navy's compilation of system of record notices. Categories of individuals covered by the system: Any individual receiving health care treatment or examination services funded by the Navy Medical Department. Coverage also includes sponsors and other persons responsible for the debts of such persons. All commercial insurance carriers with whom the Department of the Navy has filed a claim under the Third Party Payers Act. Categories of records in the system: Individual's name and Social Security Number, sponsor's Social Security Number, if applicable, pay grade, branch of service of service, duty station address, account number, activity performing service, patient's insurance information, civilian employer, patient category, time and dates of service, units of service, physicians' and hospitals' statements of service a total charges for treatment including interest, administrative and penalty charges, payment receipts, admission documents, correspondence relating to collection attempts to ascertain eligibility status, patient category, and third party insurer liability, records of payment received and outstanding balances, letter reports of uncollectible accounts receivable, records suspending or terminating collection action or effecting compromise settlement agreements, and requests for recovery of CHAMPUS funds and substantiating documents. Authority for maintenance of the system: 31 U.S.C. 191-195, 227, and 952 (also known as the Federal Claims Collection Act of 1966); 10 U.S.C. 1078-1079 and 1095; 37 U.S.C. 702, 705, and 1007; E.O. 9397; and, 10 U.S.C. 1095, Collection From Third Party Payers Act. Purpose(s): To identify and facilitate payment of amounts owed the U.S. Users of the information include Bureau of Medicine and Surgery personnel who are directly involved in processing payments or billings of patient accounts. The information is used to determine amounts owed, methods to be employed to effect recovery, whether or not the claim can be compromised or collection action thereon terminated or suspended. To determine amounts owed by third party health insurers, and to collect charges for utility bills and other miscellaneous items. File may be forwarded to the Naval Criminal Investigative Service for investigation or to any component of DOD, as needed, in the performance of their duties related to same. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To third parties in those cases where the Government is seeking reimbursement under the Third Party Payers Act. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices also apply to this system. Disclosure to consumer reporting agencies: Disclosure may be made from this system to `consumer reporting agencies' as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated records stored on disc, tape, punched cards, and machine listings. Manual records stored on index cards (3x5) in card files and in file folders and reading files. Retrievability: Automated records are retrieved by either a query or a request for a standard report. Data may be indexed by any data element although the primary search keys are name and Social Security Number. Paper records are filed alphabetically by last name of debtor. Safeguards: Access to the automated system requires user account number and password sign on. Access to the paper records and/or terminals are limited to authorized personnel that are properly screened and trained. Office space where records and/or terminals are located is locked after official working hours. Retention and disposal: Records are retained in active file until collection action has been completed, compromised, suspended, or terminated. They are held in inactive file until statute of limitations has run and then destroyed. System manager(s) and address: Chief, Bureau of Medicine and Surgery, Navy Department, Washington, DC 20372-5120 and Commanding Officers of Medical Treatment Facilities. Official mailing addresses are published as an appendix to Navy's compilation of system of record notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Chief, Bureau of Medicine and Surgery, Navy Department, Washington, DC 20372-5120 or to the Commanding Officer of the Medical Treatment Facility where treatment was received. Requests should provide the full name of the patient and sponsor, the military or dependency status of the patient and sponsor, and the location and approximate dates of treatment or examination. Driver's license and/ or military I.D. card will be considered adequate proof of identity. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief, Bureau of Medicine and Surgery, Navy Department, Washington, DC 20372-5120 or to the Commanding Officer of the Medical Treatment Facility where treatment was received. Requests should provide the full name of the patient and sponsor, the military or dependency status of the patient and sponsor, and the location and approximate dates of treatment or examination. Driver's license and/or military I.D. card will be considered adequate proof of identity. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Automated patient administration system records produced at Medical Treatment Facilities include but are not limited to Inpatient Admission/Disposition Records, NAVMEDCOM 6300/5; Report of Treatment Furnished Pay, Patients-Hospitalization/Outpatient Treatment Furnished, DOD 7/7A, Part A/B. Other record source categories are: OCHAMPUS, Denver; U.S. Postal Service; Military Locator Service; State Departments of Motor Vehicles; any component of the DOD; the Department of Justice, the General Accounting Office, retail credit associations, financial institutions, current or previous employers, educational institutions, trade associations, automated system interfaces, local law enforcement agencies, the Department of Health and Human Services, the Internal Revenue Service, and the Office of Personnel Management. Exemptions claimed for the system: None. N06320-2 System name: Family Advocacy Program System. System location: Central Registry: Chief, Bureau of Medicine and Surgery, 2300 E Street, NW, Washington, DC 20372-5120. Categories of individuals covered by the system: All beneficiaries entitled to care at Navy medical and dental facilities whose abuse or neglect is brought to the attention of appropriate authorities, and all persons reported for abusing or neglecting such beneficiaries. Categories of records in the system: Medical records, investigative reports, correspondence, family advocacy, committee reports, follow-up and evaluative reports, and any other supportive data assembled relevant to suspected, at risk, and confirmed cases of family members abuse or neglect. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5132; 44 U.S.C. 3101; and E.O. 9397. Purpose(s): This system is used by officials and employees of the Department of the Navy and the Department of Defense in the performance of their official duties relative to the health and medical treatment of Department of Defense beneficiaries in naval medical and dental facilities. This system is used by officials and employees of the Department of the Navy to collect information pertaining to the identification, evaluation, intervention, treatment, prevention and follow-up of victims and perpetrators of abuse or neglect. 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 Executive Branch of government in the performance of their official duties relating to the coordination of family advocacy programs, medical care, and research concerning family member abuse or neglect. To federal, state or local government agencies when it is deemed appropriated to utilize civilian resources in the counseling and treatment of individuals or families involved in abuse or neglect or when it is deemed appropriate or necessary to refer a case to civilian authorities for civil or criminal law enforcement. To authorized officials and employees of the National Academy of Sciences, and private and public organizations and individuals for authorized health research in the interest of the federal government and the public. When not considered mandatory, patient identification data shall be eliminated from records used for research studies. To officials and employees of federal, state, and local governments and agencies when required by law and/or regulation in furtherance of local communicable disease control, family abuse prevention programs, preventive medicine and safety programs, and other public health and welfare programs. To officials and employees of local and state governments and agencies in the performance of their official duties relating to professional certification, licensing, and accreditation of health care providers. To law enforcement officials to protect the life and welfare of third parties. This release will be limited to necessary information. Consultation with the hospital or regional judge advocate is advised. When required by federal statute, by executive order, or by treaty; information will be disclosed to the individual, organization, or government agency, as necessary. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices also apply to this system. Note: Records of identify, diagnosis, prognosis or treatment of any client/patient, maintained in connection with the performance of any alcohol or drug abuse prevention and treatment function conducted, requested, or directly or indirectly assisted by any department or agency of the United Sates, shall, except as provided herein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-3 and 290ee-3. These statutes take precedence over the Privacy Act of 1974 in regard to accessibility of such records except to the individual to whom the record pertains. The `Blanket Routine Uses' do not apply to these types of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records may be stored in file folders, microfilm, magnetic tape, machine lists, discs, and other computerized or machine readable media. Retrievability: Records are retrieved through indices and cross indices of all individuals and relevant incident data. Types of indices used include, but are not limited to: Names, Social Security Numbers, and types of incidents. Safeguards: Records are maintained in various kinds of filing equipment in specified monitored or controlled access rooms or areas. Public access is not permitted. Records are accessible only to authorized personnel who are properly screened and trained, and on a need-to- know basis, only. Computer terminals are located in supervised areas, with access controlled by password or other user code system. Retention and disposal: Family Advocacy case records are maintained in terminal digit, color code folders at the activity four years after the last entry in the file. If there is no subsequent activity four years after closure, the records are transferred to the National Personnel Records Center, 9600 Page Boulevard, St. Louis, MO 63132-5100, where they are retained for 50 years and then destroyed. Central Registry records are retained at the Medical Information Medical System where they are cut annually and copies are maintained for three years and then destroyed. System manager(s) and address: Chief, Bureau of Medicine and Surgery, 2300 E Street, NW, Washington, DC 20372-5120, and commanding officers of medical treatment facilities. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the commanding officer of the medical treatment facility for which they received treatment or to the Chief, Bureau of Medicine and Surgery, 2300 E Street, NW, Washington, DC 20372-5120. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records. The request should contain the full name of the individual and Social Security Number of the military or civilian sponsor or guardian, date and place of treatment, and alleged reporting of incident. The requester may visit the office of the Chief, Bureau of Medicine and Surgery, 2300 E Street, NW, Washington, DC 29372-5120, and the commanding officers of the individual medical treatment facilities to obtain information on whether or not the system contains records pertaining to him or her. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Armed Forces I.D. card or other type of identification bearing the picture and signature of the requester will be considered adequate proof of identity. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the commanding officer of the medical treatment facility for which they received treatment or to the Chief, Bureau of Medicine and Surgery, 2300 E Street, NW, Washington, DC 20372-5120. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Medical and dental records and reports and information from other sources including educational institutions, medical institutions, law enforcement agencies, public and private health and welfare agencies, and witnesses. Exemptions claimed for the system: Part of this system may be exempt under 5 U.S.C. 552a(k)(2) and (k)(5), as applicable. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and 3, (c) and (e) and published in 32 CFR part 701, subpart G. For additional information contact the system manager. N06320-3 System name: Quality Assurance/Risk Management. System location: Bureau of Medicine and Surgery, Navy Department, Washington, DC 20372-5120; health care treatment facilities. Official mailing addresses are published as an appendix to the Navy's compilation of record system notices. Categories of individuals covered by the system: Naval Military health care providers including active duty, reserve, retired, and separated personnel; Naval civilian health care providers including government employees, volunteers, and contractors. Categories of records in the system: Credentialing records including Individual Credentials Files, Clinical Activity Files, Clinical Performance Profiles, Performance Appraisal Reports and other records including administrative and disciplinary proceedings; records of current and past employment and/ or assignment, current and past clinical privileges, qualifications and performance, peer review records, Internal Review records, statements of physical and mental health. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1102 and 5132; and E.O. 9397. Purpose(s): This system relates to the Bureau of Medicine and Surgery's Quality Assurance/Risk Management Program. It is used to review the quality and appropriateness of are provided to patients; investigate analyze, and report accidents, injuries, and other incidents which may be related to patient care or safety; to identify health care providers with known or suspected deficiencies or impairments which may affect patient care or safety or be the subject of professional negligence claims. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: With the exception of the subject of a quality assurance act, the identify of any person receiving health care services from the Department of Defense of the identify of any other person associated with the department for purposes of a medical quality assurance program that is disclosed in a medical quality assurance record shall be deleted from that record or document before any disclosure of such record is made outside the Department of Defense. Such requirement does not apply to the release of information pursuant to the Privacy Act of 1974, as amended (5 U.S.C. 552a). Medical quality assurance record (10 U.S.C. 1102) described herein may not be made available to any person under the Freedom of Information Act (5 U.S.C. 552). Quality assurance records may be disclosed: To a Federal executive agency or private organization, if such medical quality assurance record or testimony is needed by such agency or organization to perform licensing or accreditation functions related to Department of Defense health care facilities or to perform monitoring, required by law, or Department of Defense Health care facilities. To an administrative or judicial proceeding commenced by a present or former Department of Defense health care provider concerning the termination, suspension, or limitation of clinical privileges of such health care provider. To a governmental board or agency or to a professional health care society of organization, is such medical quality assurance record or testimony is needed by such board, agency, society, or organization to perform licensing, credentialing, or the monitoring of professional standards with respect to any health care provider who is a or was a member of an employee of the Department of Defense. To a hospital, medical care center, or other institution that provides health care services, if such medical quality assurance record or testimony is needed by such institution to assess the professional qualifications of any health care provider who is or was a member or employee of the Department of Defense and who has applied for or been granted authority or employment to provide health care services in or on behalf of such institutions. To an officer, employee, or contractor of the Department of Defense who has a need for such record or testimony to perform official duties. To a criminal or civil law enforcement agency or instrumentality charged under applicable law with the protection of the public health or safety, if a qualified representative of such agency or instrumentality makes a written request that such record of testimony be provided for a purpose authorized by law. In an administrative or judicial proceeding commenced by a criminal or civil law enforcement agency or instrumentality referred to in the above paragraph, but only with respect to the subject of such proceeding. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are maintained on hard copy forms in filing cabinets. Retrievability: Records are retrieved by full name or Social Security Number of health care provider, or other alpha/numeric identifier. Safeguards: Files are monitored during normal working hours by authorized personnel and the room or the files are locked at all other times. Retention and disposal: Records are retained at the command to which the health care provider is assigned and are transferred to the provider's new command upon transfer. When health care providers leave the health care system, the Individual Credentials Files are ordinarily retained at a provider's last command for 10 years and then destroyed. If the provider's Individual Credentials File contains a permanent adverse privileging action or an investigation of criminal misconduct, the original is forwarded to BUMED for the 10 year retention period and then permanently archived. Performance Appraisal Reports and associated documents are retained at each command to which a provider is assigned for 10 years after the provider leaves the facility and then destroyed. System manager(s) and address: Chief, Bureau of Medicine and Surgery, Navy Department, Washington, DC 20372-5120. Commanding officers or Officers in charge of Navy Medical Department health care treatment facilities. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the naval medical facility where the treatment was received or to the Chief, Bureau of Medicine and Surgery. Requests should contain the full name, Social Security Number, and signature of the individual. The individual may also visit BUMED or the health care treatment facility. Visitors must posses proof of identification such as I.D. card, driver's license, or other identification showing name and a recent photograph of the individual. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the naval medical facility where the treatment was received or to the Chief, Bureau of Medicine and Surgery. Requests should contain the full name, Social Security Number, and signature of the individual. The individual may also visit BUMED or the health care treatment facility. Visitors must possess proof of identification such as I.D. card, driver's license, or other identification showing name and a recent photograph of the individual. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Incident reports relating to patients, staff, and other personnel documenting accidents, injuries, and other incidents, together with supportive correspondence and statements including statistical display and summaries. Exemptions claimed for the system: None. N06320-4 System name: Blood Donor Files. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Personnel donating blood or seeking replacement of blood. Categories of records in the system: Blood donation and blood replacement requirement records. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 21 U.S.C. 600-799; and E.O. 9397. Purpose(s): To record emergency blood requests by blood type, identify donors, replace blood provided to cover individuals, and to meet regulatory requirements imposed by the Food and Drug Administration. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Computerized and paper records. Retrievability: Name and Social Security Number. Safeguards: Access provided on a need-to-know basis only. Computerized information is password protected and maintained is a locked and/or guarded office. Retention and disposal: Records are destroyed when three years old or discontinuance of function, whichever is earlier. System manager(s) and address: Policy Official: Chief, Bureau of Medicine and Surgery, 2300 E Street, NW, Washington, DC 20372-5300. System manager: Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the commanding officer of the activity where assigned. The request should contain full name, Social Security Number, and must be signed. Record access procedures: Individuals seeking access to records contained in this system of records should address written inquiries to the commanding officer of the activity where assigned. The request should contain full name, Social Security Number, and must be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual, American Red Cross, blood donors, hospitals, persons seeking replacement of blood. Exemptions claimed for the system: None. N07210-1 System name: Losses of Public Funds File. System location: Navy Accounting and Finance Center, Code NAFC-73, Washington, DC 20376. Categories of individuals covered by the system: Disbursing personnel who are entrusted with public funds and who incur losses of the public funds entrusted to them. Categories of records in the system: Alphabetized folders containing reports of losses of public funds, reports of investigations into losses of public funds, requests for relief of liability for losses of public funds and related correspondence. Authority for maintenance of the system: 31 U.S.C. 95a, 82a-1, and 82a-2. Purpose(s): To maintain and process documentation related to losses of public funds; to inform individuals of their rights to repay losses or to submit requests for relief of liability; to maintain records of investigations conducted; to approve requests for relief of liability for losses of less than 500; to make recommendations to the Secretary of the Navy on all denials and losses of 500 or more, and to control liquidation of losses by relief or by collective action. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders and control log. Retrievability: Name of accountable disbursing individual in whose custody the public funds were entrusted when the losses occurred. Safeguards: Maintained in General Services approved Class 3, Security Cabinet equipped with a Type II, three tumbler combination lock accessible only to authorized individuals. Retention and disposal: Transferred to Federal Records one year following liquidation of the loss. System manager(s) and address: Commanding Officer, Navy Accounting and Finance Center, Code NAFC-73, Washington, DC 20376. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written correspondence to the Commanding Officer, Navy Accounting and Finance Center, Code NAFC-73, Washington, DC 20376. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding Officer, Navy Accounting and Finance Center, Code NAFC-73, Washington, DC 20376. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Messages, letters, and reports of investigations into losses of public funds received from: Accountable disbursing personnel, commanding officers of Navy and Marine Corps activities at which disbursing offices are located, officers appointed to conduct Judge Advocate General Manual investigations, Director, Naval Criminal Investigative Service, Commandant of the Marine Corps, and Secretary of the Navy. Exemptions claimed for the system: None. N07230-2 System name: NEXCOM Payroll Processing. System location: Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724 and at all Navy Exchanges located in CONUS, Guam, and Japan. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: All Navy Exchange System employees located in CONUS, Guam, and Japan. Categories of records in the system: The Master Payroll Files and Leave Year Record File will contain at a minimum employee name, Social Security Number, department, exchange number, payroll number, birth date, marital status, citizenship, hire date, adjusted date of hire, job grade and step, employee category, pay basis, pay status (exempt/nonexempt), employee benefit, deduction information. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397. Purpose(s): To maintain a data base which will permit the contractor to supply bi-weekly payroll processing which includes, but is not limited to preparation and issuance of time cards, be-weekly pay checks and pay check stubs, check registers and payroll registers; preparation and issuance of various bi-weekly, monthly, quarterly, semi-annual and annual reports; establishment and maintenance of current payroll master file; annual preparation and distribution of wage and tax statements, Form W-2; and, payroll tax filing services. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Computer tape. Retrievability: Name, Social Security Number, exchange number, and payroll number. Safeguards: Contractor facility is protected with an ADT Alarm System which is in operation 24 hours per day, seven days a week. All rooms within the facility, as well as the entire perimeter of the facility, are on-line with this system. All alarms are wired to the Security Company as well as the local police station. The Navy Exchange Service Command (NEXCOM) data cannot be obtained through any dial-up method by other than an authorized Navy Exchange location. Retention and disposal: Records are maintained by the contractor for the life of the contract (three years or more). Once contract is complete, records are returned to NEXCOM where they are maintained for seven years and then destroyed. System manager(s) and address: Policy Official: Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Record Holder: Controller, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Comptroller, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. The request must contain individual's full name and Social Security Number and must be signed. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Comptroller, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. The request must contain individual's full name and Social Security Number and must be signed. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in the Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Timekeeping management documents. Exemptions claimed for the system: None. N07240-1 System name: Commercial Invoice Payments History System. System location: Decentralized, maintained by Navy disbursing offices. A list of addresses is available from the Commander, Navy Accounting and Finance Center (NCF-5), Washington, DC 20376. Categories of individuals covered by the system: Any individual, government or private, who submits a request for payment to Navy disbursing offices for goods and/or services rendered. Categories of records in the system: Public vouchers; substantiating documents such as invoices, receipt documents, inspection reports, procurement instruments, contract index files, assignment documents, machine listings, government bills of lading, transportation requests, meal tickets; magnetic tape, disk files, roll microfilm, microfiche; and related correspondence files. Authority for maintenance of the system: 5 U.S.C. 301; Departmental Regulations. Purpose(s): To provide a record of all disbursements made on commercial invoices by Navy disbursing offices; provides an audit trail of commercial invoice payments made by the Navy; provides a means to respond to inquiries from individuals on status of invoices and contracts; provides a means of detecting and precluding duplicate payments. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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 records in file folders; computer magnetic tapes; roll microfilm, microfiche. Retrievability: Retrieved by disbursing office voucher number for paid invoices; retrieved by procurement instrument identification number for contractors by contract index cards; retrieved by name of individual from machine listings. Information in disbursing office voucher file and microfilm/microfiche can be retrieved by name through search process if billing/submission date is known. Safeguards: Locked cabinets or rooms, with building or military base security. Access authorized to designated personnel engaged in commercial invoice processing, supervisory or management personnel, and inspectors, auditors, investigators. Individuals are authorized access to their own payment history file; fund administrators are authorized access to records pertaining to their own funds. Retention and disposal: Records are maintained for four years. Records may be moved to a regional Federal Records Center depending on local storage capability. No standard means for destruction exists. System manager(s) and address: Commercial invoice payment history requirements are prescribed by the Comptroller of the Navy in its Manual (NAVSO P-1000); a list of Navy disbursing offices authorized to pay invoices can be obtained from the Commander, Navy Accounting and Finance Center (NCF-5), Washington, DC 20376. Notification procedure: If the individual knows the location of the Navy disbursing office holding his/her invoice payment history, direct contact with that office is sufficient. If location is unknown, the inquiry should be directed to the Commander, Navy Accounting and Finance Center, address above. Inquirer should provide full name, Social Security Number, whether military or civilian, contract or purchase order number and, if possible, disbursing office voucher number, invoice date, number and amount. An individual is permitted to visit any Navy disbursing office to which he/she has submitted an invoice for payment. Identification should include military identification card, civilian identification such as driver's license and company or agency affiliation. Access to classified contracts requires confirmation of security clearance and need to know. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the system manager. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in the Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Commercial invoices are filed by individuals who provide information on themselves. Supporting documentation is obtained from employing company, material/service providers and receivers and Navy disbursing offices. Exemptions claimed for the system: None. N07300-1 System name: Relief for Losses of Public Funds/SBP Annuitants for Overpayment of Benefits. System location: Office of the Judge Advocate General (Code 32), Department of the Navy, 200 Stovall Street, Alexandria, VA 22332-2400. Categories of individuals covered by the system: Accountable Navy and Marine Corps military and civilian personnel who request relief from liability for losses of public funds in their custody and survivor benefit plan annuitants who request waiver of overpayment of benefits. Categories of records in the system: Copies of requests submitted by individuals of the above-stated categories for grant of relief from liability, together with information voluntarily furnished by the affected individuals concerning the circumstances of losses of funds in their custody, or overpayment of Survivor Benefit Plan benefits, and additional information derived from investigatory and audit reports and comments of forwarding endorsers concerning circumstances of losses or overpayment. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1453; 31 U.S.C. 3527; and 44 U.S.C. 3101. Purpose(s): To determine within the Department of the Navy and General Accounting Office (GAO) whether the circumstances of particular losses of public funds or overpayment of Survivor Benefit Plan benefits warrant granting requests for relief from liability. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To officials and employees of the GAO in cases requiring the concurrence of the Comptroller General for a grant of relief from liability. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are maintained in file folders. Retrievability: By name of individual requesting relief. Safeguards: Files are maintained in file cabinets under the control of personnel during working hours; the office space in which the file cabinets are located is locked outside official working hours. Retention and disposal: Records are retained indefinitely; however records are transferred to the Federal Records Center, Suitland, MD. System manager(s) and address: Assistant Judge Advocate General (Civil Law), Office of the Judge Advocate General, Department of the Navy, 200 Stovall Street, Alexandria, VA 22332-2400. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Assistant Judge Advocate General (Civil Law), Office of the Judge Advocate General, Department of the Navy, 200 Stovall Street, Alexandria, VA 22332-2400. The request should contain full name, address, and the approximate date on which relief was requested. Personal visits may be made to the Civil Affairs Division (Code 32), Office of the Judge Advocate General, Room 9N11, Hoffman Building II, 200 Stovall Street, Alexandria, VA 22332-2400. Armed forces identification card or driver's license is required for identification. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Assistant Judge Advocate General (Civil Law), Office of the Judge Advocate General, Department of the Navy, 200 Stovall Street, Alexandria, VA 22332-2400. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in the system is furnished partly by the individual requesting relief, and is supplemented by reports of Department of the Navy audits and investigations pertaining to the particular losses of funds or overpayment of Survivor Benefits Plan benefits involved. Additional amplifying information is typically furnished by officers forwarding requests to the Secretary of the Navy. Exemptions claimed for the system: None. N07320-1 System name: Property Accountability Records. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Commander in Chief, U.S. Joint Forces Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488. Commander in Chief, U.S. Pacific Command, P.O. Box 64028, Camp H.M. Smith, HI 96861-4028. Categories of individuals covered by the system: Any individual who receives and signs for government property. Categories of records in the system: The receipts maintained are any of the following: Logbooks, property passes, custody chits, charge tickets, sign out cards, tool tickets, sign out forms, photographs, charge cards, or any other statement of individual accountability for receipt of government property. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN). Purpose(s): To identify individuals to whom government property has been issued. 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: The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's 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: The receipts may be maintained in any of the following formats: Logbooks, property passes, custody chits, charge tickets, sign out cards, tool tickets, sign out forms, photographs, computerized data base, charge out cards or any other statement of individual accountability for receipt of government property. Retrievability: Retrievability may be by any of the following: Name, Social Security Number, badge number, tool number, property serial number, or any other locally determined method of property receipt accountability. Safeguards: Access is limited and provided on a need-to-know basis only. Computerized data bases are password protected. Retention and disposal: Property accounting records are destroyed when two years old. Custody receipts are destroyed when material or equipment is destroyed. System manager(s) and address: The system manager is the commanding officer or officer in charge of the activity where the property accountability records are maintained. Notification procedure: Individuals seeking to determine whether system records contain information pertaining to them may do so by making application to the commanding officer or officer in charge of the activity where the receipts are located. Individuals making application must have an identification card. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the commanding officer or officer in charge of the activity where the receipts are located. Individuals making application must have an identification card. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information is collected directly from the subject individual. Exemptions claimed for the system: None. N07401-1 System name: Bingo Winners. System location: Navy and Marine Corps stateside and overseas bases where bingo is authorized and played. A list of Navy system managers is available from the Commander, Navy Personnel Command (NPC-655C2), 5720 Integrity Drive, Millington, TN 38055-0000; and a list of Marine Corps activities is available from the Commandant of the Marine Corps, Personal and Family Readiness Division (MRX), 3044 Catlin Avenue, Quantico, VA 22134- 5099. Categories of individuals covered by the system: U.S. citizens 18 years of age and older who are paid monies/ prizes of $1,200 or more for one-time winnings associated with bingo. Categories of records in the system: Bingo payout control sheet indicating individual name, grade, Social Security Number, duty station, dates and amounts of bingo monies paid, and DOT/IRS Forms W2-G and 5754. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; section 6041, Internal Revenue Code; BUPERS Instruction 1710.13A, Regulations Policies and Procedures for Navy Food, Beverage and Entertainment Operations 1996; MCOP-1700.27, Ch1; NAVSO P-3520; and E.O. 9397 (SSN). Purpose(s): To notify the Internal Revenue Service of all monies and items of merchandise paid to individual winners of bingo games, whose one-time winnings are $1,200 or more. To provide a means of paying, recording, accounting, reporting, and controlling expenditures and merchandise inventories associated with bingo games. 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 specially be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Manual records in file cabinets and electronic records on backup discs. Retrievability: Name and Social Security Number. Safeguards: Records are kept in occupied rooms which are located during non- working hours. Retention and disposal: Records are maintained on site for three years and then shipped to a Federal Records Center for storage for four additional years. After seven years, records are destroyed. System manager(s) and address: Policy Officials: For Navy activities--Commander, Navy Personnel Command (NPC-655C2), 5720 Integrity Drive, Millington, TN 38055-6500; For Marine Corps activities--Commandant of the Marine Corps, Personal and Family Readiness Division (MRX), 3044 Catlin Avenue, Quantico, VA 22134-5099. Record Holder: Navy and Marine Corps stateside and overseas bases where bingo is authorized and played. A list of Navy system managers for bingo locations is available from the Commander, Navy Personnel Command (NPC-655C2), 5720 Integrity Drive, Millington, TN 38055-6500; a list of Marine Corps systems managers is available from the Commandant of the Marine Corps, Personnel and Family Readiness Division (MRX), 3044 Catlin Avenue, Quantico, VA 22134-5099. Notification procedure: Individuals are routinely notified via DOT/IRS Form W-2G if their one-time bingo winnings are $1,200 or more. However, individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the commanding officer at the location where the bingo game was played or to the Commander, Navy Personnel Command (NPC-655C2), 5720 Integrity Drive, Millington, TN 38055-6500 (for Navy sponsored bingo games) or the Commandant of the Marine Corps, Personal and Family Readiness Division (MRX), 3044 Catlin Avenue, Quantico, VA 22134-5099 (for Marine Corps sponsored bingo games). A list of system managers by activity is also available from these officials. Record access procedures: Individuals seeking access to records about themselves should address written inquiries to the commanding officer at the location where the bingo game was played or to the Commander. Navy Personnel Command (NPC-655C2), 5720 Integrity Drive, Millington, TN 38055-6500 (for Navy sponsored bingo games) or the Commandant of the Marine Corps, Personal and Family Readiness Division (MRX), 3044 Catlin Avenue, Quantico, VA 22134-5099 (for Marine Corps sponsored bingo games). A list of system managers by activity is also available from these officials. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual and bingo payout control sheets. Exemptions claimed for the system: None. N07421-1 System name: Time and Attendance Feeder Records. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records of notices. Categories of individuals covered by the system: Civilian, military, non-appropriated, direct, indirect and contractor personnel assigned to the Navy, Marine Corps, and combatant commands under the auspices of the Department of the Navy. Categories of records in the system: Time and attendance data and labor distribution data that includes name, Social Security Number, work location, job order number, task orders, leave accrual data, occupational series, grade, pay period identification, time card certification information, special pay categories, work schedule, etc. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 5013, Secretary of the Navy; and E.O. 9397 (SSN). Purpose(s): Records are being collected and maintained for the purpose of tracking time and attendance and labor distribution data for civilian, military, and contractor labor against job order numbers for financial 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: The DoD `Blanket Routine Uses' that also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated and manual records. Retrievability: Name, Social Security Number, organization, pay period. Safeguards: Computer processing facilities are located in restricted areas accessible only to authorized persons that are properly screened, cleared, and trained. Manual records and computer printouts are only available to authorized personnel having a need to know. Access to individual computers is user-id and password protected. Access to the database is limited to those with a need to know. Each user has an individual user id and password for access to the database. Transfer of data is accomplished through data encryption. Retention and disposal: Feeder reports are maintained at the local office for 6 years and then destroyed. Data base information held by the Defense Information Systems Agency is retained for 6 years and then destroyed. System manager(s) and address: Policy Official: Deputy Assistant Secretary of the Navy (Civilian Personnel/Equal Employment Opportunity), 1000 Navy Pentagon, Washington, DC 20350-1000. Record Holders: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the commanding officer for their organization. Official mailing addresses are published as an appendix to the Navy's compilation of records notices. Inquiries should contain the individual's full name, home address, Social Security Number, organization, pay period and must be signed. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the commanding officer for their organization. Official mailing addresses are published as an appendix to the Navy's compilation of records notices. Inquiries should contain the individual's full name, home address, Social Security Number, organization, pay period, and must be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual; time sheets; and work schedules. Exemptions claimed for the system: None. N08370-1 System name: Weapons Registration. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Commander in Chief, U.S. Joint Forces Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488. Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M. Smith, HI 96861-4028. Categories of individuals covered by the system: Individuals registering firearms or other weapons with station security officers. Categories of records in the system: Weapon registration records, weapon permit records. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN). Purpose(s): To assure proper control of weapons on installations and to monitor and control purchase and disposition of weapons. 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: The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders, card files, punched cards, and magnetic tape. Retrievability: Name, Social Security Number, Case number, organization. Safeguards: Access provided on a need-to-know basis only. Locked and/or guarded office. Retention and disposal: Per Secretary of the Navy Records Disposal Manual. System manager(s) and address: Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual concerned, other records of activity, investigators, witnesses, and correspondents. Exemptions claimed for the system: None. N10140-1 System name: Ration Card Records. System location: U.S. Navy Personnel Support Activity Detachments London, Holy Loch, Brawdy, Edzell, and Thurso, United Kingdom. Categories of individuals covered by the system: Officers, enlisted, and civilian component personnel. Categories of records in the system: Ration Card holders are entered on 5 x 8 color coded cards, which are contained in boxes and maintained alphabetically. Ration Cards are registered in log, showing name of individual and number of Ration Cards issued. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): To establish strict control over persons entitled to acquire tax- free ration items; to ensure entitled personnel do not obtain more than one ration card, and for inspection by officers of Her Majesty's Commissioners of Customs and Excise, United Kingdom, with whom the Ration Card program was originally negotiated by the U.S. military authorities. Accredited members of the Naval Criminal Investigative Service may have access, upon request. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: All Ration Cards are maintained on 5 x 8 cards filed and listed in numerical order in logs. Retrievability: Retrieved by name. Safeguards: Records held in file cabinets in space maintained by Enlisted Personnel Office during working hours and locked after working hours. Retention and disposal: All records maintained for duration of tour of personnel concerned and then destroyed. System manager(s) and address: Commander, U.S. Naval Activities, United Kingdom, PSC 902, Box 4, FPO AE 09499-0152. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should visit the U.S. Navy Personnel Support Activity Detachment where attached. Official addresses are published as an appendix to the Navy's compilation of systems of records notices. Personnel should be prepared to present a valid military identification card or Department of Defense identification card to view records pertaining to themselves. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should visit the U.S. Navy Personnel Support Activity where attached. Official addresses are published as an appendix to the Navy's compilation of systems of records notices. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Not applicable. Exemptions claimed for the system: None. N10140-2 System name: Privately-Owned Tax-free Vehicle Record Cards, Tax- free Gasoline Record Cards. System location: Commander, U.S. Naval Activities, United Kingdom, PSC 902, Box 4, FPO AE 09499-0152. Categories of individuals covered by the system: Officers, enlisted and civilian component personnel. Categories of records in the system: Privately-owned tax-free vehicles and owners are entered on typewritten 5 x 8 cards, which are contained in boxes and maintained alphabetically. Gasoline coupon records are maintained on individually completed 5 x 8 cards (3AF Form 43) and filed alphabetically. I.D. windscreen stickers are registered in a log and show the name of the individual and the sticker number allocated. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): To establish strict control over persons entitled to acquire tax- free vehicles; to ensure entitled personnel do not obtain gasoline coupons in excess of their entitlement, and for inspection by officers of Her Majesty's Commissioners of Customs and Excise, United Kingdom, with whom the tax-free vehicle and gasoline program was originally negotiated by the U.S. military authorities. Accredited members of the Naval Criminal Investigative Service may have access, upon request. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: All vehicle and gasoline records are maintained on 5 x 8 cards. I.D. stickers are listed numerically in a register. Retrievability: Retrieved by name. Safeguards: Records are stored in file cabinets in space maintained by administrative (gasoline records) and security (vehicle records) personnel. These cabinets are locked at the end of the day. Retention and disposal: Records are maintained for duration of tour of personnel concerned. Once the vehicle is shipped out of the country or is scrapped, the records are destroyed. Gas coupon records are destroyed upon turn-in of unused coupons by departing personnel. System manager(s) and address: Commander, U.S. Naval Activities, United Kingdom, PSC 902, Box 4, FPO AE 09499-0152. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should present a valid military identification card or Department of Defense identification card at the Administrative (gasoline records) or Security (vehicle records) Offices, U.S. Naval Activities, United Kingdom. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should present a valid military identification card or Department of Defense identification card at the Administrative (gasoline records) or Security (vehicle records) Offices, U.S. Naval Activities, United Kingdom. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Application by member. Exemptions claimed for the system: None. N11101-1 System name: Family Housing File. System location: Housing offices at naval stations/bases that have family housing assets. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Military/civilian personnel eligible for/interested in occupying Navy family housing and those occupying family housing. Categories of records in the system: DD Form 1746, Application for Assignment to Housing (application contains information such as name, address, rank/rate, Social Security Number, length of service, time remaining on active duty, date of rank, etc.; dependency data, e.g., total number in family, spouse, age and sex of dependents, etc.; and other pertinent housing information, e.g., last assignment, months involuntarily separated, special health problems, etc.); orders; emergency data form; detaching endorsement from prior duty station. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397. Purpose(s): To determine individual's eligibility for family housing and notification for subsequent assignment to family housing or granting a waiver to allow occupancy of private housing. To determine and list individual's name on appropriate housing waiting list. To oversee housing occupancy once assigned. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders and computerized data base. Retrievability: Name of applicant or name and house number of resident. Safeguards: Access to files is limited to personnel requiring access in the performance of their official duties. Records are secured within a locked office in a locked building on a military installation when not actually in use. Computerized data base is password protected. Retention and disposal: Files are retained for up to three years after termination of housing occupancy and then destroyed. System manager(s) and address: Policy Official: Navy Housing Division (Pers-67), Bureau of Naval Personnel, 2 Navy Annex, Washington, DC 20370-5067. Record Holder: Naval stations with housing assets. Official mailing addresses of naval stations/bases are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of record contains information about themselves should address written inquiries to the Housing Office at the naval station/base where they applied for housing. Requests should include full name of applicant or name and house number of resident. Record access procedures: Individuals seeking access to records about themselves should address written inquiries to the housing office at the naval station/ base where they applied for housing. Requests should include full name of applicant or name and house number of resident. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual; DD Form 1746; Orders; Emergency Data Form; detaching endorsement from prior duty station. Exemptions claimed for the system: None. N11101-2 System name: Family Housing Requirements Survey Record System. System location: Military installations with family housing offices. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Office and enlisted personnel and only key and essential civilian personnel. Categories of records in the system: Non-individual oriented input documents that reflect local housing assets; family housing survey questionnaires indicating family size, individual preference for housing, housing cost, and indication as to suitability of housing for need for individual. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN). Purpose(s): To determine the housing requirement for the location to support proposed family housing construction, leasing, mobile home spaces and other military construction programs submitted for OSD support and Congressional approval. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: Automated and paper records. Retrievability: Social Security Number. Safeguards: Housing files used solely within housing office; tape files used solely within data processing system; and protected by the military installation's security measures. Automated files are password protected. Retention and disposal: Held three years and destroyed. System manager(s) and address: Naval Facilities Engineering Command, 1322 Patterson Avenue SE, Suite 100, Washington Navy Yard, Washington, DC 20374-5065. Subordinate record holders of questionnaires: Family housing office at military installation. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the family housing office at the military installation that services them. Request should contain full name, Social Security Number and be signed. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the family housing office at the military installation that services them. Request should contain full name, Social Security Number and be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual. Exemptions claimed for the system: None. N11101-4 System name: Station Housing Records. System location: All Navy installations with housing inventories and/or housing management responsibilities. Categories of individuals covered by the system: All military personnel desiring housing or temporary lodging, and eligible DOD civilian employees. Categories of records in the system: All records and data collected and maintained regarding individual housing or lodging needs; occupancy; furnishings inventory; housing condition reports; assignment and termination of housing; damage assessment; occupant and landlord relations and complaints; maintenance and repairs; waiting lists; inspections; quarters cost data; Congressional and Inspector General inquiries and responses; Servicemen's Mortgage Insurance Premiums payments; individual cost data for establishing and maintaining housing allowances; eligibility for homeowners' assistance; and entitlement for basic allowances for quarters (BAQ). Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): To operate and maintain the Navy Housing Program and to service personnel eligible for Navy family housing, temporary lodging, or services. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders, card files; microform; or, if automated, on punched cards, magnetic tape, etc. Retrievability: By individual's name or building and unit number. Safeguards: Housing files within the housing office, used solely with the housing organization and offices providing support to housing office, and protected by military installation's security measures. Individual may, upon request, have access to such data. Retention and disposal: Retained in office files until termination of occupancy, obsolete, no longer needed for reference, or disposal of associated housing unit(s). System manager(s) and address: Appropriate Navy installation responsible for Navy housing inventory or housing support. Notification procedure: Records are maintained by housing office at Navy installation responsible for management of assets or providing housing support. Individual may request access to such data upon proof of identity (I.D. card). Record access procedures: Installation rules for access to records may be obtained from installation housing office. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Data reported by or collected from occupants of housing or personnel provided housing support. Exemptions claimed for the system: None. N11103-1 System name: Housing Referral Services Record System. System location: All Navy installations with housing referral offices. Categories of individuals covered by the system: All military personnel reporting to an installation who will be residing off-base desirous of seeking off-base housing. Categories of records in the system: Information is collected on DD Form 1668 from all military personnel reporting to a housing referral office as pertains to name, grade, branch of service, organization and location, local address; housing need, e.g., rental/sale, number of bedrooms, furnished/ unfurnished, price range, etc.; number of dependents, male or female, and age; a list of housing referral services provided; and identification of member of racial or ethnic minority groups. Individuals provided referral assistance must in turn provide notification of housing selection by use of DD Form 1670 which includes such information as type of housing selected, e.g., location, temporary/permanent, rental/sale, cost, number of bedrooms; media through which housing was found, e.g., housing referral, realtor, newspaper, etc.; and satisfaction with selection, e.g., too small, too far; discrimination encountered; and satisfaction with housing referral services provided. Authority for maintenance of the system: 5 U.S.C. 301, Department Regulations. Purpose(s): Referral offices use data to assist and counsel individuals in locating suitable housing off-base, used for follow-up purposes when written notification from individual is not provided as to ultimate location of housing; used for purposes of reporting statistics on field activity housing referral services; used to follow-up on availability of rental unit subsequent to occupant's receipt of PCS orders; and follow-up regarding tenant/landlord complaints. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' that appear at the beginning of the Navy's 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: File folders. Retrievability: By individual's name. Safeguards: Housing files within the housing referral or housing office, used solely within the housing organization and protected by military installation's security measures. Individual may upon request, have access to all such data. Retention and disposal: Data is retained until individual's tour is completed and subsequently disposed of according to local records disposition instructions. System manager(s) and address: Naval Facilities Engineering Command (Code 08), 200 Stovall Street, Alexandria, VA 22332 Notification procedure: Records are maintained by housing referral offices at the Navy activity responsible for providing referral services for military personnel in the area. Individual may request access to records upon proof of identify (I.D. card). Record access procedures: The agency's rules for access to records may be obtained from installation family housing office. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Data collected from each applicable individual. Exemptions claimed for the system: None. N12290-1 System name: Personnel Action Reporting System. System location: Navy Personnel Command (NPC-653), 5720 Integrity Drive, Millington, TN 38055-6530, and local activity to which individual is assigned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Non-appropriated Fund (NAF) civilian employees attached to NAF activities under the Commander, Navy Personnel Command. Categories of records in the system: Correspondence and records pertaining to performance, employment, pay, classification, security clearance, personnel actions, medical, insurance, retirement, tax withholding information, exemptions, unemployment compensation, employee profile, education, training, labor management relations, worker compensation, performance based actions, business based actions, benefits, discipline and administration of nonappropriated fund civilian personnel. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; Pub. L. 92-392; Fair Labor Standards Act, as amended; E.O. 9397 (SSN); and E.O. 12107. Purpose(s): To manage, supervise, and administer the nonappropriated fund civilian personnel program for employees attached to Nonappropriated Fund Activities under the Commander, Navy Personnel Command. 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 insurance carriers and other third parties who administer benefits coverage to NAF employees. To Department of Labor for unemployment compensation purposes. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated records may be stored on magnetic tapes or discs. Manual records may be stored in paper file folders, microfiche, or microfilm. Retrievability: Name, Social Security Number, and/or activity number. Safeguards: Computer processing facilities are located in restricted areas accessible only to authorized persons that are properly screened, cleared and trained. Manual records and computer printouts are available only to authorized personnel having a need-to-know. Retention and disposal: Records are transferred to the National Personnel Records Center (Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO 63118, one year after the individual terminates employment. System manager(s) and address: Commander, Navy Personnel Command (NPC-653), 5720 Integrity Drive, Millington, TN 38055-6530. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Navy Personnel Command (NPC-653), 5720 Integrity Drive, Millington, TN 38055-6530, or to the local activity where assigned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. The letter should contain full name, Social Security Number, activity at which employed, and signature of the requester. The individual may visit the Commander, Navy Personnel Command (NPC-653), 5720 Integrity Drive, Millington, TN 38055-6530, for assistance with records located in that building; or the individual may visit the local activity to which attached for access to locally maintained records. Record access procedures: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commander, Navy Personnel Command (NPC-653), 5720 Integrity Drive, Millington, TN 38055-6530, or to the local activity where assigned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. The letter should contain full name, Social Security Number, activity at which employed, and signature of the requester. The individual may visit the Commander, Navy Personnel Command (NPC-653), 5720 Integrity Drive, Millington, TN 38055-6530, for assistance with records located in that building; or the individual may visit the local activity to which attached for access to locally maintained records. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701, or may be obtained from the system manager. Record source categories: Individual; local activity where assigned; Defense Investigative Service; previous employers; educational institutions; employment agencies; civilian and military investigative reports; general correspondence concerning individual. Exemptions claimed for the system: None. N12300-1 System name: Employee Assistance Program Case Record System. System location: Office of Civilian Personnel Management, Department of the Navy and Designated Contractors; Navy Civilian Personnel Command (NCPC); NCPC Field Division; and, Navy staff, headquarters, and field activities employing civilians. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: All civilian employees in appropriated and non-appropriated fund activities who are referred by management for, or voluntarily request, counseling assistance. Categories of records in the system: System is comprised of case records on employees who are patients (counselee) which are maintained by individual counselors and consist of information on condition, current status, and progress of employees or dependents who have alcohol, drug, emotional, or other personal problems, including admitted or urinalysis-detected illegal drug abuse. Authority for maintenance of the system: 5 U.S.C. 7301; 42 U.S.C. 290dd-3 and 290ee-3, Pub. L. 100-71; E.O. 12564; and E.O. 9397. Purpose(s): To record counselor's observations concerning patient's condition, current status, progress, prognosis and other relevant treatment information regarding patients in an employee assistance treatment facility. Used by the Navy counselor in the execution of his/her counseling function as it applies to the individual patient. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: In order to comply with provisions of 5 U.S.C. 7301 and 42 U.S.C. 290dd-3 and 290ee-3, the Navy's `Blanket Routine Uses' do not apply to this system of records. Records in this system may not be disclosed without prior written consent of such patient, unless the disclosure would be: (a) To medical personnel to the extent necessary to meet a bona fide medical emergency; (b) To qualified personnel for the purpose of conducting scientific research, management audits, financial audits, or program evaluation, but such personnel may not identify, directly or indirectly, and individual patient in any report of such research, audit, or evaluating, or otherwise disclose patient identities in any manner; and (c) If authorized by an appropriate order of a court of competent jurisdiction granted after application showing good cause therefor. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Case records are stored in paper file folders. Retrievability: By employee name or by locally assigned identifying number. Safeguards: All records are stored under strict control. They are maintained in spaces accessible only to authorized persons, and are kept in locked cabinets. Retention and disposal: Paper records are destroyed five years after termination of counseling. Destruction is by shredding, pulping, macerating, or burning. Electronic records are purged of identifying data five years after termination of counseling. Aggregate data without personal identifiers is maintained for management/statistical purposes until no longer required. System manager(s) and address: Director, Office of Civilian Personnel Management, 800 North Quincy Street, Arlington, VA 22203-1998 and employee assistance program administrators at Department of the Navy staff, headquarters, and field activity levels. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Director, Office of Civilian Personnel Management, 800 North Quincy Street, Arlington, VA 22203-1998 or to the appropriate employee assistance program administrator. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records. The request should contain the name, approximate period of time, by date, during which the case record was developed, and address of the individual concerned and should be signed. Record access procedures: Individuals seeking access to information about themselves continued in this system of records should address written inquiries to the Director, Office of Civilian Personnel Management, 800 North Quincy Street, Arlington, VA 22203-1998 or to the appropriate employee assistance program administration. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Patient, counselors, supervisors, co-workers or other agency or contractor-employee personnel, private individuals to include family members of patient and outside practitioners. Exemptions claimed for the system: None. N12410-1 System name: MWR Training Student Database. System location: Navy Personnel Command (NPC-654), 5720 Integrity Drive, Millington, TN 38055-6540. Categories of individuals covered by the system: Civilian and military employees attached to nonappropriated fund activities under the Commander, Navy Personnel Command and the Commandant of the Marine Corps. Categories of records in the system: Training records pertaining to the enrollment and completion status of persons attending Morale Welfare and Recreation (MWR) related training provided through the Navy Personnel Command. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN). Purpose(s): To manage, supervise, and administer the centrally managed MWR training program for civilian and military employees attached to nonappropriated fund activities under the Commander, Navy Personnel Command and Commandant of the Marine Corps. This includes providing information to supervisors on their employee's training and providing a record of Continuing Education Credits earned. 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: The ``Blanket Routine Uses'' that appear at the beginning of the Navy and Marine Corps' compilation of systems notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated and manual records. Retrievability: Name, Social Security Number, class, and/or date of training. Safeguards: Computer processing facilities are located in restricted areas accessible only to authorized persons that are properly screened, cleared, and trained. Manual records are computer printouts are only available to authorized personnel having a need to know. Access to individual computers is password protected. Access to the database is limited to NPC-654 personnel with a need to know. Each user has an individual password for access to the database. Retention and disposal: Destroy 3 years after completion of the annual period or when no longer required for activity review and/or analysis, whichever is later. System manager(s) and address: Navy Personnel Command, 5720 Integrity Drive, Millington, TN 38055-6610. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Navy Personnel Command (NPC-654), 5720 Integrity Drive, Millington, TN 38055-6540. Request should contain full name, Social Security Number, activity at which employed/attached, and signature of the requester. The individual may visit the Navy Personnel Command (NPC-654), located in the Lassen Building, at 7736 Kitty Hawk Avenue, Millington, TN 38055-6540, for assistance with records located in that building. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Navy Personnel Command (NPC-654), 5720 Integrity Drive, Millington, TN 38055-6540. Request should contain full name, Social Security Number, activity at which employed/attached, and signature of the requester. The individual may visit the Navy Personnel Command (NPC-654), located in the Lassen Building, at 7736 Kitty Hawk Avenue, Millington, TN 38055-6540, for assistance with records located in that building. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701, or may be obtained from the system manager. Record source categories: Individual and local activity where assigned. Exemptions claimed for the system: None. N12593-1 System name: Civilian Overseas Quarters and Lodging Allowances. System location: Overseas organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Appropriated and non-appropriated fund U.S. civilian employees eligible for allowance. Categories of records in the system: Employee's name, grade, address, rent and utility expenses, living quarters and lodging allowance, and name of family and/or members. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O.s 9397 (SSN), 10903, 10970, 10853, and 10982. Purpose(s): To record civilian overseas employee's living quarters and/or temporary lodging allowance entitlement. 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 officials of the Department of State for the purpose of monitoring the level of allowances that Navy is authorized. The `Blanket Routine Uses' that appear at the beginning of the Navy's 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 records and computerized data base. Retrievability: Name and Social Security Number. Safeguards: Access provided on need to know basis only. Access to computerized and manual records is limited he control of authorized personnel during working hours. The office space in which the file cabinets are located is locked outside of official working hours. Access to computerized data base is password protected. Retention and disposal: Files are retained for four years and then destroyed. System manager(s) and address: Overseas commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Commanding Officer at the overseas activity where he or she is assigned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records. Requester should include full name, Social Security Number, and dates assigned to the activity. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commanding Officer at the overseas activity where he or she is assigned. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records. Requester should include full name, Social Security Number, and dates assigned to the activity. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual and official personnel files. Exemptions claimed for the system: None. N12610-1 System name: Hours of Duty Records. System location: Organizational elements of the Department of the Navy. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Commander in Chief, U.S. Joint Forces Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23551-2488. Commander in Chief, U.S. Pacific Command, PO Box 64028, Camp H.M. Smith, HI 96861-4028. Categories of individuals covered by the system: Military and civilian personnel. Categories of records in the system: Record contains such information as name, grade/rate, Social Security Number, organizational code, work center code, grade code, pay rate, labor code, type transaction, hours assigned. Data base includes scheduling and assignment of work; skill level; tools issued; leave; temporary assignments to other areas. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN). Purpose(s): To effectively manage the work force. 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: The DoD `Blanket Routine Uses' that appear at the beginning of the Navy's 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 and computerized records. Retrievability: Name, organization code, Social Security Number, and work center. Safeguards: Access is provided on need-to-know basis only. Manual records are maintained in file cabinets under the control of authorized personnel during working hours. The office space in which the file cabinets are located is locked outside of official working hours. Computer terminals are located in supervised areas. Access to computerized data is controlled by password or other user code system. Retention and disposal: Records are destroyed when three years old. System manager(s) and address: The commanding officer of the activity in question. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the commanding officer of the naval activity where currently employed. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. The request should include full name, Social Security Number, address of individual concerned, and should be signed. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the commanding officer of the naval activity where currently employed. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. The request should include full name, Social Security Number, address of individual concerned, and should be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Individual, correspondence, and personnel records. Exemptions claimed for the system: None. N12630-1 System name: Voluntary Leave Transfer Program Records. System location: Navy Human Resources Offices. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Individuals who have volunteered to participate in the leave transfer program as either a donor or recipient. Categories of records in the system: Separate files exist for leave recipients and leave donors records. Leave recipients records contain the individual's name, organization, office telephone number, Social Security Number, position title, grade, pay level, leave balance, number of hours requested, brief description of the medical or personal hardship which qualifies the individual for inclusion in the program, the status of that hardship, and a statement that selected data elements may be used in soliciting donations. The file may also contain medical or physician certifications and agency approvals or denials. Leave donors records contain the individual's name, organization, office telephone number, Social Security Number, position title, grade, and pay level, leave balance, number of hours donated and the name of the designated recipient. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 6331 et seq. (Leave); E.O. 9397 (SSN); and 5 CFR part 630. Purpose(s): To manage the Department of the Navy's Voluntary Leave Transfer Program. The recipient's name, position data, organization, and brief hardship description are published internally for passive solicitation purposes. The Social Security Number is sought to effectuate the transfer of leave by human resources and pay offices from the donor's account to the recipient's account. 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 Department of Labor in connection with a claim filed by an employee for compensation due to a job-connected injury or illness, when leave donor and leave recipient are employed by different Federal agencies. The `Blanket Routine Uses' that appear at the beginning of the Navy's 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 and automated records. Retrievability: Name/Social Security Number of leave recipient for access to their files. Name/Social Security Number of leave donor for access to their files. Safeguards: Access to records is limited to the custodian of the records or by persons responsible for servicing the records in the performance of their official duties. Records are stored in locked cabinets or rooms and are controlled by personnel screening. Computer terminals are located in supervised areas. Access to computerized data is controlled by password or other user code systems. Retention and disposal: Records are destroyed one year after the end of the year in which the file is closed. System manager(s) and address: Policy official: Office of the Deputy Assistant Secretary of the Navy (CP/EEO), 3801 Nebraska Avenue, NW, Washington, DC 20393-5441. Record holder: Director of local Human Resources Offices. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquires to their servicing Human Resources Office. Official mailing addresses are published as an appendix to the Navy's compilation of systems of record. The request should contain the name, approximate date during which the case record was developed, the address of the individual concerned and should be signed. Record access procedures: Individuals seeking access to information about them contained in this system of records should address written inquiries to their servicing Human Resources Office. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records. The request should contain the name, approximate date during which the case record was developed, the address of the individual concerned and should be signed. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Employee, supervisors, and individuals who contribute leave. Exemptions claimed for the system: None. N12711-1 System name: Labor Management Relations Records System. System location: Office of Civilian Personnel Management (OCPM) (Code 31), Department of the Navy and Designated Contractors; OCPM Regional Offices; and Navy staff headquarters and field activities employing civilians. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Navy civilian employees paid from appropriated and non- appropriated funds, who are involved in a grievance which has been referred to an arbitrator for resolution, or who are involved in the filing of an Unfair Labor practice complaint which has been referred to the Federal Labor Relations Authority (FLRA) for resolution, or who are involved in a labor negotiations impasse which has been referred to the Federal Service Impasses Panel or an interest arbitrator for resolution, or who are involved in a negotiability dispute which has been referred to the FLRA for resolution; union officials and representatives (both Navy employees and non-employees) involved in the aforementioned processes and in national consultation; independent arbitrators involved in grievance and interest arbitrations concerning Navy activities. Categories of records in the system: Records are comprised of (1) Manual files maintained in paper folders, manually filed by type of case and case number (not individual). Folder contains all information pertaining to a specific case. Field activities maintain manual rosters of local union officials and representatives. OCPM Headquarters maintains manual roster of addresses and files concerning national consultation with national/international unions regarding changes in Departmental level civilian personnel policies. (2) ADP system maintains records by type of case and case number (not individual). Centrally maintained data base (access restricted to authorized users) contains all information pertaining to a specific case. Bargaining unit files contain information about each bargaining unit, including contact information on union local presidents. Authority for maintenance of the system: 5 U.S.C. 7101-7135. Purpose(s): To manage the Labor-Management Relations Program, e.g., administration/implementation of arbitration awards; processing of unfair labor practice charges; adjudication of negotiability disputes, resolution of negotiations impasses; interpretation of 5 U.S.C. 7101-7135 through 3rd party case decisions; national consultation and other dealings with recognized unions. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To representatives of the Office of Personnel Management on matters relating to the inspection, survey, audit, or evaluation of Navy Civilian Personnel Management Programs. To the Comptroller General or any of his authorized representatives, in the course of the performance of duties of the General Accounting Office relating to the Navy's Labor Management Relations Program. To a duly appointed hearing examiner, Administrative Law Judge, arbitrator, or other proper 3rd party for the purpose of conducting a hearing or inquiry in connection with an employee's grievance, unfair labor practice charge, impasse, negotiability appeal, or other labor relations dispute. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Manual records are stored in paper folders. ADP records are stored in a central, contractor maintained data base. Retrievability: Manual records are retrieved by case subject, case number, and/or individual employee names. ADP records are retrieved by case subject, activity, bargaining unit, servicing personnel office, command, or 3rd party docket number. Safeguards: All files are accessible only to authorized personnel having a need to know. Access to the ADP system is controlled through the use of multiple security passwords. Retention and disposal: Case files are permanently maintained. Union official rosters are normally destroyed after a new roster has been established. System manager(s) and address: Office of Civilian Personnel Management (Code 31), 800 North Quincy Street, Arlington, VA 22203-1998. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Office of Civilian Personnel Management (Code 31), 800 North Quincy Street, Arlington, VA 22203-1998, their servicing personnel office, arbitrator's office, or Federal unions or local unions. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of Civilian Personnel Management (Code 3l), 800 North Quincy Street, Arlington, VA 22203-1998, their servicing personnel office, arbitrator's office, or Federal unions or local unions. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Navy civilian personnel offices; arbitrator's offices; Federal unions and union locals. Exemptions claimed for the system: None. N12771-1 System name: Employee Grievances, Discrimination Complaints, and Adverse Action Appeals. System location: Employee Appeals Review Board, Ballston Tower 2, 801 North Randolph Street, Arlington, VA 22203-1998. Categories of individuals covered by the system: Former and present civilian employees of the Department of the Navy, and applicants for employment with the Department of the Navy. Categories of records in the system: The case files contain background material on the act or situation complained of; the results of any investigation including affidavits and depositions; records of personnel actions involved; transcripts of hearings held; administrative judges' reports of findings and recommended actions; advisory memoranda from the Chief of Naval Operations, Chief of Naval Personnel, Department of Defense, Systems Commands; Secretary of the Navy decisions; reports of actions taken by local activities; comments by the Employee Appeals Review Board (EARB) or local activities on appeals made to the Equal Employment Opportunity Commission (EEOC); EEOC decisions, Court decisions, Comptroller General decisions. Brief summaries of case files are maintained on index cards. Authority for maintenance of the system: 5 U.S.C. 1301, 3301, 3302, 7151-7154, 7301, and 7701. Purpose(s): This information is used by the EARB to adjudicate cases. Systems Commands, the Chief of Naval Operations, Office of Civilian Personnel Management (OCPM), and Naval Civilian Personnel Command (NCPC) are internal users for informational/implementational purposes. Individual members acting on behalf of the individual involved are supplied with copies of decisions and other appropriate background material. Grievants and appellants are furnished Secretary of the Navy decisions, with copies to their representatives, EEO complainants are furnished Secretary of the Navy (SECNAV) decisions, with copies of the hearing transcripts and administrative judges' reports; complainants' representatives are provided copies of SECNAV decisions on grievances and appeals. Activities involved in EEO complaints are provided copies of SECNAV decisions, hearing transcripts, and administrative judges' reports. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To officials and employees of the Equal Employment Opportunity Commission to adjudicate cases. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records notices apply to this system. Note: Records of identity, diagnosis, prognosis or treatment of any client/patient, irrespective of whether or when he/she ceases to be a client/patient, maintained in connection with the performance of any alcohol or drug abuse prevention and treatment function conducted, requested, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided herein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-3 and 290ee-3. These statutes take precedence over the Privacy Act of 1974 in regard to accessibility of such records except to the individual to whom the report pertains. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records notices do not apply to these records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: File folders and index cards. Retrievability: Name. Safeguards: Classified material is kept in a locked safe. Other materials are kept in file cabinets within the EARB Administrative Offices. Access during business hours is controlled by Board personnel. The office is locked at the close of business; the building in which the office is located employs security guards. Retention and disposal: Case files maintained for four year. Files are then sent to the Washington National Records Center, 4205 Suitland Road, Suitland, MD 20409 and maintained for an additional four years. EEOC decisions and index cards are retained indefinitely. System manager(s) and address: Director, Naval Council of Personnel Boards, Ballston Tower 2, 801 North Randolph Street, Arlington, VA 22203-1998. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Director, Naval Council of Personnel Boards, Ballston Tower 2, 801 North Randolph Street, Arlington, VA 22203-1998. The requester must provide full name, employing office, and appropriate identification card. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Naval Council of Personnel Boards, Ballston Tower 2, 801 North Randolph Street, Arlington, VA 22203-1998. The requester must provide full name, employing office, and appropriate identification card. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Information in the file is obtained from former and present civilian employees of the DON, applicants for employment with the DON, employing activities, EEOC, NCPC. Exemptions claimed for the system: None. N12771-2 System name: Employee Relations Including Discipline, Employee Grievances, Complaints, Etc. System location: Office of Civilian Personnel Management (OCPM), OCPM Regional Offices, Navy and Navy Staff Headquarters and Field Activities employing civilians, Commandant of the Marine Corps (Code MPC-30/AR), and Marine Corps Field Activities employing civilians. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records notices. Categories of individuals covered by the system: Navy and Marine Corps civilian employees, paid from appropriated funds servicing under career, career-conditional, temporary and excepted service appointments on whom discipline, grievances, and complaints records exist. Discrimination complaints of Navy and Marine Corps civilian employees, paid from appropriated and non- appropriated funds, applicants for employment and former employees in appropriated and non-appropriated positions. Appeals of Navy and Marine Corps civilian employees paid from appropriated funds. Categories of records in the system: Information pertaining to discipline, grievances, complaints, and appeals. Management operation record system consisting of manual files and computerized files maintained by immediate supervisors and high level managers concerning employee performance, capability, informal discipline, attendance leave and tardiness, work assignments, and similar work related employee records. Authority for maintenance of the system: 5 U.S.C. 1205, 1206, 1302, 3301, 3302, 7105, 7512; 21 U.S.C. 812; 29 U.S.C. 201, et. seq., amendment to the Fair Labor Standards Act; Age Discrimination and Employment Act, 29 U.S.C. 633a; the Rehabilitation Act of 1973 as amended, 29 U.S.C. 791 and 794a; 42 U.S.C. 2000e-17 et. seq.; Pub. L. 93-259, amendment to the Fair Labor Standards Act; relevant portions of the Civil Service Reform Act, Pub. L. 95-454; Pub. L. 100-71; Equal Employment Opportunity Act of 1972; E.O. 9830, Amending the Civil Service Rules and Providing for Federal Personnel Administration, amended by E.O. 10577; E.O. 12106; E.O. 12107; and, E.O. 12564. Purpose(s): To assist the Human Resource Office in the processing, administration and adjudication of discipline, grievances, complaints, appeals, litigation, and program evaluation. 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 representatives of the Office of Personnel Management on matters relating to the inspection, survey, audit, or evaluation of Navy and Marine Corps civilian personnel management programs or personnel actions, or such other matters under the jurisdiction of the Office of Personnel Management. To appeals officers and complaints examiners of the Merit Systems Protection Board and Equal Employment Opportunity Commission for the purpose of conducting hearings in connection with employees appeals from adverse actions and formal discrimination complaints. To disclose information on any source from which additional information is requested in the course of processing a grievance or appeal to the extent necessary to identify the individual, to inform the source of the purpose(s) of the request, and identify the type of information requested. To disclose information on any source from which additional information is requested in the course of processing a grievance or appeal to the extent necessary to identify the individual, to inform the source of the purpose(s) of the request, and identify the type of information requested. To disclose information to a federal agency in response to its request in connection with the hiring or retention of an employee, the issuance of an investigation of an individual, the classifying of jobs, the letting of a contract of the issuance of a license, grant, or other benefit by the requesting agency, to the extent the information is relevant and necessary. To the National Archives and Records Administration in records management inspection conducted under authority of 5 U.S.C. 2904 and 2906. To disclose, in response to a request for discovery or for appearance of a witness, information that is relevant to the subject matter involved in the pending judicial or administrative proceeding. To officials of labor organizations recognized under the Civil Service Reform Act when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting working conditions. The 'Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records notices apply to this system. Note: Records of identity, diagnosis, prognosis or treatment of any client/patient, irrespective of whether or when he/she ceases to be a client/patient, maintained in connection with the performance of any alcohol or drug abuse prevention and treatment function conducted, requested, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided herein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-3 and 290ee-3. These statutes take precedence over the Privacy Act of 1974 in regard to accessibility of such records except to the individual to whom the record pertains. The Navy's `Blanket Routine Uses' do not apply to these records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated records are stored on magnetic tapes/disks. Manual records in file folders. Retrievability: Filed by last name. Safeguards: All records are stored under strict control and are accessible only to authorized personnel. Access to the automated records is controlled through the use of multiple security passwords. Retention and disposal: Complaint records are retained for six years after final adjudication. All other records are retained for two years or destroyed upon separation of the employee, whichever is later. System manager(s) and address: Director, Office of Civilian Personnel Management, Department of the Navy, 800 North Quincy Street, Arlington, VA 22203-1998. For Marine Corps civilian personnel, the Commandant of the Marine Corps (Code MPC-30), Headquarters, U.S. Marine Corps (Arlington Annex), Washington, DC 20380-0001. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Commander/Commanding Officer of the activity assigned or to the Director, Office of Civilian Personnel Management, Department of the Navy, 800 North Quincy Street, Arlington, VA 22203-1998. For Marine Corps civilian personnel, the Commandant of the Marine Corps (Code MPC-30), Headquarters, U.S. Marine Corps (Arlington Annex), Washington, DC 20380-0001. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Commander/Commanding Officer of the activity assigned or to the Director, Office of Civilian Personnel Management, Department of the Navy, 800 North Quincy Street, Arlington, VA 22203-1998. For Marine Corps civilian personnel, the Commandant of the Marine Corps (Code MPC-30), Headquarters, U.S. Marine Corps (Arlington Annex), Washington, DC 20380-0001. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Supervisors or other appointed officials designated for this purpose. Exemptions claimed for the system: None. N12792-7 System name: Drug-Free Workplace Program Records. System location: Records are located at the local naval activity, the local servicing human resources offices or the Department of the Navy Headquarters office. Categories of individuals covered by the system: Civilian employees and applicants for employment with the Department of the Navy. Categories of records in the system: Records related to selection, notification, testing of employees and applicants, urine specimens, drug test results, collection authentication and chain of custody documents. Authority for maintenance of the system: Pub. L. 100-71, 5 U.S.C. 7301; 21 U.S.C. 812; and E.O. 12564, Drug-Free Federal Workplace; and E.O. 9397 (SSN). Purpose(s): The system is established to maintain records relating to the selection and testing of Department of the Navy employees, and applicants for employment, for use of illegal drugs and drugs identified in Schedules I and II of 21 U.S.C. 812. The records are also used by the Medical Review Officer; the administrator of any Employee Assistance Program in which the employee is receiving counseling or treatment or is otherwise participating; and supervisory or management officials within the employee's agency having authority to take adverse personnel action against such employee. 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: In order to comply with the provisions of 5 U.S.C. 7301, the `Blanket Routine Uses' published at the beginning of the Navy's compilation do not apply to this system. To a court of competent jurisdiction where required by the United States Government to defend against any challenge against any adverse personnel action. Note: Record of the identity, diagnosis, prognosis, or treatment of any client/patient, irrespective of whether or when he ceases to be a client/patient, maintained in connection with the performance of any alcohol or drug abuse prevention and treatment function conducted, regulated, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided therein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. The results of a drug test of civilian employees may be disclosed only as expressly authorized under 5 U.S.C. 7301. These statutes takes precedence over the Privacy Act of 1974, in regard to accessibility of such records except to the individual to whom the record pertains. The Navy's `Blanket Routine Uses' do not apply to these types records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records consist of written materials and/or electronic media. Retrievability: Records are retrieved by name of employee, applicant for employment, Social Security Number, I.D. number assigned, or any combination of these. Safeguards: Records will be stored in secure containers, e.g., safes, locked filing cabinets, etc. Urine specimens will be stored in appropriate locked storage facilities. Access to such records and specimens is restricted. Chain-of-custody and other procedural and documentary requirements of Pub. L. 100-71 and the Department of Health and Human Services Guidelines will be followed in collection of urine samples, conducting drug tests, and processing test results. All information contained in computers is password protected. Retention and disposal: Records are retained for three years and then destroyed by shredding, burning, or erasure in the case of electronic media. Written records and test results together with urine specimens shall be retained until litigation is complete when the employee challenges or appeals adverse actions. System manager(s) and address: DON Drug Program Coordinator, Deputy Assistant Secretary of the Navy (Civilian Personnel/Equal Employment Opportunity, 800 North Quincy Street, Arlington, VA 22203-1998. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Commanding Officer/Commander of the DON activity or the servicing human resources office at which they are or were employed, or at which they made application for employment, and for which they provided a urine specimen for drug testing. Individuals may furnish their full name, Social Security Number, the title, series, and grade of the position they occupied or applied for when the drug test was conducted, specimen ID number, and the date of the test. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Commanding Officer/Commander of the DON activity or the servicing human resources office at which they are or were employed, or at which they made application for employment, and for which they provided a urine specimen for drug testing. Individuals may furnish their full name, Social Security Number, the title, series, and grade of the position they occupied or applied for when the drug test was conducted, specimen ID number, and the date of the test. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Records are obtained from the individual to whom the record pertains; DON or contractor employees involved in the selection, notification, and collection of urine from individuals who are tested; DON or contractor laboratories that test urine samples for the presence of illegal drugs, DON or contractor Medical Review Officers; supervisors and managers and other DON officials engaged in administering the Drug-Free Workplace Program; the Civilian Employee Assistance Program; processing adverse actions based on drug test results; and DON or contractor electronic databases. Exemptions claimed for the system: None. N12930-1 System name: Human Resources Group Personnel Records. System location: Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724 and at all Navy Exchanges. Mailing addresses for Navy Exchanges are available from the Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Categories of individuals covered by the system: Civilian employees, former civilian employees, and applicants for employment with the Navy Exchange Service Command and Navy Exchanges located worldwide. Employees who are paid from nonappropriated funds are regular full time, regular part-time, temporary full time, temporary part-time and intermittent. Categories of records in the system: Personnel jackets, including but not limited to Personnel Information Questionnaire, Personnel Action; Certification of Medical Examination Indoctrination Checklist; Election forms for all life, health, and retirement programs, applicant participation data for each program; notice of excessive absence and tardiness and warnings; disciplinary actions; certified record of court attendance; certified copy of completed military orders for any annual duty tours with recognized reserve organizations; employee job description; tuition assistance records; examination papers and tests, if any; evidence of date of birth, where required; official letters of commendation; cash register overage/shortage records; report of hearings and recommendations relative to employee's grievances; official work performance rating; designation beneficiary for unpaid compensation; reference check records; applicant files; employee profiles; personnel security information (including copies of National Agency Check (NAC) and Naval Criminal Investigative Service (NCIS) reports); Certificate of Standards of Conduct and Fraud, Waste and Abuse training; travel requests, travel allowance and claims record; transportation agreements; employee affidavits; privilege card application, work assignments, work performance capability, counseling records, work-related records, training records including courses, type and completion dates; and related data. Labor and Employee Relations Records include notices of excessive absence, tardiness and warnings; disciplinary actions; unsatisfactory work performance evaluations; grievances, appeals, complaint and appeal records; reports of potential grievances and appeals; congressional correspondence; investigative reports and summaries of personnel administrative actions. Employee Benefits Records include data relating to Quality Salary Increase, Superior Accomplishment Recognition Awards, beneficial suggestions and similar awards; and personnel listings of the aforementioned services. Election forms for all life, health, and retirement programs and claims made for those programs. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 29 U.S.C. 201; 29 U.S.C. 633a; 29 U.S.C. 791 and 794a; Pub. L. 93-259, Equal Employment Act of 1972; and E.O. 9397. Purpose(s): To provide a basis by which an employee or an applicant may be determined to be suitable for employment, transfer, promotion or retention in employment; for verification of employment; to provide a record of travel performed and verification that the employees received proper remuneration for the travel performed; to ensure employees received timely consideration in the processing of work/ appraisals and salary increases; for recognition of accomplishments and contributions by employees, and in the processing, administration, and adjudication of discipline, grievances, complaints, appeals, litigation, and program evaluation. 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 appeals officers and complaints examiners of the Equal Employment Opportunity Commission for the purpose of conducting hearings in connection with employees appeals from adverse actions and formal discrimination complaints. To a federal agency in response to its request in connection with the hiring or retention of an employee, the issuance of a security clearance, the conducting of a security or suitability investigation of an individual, the classifying of jobs, the letting of a contract or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary. To the National Archives and Records Administration (GSA) in records management inspection conducted under authority of 5 U.S.C. 2904 and 2906. In response to a request for discovery or for appearance of a witness, information that is relevant to the subject matter involved in the pending judicial or administrative proceeding. To officials of labor organizations recognized under the Civil Service Reform Act when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices and matters affecting working conditions. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices also apply to this system. Note: Records of identity, diagnosis, prognosis or treatment of any client/patient, irrespective of whether or when he/she ceases to be a client/patient, maintained in connection with the performance of any alcohol or drug abuse prevention and treatment function conducted, requested, or directly or indirectly assisted by any department or agency of the United States, shall, except as provided herein, be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-3 and 290ee-3. These statutes take precedence over the Privacy Act of 1974 in regard to accessibility of such records except to the individual to whom the record pertains. The Navy's `Blanket Routine Uses' do not apply to these records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records: Storage: The media in which these records are maintained vary, but include: File folders; magnetic tapes; automated minicomputer data base, disks and diskettes (hard drive); rolodex files; cardex files; ledgers; and printed reports. Retrievability: Name and/or Social Security Number; employee payroll number. Safeguards: Locked desks in supervisor's office and also, locked cabinets in locked offices supervised by appropriate personnel; periodic system backup and microcomputer records to data cartridge, microcomputer power supply locks and/or hard drive locks; security guards. Retention and disposal: Current employee records remain on file at the local Navy Exchange personnel office. Records on former employees are retained for one year and then forwarded to the Director, National Personnel Records Center, (Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO 63118, for retention of permanent papers and destruction of temporary papers. Applicant files are retained for six months and then destroyed. System manager(s) and address: Policy Official: Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Master Record Holder: Manager, Staffing and Career Management, HRG-3, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Local Record Holder: Manager at the local Navy Exchange. Mailing Addresses are available from the Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452- 5724. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724, or to the manager of the local Navy Exchange where employed. The request should contain full name, Social Security Number, activity where last employed or where last application for employment was filed. A list of other offices the requester may visit will be provided after initial contact is made at the office listed above. At the time of a personal visit, requester must provide proof of identity containing the requester's signature. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724, or to the manager of the local Navy Exchange where employed. The request should contain full name, Social Security Number, activity where last employed or where last application for employment was filed. A list of other offices the requester may visit will be provided after initial contact is made at the office listed above. At the time of a personal visit, requester must provide proof of identity containing the requester's signature. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The individual to whom the record pertains; current and previous supervisors/employers; other records of the activity concerned; counseling records and comparable papers; educational institutions; applicants; applicant's previous employees; current and previous associates of the employee named by the employee as references; other records of activity investigators; witnesses; correspondents; investigative results and information provided by appropriate investigative agencies of the Federal Government. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(5) and (k)(6), as applicable. An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 701, subpart G. For additional information, contact the system manager. N12930-2 System name: Area Coordinator Information and Operation Files. System location: Office of Civilian Personnel Management (OCPM) and OCPM field offices, designated contractors, and Navy staff, headquarters, and field activities employing civilians. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records. Categories of individuals covered by the system: Civilian employees, paid from appropriated and non-appropriated funds, military personnel or private citizens affected by or involved in action of area coordination significance, and speakers, specialists and other interested participants. Categories of records in the system: System is composed of, but not limited to, records compiled in accordance with regulations, correspondence regarding status of EEO investigations, index file of program administration and interested participants including ad hoc, summaries compiled for budget administration, biographies of speakers or of key officials obtained from individual. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): To manage civilian personnel and special projects related to civilian employees. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To representatives of the Office of Personnel Management on matters relating to the inspection, survey, audit or evaluation of Navy civilian personnel management programs or personnel actions, or such other matters under the jurisdiction of the Office of Personnel Management. To a duly appointed Hearing Examiner or Arbitrator (an employee of another Federal agency) for the purpose of conducting a hearing in connection with an employee's grievance. To an arbitrator who is given a contract pursuant to a negotiated labor agreement to hear an employee's grievance. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems of records also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored in paper file folders, list finders, index cards, or logs or other indexing systems. Retrievability: Records are retrieved by subject matter or by name. Safeguards: Records are available only to authorized personnel having a need to know. Retention and disposal: Records are retained for varying lengths of time as required by local regulations; some records may be maintained indefinitely. System manager(s) and address: Director, Office of Civilian Personnel Management, 800 North Quincy Street, Arlington, VA 22203-1998 and the heads of Navy Staff, Headquarters, and field activities employing civilians. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the servicing civilian personnel office where assigned or to the Director, Office of Civilian Personnel Management, 800 North Quincy Street, Arlington, VA 22203-1998. The request should contain full name, Social Security Number, and address. For personal visits, proof of identification will consist of a Department of Defense or Navy building pass or identification badge or driver's license or other types of identification bearing his/her signature or picture or by providing information which may be verified against the record. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the servicing civilian personnel office or to the Director, Office of Civilian Personnel Management, 800 North Quincy Street, Arlington, VA 22203-1998. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Navy Civilian Personnel Offices and their representatives. Exemptions claimed for the system: None. N12950-3 System name: Employee Benefits Records. System location: Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724 (for all Navy Exchanges). Categories of individuals covered by the system: Civilian employees and former civilian employees with the Navy Exchange Service Command and Navy Exchanges located worldwide. Payroll and benefits information for current and former civilian employees of Coast Guard exchanges, clubs and messes. Categories of records in the system: Leave accrual reports; earnings records; insurance records and reports regarding property damage, personal injury or death, group life, disability, medical and retirement plan records. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397. Purpose(s): To record contributions to benefit plans; to process all insurance claims; to calculate retirement benefits upon request of 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, 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 insurance carriers and the U.S. Department of Labor, Bureau of Employees Compensation to process employee compensation claims. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: The media in which these records are maintained vary, but include: Computer records (Local Area Network (LAN) File Server); card files; file folders; ledgers; microfiche; and printed reports. Retrievability: Name and/or Social Security Number and employee payroll number. Safeguards: Locked file cabinets; safes; locked offices which are supervised by appropriate personnel, when open; and security guards. Retention and disposal: Permanent. System manager(s) and address: Policy Official: Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Record Holder Manager: Risk Management and Workers Compensation Branch (TD2); Insurance/Employee Benefits Branch (HRG4), Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724.' Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. In the initial inquiry the requester must provide full name, Social Security Number, activity where last employed. A list of other offices the requester may visit will be provided after initial contact is made at the office listed above. At the time of a personal visit, requesters must provide proof of identity containing the requester's signature. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Commander, Navy Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Contesting record procedures: The Department of the Navy rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: The employee or former employee; the employee's supervisor and the employee's physician or insurance carrier's physician. Exemptions claimed for the system: None. N12950-5 System name: Navy Civilian Personnel Data System (NCPDS). System location: Office of Civilian Personnel Management (OCPM) and its field offices; operating civilian personnel offices and Navy commands and management offices; and the Navy Regional Data Automation Center (NARDAC) and its designated contractors. Official mailing addresses are published as an appendix to the Navy's compilation of systems notices. Included in this notice are those records duplicated for retrievability at a site closer to where the employee works (e.g., in an administrative office of a supervisor's work area). Categories of individuals covered by the systems: Department of the Navy civilian employees paid from appropriated and non-appropriated funds and foreign national direct and indirect hire employees. Categories of records in the system: The system is comprised of automated and non-automated records describing and identifying the employee (e.g., name, Social Security Number, sex, birth date, minority designator, citizenship, physical handicap code); the position occupied and the employee's qualifications; salary and salary basis or other compensation and allowances; employee's status in relation to the position occupied and the organization to which assigned; tickler dates for impending changes in status; education and training records; previous military status; functional code; previous employment record; performance appraisal and other data needed for screening and selection of an employee; referral records; professional licenses and publications; and reason for position change or other action affecting the employee and case files pertaining to EEO, MSPB, labor and employee relations, and incentive awards. The records are those found in the NCPDS subsystems: The Navy Automated Civilian Manpower Information System (NACMIS), the Training Information Management System (TIMS), the Personnel Automated Data System (PADS), the Computerized Employee Management Program Administration and Research (CEMPAR), Office of Civilian Personnel Management Customer Support Centers, the Executive Personnel Management Information System (EPMIS), the Complaints Action Tracking System (CATS), and the NCPDS base level and Headquarters systems. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 4118; E.O. 9397; 5 U.S.C. 2951; E.O. 10450; 42 U.S.C. 2000e, 5 U.S.C. 3135, 5 U.S.C. 4301, et. seq., 5 U.S.C. 4501 et. seq., 5 U.S.C. 4705 and subparts D, E, F, and G of title 5 U.S.C. and 29 CFR part 1613 et. seq. Purpose(s): To manage and administer the Department's civilian personnel and civilian manpower planning programs and in the design, development, maintenance and operation of the automated system of records. Designated contractors of the Department of the Navy and Defense in the performance of their duties with respect to equipment and system design, development test, operation and maintenance. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To the Comptroller General or any of his authorized representatives, in the course of the performance of duties of the General Accounting Office. To the Attorney General of the United States or his authorized representatives in connection with litigation, law enforcement, or other matters under the direct jurisdiction of the Department of Justice or carried out as the legal representative of Executive Branch agencies. To officials and employees of other departments and agencies of the Executive Branch of government upon request in the performance of their official duties related to the screening and selection of candidates for vacant positions. To representatives of the United States Department of Labor on matters relating to the inspection, survey, audit or evaluation of the Navy's apprentice training programs or on other such matters under the jurisdiction of the Labor Department. To representatives of the Department of Veterans Affairs on matters relating to the inspection, survey, audit or evaluation of the Navy's apprentice and on-the-job training program. To contractors or their employees for the purpose of automated processing of data from employee personnel actions and training documents, or data collection forms and other documents. To a duly appointed hearing examiner or arbitrator in connection with an employee's grievance. To an appointed Administrative Judge for the purpose of conducting a hearing in connection with an employee's formal Equal Employment Opportunity (EEO) complaint. To officials and employees of schools and other institutions engaged to provide training. To labor organizations recognized under 5 U.S.C. Chapter 71 when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting working conditions. To representatives of the Federal Labor Relations Authority. To representatives of the Merit Systems Protection Board. To representatives of the Equal Employment Opportunity Commission for statistical analysis, processing and adjudication. The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated records are stored on magnetic tape, disc, drum and punched cards and computer printouts. Manual records are stored in paper file folders. Retrievability: Information is retrieved by Social Security Number or other similar substitute if there is no Social Security Number, position number, name, or by specific employee characteristics such as date of birth, grade, occupation, employing organization, tickler dates, academic specialty level. Safeguards: The computer facility and terminal are accessible only to authorized persons that have been properly screened, cleared and trained. Manual and automated records and computer printouts are available only to authorized personnel having a need-to-know. Retention and disposal: Input documents are destroyed after data are converted to magnetic medium. Information is stored in magnetic medium within the ADP system. Information recorded via magnetic medium will be retained permanently. For TIMS and the apprentice programs the computer magnetic tapes are permanent. Manual records are maintained on a fiscal year basis and are retained for varying periods from one to five years. System manager(s) and address: Director, Office of Civilian Personnel Management, 800 North Quincy Street, Arlington, VA 22203-1998 and the commanding officers at the employee's activity. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Director, Office of Civilian Personnel Management, 800 North Quincy Street, Arlington, VA 22203-1998 or to the civilian personnel officer under his/her cognizance. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records. The request should contain the individual's full name, Social Security Number and name of employing activity. Requesters may visit the civilian personnel office at the naval activity covered by the system to obtain information. In such case, proof of identity will consist of full name, Social Security Number and a third positive identification such as a driver's license, Navy building pass or identification badge, birth certificate, Medicare card, etc. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Director, Office of Civilian Personnel Management, 800 North Quincy Street, Arlington, VA 22203-1998 or to the civilian personnel officer under his/her cognizance. Official mailing addresses are published as an appendix to the Navy's compilation of systems of records. The request should contain the individual's full name, Social Security Number and name of employing activity. Requesters may visit the civilian personnel office at the naval activity covered by the system to obtain information. In such case, proof of identity will consist of full name, Social Security Number and a third positive identification such as a driver's license, Navy building pass or identification badge, birth certificate, Medicare card, etc. Contesting record procedures: The Navy's rules for accessing records and contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701; or may be obtained from the system manager. Record source categories: Categories of sources of records in this system are: The civilian personnel office of the employing activity; the payroll office; OCPM headquarters; the security office of the employing activity; line managers, other designated officials and supervisors; the employee and persons named by the employee as references. Exemptions claimed for the system: None.c N017252-2 System name: Transitional Compensation for Abused Dependents. System location: Navy Personnel Command (NPC-661D), 5720 Integrity Drive, Millington, TN 38055-6610 and the Director, Defense Finance and Accounting Service, Cleveland Center, 1240 East 9th Street, Cleveland, OH 44199-2055. Categories of individuals covered by the system: Abused dependents who receive transitional compensation. Categories of records in the system: DD Form 2698, Application for Transitional Compensation; computation sheets; payment schedule; case processing record; direct- deposit form; annual certification form; correspondence to and from the Defense Finance and Accounting Service (DFAS). Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 801-940, 860(c), 1059, 1077, and 1408(b); 38 U.S.C. 1311 and 1313; E.O. 9397 (SSN); and DoD Instruction 1342.24, Transitional Compensation for Abused Dependents. Purpose(s): To coordinate requests for transitional compensation, to approve requests and forward them to DFAS, and to notify DFAS of any action that affects payment of transitional compensation. 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: The `Blanket Routine Uses' that appear at the beginning of the Navy's compilation of systems 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 automated records. Retrievability: Name and Social Security Number. Safeguards: These files are highly sensitive and must be protected from unauthorized disclosure. While records may be maintained in various kinds of filing equipment, specific emphasis is given to ensuring that the equipment areas are monitored or have controlled access. Information maintained on the computer is password protected. Computer terminals are located in supervised areas with an access controlled system. Retention and disposal: Department of the Navy records are destroyed when three years old. Defense Finance and Accounting Service records are retained at DFAS-Cleveland until member is discharged or retires, then transferred to nearest Federal Records Center. System manager(s) and address: Navy Personnel Command (NPC-661D), 5720 Integrity Drive, Millington, TN 38055-6610. Director, Defense Finance and Accounting Service-Cleveland Center, 1240 East 9th Street, Cleveland, OH 44199-2055. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Navy Personnel Command (NPC-661D), 5720 Integrity Drive, Millington, TN 38055-6610 or to the Director, Defense Finance and Accounting Service-Cleveland Center, 1240 East 9th Street, Cleveland, OH 44199-2055. Request should contain full name and Social Security Number of the individual. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Navy Personnel Command (NPC-661D), 5720 Integrity Drive, Millington TN 38055-661 or the Director, Defense Finance and Accounting Service- Cleveland Center, 1240 East 9th Street, Cleveland, OH 44199-2055. Request should contain full name and Social Security Number of the individual. Contesting record procedures: The Navy's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Secretary of the Navy Instruction 5211.5; 32 CFR part 701, or may be obtained from the system manager. Record source categories: Individual; military personnel record file. Exemptions claimed for the system: None. DIRECTORY OF DEPARTMENT OF THE NAVY MAILING ADDRESSES The Department of the Navy has over 4,000 ships and stations. Not all mailing addresses are included in this directory. Should you require assistance in obtaining any Navy mailing address not listed, please contact the Head, PA/FOIA Branch, Office of the Chief of Naval Operations (N09B30), Navy Department, Room 5E521, 2000 Navy Pentagon, Washington, DC 20350-2000, Commercial (703) 614-2817 or DSN 224-2817/ 2004. Assistance in obtaining any Marine Corps mailing address not included in this directory may be obtained from the Commandant of the Marine Corps (Code ARAD), Headquarters, United States Marine Corps, 2 Navy Annex, Washington, DC 20380-0001, Commercial (703) 614-4008 or DSN 224-4008. ALABAMA Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 1001 4th Avenue, Southwest, Bessemer, AL 35023-4731. Commanding Officer, Naval Reserve Center, Armed Forces Reserve Center, 2627 10th Avenue, Tuscaloosa, AL 35401-6699. Commanding Officer, Naval Reserve Center, 3011 Sparkman Drive, Northwest, Huntsville, AL 35810-3799. Commanding Officer, Naval and Marine Corps Reserve Center, 4851 Museum Drive, Mobile, AL 36608-2510. Officer in Charge, Naval Branch Medical Clinic, 1800 Camellia Loop, Building 200A, Mobile, AL 36675-5005. ALASKA Commanding Officer, Naval Air Facility, PSC 486 Box 1202, FPO AP 96506-1202. Commanding Officer, Naval Security Group Activity, FPO AP 98777- 1800. Commanding Officer, Naval Security Group Activity, 41760 Loop Road, Elmendorf Air Force Base, AK 99506-3910. Commanding Officer, Naval Reserve Center, 2735 East Rudor Road, Anchorage, AK 99507-5113. Commander, U.S. Naval Forces Alaska, Box 25517, Juneau, AK 99802- 5517. ARIZONA Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 1201 North 35th Avenue, Phoenix, AZ 85009-3398. Officer in Charge, Naval Branch Medical Clinic, Box 99116, Marine Corps Air Station, Yuma, AZ 85364-9116. Commanding Officer, Marine Corps Air Station, Yuma, AZ 85369- 5000. Commanding Officer, Naval and Marine Corps Reserve Center, 3655 South Wilmot Drive, Tucson, AZ 85730-3259. ARKANSAS Commanding Officer, Naval and Marine Corps Reserve Center, 8005 Camp Robinson Road, North Little Rock, AR 72118-2206. CALIFORNIA Commanding Officer, Navy Recruiting District Los Angeles, 5051 Rodeo Road, Los Angeles, CA 90016-4795. Director, Navy Office of Information West, 11000 Wilshire Boulevard, Suite 1100, Los Angeles, CA 90024-3691. Commanding Officer, Naval Weapons Station Seal Beach, 800 Seal Beach Boulevard, Seal Beach, CA 90740-5000. Commanding Officer, Naval Station, Long Beach, CA 90822-5000. Officer in Charge, Personnel Support Detachment Naval Station Long Beach, Naval Station, Long Beach, CA 90822-5001. Commanding Officer, Naval Medical Clinic, Building 831 Reeves Avenue, Naval Shipyard, Long Beach, CA 90822-5073. Office in Charge, Naval Legal Service Office Detachment, Building 2 Naval Station, Richardson Street, Long Beach, CA 90822-5075. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, Building 676 Naval Shipyard, Long Beach, CA 90822-5092. Commanding Officer, Naval Dental Center, Long Beach, CA 90822- 5096. Navy Exchange Officer, Navy Exchange, Long Beach, CA 90822-5097. Commander, Long Beach Naval Shipyard, 300 Shipjack Road, Long Beach, CA 90822-5099. Commanding Officer, Naval and Marine Corps Reserve Center, 6337 Balboa Boulevard, Encino, CA 91316-1584. Commanding Officer, Naval Reserve Center, 1700 East First Street, Pomona, CA 91766-2303. Navy Exchange Officer, Navy Exchange Detachment, Naval Air Station North Island, Imperial Beach, CA 92032-5000. Commanding General, Marine Corps Base, Camp Pendleton, CA 92055- 5001. Commanding General, I Marine Expeditionary Force FMF, Camp Pendleton, CA 92055-5008. Commanding Officer, Naval Hospital, Camp Pendleton, CA 92055- 5008. Commanding Officer, Naval Dental Center, Camp Pendleton, CA 92055-5009. Commanding General, 1st Marine Division FMF, Camp Pendleton, CA 92055-5501. Director, Naval Criminal Investigative Service Western Region, Federal Building, 880 Front Street, Suite 5265, San Diego, CA 92101- 8820. Commanding Officer, Naval Submarine Base, 140 Sylvester Road, San Diego, CA 92106-3521. Commanding Officer, Submarine Training Facility, 544 White Road, San Diego, CA 92106-3550. Director, Naval Audit Service Western Region, 8885 Rio San Diego Drive, Suite 107, San Diego, CA 92108-1625. Director, Office of Civilian Personnel Management Southwest Region, 9040 Friars Road, Suite 550, San Diego, CA 92108-5896. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 9955 Pomerado Road, San Diego, CA 92131-5001. Commanding Officer, Fleet and Industrial Supply Center, 937 North Harbor Drive, San Diego, CA 92132-5044. Commander, Naval Base, 937 North Harbor Drive, San Diego, CA 92132-5100. Officer in Charge, Naval Computer and Telecommunications Activity, 937 Harbor Drive, San Diego, CA 92132-5104. Commander, Naval Reserve Readiness Command Region Nineteen, 960 North Harbor Drive, San Diego, CA 92132-5108. Commanding Officer, Southwest Naval Facilities Engineering Command, 1220 Pacific Highway, Room 207, San Diego, CA 92132-5190. Commanding Officer, Personnel Support Activity, 937 North Harbor Drive, San Diego, CA 92132-5190. Navy Exchange Officer, Navy Exchange, Naval Training Center, 32133 Roosevelt Road, San Diego, CA 92133-1342. Commanding Officer, Service School Command, 32224 Roosevelt Road, Suite 220B, San Diego, CA 92133-1368. Commander, Naval Training Center, 33502 Decatur Road, Suite 120, San Diego, CA 92133-1449. Officer in Charge, Personnel Support Activity Detachment, Naval Training Center, 32182 Dewey Road, Suite 100, San Diego, CA 92133- 1450. Commanding Officer, Navy Recruiting District San Diego, 33176 Sampson Road, San Diego, CA 92133-1641. Commanding Officer, Naval Medical Center, 34800 Bob Wilson Drive, Suite 1800, San Diego, CA 92134-5001. Commanding Officer, Naval School of Health Sciences, San Diego, CA 92134-6000. Commanding Officer, Navy Drug Screening Laboratory, San Diego, CA 92134-6900. Director, Navy Exchange, Naval Medical Center, San Diego, CA 92134-7000. Officer in Charge, Naval Healthcare Support Office, San Diego, CA 92134-7000. Navy Exchange Officer, Navy Exchange, Naval Air Station North Island, San Diego, CA 92135-5000. Commanding Officer, Naval Air Station North Island, PO Box 357033, San Diego, CA 92135-7033. Officer in Charge, Branch Medical Clinic, Naval Air Station North Island, PO Box 357046, San Diego, CA 92135-7046. Commander, Naval Air Force U.S. Pacific Fleet, Naval Air Station North Island, PO Box 357051, San Diego, CA 92135-7051. Office in Charge, Naval Reserve Recruiting Command Detachment Pacific, Fleet Career Information Team, PO Box 357051 CNAP Code N01RC, Naval Air Station North Island, CA 92135-7051. Officer in Charge, Personnel Support Detachment North Island, Naval Air Station North Island, PO Box 357052, San Diego, CA 92135- 7052. Commanding Officer, Naval Computer and Telecommunications Station, Naval Air Station North Island Building 1482, PO Box 357056, San Diego, CA 92135-7056. Commanding Officer, Naval Aviation Depot, Naval Air Station North Island, PO Box 357058, San Diego, CA 92135-7058. Commanding Officer, Naval Air Reserve San Diego, Naval Air Station North Island, PO Box 357099, San Diego, CA 92135-7099. Navy Exchange Officer, Navy Exchange Detachment, Naval Auxiliary Landing Field, San Clemente, San Diego, CA 92136-5000. Navy Exchange Officer, Navy Exchange Naval Station, San Diego, CA 92136-5000. Supervisor of Shipbuilding, Conversion and Repair, PO Box 368119, 3600 Surface Navy Boulevard, San Diego, CA 92136-5066. Officer in Charge, Personnel Support Detachment Naval Station San Diego, 3395 Sturtevant Street, Suite 1, Box 368204, San Diego, CA 92136-5075. Commanding Officer, Naval Station, Box 368016, 3455 Senn Road, Room 105, San Diego, CA 92136-5084. Commanding Officer, Naval Legal Service Office Southwest, PO Box 368138, 3205 Senn Road, San Diego, CA 92136-5090. Officer in Charge, Naval Branch Medical Clinic, Naval Station, San Diego, CA 92136-5133. Officer in Charge, Navy Environmental and Preventive Medicine Unit 5, 3035 Albacore Alley Box 368143, San Diego, CA 92136-5199. Commander, Amphibious Group 3, Box 368201, 3985 Cummings Road, Suite 4, San Diego, CA 92136-5289. Commanding Officer, Public Works Center, 2730 Mckean Street, Suite 1, San Diego, CA 92136-5294. Commanding Officer, Naval Dental Center, PO Box 368147, 2310 Craven Street, San Diego, CA 92136-5596. Commanding Officer, Navy Exchange Service Center, Box 368150, San Diego, CA 92136-8150. Commanding Officer, Naval Health Research Center, PO Box 85122, San Diego, CA 92138-9174. Commanding General, Marine Corps Recruiting Depot, San Diego, CA 92140-5001. Commanding Officer, Naval Air Station Miramar, San Diego, CA 92145-5000. Navy Exchange Officer, Navy Exchange, Naval Air Station Miramar, San Diego, CA 92145-5000. Officer in Charge, Naval Branch Medical Clinic, Naval Air Station Miramar, 19871 Mitscher Way, San Diego, CA 92145-5197. Commanding Officer, Naval Alcohol Rehabilitation Center, Naval Air Station Miramar, 19760 Polaris Avenue, San Diego, CA 92145-5299. Commanding Officer, Naval Consolidated Brig Miramar, 46141 Miramar Way, Suite 1, San Diego, CA 92145-5499. Commanding Officer, Navy Fighter Weapons School, Naval Air Station Miramar, 45390 Regulus Road, San Diego, CA 92145-5698. Officer in Charge, Personnel Support Detachment Miramar, San Diego, CA 92145-5858. Commanding Officer, Naval Air Reserve Center, Naval Air Station Miramar, 45876 Raven Road, Suite 1, San Diego, CA 92145-5902. Commanding Officer, Fleet Combat Training Center Pacific, 53690 Tomahawk Drive, Suite 144, San Diego, CA 92147-5080. Commanding Officer, Tactical Training Group Pacific, 53720 Horizon Drive, San Diego, CA 92147-5087. Commander, Naval Command Control and Ocean Surveillance Center, 53660 Oceanview Drive, Suite 317, San Diego, CA 92147-5088. Commander, Training Command U.S. Pacific Fleet, 33055 Nixie Way, San Diego, CA 92147-5192. Commanding Officer, Navy Personnel Research and Development Center, San Diego, CA 92152-6800. Commanding Officer, Naval Amphibious Base Coronado, 5420 Guadalcanal Road, San Diego, CA 92155-5001. Commanding Officer, Naval Amphibious School Coronado, Naval Amphibious Base, 3423 Guadalcanal Road, Room 142, San Diego, CA 92155-5099. Commander, Naval Surface Force U.S. Pacific Fleet, Naval Amphibious Base Coronado, 2421 Vella Lavella Road, Room 105, San Diego, CA 92155-5490. Commanding Officer, Naval Special Warfare Center, 2446 Trident Way, San Diego, CA 92155-5494. Commander, Naval Special Warfare Group One, 3632 Guadalcanal Road, Naval Amphibious Base Coronado, San Diego, CA 92155-5583. Commanding Officer, Command and Control Warfare Group Pacific, 2024 Trident Way Room 228, San Diego, CA 92155-5598. Commander, Naval Special Warfare Command, 2000 Trident Way, San Diego, CA 92155-5599. Navy Exchange Officer, Navy Exchange Detachment, Naval Air Facility El Centro, El Centro, CA 92243-5000. Commanding Officer, Naval Air Facility, El Centro, CA 92243-5001. Commanding General, Marine Corps Air Ground Combat Center, Twentynine Palms, CA 92278-5001. Commanding Officer, Naval Hospital, Twentynine Palms, CA 92278- 5008. Officer in Charge, Naval Branch Medical Clinic, Marine Corps Logistics Base, Barstow, CA 92311-5001. Commanding General, Marine Corps Logistics Base, Barstow, CA 92311-5001. Commander, Marine Corps Air Base Western Area, Marine Coprs Air Station El Toro, Santa Ana, CA 92709-5001. Commanding General, Marine Coprs Air Station El Toro, Santa Ana, CA 92709-5001. Commanding General, 3rd Marine Aircraft Wing, Marine Coprs Air Station El Toro, Santa Ana, CA 92709-6001. Commanding Officer, Marine Corps Air Station, Tustin, CA 92710- 5001. Commanding Officer, Naval Reserve Center, 2345 Barranca Road, Irvine, CA 92714-5053. Commanding Officer, Naval Air Weapons Station, Point Mugu, CA 93042-5000. Commander, Naval Air Warfare Center Weapons Division, 521 9th Street, Point Mugu, CA 93042-5001. Navy Exchange Officer, Navy Exchange Detachment, Point Mugu, CA 93042-5007. Officer in Charge, Naval Telecommunications Center, 521 9th Street Building 36, Suite 1055, Point Mugu, CA 93042-5016. Commanding Officer, Naval Air Reserve Point Mugu, Naval Air Weapons Station, 355 Nar Road, Point Mugu, CA 93042-5018. Officer in Charge, Personnel Support Activity Detachment, Point Mugu, CA 93042-5030. Commanding Officer, Naval Construction Training Center, 363 White House Way, Port Hueneme, CA 93043-4303. Commanding Officer, Naval Medical clinic, 162 First Street, Port Hueneme, CA 93043-4316. Commanding Officer, Naval Facilities Engineering Service Center, 560 Center Drive, Port Hueneme, CA 93043-4328. Navy Exchange Officer, Navy Exchange, 2330 Coats Avenue, Port Hueneme, CA 93043-4329. Officer in Charge, Personnel Support Detachment, 2251 Pacific Road, Suite 1, Port Hueneme, CA 93043-4331. Commanding Officer, Naval Reserve Center, 951 23rd Avenue, Naval Construction Battalion Center, Port Hueneme, CA 93043-4361. Navy Exchange Officer, Navy Exchange Detachment, Naval Air Station Point Mugu, Point Mugu, CA 93043-5007. Commanding Officer, Naval Air Reserve Center, 300 Reeves Boulevard, Mod 5, Room 215, Lemoore, CA 93246-0018. Commanding Officer, Naval Air Station Lemoore, 700 Avenger Avenue, Room 224, Lemoore, CA 93246-5001. Commanding Officer, Naval Hospital, 930 Franklin Avenue, Lemoore, CA 93246-5004. Officer in Charge, Navy Data Automation Facility Lemoore, 773 West Franklin Boulevard, Lemoore, CA 93246-5006. Officer in Charge, Personnel Support Detachment Lemoore, 736 Enterprise Boulevard, Lemoore, CA 93246-5007. Navy Exchange Officer, Navy Exchange, 828 Hancock Circle, Lemoore, CA 93246-5020. Commanding Officer, Strike Fighter Weapons School Pacific, 4 West K Street, Lemoore, CA 93246-5028. Commanding Officer, Naval and Marine Corps Reserve Center, 4201 Chester Avenue, Bakersfield, CA 93301-1198. Officer in Charge, Naval Branch Medical Clinic, Naval Air Weapons Station, 1 Administration Circle, China Lake, CA 93555-6001. Navy Exchange Officer, Navy Exchange Detachment, Naval Air Weapons Station, 1 Administration Circle, China Lake, CA 93555-6001. Commander, Naval Air Warfare Center Weapons Division, 1 Administration Circle, China Lake, CA 93555-6001. Commanding Officer, Naval Air Weapons Station, 1 Administration Circle, China Lake, CA 93555-6001. Commanding Officer, Naval Reserve Center, Armed Forces Reserve Center, 5565 East Shields Avenue, Fresno, CA 93727-7790. Navy Exchange Officer, Navy Exchange, Monterey, CA 93940-5003. Superintendent, Naval Postgraduate School, 1 University Circle, Monterey, CA 93943-5001. Officer in Charge, Personnel Support Detachment Monterey, 1588 Cunningham Road, Room 210, Monterey, CA 93943-5210. Officer in Charge, Naval Medical Administrative Unit, Presidio of Monterey Health Clinic, Monterey, CA 93944-5012. Commanding Officer, Naval Air Reserve Santa Clara, 500 Shenandoah Plaza, Moffett Field, CA 94035-5000. Commanding Officer, Naval Air Station, Moffett Field, CA 94035- 5000. Officer in Charge, Personnel Support Detachment Santa Clara, 550 Severyns Avenue, Federal Air Field Moffett, Mountain View, CA 94035- 5002. Commanding Officer, Naval and Marine Corps Reserve Center, 900 Commodore Drive Building 1, San Bruno, CA 94066-0727. Commanding Officer, Engineering Field Activity West, Naval Facilities Engineering Command, 900 Commodore Drive, San Bruno, CA 94066-2402. Supervisor of Shipbuilding, Conversion and Repair, San Francisco, CA 94124-2996. Commander, Naval Reserve Readiness Command Region Twenty, 410 Palm Avenue, Treasure Island, San Francisco, CA 94130-0410. Commanding Officer, Naval Station Treasure Island, 410 Palm Avenue, San Francisco, CA 94130-0410. Commander, Naval Base San Francisco Treasure Island, 410 Palm Avenue, San Francisco, CA 94130-0411. Officer in Charge, Personnel Support Activity Detachment Treasure Island, 550 4th Street, San Francisco, CA 94130-0549. Commanding Officer, Naval Legal Service Office West, Treasure Island, 550 4th Street, San Francisco, CA 94130-0551. Commanding Officer, Naval and Marine Corps Reserve Readiness Center Treasure Island, 586 4th Street, San Francisco, CA 94130-0586. Director, 12th Marine Corps District Treasure Island, 586 4th Street, San Francisco, CA 94130-0586. Officer in Charge, Naval Dental Center Treasure Island, 655 Avenue H, San Francisco, CA 94130-0655. Officer in Charge, Naval Branch Medical Clinic, Naval Station Treasure Island, San Francisco, CA 94130-5030. Officer in Charge, Naval Reserve Recruiting Command Detachment One, 2433 Marine Square Loop, Suite 100, Alameda, CA 94501-1036. Commanding Officer, Naval and Marine Corps Reserve Center, 2144 Clement Avenue, Alameda, CA 94501-1486. Commanding Officer, Naval Air Station, 250 Mall Square, Alameda, CA 94501-5000. Commanding Officer, Naval Aviation Depot, 1779 Second Avenue, Alameda, CA 94501-5008. Commanding Officer, Navy Regional Data Automation Center San Francisco, 1748 Third Avenue, Alameda, CA 94501-5009. Officer in Charge, Naval Branch Medical Clinic, 1858 Third Avenue, Alameda, CA 94501-5010. Officer in Charge, Navy Disease Vector Ecology and Control Center, 1835 Fourth Avenue, Alameda, CA 94501-5013. Navy Exchange Officer, Navy Exchange, Naval Air Station Alameda, 1151 Guam Street, Alameda, CA 94501-5056. Commanding Officer, Naval Weapons Station Concord, 10 Delta Street, Concord, CA 94520-5100. Navy Exchange Officer, Navy Exchange Detachment, Vallejo, CA 94592-0971. Officer in Charge, Personnel Support Detachment Mare Island, Vallejo, CA 94592-5011. Navy Exchange Officer, Navy Exchange, 695 Walnut Avenue, Suite 5014, Mare Island, CA 94592-5014. Commanding Officer, Naval Reserve Center, 695 Walnut Avenue, Suite 5019, Mare Island, CA 94592-5019. Commander, Mare Island Naval Shipyard, 695 Walnut Avenue, Suite 5100, Mare Island, CA 94592-5100. Director, Office of Civilian Personnel Management Northwest Region, 2890 North Main Street, Suite 301, Walnut Creek, CA 94596- 2739. Commanding Officer, Navy Recruiting District San Francisco, 1500 Broadway, Oakland, CA 94612-2096. Commander, Navy Recruiting Area Eight, 1301 Clay Street, Suite 610N, Oakland, CA 94612-5217. Commanding Officer, Fleet and Industrial Supply Center, 250 Executive Way, Oakland, CA 94625-5000. Commander, Military Sealift Command Pacific, 280 Anchor Way, Suite 1W, Oakland, CA 94625-5010. Commanding Officer, Naval Medical Center, Oakland, CA 94627-5000. Commanding Officer, Navy Drug Screening Laboratory, 8750 Mountain Boulevard, Oakland, CA 94627-5000. Commanding Officer, Naval and Marine Corps Reserve Center, 995 East Mission Street, San Jose, CA 95112-1699. Navy Exchange Officer, Navy Exchange Detachment, Naval Communications Station Stockton, 305 West Fyffe Avenue, Stockton, CA 95203-4920. Commanding Officer, Naval Communications Station, 305 West Fyffe Avenue, Stockton, CA 95203-4920. Commanding Officer, Naval Reserve Center, Building 317A, Rough and Ready Island, Stockton, CA 95203-5000. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 8277 Elder Creek Road, Sacramento, CA 95828-1799. COLORADO Officer in Charge, Naval Reserve Recruiting Command Detachment Seven, 791 Chambers Road, Suite 502, Aurora, CO 80011-7152. Commanding Officer, Naval Air Reserve Center Denver, Buckley Ang Base, Aurora, CO 80011-9599. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, PO Box 111802, Aurora, CO 80042-1802. Commanding Officer, Navy Recruiting District Denver, 225 East 16th Avenue, Suite 300, Denver, CO 80203-1607. Officer in Charge, Marine Corps Recruiting Station, 1600 Sherman Street, Suite 500, Denver, CO 80203-1609. Commanding Officer, Naval Reserve Center, Building 8932, Fort Carson, CO 80913-5040. CONNECTICUT Commanding Officer, Naval and Marine Corps Reserve Center, 1 Linsley Drive, Plainville, CT 06062-2918. Officer in Charge, Naval Branch Medical Clinic, Naval Nuclear Power Training Unit, Windsor Locks, CT 06095-0454. Supervisor of Shipbuilding, Conversion and Repair, 73 Eastern Point Road, Groton, CT 06340-4990. Commanding Officer, Naval Submarine Base New London, Box 00, Groton, CT 06349-5000. Commanding Officer, Naval Legal Service Office Northeast, Box 10, Naval Submarine Base New London, Groton, CT 06349-5010. Director, Human Resources Office, Box 20, Naval Submarine Base New long, Groton, CT 06349-5020. Commanding Officer, Personnel Support Activity, Box 63, Groton, CT 06349-5063. Officer in Charge, Personnel Support Activity Detachment, Building 83, 2nd Floor Room 218, Naval Submarine Base New London, Groton, CT 06349-5088. Commanding Officer, Naval Security Group Activity, Box 99 Naval Submarine Base New London, Groton, CT 06349-5099. Commander, Submarine Group 2, Naval Submarine Base New London, Box 100, Groton, CT 06349-5100. Commander, Submarine Development Squadron 12, Naval Submarine Base New London, Box 70, Groton, CT 06349-5200. Commanding Officer, Naval Hospital, PO Box 600, Groton, CT 06349- 5600. Commanding Officer, Naval Submarine School, Box 700, Groton, CT 06349-5700. Commanding Officer, Naval Submarine Medical Research Laboratory, PO Box 900, Groton, CT 06349-5900. DELAWARE Commanding Officer, Naval and Marine Corps Reserve Center, 3920 Kirkwood Highway, Wilmington, DE 19808-5194. Officer in Charge, Naval Reserve Facility, 77 Cape Henlopen Drive, Lewes, DE 19958-1195. DISTRICT OF COLUMBIA Secretary of the Navy, 1000 Navy Pentagon, Washington, DC 20350- 1000. Under Secretary of the Navy, 1000 Navy Pentagon, Washington, DC 20350-1000. Assistant for Administration, Under Secretary of the Navy, 1000 Navy Pentagon, Washington, DC 20350-1000. Assistant Secretary of the Navy, Financial Management, 1000 Navy Pentagon, Washington, DC 20350-1000. Assistant Secretary of the Navy, Manpower and Reserve Affairs, 1000 Navy Pentagon, Washington, DC 20350-1000. Assistant Secretary of the Navy, Research Development and Acquisition, 1000 Navy Pentagon, Washington, DC 20350-1000. Comptroller of the Navy, Navy Department, Washington, DC 20350- 1100. Chief of Information, Navy Department, Washington, DC 20350-1200. Chief of Legislative Affairs, Navy Department, Washington, DC 20350-1300. Chief of Naval Operations, 2000 Navy Pentagon, Washington, DC 20350-2000. General Counsel, Navy Department, Washington, DC 20360-5100. Chief of Naval Personnel, Bureau of Naval Personnel, 2 Navy Annex, Washington, DC 20370-0000. Executive Director, Board for Correction of Naval Records, Department of the Navy, Washington, DC 20370-5100. Chief, Bureau of Medicine and Surgery, Navy Department, Washington, DC 20372-5120. Director, Naval Historical Center, Washington Navy Yard, Washington, DC 20374-0571. Commanding Officer, Naval Legal Service Office National Capital, Washington Navy Yard, Washington, DC 20374-1003. Officer in Charge, Navy Marine Corps Appellate Review Activity, Building 111 Washington Navy Yard, 901 M Street Southeast, Washington, DC 20374-1111. Officer in Charge, Naval Branch Medical Clinic, Washington Navy Yard, Washington, DC 20374-1832. Naval Inspector General, Building 200 Washington Navy Yard, Washington, DC 20374-2001. Commandant, Naval District Washington, Washington Navy Yard, Washington, DC 20374-2002. Commanding Officer, Personnel Support Activity, Building 92, Naval District Washington, Washington, DC 20374-2002. Commander, Naval Reserve Readiness Command Region Six, Washington Navy Yard Building 200, Washington, DC 20374-2003. Chief, Navy Marine Corps Trial Judiciary, Washington Navy Yard, Washington, DC 20374-2004. Commanding Officer, Naval and Marine Corps Reserve Center, Armed Forces Reserve Center, Naval District Washington, Washington Navy Yard Anacostia, Washington, DC 20374-3511. Officer in Charge, Personnel Support Activity Detachment, 2701 South Capitol Street Southwest, Washington, DC 20374-5005. Director, Human Resources Office, Washington Navy Yard, 901 M Street Southeast Building 200, Washington, DC 20374-5050. Officer in Charge, Navy Band, Washington Navy Yard Building 105, 901 M Street Southeast, Washington, DC 20374-5054. Commanding Officer, Naval Station Anacostia, Building 72, 2701 South Capitol Street Southeast, Washington, DC 20374-5061. Commanding Officer, Information Technology Acquisition Center, Building 166, Washington Navy Yard, Washington, DC 20374-5070. Navy Exchange Officer, Navy Exchange, Building 169 Washington Navy Yard, 901 M Street Southeast, Washington, DC 20374-5074. Commanding Officer, Naval Media Center, Naval Station Anacostia, Building 168, 2701 South Capitol Street Northwest, Washington, DC 20374-5080. Commanding Officer, Navy and Marine Corps Appellate Leave Activity, Washington Navy Yard Building 36, 901 M Street Southeast, Washington, DC 20374-5083. Commanding Officer, Naval Research Laboratory, Washington, DC 20375-5320. Commandant of the Marine Corps, Headquarters U.S. Marine Corps, Washington, DC 20380-0001. Director, Naval Criminal Investigative Service Command, Washington Navy Yard, Building 111, Washington, DC 20388-5000. Director, Department of the Navy, Central Adjudication Facility, Washington Navy Yard, 901 M Street Southeast, Washington, DC 20388- 5389. Superintendent, U.S. Naval Observatory, 34th and Massachusetts Avenue, Northwest Washington, DC 20392-5100. Commander, Naval Security Group Command, Naval Security Group Headquarters, 3801 Nebraska Avenue, Northwest, Washington, DC 20393- 5210. Commanding Officer, Naval Security Group Support, 3801 Nebraska Avenue, Northwest, Washington, DC 20393-5220. Commander, Naval Computer and Telecommunications Command, 4401 Massachusetts Avenue, Northwest, Washington, DC 20394-5460. Director, Office of Naval Intelligence, 4251 Suitland Road, Washington, DC 20395-5720. Officer in Charge, Naval Branch Medical Clinic, Naval Air Facility, Andrews Air Force Base, Washington, DC 20396-5135. Commanding Officer, Naval Air Facility, Andrews Air Force Base, 1 San Diego Loop, Building 3198, Washington, DC 20396-5500. Officer in Charge, Personnel Support Activity Detachment, Naval Air Facility, 1 San Diego Loop, Building 3282, Washington, DC 20396- 5504. Officer in Charge, Naval Computer and Telecommunications Station, Washington Detachment Cheltenham, 9190 Commo Road, Washington, DC 20397-5520. Commander, Military Sealift Command, Washington Navy Yard Building 210, 901 M Street Southeast, Washington, DC 20398-5540. FLORIDA Commanding Officer, Navy Recruiting District Jacksonville, 4070 Boulevard Center Drive, Jacksonville, FL 32207-2897. Commanding Officer, Naval Air Reserve Jacksonville, Naval Air Station, Box 4, Jacksonville, FL 32212-0004. Commanding Officer, Navy Exchange Service Center, Jacksonville, FL 32212-0013. Officer in Charge, Disease Vector Ecology and Control Center, Naval Air Station, Jacksonville, FL 32212-0043. Commanding Officer, Naval and Marine Corps Reserve Center, Box 44 Armed Forces Reserve Center, Naval Air Station, Jacksonville, FL 32212-0044. Commanding Officer, Naval Alcohol Rehabilitation Center, Naval Air Station, Jacksonville, Fl 32212-0046. Commanding Officer, Personnel Support, Box 50, Naval Air Station, Jacksonville, FL 32212-0050. Commanding Officer, Naval Dental Center, Jacksonville, FL 32212- 0074. Commander, Naval Reserve Readiness Command Region Eight, Box 90 Naval Air Station, Jacksonville, FL 32212-0090. Commanding Officer, Fleet and Industrial Supply Center, Box 97, Jacksonville, FL 32212-0097. Commander, Naval Base, Box 102, Naval Air Station, Jacksonville, FL 32212-0102. Navy Exchange Officer, Navy Exchange, Jacksonville, FL 32212- 0104. Commanding Officer, Naval Legal Service Office, Naval Air Station, Jacksonville, FL 32212-0107. Commanding Officer, Naval Computer and Telecommunications Station, Naval Air Station, Jacksonville, FL 32212-0111. Officer in Charge, Naval Healthcare Support Office, Box 140, Jacksonville, FL 32212-0140. Director, Human Resources Office, Box 22 Naval Air Station, Jacksonville, FL 32212-5000. Commanding Officer, Naval Air Station, Jacksonville, FL 32212- 5000. Commanding Officer, Screening Laboratory, Naval Hospital, Jacksonville, FL 32214-0113. Commanding Officer, Naval Hospital, Jacksonville, FL 32214-0113. Commanding Officer, Strike Fighter Weapons School Atlantic, Naval Air Station, Cecil Field, FL 32215-0615. Officer in Charge, Naval Legal Service Office Southeast Detachment, Naval Air Station, Cecil Field, FL 32215-5000. Commanding Officer, Naval Air Station, Cecil Field, FL 32215- 5000. Navy Exchange Officer, Navy Exchange, Cecil Field, FL 32215-5000. Officer in Charge, Personnel Support Activity Detachment, Box 280008, Naval Station, Mayport, FL 32228-0008. Officer in Charge, Naval Legal Service Office Southeast Detachment, Box 280017 Naval Station, Mayport, FL 32228-0017. Navy Exchange Officer, Navy Exchange, Mayport, FL 32228-0077. Commanding Officer, Naval Station, Box 280112, Mayport, FL 32228- 0112. Commanding Officer, Fleet Training Center Mayport, Box 280147 Naval Station, Mayport, FL 32228-0147. Officer in Charge, Naval Branch Medical Clinic Mayport, Box 280148, Mayport, FL 32228-0148. Supervisor of Shipbuilding, Conversion and Repair, Box 280158, Mayport Naval Station, Jacksonville, FL 32228-0158. Commanding Officer, Naval and Marine Corps Reserve Center, 2910 Roberts Avenue, Tallahassee, FL 32304-5098. Commanding Officer, Coastal Systems Station Dahlgren Division, Naval Surface Warfare Center, 6703 West Highway 98, Panama City, FL 32407-7001. Navy Exchange Officer, Navy Exchange Detachment (Coastal Systems Station), Dahlgren Division Naval Surface Warfare Center, 6703 West Highway 98, Suite 395, Panama City, FL 32407-7001. Officer in Charge, Personnel Support Activity Detachment, Coastal Systems Station Dahlgren Division, Naval Surface Warfare Center, 6703 West Highway 98, Suite 386, Panama City, FL 32407-7001. Commanding Officer, Naval Aerospace and Operational Medical Institute, 220 Hovvey Road, Pensacola, FL 32508-1047. Commanding Officer, Fleet and Industrial Supply Center, 115 Cunningham Street, Suite A, Pensacola, FL 32508-5002. Commanding Officer, Naval Legal Service Office Central, 206 South Avenue, Suite B, Pensacola, FL 32508-5100. Commanding Officer, Naval Aviation Depot, 222 East Avenue, Pensacola, FL 32508-5108. Commanding Officer, Naval Computer and Telecommunications Station, 130 West Avenue, Suite B, Pensacola, FL 32508-5111. Director, Human Resources Office, 368 South Avenue, Naval Air Station, Pensacola, FL 32508-5124. Officer in Charge, Personnel Support Activity Detachment, 421 Saufley Street, Suite B, Pensacola, FL 32508-5202. Commanding Officer, Personnel Support Activity, 431 Saufley Street, Pensacola, FL 32508-5203. Navy Exchange Officer, Navy Exchange, 250 Chambers Avenue, Pensacola, FL 32508-5208. Commanding Officer, Naval Dental Center, 450 Turner Street, Suite A, Pensacola, FL 32508-5214. Commanding Officer, Naval Air Station Pensacola, 190 Radford Boulevard, Pensacola, FL 32508-5217. Chief of Naval Education and Training, 250 Dallas Street, Pensacola, FL 32508-5220. Commanding Officer, Naval Aviation Schools Command, 181 Chambers Avenue, Suite C, Pensacola, FL 32508-5221. Commanding Officer, Public Works Center, 310 John Tower Road, Pensacola, FL 32508-5303. Commanding Officer, Naval Aerospace Medical Research Laboratory, Naval Air Station, Pensacola, FL 32508-5600. Commanding Officer, Naval Education and Training Program Management Support Activity, 6490 Saufley Field Road, Pensacola, FL 32509-5237. Commanding Officer, Naval Reserve Center, 550 Raby Avenue, Pensacola, FL 32509-5246. Commanding Officer, Naval Technical Training Center Corry Station, 640 Roberts Avenue, Room 112, Pensacola, FL 32511-5138. Officer in Charge, Personnel Support Activity Detachment Corry Station, 640 Roberts Avenue, Room 102, Pensacola, FL 32511-5142. Commanding Officer, Naval Hospital, 6000 West Highway 98, Pensacola, FL 32512-0003. Officer in Charge, Personnel Support Activity Detachment, 7501 USS Enterprise Street, Milton, FL 32570-6012. Officer in Charge, Branch Medical Clinic Naval Air Station Whiting Field, 7119 Langley Street, Suite 101, Milton, FL 32570-6146. Commanding Officer, Naval Air Station Whiting Field, 7550 USS Essex Street, Suite 100, Milton, FL 32570-6155. Navy Exchange Officer, Navy Exchange Detachment Whiting Field, 7160 USS Wasp Street, Milton, FL 32570-6160. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 595 N Primrose Drive, Orlando, FL 32803-5014. Commanding Officer, Naval Nuclear Power Training Command, 1101 Rickover Place, Orlando, FL 32813-6300. Commanding Officer, Recruit Training Command, 2201 Farragut Avenue, Orlando, FL 32813-8006. Officer in Charge, Personnel Support Activity Detachment, Recruit Training Center, 2851 Decatur Avenue, Orlando, FL 32813-8018. Officer in Charge, Naval Legal Service Office Southeast Detachment, Naval Training Center, 1871 Grace Hopper Avenue, Orlando, FL 32813-8107. Commanding Officer, Service School Command, Naval Training Center, 2200 Leahy Avenue, Orlando, FL 32813-8122. Commanding Officer, Naval Hospital, 5201 Raymond Street, Orlando, FL 32813-8221. Navy Exchange Officer, Navy Exchange, 1500 Farragut Avenue, Orlando, FL 32813-8317. Commanding Officer, Naval Dental Center, 4500 Kitty Hawk Street, Orlando, FL 32813-8359. Commander, Naval Training Center, 4551 Kitty Hawk Street, Orlando, FL 32813-8360. Officer in Charge, Personnel Support Activity Detachment, Naval Training Center, 4801 Langley Street, Orlando, FL 32813-8442. Officer in Charge, Naval Reserve Recruiting Command Detachment Four, 5850 T G Lee Boulevard, Suite 210, Orlando, FL 32822-4437. Commanding Officer, Naval Air Warfare Center Training Systems Division, 12350 Research Parkway, Orlando, FL 32828-3224. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 18650 Northwest 62 Avenue, Miami, FL 33015-6009. Commanding Officer, Naval Medical Clinic, 1325 South Roosevelt Boulevard, Key West, FL 33040-4594. Commanding Officer, Naval Air Station, PO Box 9001, Key West, FL 33040-9001. Officer in Charge, Naval Legal Service Office Southeast Detachment, PO Box 9014, Key West, FL 33040-9014. Officer in Charge, Personnel Support Activity Detachment, PO Box 9015, Key West, FL 33040-9015. Navy Exchange Officer, Navy Exchange, PO Box 9035, Key West, FL 33040-9035. Commanding Officer, Navy Recruiting District Miami, Savannah Building, Suite 201C, 8525 Northwest 53rd Terrace, Miami, FL 33166- 4521. Commanding Officer, Naval and Marine Corps Reserve Center, 1227 Marine Drive, West Palm Beach, FL 33409-6298. Commanding Officer, Naval Reserve Center, 1325 York Street, Tampa, FL 33602-4298. Commanding Officer, Naval Reserve Center, 15400 Fairchild Drive, Clearwater, FL 34622-3532. GEORGIA Officer in Charge, Personnel Support Activity Detachment Atlanta, Marietta, GA 30060-5099. Commanding Officer, Naval Air Station Atlanta, Marietta, GA 30060-5099. Officer in Charge, Naval Branch Medical Clinic, Naval Air Station Atlanta, Marietta, GA 30060-5099. Navy Exchange Officer, Navy Exchange, Marietta, GA 30060-5099. Commanding Officer, Navy Recruiting District Atlanta, 2400 Herodian Way, Suite 400, Smyrna, GA 30080-5099. Director, Navy Office of Information Southeast, 101 Marietta Tower, Suite 2802, Atlanta, GA 30303-2700. Director, 6th Marine Corps District, 1365 Peachtree Street NE, Atlanta, GA 30309-3117. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 274 Fifth Street Northwest, Atlanta, GA 30318-5699. Commanding Officer, Naval Reserve Officers Training Corps Unit Atlanta, 225 North Avenue Northwest, Atlanta, GA 30322-0125. Commanding Officer, Navy Supply Corps School, 1425 Prince Avenue, Athens, GA 30606-2205. Petty Officer in Charge, Navy Supply Corps School Detachment, Fort Gordon, GA 30905-5688. Commanding Officer, Naval and Marine Corps Reserve Center, 2869 Central Avenue, Augusta, GA 30909-3904. Commander, Navy Recruiting Area Three, 451 College Street, Box 4887, Macon, GA 31208-4887. Commanding Officer, Naval and Marine Corps Reserve Center, 1407 Wheaton Street, Savannah, GA 31404-1799. Navy Exchange Officer, Navy Exchange, 1219 USS Daniel Boone Avenue, Kings Bay, GA 31547-2506. Director, Naval Branch Dental Clinic, 871 USS James Madison Road, Kings Bay, GA 31547-2531. Commanding Officer, Naval Medical Clinic, 881 USS James Madison Road, Kings Bay, GA 31547-2531. Petty Officer in Charge, Personnel Support Activity Detachment, 922 USS James Madison Road, Room S38, Kings Bay, GA 31547-2540. Officer in Charge, Naval Legal Service Office Southeast Detachment, 922 USS James Madison Road, Room 501, Kings Bay, GA 31547-2540. Commanding Officer, Naval Submarine Base, 1063 USS Tennessee Avenue, Kings Bay, GA 31547-2606. Commander, Submarine Group 10, 1050 USS Georgia Avenue, Kings Bay, GA 31547-2609. Commander, Submarine Squadron 20, 580 USS Mariano G Vallejo Avenue, Kings Bay, GA 31547-2626. Commanding Officer, Strategic Weapons Facility Atlantic, 1150 USS Los Angeles Road, Kings Bay, GA 31547-2634. Commanding General, Marine Corps Logistics Base, Albany, GA 31704-5000. Officer in Charge, Naval Branch Medical Clinic, Marine Corps Logistics Base, Albany, GA 31705-5000. Commanding Officer, Naval Reserve Center, Box 1539, Columbus, GA 31902-1539. HAWAII Commanding Officer, Fleet and Industrial Supply Center, Box 300, Pearl Harbor, HI 95860-5300. Commanding Officer, Pacific Missile Range Facility, Box 128, Kekaha, HI 96752-0128. Navy Exchange Officer, Navy Exchange Detachment, Kakaha Kauai, HI 96752-5000. Director, Navy Exchange Detachment, NCTAMS EASTPAC, Building 4 Tarawa Drive, Wahiawa, HI 96786-3050. Officer in Charge, Personnel Support Activity Detachment, Wahiawa, HI 96786-3050. Director, Consolidated Civilian Personnel Office Pearl Harbor, 4300 Radford Drive, Honolulu, HI 96818-3298. Director, Navy Marine Corps Mars Region 8, Naval and Marine Corps Reserve Center, 530 Peltier Avenue, Honolulu, HI 96818-3753. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 530 Peltier Avenue, Honolulu, HI 96818-3753. Commander, Naval Base, Pearl Harbor, HI 96860-5020. Commanding Officer, Naval Dental Center, Box 111, Pearl Harbor, HI 96860-5030. Officer in Charge, Navy Environmental and Preventive Medicine Unit 6, Box 112 Building 1535, Pearl Harbor, HI 96860-5040. Director, Office of Civilian Personnel Management Pacific Region, Box 119, Pearl Harbor, HI 96860-5060. Commanding Officer, Naval Medical Clinic, Box 121, Pearl Harbor, HI 96860-5080. Commanding Officer, Naval Legal Service Office Middle Pacific, Box 124, Naval Base, Pearl Harbor, HI 96860-5110. Commanding Officer, Navy Exchange Service Center, Pearl Harbor, HI 96860-5180. Navy Exchange Officer, Navy Exchange, Pearl Harbor, HI 96860- 5180. Commander, Pearl Harbor Naval Shipyard, 401 Avenue East, Suite 124, Pearl Harbor, HI 96860-5350. Commander, Naval Surface Group MIDPAC, PO Box 102, Pearl Harbor, HI 96860-5430. Commanding Officer, Naval Station, Pearl Harbor, HI 96860-6000. Commanding Officer, Naval Alcohol Rehabilitation Center, Naval Station Box 77, Pearl Harbor, HI 96860-6300. Commanding Officer, Naval Submarine Base, Pearl Harbor, HI 96860- 6500. Commander, Submarine Force U.S. Pacific Fleet, Building 619, 100 Morton Street, Pearl Harbor, HI 96860-6543. Commanding Officer, Naval Submarine Training Center Pacific, Pearl Harbor, HI 96860-6600. Officer in Charge, Personnel Support Activity Detachment, Naval Submarine Base, Box 308, Pearl Harbor, HI 96860-6660. Officer in Charge, Personnel Support Activity Detachment, Box 304, Pearl Harbor, HI 96860-6700. Commander in Chief, U.S. Pacific Fleet, 250 Makalapa Drive, Pearl Harbor, HI 96860-7000. Commander, Antisubmarine Warfare Force, U.S. Pacific Fleet, Pearl Harbor, HI 96860-7005. Commander, Pacific Naval Facilities Engineering Command, Building 258 Makalapa, Pearl Harbor, HI 96860-7300. Commanding General, Fleet Marine Force Pacific, Camp H M Smith, HI 96861-5000. Commander, Marine Corps Base Hawaii, Camp H M Smith, HI 96861- 5000. Commander, Patrol Wings U.S. Pacific Fleet, Naval Air Station, Barbers Point, HI 96862-4415. Commanding Officer, Naval Air Station, Barber Point, HI 96862- 5000. Commanding Officer, Marine Corps Air Facility, Marine Corps Base Hawaii, Kaneohe Bay, HI 96863-5001. IDAHO Officer in Charge, Naval Reserve Facility, 611 West Quinn Road, Pocatello, ID 83202-1954. Officer in Charge, Personnel Support Detachment Idaho Falls, 550 First Street, Idaho Falls, ID 83401-3998. Officer in Charge, Naval Administrative Unit, 550 First Street, Idaho Falls, ID 83401-3998. Commanding Officer, Naval and Marine Corps Reserve Center, 4087 West Harvard, Boise, ID 83705-6507. Officer in Charge, Naval Surface Warfare Center, Carderock Division Detachment, Box 129, Bayview, ID 83803-0129. ILLINOIS Commanding Officer, Naval Air Station, Glenview, IL 60026-5000. Commanding Officer, Navy Recruiting District Chicago, Naval Air Station Building 41, Glenview, IL 60026-5200. Officer in Charge, Navy Data Automation Facility, Great Lakes, Building 3400, North Chicago, IL 60064-3013. Commander, Naval Training Center, Great Lakes, IL 60088-5000. Commander, Naval Reserve Readiness Command Region Thirteen, 2701 Sheridan Road, Great Lakes, IL 60088-5026. Commanding Officer, Naval Legal Service Office, Building 1, Room 230, Great Lakes, IL 60088-5029. Director, Navy Exchange Detachment, Great Lakes, IL 60088-5129. Navy Exchange Officer, Navy Exchange, Great Lakes, IL 60088-5129. Commander, Navy Recruiting Area Five, Building 3, Naval Training Center, Great Lakes, IL 60088-5135. Commanding Officer, Navy Drug Screening Laboratory, Building 38- H, Great Lakes, IL 60088-5223. Commanding Officer, Naval Hospital, Great Lakes, IL 60088-5230. Commanding Officer, Naval Hospital Corps School, Great Lakes, IL 60088-5257. Commanding Officer, Naval Dental Center, Great Lakes, IL 60088- 5258. Commanding Officer, Naval Dental Research Institute, Great Lakes, IL 60088-5259. Commanding Officer, Recruit Training Command, Great Lakes, IL 60088-5300. Commanding Officer, Service School Command, Building 3, Great Lakes, IL 60088-5400. Commanding Officer, Personnel Support Activity, Building 2C Third Deck, Great Lakes, IL 60088-5500. Officer in Charge, Personnel Support Activity Detachment, Naval Training Center, Building 2C Second Deck, Great Lakes, IL 60088-5521. Officer in Charge, Personnel Support Activity Detachment, Recruit Training Command, Building 1405, Great Lakes, IL 60088-5522. Petty Officer in Charge, Navy Exchange Services Support Office Field Support Office Detachment, Building 3451, Great Lakes, IL 60088-5707. Commanding Officer, Naval Reserve Readiness Center, Building 2711 Naval Training Center, Great Lakes, IL 60088-5707. Officer in Charge, Naval Reserve Recruiting Command Detachment Two, 2500 Green Bay Road, Building 3400, Room 230, Great Lakes, IL 60088-5709. Commanding Officer, Naval Reserve Center, 7410 West Roosevelt Road, Forest Park, IL 60130-2592. Director, Navy Office of Information Midwest, 55 East Monroe Street, Suite 1402, Chicago, IL 60603-5705. Commanding Officer, Naval and Marine Corps Reserve Center, Building 218, Rock Island Arsenal, Rock Island, IL 61299-7620. Commanding Officer, Naval and Marine Corps Reserve Center, 7117 West Plank Road, Peoria, IL 61604-5297. Commanding Officer, Naval Reserve Center, 2595 Federal Drive, Decatur, IL 62526-2162. INDIANA Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 3010 White River Parkway East Drive, Indianapolis, IN 46208- 4998. Petty Officer in Charge, Service School Command Detachment, Fort Benjamin, Harrison, IN 46216-6200. Officer in Charge, Personnel Support Activity Detachment, 6221 East 21st Street, Indianapolis, IN 46219-2189. Commanding Officer, Naval Air Warfare Center, Aircraft Division, 6000 East 21st Street, Indianapolis, IN 46219-2189. Commanding Officer, Navy Recruiting District Indianapolis, 8925 North Meridian Street, Room 250, Indianapolis, IN 46260-2386. Commanding Officer, Naval and Marine Corps Reserve Center, 860 North Lake Street, Gary, IN 46403-1098. Commanding Officer, Naval and Marine Corps Reserve Center, 1901 Kemble Avenue, South Bend, IN 46613-1799. Commander, Crane Division, Naval Surface Warfare Center Division, 300 Highway 361, Crane, IN 47522-5001. Commanding Officer, Naval and Marine Corps Reserve Center, Armed Forces Reserve Center, 2900 East Division Street, Evansville, IN 47711-6897. IOWA Commanding Officer, Naval and Marine Corps Reserve Center, Building 47 Dickman Road, Fort Des Moines, Des Moines, IA 50315-0000. Commanding Officer, Naval and Marine Corps Reserve Center, 1689 Burton Avenue, Waterloo, IA 50703-2198. Commanding Officer, Naval Reserve Center, 10677 Airport Road, Dubuque, IA 52003-9556. Commanding Officer, Naval Reserve Center, Armed Forces Reserve Center, 2525 Matterhorn Drive, Cedar Rapids, IA 52402-3798. KANSAS Commanding Officer, Naval Air Reserve Center Olathe, 300 Navy Drive, Industrial Airport, KS 66031-0013. Commanding Officer, Marine Corps Reserve Center, 721 South Packard Street, Kansas City, KS 66105-2199. Director, 9th Marine Corps District, 10000 West 75th Street, Shawnee Mission, KS 66211-1408. Commanding Officer, Naval and Marine Corps Reserve Center, 2014 Southeast Washington Street, Suite 2, Topeka, KS 66607-1398. Commanding Officer, Naval Reserve Center, 3026 George Washington Boulevard, Wichita, KS 67210-1599. KENTUCKY Commanding Officer, Naval and Marine Corps Reserve Center, 5401 Southside Drive, Louisville, KY 40214-2674. Commanding Officer, Naval Surface Warfare Center Ordnance Station, 5403 Southside Drive, Louisville, KY 40214-5000. Commanding Officer, Naval Reserve Center, 151 Votech Road, Lexington, KY 40510-1002. LOUISIANA Commanding Officer, Naval Support Activity, New Orleans, LA 70142-5000. Director, 8th Marine Corps District, New Orleans, LA 70142-5100. Director, Human Resources Office New Orleans, New Orleans, LA 70142-5200. Commanding Officer, Naval Medical Clinic, New Orleans, LA 70142- 5300. Commanding Officer, Personnel Support Activity, Naval Support Activity, 2300 General Meyer Avenue, New Orleans, LA 70142-5400. Officer in Charge, Personnel Support Activity Detachment, Naval Support Activity, 2300 General Meyer Avenue, New Orleans, LA 70142- 5450. Commander, Naval Reserve Readiness Command Region Ten, Building 11 Naval Support Activity, New Orleans, LA 70142-5600. Officer in Charge, Naval Reserve Force Detachment, Management School, Naval Support Activity Building 59, New Orleans, LA 70142- 5900. Officer in Charge, Personnel Support Activity Detachment, Naval Air Station, 400 Russell Avenue, New Orleans, LA 70143-5012. Commanding Officer, Naval Air Station, Joint Reserve Base, 400 Russell Avenue, New Orleans, LA 70143-5012. Commanding Officer, Naval Computer and Telecommunications Station, 4400 Dauphine Street, New Orleans, LA 70145-7799. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 5020 Lakeshore Drive, New Orleans, LA 70146-3310. Commander, Naval Reserve Force, 4400 Dauphine Street, New Orleans, LA 70146-5000. Commander, Naval Reserve Recruiting Command, 4400 Dauphine Street, New Orleans, LA 70146-5001. Commander, Naval Surface Reserve Force, 4400 Dauphine Street, New Orleans, LA 70146-5100. Commander, Naval Air Reserve Force, New Orleans, LA 70146-5200. Commanding General, 4th Marine Division (Rein) FMF USMCR, 400 Dauphine Street, New Orleans, LA 70146-5400. Navy Exchange Officer, Navy Exchange Detachment, Naval Air Station New Orleans, New Orleans, LA 70146-5450. Commanding Officer, Navy Recruiting District New Orleans, 4400 Dauphine Street, Building 602 2C, New Orleans, LA 70146-6400. Director, Navy Air Logistic Office, 4400 Dauphine Street, New Orleans, LA 70146-7500. Commanding Officer, Naval Reserve Personnel Center, 4400 Dauphine Street, New Orleans, LA 70149-7800. Commanding Officer, Enlisted Personnel Management Center, 4400 Dauphine Street, New Orleans, LA 70159-7900. Commanding Officer, Naval Biodynamics Laboratory, Box 29407, New Orleans, LA 70189-0407. Commanding Officer, Naval and Marine Corps Reserve Center, 8410 General Chennault Drive, Baton Rouge, LA 70807-8000. Commanding Officer, Naval and Marine Corps Reserve Center Shreveport, 1440 Swan Lake Road, Bossier City, LA 71111-5344. MAINE Officer in Charge, Personnel Support Activity Detachment, Naval Air Station, Brunswick, ME 04011-5000. Commanding Officer, Naval Air Station, Brunswick, ME 04011-5000. Commanding Officer, Naval Reserve Readiness Center, 350 Commercial Street, Portland, ME 04101-4620. Commanding Officer, Naval Reserve Center, 300 Hildreth Street North, Number 300, Bangor, ME 04401-5773. Supervisor of Shipbuilding, Conversion and Repair, 574 Washington Street, Bath, ME 04530-1916. Commanding Officer, Naval Computer and Telecommunications Station, HCR 69 Box 198, East Machias, ME 04630-1000. Officer in Charge, Personnel Support Activity Detachment Cutler, East Machias, ME 04630-1000. Navy Exchange Officer, Navy Exchange Cutler, East Machias, ME 04630-1000. Navy Exchange Officer, Navy Exchange, Winter Harbor, ME 04693- 0900. Commanding Officer, Naval Security Group Activity, Building 10, Winter Harbor, ME 04693-0900. Officer in Charge, Personnel Support Activity Detachment, Winter Harbor, ME 04693-0900. MARYLAND Commander, Carderock Division, Naval Surface Warfare Center, Bethesda, MD 20084-5000. Navy Exchange Officer, Navy Exchange Detachment, Naval Surface Warfare Center, 3 Jackson Road, Indian Head, MD 20640-5035. Commander, Indian Head Division, Naval Surface Warfare Center, 101 Strauss Avenue, Indian Head, MD 20640-5035. Officer in Charge, Naval Branch Medical Clinic, Naval Surface Warfare Center Indian Head Division, 1600 West Wilson Road, Indian Head, MD 20640-5035. Commanding Officer, Naval School Explosive Ordnance Disposal, 309 Strauss Avenue, Indian Head, MD 20640-5040. Commander, Naval Air Warfare Center Aircraft Division, Building 304, Patuxent River, MD 20670-5304. Commanding Officer, Naval Hospital, Patuxent River MD 20670-5370. Senior Member, Board of Inspection and Survey, Patuxent River Naval Air Station, Patuxent River, MD 20670-5405. Officer in Charge, Personnel Support Activity Detachment, Naval Air Station, Patuxent River, MD 20670-5409. Commanding Officer, Naval Air Station, Patuxent River, MD 20670- 5409. Officer in Charge, Personnel Support Activity Detachment, Naval Security Group Activity, Fort George G Meade, MD 20755-5285. Commanding Officer, Naval Security Group Activity, Fort George G Meade, MD 20755-5290. Commanding Officer, Naval Reserve Center, 2600 Powder Mill Road, Adelphi, MD 20783-1198. Commanding Officer, Naval Health Sciences Education and Training command, Bethesda, MD 20814-5022. Commanding Officer, Naval Medical Research Institute, Bethesda, MD 20814-5022. Commanding Officer, Naval Medical Research and Development Command, Bethesda, MD 20814-5022. Commanding Officer, Naval School of Health Sciences, Bethesda, MD 20814-5033. Navy Exchange Officer, Navy Exchange, Bethesda, MD 20814-5099. Officer in Charge, Naval Reserve Recruiting Command Detachment Five, 4040 Blackburn Lane, Suite 210, Burtonsville, MD 20866-1170. Commander, National Naval Medical Center, 8901 Wisconsin Avenue, Bethesda, MD 20889-5000. Commanding Officer, Naval Medical Information Management Center, 8901 Wisconsin Avenue, Bethesda, MD 20889-5066. Administrator, Naval Council of Personnel Boards Detachment, Physical Evaluation Board Hearing Panel, Bethesda, MD 20889-5135. Commanding Officer, National Naval Dental Center, 8901 Wisconsin Avenue, Bethesda, MD 20889-5602. Director, Armed Forces Radiobiology Research Institute, 8901 Wisconsin Avenue, Bethesda, MD 20889-5603. Officer in Charge, Personnel Support Activity Detachment, National Naval Medical Center, 8901 Wisconsin Avenue, Bethesda, MD 20889-5610. Officer in Charge, Dahlgren Division Detachment White Oak, Naval Surface Warfare Center, 10901 New Hampshire Avenue, Silver Spring, MD 20903-5640. Commanding Officer, Naval Reserve Readiness Center, Fort McHenry, 1201 Halsey Place, Baltimore, MD 21230-5392. Officer in Charge, Naval Surface Warfare Center, Carderock Division Detachment, Annapolis, MD 21402-1198. Superintendent, United States Naval Academy, 121 Blake Road, Annapolis, MD 21402-5000. Commanding Officer, Naval Medical Clinic, 250 Wood Road, Annapolis, MD 21402-5050. Officer in Charge, Personnel Support Activity Detachment, 251 Wood Road, Annapolis, MD 21402-5051. Commanding Officer, Naval Station, 58 Bennion Road, Annapolis, MD 21402-5054. Navy Exchange Officer, Navy Exchange, 321 Kinkaid Road, Annapolis, MD 21402-5066. Commanding Officer, Naval Reserve Center, 1 Navy Way, Cumberland, MD 21502-2598. Commanding Officer, Naval Medical Logistics Command, Fort Detrick, Frederick, MD 21702-5015. Commanding Officer, Naval Support Facility, Box 1000, Thurmont, MD 21788-5001. Naval Air Warfare Center Aircraft Division, Patuxent River Detachment, Villa Road, St Inigoes, MD 22684-0010. MASSACHUSETTS Commanding Officer, Naval and Marine Corps Reserve Center, 640 Plantation Street, Worcester, MA 01605-2098. Commanding Officer, Naval and Marine Corps Reserve Center, Armed Forces Reserve Center, 67 North Parish Road, Lawrence, MA 01843-2999. Director, Navy Office of Information New England, 408 Atlantic Avenue, Room 222, Boston, MA 02110-3316. Commanding Officer, Naval Air Station, 1134 Main Street, South Weymouth, MA 02190-5000. Commanding Officer, Naval Reserve Center, 1134 Main Street, Building 17, Naval Air Station, South Weymouth, MA 02190-5000. Officer in Charge, Naval Branch Medical Clinic, Naval Air Station, 1134 Main Street, South Weymouth, MA 02190-5001. Navy Exchange Officer, Navy Exchange, Naval Air Station, 1134 Main Street, South Weymouth, MA 02190-5003. Officer in Charge, Personnel Support Activity Detachment, Naval Air Station, 1134 Main Street, South Weymouth, MA 02190-5004. Commanding Officer, Navy Recruiting District New England, 495 Summer Street, Boston, MA 02210-2282. MICHIGAN Officer in Charge, Personnel Support Activity Detachment Detroit, Building 1410, Mt Clemens, MI 48045-5065. Commanding Officer, Naval Reserve Center, 3500 Douglass Street, Saginaw, MI 48601-4799. Commanding Officer, Naval and Marine Corps Reserve Center, 1620 East Saginaw, St Lansing, MI 48912-2396. Commanding Officer, Naval and Marine Corps Reserve Center, 101 Base Avenue, Battle Creek, MI 49015-1242. Commanding Officer, Naval and Marine Corps Reserve Center, 1863 Monroe Ave Northwest, Grand Rapids, MI 49505-6294. Commanding Officer, Naval Reserve Center, 601 Chestnut Street, Cadillac, MI 49601-1798. Officer in Charge, Naval Reserve Facility, Route 1, Box 94F, Calumet, MI 49913-0231. MINNESOTA Commanding Officer, Naval and Marine Corps Reserve Readiness Center, Twin Cities Fort Snelling, 6400 Bloomington Road, St Paul, MN 55111-4051. Commanding Officer, Navy Recruiting District Minneapolis, 212 3rd Avenue South, Suite 159, Minneapolis, MN 55401-2556. Officer in Charge, Personnel Support Activity Detachment, 3201 East 62nd Street, Minneapolis, MN 55450-2800. Commanding Officer, Naval Air Reserve Center, 3201 East 62nd Street, Minneapolis, MN 55450-2800. Commander, Naval Reserve Readiness Command Region Sixteen, Building 715 Minneapolis St Paul International Airport, Minneapolis, MN 55450-2996. Commanding Officer, Naval Reserve Center, 5019 Airport Road, Duluth, MN 55811-1546. MISSISSIPPI Officer in Charge, Personnel Support Activity Detachment, 1155 Rosenbaum Avenue, Suite 91, Meridian, MS 39309-5002. Commanding Officer, Naval Air Station, 1155 Rosenbaum Avenue, Suite 13, Meridian, MS 39309-5003. Officer in Charge, Branch Medical Clinic, 1801 Fuller Road, Suite A01, Meridian, MS 39309-5107. Commanding Officer, Naval Technical Training Center, Meridian, MS 39309-5200. Commanding Officer, CBC, 5200 CBC 2nd Street, Gulfport, MS 39501- 5001. Officer in Charge, Personnel Support Activity Detachment, 4801 Marvin Shields Boulevard, Gulfport, MS 39501-5004. Officer in Charge, Branch Medical Clinic, 5501 Marvin Shields Boulevard, Gulfport, MS 39501-5007. Commanding Officer, Naval Reserve Center, ATTN NCS Standby Reporting Officer, 4901 CBC 3 Road Street, Gulfport, MS 39501-5013. Commanding Officer, Naval Oceanographic Office, 1002 Balch Boulevard, Stennis Space Center, MS 39522-5001. Commander, Naval Meteorology and Oceanography Command, 1020 Balch Boulevard, Stennis Space Center, MS 39529-5005. Commanding Officer, Naval Technical Training Unit, Keesler Air Force Base, MS 39534-5000. Officer in Charge, Personnel Support Activity Detachment, Naval Station, Pascagoula, MS 39567-5000. Officer in Charge, Naval Branch Medical Clinic, Naval Station, Pascagoula, MS 39567-5000. Commanding Officer, Naval Station, Pascagoula, MS 39567-5000. Supervisor of Shipbuilding, Conversion and Repair, Box 7003, Pascagoula, MS 39568-7003. MISSOURI Commanding Officer, Naval Reserve Readiness Center, 10810 Lambert International Boulevard, Bridgeton, MO 63044-2314. Commanding Officer, Naval Reserve Readiness Center, 3100 East Brush Creek Boulevard, Kansas City, MO 64130-2499. MONTANA Commanding Officer, Naval and Marine Corps Reserve Center, 8th Avenue North and 22nd Street, Billings, MT 59101-0398. Commanding Officer, Naval Reserve Center, 2825 Airport Avenue B, Great Falls, MT 59404-5571. Commanding Officer, Naval Reserve Center, Building 26A Fort Missoula, Missoula, MT 59801-7299. NEBRASKA Commanding Officer, Navy Recruiting District Omaha, Overland Wolf Building, 6910 Pacific Street, Suite 400, Omaha, NE 68106-1085. Commanding Officer, Naval and Marine Corps Reserve Center, 5808 North 30th Street, Omaha, NE 68111-1603. Officer in Charge, Personnel Support Activity Detachment, 513 Sac Boulevard, Suite 1, Offutt Air Force Base, NE 68113-2090. Commanding Officer, Naval Reserve Center, 4511 North West 42nd Street, Lincoln, NE 68524-2241. NEVADA Commanding Officer, Naval and Marine Corps Reserve Center, Armed Forces Reserve Center, 2801 East Sahara Avenue, Las Vegas, NV 89104- 4119. Commanding Officer, Naval Air Station, Fallon, NV 89406-5000. Commanding Officer, Naval and Marine Corps Reserve Center, 4601 Cocoa Avenue, Reno, NV 89506-1298. NEW HAMPSHIRE Commanding Officer, Naval and Marine Corps Reserve Center, 25 Constitution Drive, Bedford, NH 03110-6000. Commanding Officer, Naval Medical Clinic, Portsmouth, NH 03801- 3884. Officer in Charge, Personnel Support Activity Detachment, Portsmouth Naval Shipyard Building H10, Portsmouth, NH 03804-5000. Commander, Portsmouth Naval Shipyard, Portsmouth, NH 03804-5000. NEW JERSEY Officer in Charge, Personnel Support Activity Detachment, Military Ocean Terminal Building 42, Bayonne, NJ 07002-5393. Commander, Military Sealift Command Atlantic, 32nd Street & Avenue E, Military Ocean Terminal Building 42, Bayonne, NJ 07002- 5399. Naval Control of Shipping Officer, c/o Commanding Officer, Naval Reserve Readiness Center, 53 Hackensack Avenue, Kearny, NJ 07032- 3238. Commanding Officer, Naval Reserve Readiness Center, 53 Hackensack Avenue, Kearny, NJ 07032-4619. Commanding Officer, Naval Weapons Station Earle, 201 Highway 34 South, Colts Neck, NJ 07722-5001. Officer in Charge, Naval Legal Service Branch Office Earle, 201 Highway 34 South, Colts Neck, NJ 07722-5016. Navy Exchange Officer, Navy Exchange Detachment, Naval Weapons Station Earle, 201 Highway 34 South, Colts Neck, NJ 07722-5027. Director, Naval Audit Service Northeast Region, 5 Executive Campus, Suite 200, Cherry Hill, NJ 08002-4104. Commanding Officer, Naval Air Warfare Center Aircraft Division Trenton, Box 7176, Trenton, NJ 08628-0176. Commanding Officer, Naval Reserve Center, 5952 Orlando Street, Fort Dix, NJ 08640-7800. Navy Exchange Officer, Navy Exchange, Lakehurst, NJ 08733-5000. Officer in Charge, Naval Air Technical Training Center Detachment, Lakehurst, NJ 08733-5001. Officer in Charge, Personnel Support Activity Detachment, Naval Air Warfare Center, Aircraft Division Lakehurst, Lakehurst, NJ 08733- 5003. Officer in Charge, Naval Branch Medical Clinic, Naval Air Engineering Station, Lakehurst, NJ 08733-5066. NEW MEXICO Officer in Charge, Marine Corps Recruiting Station, 505 Marquette Avenue Northwest, Number 800, Albuquerque, NM 87102-2160. Officer in Charge, Personnel Support Detachment Albuquerque, 2050 Second Street Southeast, Kirtland Air Force Base, NM 87117-5000. Officer in Charge, Warfare Center Weapons Division Detachment, 2050 Second Street Southeast, Kirtland Air Force Base, Albuquerque, NM 87117-5000. Commanding Officer, Naval and Marine Corps Reserve Center, Armed Forces Reserve Center, 400K Wyoming Northeast, Albuquerque, NM 87123- 1099. Commanding Officer, Navy Recruiting District Albuquerque, Box 8667, Albuquerque, NM 87198-8667. NEW YORK Director, Navy Office of Information East, 133 East 58th Street, 15th Floor, New York, NY 10022-1236. Officer in Charge, Naval Legal Service Office Detachment, Naval Station New York, 355 Front Street, Staten Island, NY 10304-3848. Commanding Officer, Naval Reserve Center, 356 New York Avenue, Staten Island, NY 10305-5082. Commanding Officer, Naval and Marine Corps Reserve Center, Fort Schuyler, 4 Pennyfield Avenue, Bronx, NY 10465-4196. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, Armed Forces Reserve Center, Floyd Bennett Field, Brooklyn, NY 11234-7097. Director, 1st Marine Corps District, 605 Stewart Avenue, Garden City, Long Island, NY 11530-4761. Navy Exchange Officer, Navy Exchange, Mitchel Field Building 14, Garden City, NY 11530-6795. Commanding Officer, Navy Recruiting District New York, 1975 Hempstead Turnpike, East Meadow Long Island, NY 11554-1781. Commanding Officer, Naval and Marine Corps Reserve Center, Armed Forces Reserve Center, 600 Albany Avenue, Amityville, NY 11701-1124. Clinic Supervisor, Naval Branch Medical Clinic, Ballston Spa, NY 12020-1215. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 780 Washington Avenue, Albany, NY 12203-1492. Officer in Charge, Personnel Support Activity Detachment, Scotia, NY 12302-9460. Officer in Charge, Naval Administrative Unit, Scotia, NY 12302- 9460. Commander, Navy Recruiting Area One, GSA Depot Building One, Amsterdam Road, Scotia, NY 12302-9462. Commander, Naval Reserve Readiness Command Region Two, Building 1, Scotia, NY 12302-9465. Officer in Charge, Naval Reserve Recruiting Command Detachment Six, GSA Depot Building 2, Scotia, NY 12302-9465. Commanding Officer, Naval Reserve Center, 2 Parker Street, Glens Falls, NY 12801-2285. Commanding Officer, Naval Reserve Center, 5308 East Malloy Road, Syracuse, NY 13211-1999. Commanding Officer, Naval Reserve Center, 201 Third Avenue, Frankfort, NY 13340-1419. Commanding Officer, Naval Reserve Center, 327 Mullin Street Box 247, Watertown, NY 13601-0247. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 3 Porter Avenue, Buffalo, NY 14201-1096. Commanding Officer, Navy Recruiting District Buffalo, Federal Building, 111 West Huron Street, Buffalo, NY 14202-2384. Officer in Charge, Personnel Support Activity Detachment, Federal Building, Room 1110, 111 West Huron Street, Buffalo, NY 14202-2396. Commanding Officer, Naval and Marine Corps Reserve Center, 439 Paul Road, Rochester, NY 14624-4796. Commanding Officer, Naval Reserve Center, 3126 Lake Road, Horseheads, NY 14845-3103. NORTH CAROLINA Commanding Officer, Naval and Marine Corps Reserve Readiness Center, Triad Armed Forces Reserve Center, 7838 Mcloud Road, Greensboro, NC 27409-9634. Commanding Officer, Navy Recruiting District Raleigh, 801 Oberlin Road, Suite 120, Raleigh, NC 27605-1130. Commanding Officer, Naval and Marine Corps Reserve Center, 2725 Western Boulevard, Raleigh, NC 27606-2127. Commanding Officer, Naval Reserve Officers Training Corps Unit, North Carolina Piedmont Region, Hanes House Trent Drive, Durham, NC 27706-2589. Commanding Officer, Naval and Marine Corps Reserve Center, 6115 North Hills Circle, Charlotte, NC 28213-6256. Commanding Officer, Naval Reserve Center, Armed Forces Reserve Center, 2144 West Lakeshore Drive, Wilmington, NC 28401-7297. Officer in Charge, Personnel Support Activity Detachment, PSC Box 8012, Cherry Point, NC 28533-0012. Commanding General, 2D Marine Aircraft Wing, PSC Box 8050, U.S. Marine Corps Forces Atlantic, Cherry Point, NC 28533-0050. Commanding General, Marine Corps Air Station, Cherry Point, NC 28533-5000. Commander, Marine Corps Air Bases Eastern Area, Marine Corps Air Station, Cherry Point, NC 28533-5001. Commanding Officer, Naval Hospital, Cherry Point, NC 28533-5030. Commanding General, Marine Corps Base, Camp Lejeune, NC 28542- 5001. Commanding Officer, Naval Dental Center, Camp Lejeune, NC 28542- 5009. Commanding Officer, Naval Hospital, Camp Lejeune, NC 28542-5009. Commanding General, 2D Marine Division FMF, Camp Lejeune, NC 28542-5501. Commanding General, 2D Force Service Support Group FMF, Camp Lejeune, NC 28542-5701. Commanding Officer, Marine Corps Air Station, New River, Jacksonville, NC 28545-5001. Commanding Officer, Naval Reserve Center, 721 Merrimon Avenue, Asheville, NC 28804-2414. NORTH DAKOTA Commanding Officer, Naval Reserve Center, Armed Forces Reserve Center, 3920 31st Street Northwest, Fargo, ND 58102-6206. OHIO Petty Officer in Charge, Personnel Support Activity Detachment, 3990 East Broad Street, DCSC Building 48, Columbus, OH 43213-1120. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 85 North Yearling Road, Columbus, OH 43213-1392. Commanding Officer, Navy Recruiting District Columbus, Federal Building, Room 609, 200 North High Street, Columbus, OH 43215-6192. Commanding Officer, Naval Air Reserve Center, 2988 North Access Road, Columbus, OH 43217-1199. Commanding Officer, Naval and Marine Corps Reserve Center, 28828 Glenwood Road, Perrysburg, OH 43551-3014. Commanding Officer, Naval Reserve Center, 1089 East 9th Street, Cleveland, OH 44114-1091. Officer in Charge, Naval Branch Medical Clinic, DFAS Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055. Officer in Charge, Naval Training Center Detachment, DFAS Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055. Commanding Officer, Naval and Marine Corps Reserve Center, 800 Dan Street, Akron, OH 44310-3986. Commanding Officer, Naval and Marine Corps Reserve Center, 3893 King Graves Road, Afressta Building 540, Vienna, OH 44473-5000. Commander, Naval Reserve Readiness Command Region Five, 3893 King Graves Road, Vienna, OH 44473-5000. Commanding Officer, Naval and Marine Corps Reserve Center, 3190 Gilbert Avenue, Cincinnati, OH 45207-1498. Commanding Officer, Naval and Marine Corps Reserve Center, Armed Forces Reserve Center, 410 North Gettysburg Avenue, Dayton, OH 45417- 1797. OKLAHOMA Officer in Charge, Personnel Support Detachment Oklahoma City, 7641 Mercury Road Building 830, Tinker Air Force Base, OK 73145-8706. Commanding Officer, Naval Reserve Readiness Center, 5316 South Douglas Boulevard, Oklahoma City, OK 73150-9702. Commanding Officer, Naval and Marine Corps Reserve Center, Tulsa Armed Forces Reserve Center, 1101 North 6th Street, Suite 5, Broken Arrow, OK 74012-2041. OREGON Commanding Officer, Navy Recruiting District Portland, Federal Building, Suite 576, 1220 Southwest Third Avenue, Portland, OR 97204- 2813. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 6735 N Basin Avenue, Portland, OR 97217-3993. Commanding Officer, Naval and Marine Corps Reserve Center, 1015 Airport Road Southeast, Salem, OR 97301-5097. Commanding Officer, Naval and Marine Corps Reserve Center, 1520 West 13th Avenue, Eugene, OR 97402-3899. Commanding Officer, Naval Reserve Center, 3070 Ross Lane, Central Point, OR 97502-1399. PENNSYLVANIA Petty Officer in Charge, Personnel Support Activity Detachment, 625 East Pittsburgh McKeesport Boulevard, North Versailles, PA 15137- 2209. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 625 East Pittsburgh McKeesport Boulevard, North Versailles, PA 15137-2209. Commanding Officer, Navy Recruiting District Pittsburgh, Federal Building, 1000 Liberty Avenue, Pittsburgh, PA 15222-4094. Commanding Officer, Naval and Marine Corps Reserve Center, 261 Industrial Park Road, Ebensburg, PA 15931-8955. Commanding Officer, Naval and Marine Corps Reserve Center, 3938 Old French Road, Erie, PA 16504-2098. Officer in Charge, Personnel Support Activity Detachment, Navy Ships Parts Control Center, Box 2020, Mechanicsburg, PA 17055-0788. Commanding Officer, Navy Ships Parts Control Center, 5450 Carlisle Pike Box 2020, Mechanicsburg, PA 17055-0788. Commanding Officer, Naval Sea Logistics Center, 5450 Carlisle Pike, Box 2060, Mechanicsburg, PA 17055-0795. Commanding Officer, Naval and Marine Corps Reserve Center, 2991 North 2nd Street, Harrisburg, PA 17110-1298. Commanding Officer, Naval Reserve Center, 1307 Grove Street, Williamsport, PA 17701-2423. Commanding Officer, Naval and Marine Corps Reserve Center, 1400 Postal Road, Allentown, PA 18103-9508. Commanding Officer, Naval Reserve Center, 1200 Navy Way Road, Avoca, PA 18641-2298. Commander, Naval Air Warfare Center Aircraft Division Warminster, Box 5152, Warminster, PA 18974-0591. Officer in Charge, Personnel Support Activity Detachment, Naval Air Station, Willow Grove, PA 19090-5010. Commanding Officer, Naval Air Reserve Anti-Submarine Warfare Training Center, Naval Air Station, Willow Grove, PA 19090-5010. Navy Exchange Officer, Navy Exchange, Willow Grove, PA 19090- 5010. Commanding Officer, Naval Air Station, Joint Reserve Base, Box 21, Willow Grove, PA 19090-5021. Commanding Officer, Navy Recruiting District Philadelphia, 128 North Broad Street, Philadelphia, PA 19102-1483. Commanding Officer, Naval Reserve Officers Training Corps Unit Philadelphia, 3000 South Street, Philadelphia, PA 19104-6399. Director, Naval Industrial Resources Support Activity, 700 Robbins Avenue, Building 10, 2nd Floor, Philadelphia, PA 19111-5078. Commanding Officer, Navy International Logistics Control Office, Philadelphia, PA 19111-5095. Commanding Officer, Naval Air Technical Services Facility, 700 Robbins Avenue, Philadelphia, PA 19111-5097. Commanding Officer, Naval Aviation Supply Office, 700 Robbins Avenue, Philadelphia, PA 19111-5098. Commanding Officer, Naval Medical Clinic, Naval Base, Building 133, Philadelphia, PA 19112-5005. Director, Office of Civilian Personnel Management Northeast Region, Building 75-3 Naval Base, Philadelphia, PA 19112-5006. Officer in Charge, Personnel Support Activity Detachment, Philadelphia, PA 19112-5069. Director, Consolidated Civilian Personnel Office, Building 75 Naval Base, Philadelphia, PA 19112-5073. Navy Exchange Officer, Navy Exchange, Philadelphia, PA 19112- 5076. Commanding Officer, Naval Station, Philadelphia, PA 19112-5084. Commander, Philadelphia Naval Shipyard, Philadelphia, PA 19112- 5087. Commanding Officer, Naval Reserve Readiness Center, Building 662 Naval Base, Philadelphia, PA 19112-5093. Officer in Charge, Naval Legal Service Office Detachment Philadelphia, Building 6 Naval Base, Philadelphia, PA 19112-5098. Director, 4th Marine Corps District, Building 75 Naval Base, Philadelphia, PA 19112-5098. Commander, Naval Base, Philadelphia, PA 19112-5098. Officer in Charge, Naval Branch Medical Clinic, Philadelphia Naval Shipyard, Philadelphia, PA 19112-5199. Commanding Officer, Northern Naval Facilities Engineering Command, 10 Industrial Highway, Mail Stop 82, Lester, PA 19113-2090. Commanding Officer, Naval and Marine Corps Reserve Center, 615 Kenhorst Boulevard, Reading, PA 19611-1717. PUERTO RICO Officer in Charge, U.S. Naval School of Health Sciences Bethesda Detachment, VA Medical Center, 1 Veterans Plaza, San Juan, PR 00927- 5800. Officer in Charge, U.S. Navy Recruiting District Miami Detachment, Navy Recruiting Class a Station, San Juan GSA Service Center Building 651, Route 28, Guaynabo Box 34267 Ft Buchanan, PR 00934-0267. Commanding Officer, U.S. Naval Computer and Telecommunications Station, PSC 1008, FPO AA 34051-8200. Commanding Officer, Atlantic Fleet Weapons Training Facility, PSC 1008, FPO AA 34051-9000. RHODE ISLAND Navy Exchange Officer, Navy Exchange, Newport, RI 02840-5075. President, Naval War College, 686 Cushing Road, Newport, RI 02841-1207. Commander, Naval Reserve Readiness Command Region One, 344 Easton Street, Newport, RI 02841-1515. Officer in Charge, Naval Legal Service Office Detachment, 360 Elliot Street, Newport, RI 02841-1517. Officer in Charge, Naval Justice School Detachment, International Training, 360 Elliot Street, Newport, RI 02841-1523. Commander, Naval Undersea Warfare Center, 1176 Howell Street, Newport, RI 02841-1708. Commander, Naval Education and Training Center, Newport, RI 02841-5000. Commanding Officer, Naval Hospital, Newport, RI 02841-5003. Commanding Officer, Naval Justice School, Newport, RI 02841-5030. Commanding Officer, Naval Academy Preparatory School, Naval Education and Training Center, Newport, RI 02841-5042. Commanding Officer, Naval Dental Center, Newport, RI 02841-5046. Commander, Naval Undersea Warfare Center Division, Newport, RI 02841-5047. Commanding Officer, Naval Underwater Systems Center, Newport, RI 02841-5047. Officer in Charge, Personnel Support Activity Detachment, Naval Education and Training Center, Building K61, Newport, RI 02841-5062. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 1 Narragansett Street, Providence, RI 02905-4233. SOUTH CAROLINA Commanding Officer, Naval Consolidated Brig Charleston, 1050 Remount Road Building 3107, Charleston, SC 29046-3515. Commanding Officer, Naval Reserve Center, 513 Pickens Street, Columbia, SC 29201-4198. Commanding Officer, Naval Hospital, 3600 Rivers Avenue, North Charleston, SC 29405-7744. Commanding Officer, Naval Reserve Readiness Center, 4500 Leeds Avenue, Suite 401, Charleston, SC 29405-8521. Commanding Officer, Naval Legal Service Office Southeast, 1691 Turnbull Avenue, Charleston, SC 29408-1944. Commanding Officer, Naval Security Group Activity, 1470 Avenue H, Charleston, SC 29408-1953. Commander, Naval Base, 1690 Turnbull Avenue, Suite A, Charleston, SC 29408-1955. Commanding Officer, Naval Station, Naval Base, 1180 King Fisher Avenue, Charleston, SC 29408-2610. Officer in Charge, Personnel Support Activity Detachment, Naval Station, 1275 King Fisher Avenue, Charleston, SC 29408-2619. Commanding Officer, Submarine Training Facility, Charleston, SC 29408-5300. Commanding Officer, Naval Dental Center, Charleston, SC 29408- 5800. Commander, Naval Reserve Readiness Command Region Seven, Naval Base, Charleston, SC 29408-6050. Commander, Charleston Naval Shipyard, Charleston, SC 29408-6100. Commanding Officer, Fleet and Industrial Supply Center, Charleston, SC 29408-6300. Navy Exchange Officer, Navy Exchange, Charleston, SC 29408-7000. Director, Consolidated Civilian Personnel Office, Naval Base, Charleston, SC 29408-8000. Commanding Officer, Southern Naval Facilities Engineering Command, 2155 Eagle Drive, North Charleston, SC 29419-9010. Navy Exchange Officer, Navy Exchange Detachment, Naval Weapons Station Charleston, 1765 Red Bank Road, Goose Creek, SC 29445-6514. Commanding Officer, Naval Weapons Station Charleston, 2316 Red Bank Road, Suite 100, Goose Creek, SC 29445-8601. Officer in Charge, Personnel Support Activity Detachment, Naval Weapons Station Charleston, 2120 Quality Circle, Goose Creek, SC 29445-8611. Commanding Officer, Naval Nuclear Power Training Unit, 1260 Snow Point Road, Goose Creek, SC 29445-8612. Officer in Charge, Naval Nuclear Power Training Unit Detachment Two, Moored Training Ship Mts 626, 1258 Snow Pointe Road, Goose Creek, SC 29445-8616. Officer in Charge, Naval Nuclear Power Training Unit Detachment One, Moored Training Ship Mts 635, 1262 Snow Pointe Road, Goose Creek, SC 29445-8617. Commanding Officer, Naval and Marine Corps Reserve Center, 669 Perimeter Road, Greenville, SC 29605-5452. Commanding Officer, Marine Corps Air Station, Beaufort, SC 29902- 5000. Commanding Officer, Naval Hospital, 1 Pinckney Boulevard, Beaufort, SC 29902-6148. Commanding Officer, Naval Dental Center, Parris Island, SC 29905- 5001. Commanding General, Marine Corps Recruiting Deport, Parris Island, SC 29905-5001. SOUTH DAKOTA Commanding Officer, Naval Reserve Center, Armed Forces Reserve Training Center, 1800 West Russell Avenue, Sioux Falls, SD 57104- 1393. TENNESSEE Commanding Officer, Naval Reserve Center, 1515 Davidson Street, Nashville, TN 37206-3199. Commanding Officer, Navy Recruiting District Cumberland Valley, Metro Center, Suite 228, 233 Cumberland Bend, Nashville, TN 37228- 1808. Commanding Officer, Naval and Marine Corps Reserve Center, 12 Meadow Street, Chattanooga, TN 37405-3950. Commanding Officer, Naval and Marine Corps Reserve Center, Box 667, Knoxville, TN 37901-0667. Navy Exchange Officer, Navy Exchange, Millington, TN 38054-5000. Commanding Officer, Naval Reserve Readiness Center Memphis, 7800 3rd Avenue, Millington, TN 38054-5008. Director, Naval Education and Training Program, Management Support Activity Detachment, 7800 3rd Avenue Building S237, Millington, TN 38054-5019. Officer in Charge, Naval Legal Service Office Detachment, Naval Air Station Memphis, 7800 Third Avenue, Millington, TN 38054-5030. Commanding Officer, Naval Air Reserve Memphis, 7800 3 Road Avenue, Millington, TN 38054-5038. Commanding Officer, Naval Air Station Memphis, 7800 3rd Avenue, Millington, TN 38054-5045. Commanding Officer, Naval Reserve Fleet Hospital, 500 Commz Eleven, Naval Reserve Readiness Command Region 9, Building E3, South Avenue, Naval Station Memphis, Millington, TN 38054-5048. Commander, Naval Reserve Readiness Command Region Nine, 7800 Third Avenue, Millington, TN 38054-5048. Commanding Officer, Naval Air Technical Training Center, 7800 3rd Avenue, Millington, TN 38054-5059. Officer in Charge, Personnel Support Activity Detachment Memphis, 7800 3rd Avenue, Naval Air Station, Millington, TN 38054-5099. Officer in Charge, Personnel Support Activity Detachment, Naval Air Technical Training Center, Naval Air Station Memphis, Millington, TN 38054-5099. Commanding Officer, Naval Hospital, 6500 Navy Road, Millington, TN 38054-5201. Officer in Charge, Naval Branch Dental Clinic, 7800 3 Road Avenue, Millington, TN 38054-5296. Commanding Officer, Navy Recruiting District Memphis, 2500 Mt Moriah, Suite G800, Memphis, TN 38115-1522. TEXAS Officer in Charge, Naval Reserve Recruiting Command Detachment Three, 800 West Freeway, Suite 200, Grand Prairie, TX 75051-1400. Commanding Officer, Naval Air Station, 8100 West Jefferson Boulevard, Dallas, TX 75211-9501. Navy Exchange Officer, Navy Exchange, 8100 West Jefferson, Building 12, Naval Air Station, Dallas, TX 75211-9501. Commander, Naval Reserve Readiness Command Region Eleven, Naval Air Station, 8100 West Jefferson Building 11, Dallas, TX 75211-9502. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 8100 West Jefferson, Dallas, TX 75211-9504. Officer in Charge, Personnel Support Activity Detachment, 8100 West Jefferson, Building 12 Naval Air Station, Dallas, TX 75211-9510. Officer in Charge, Naval Branch Medical Clinic, 8100 West Jefferson, Building 9, Naval Air Station, Dallas, TX 75211-9516. Commanding Officer, Navy Recruiting District Dallas, 1565 West Mockingbird Lane, Suite 500, Dallas, TX 75235-5006. Director, Navy Office of Information Southwest, 1114 Commerce Street, Suite 811, Dallas, TX 75242-2897. Commander, Navy Recruiting Area Seven, 1499 Regal Row, Suite 501, Dallas, TX 75247-3688. Commanding Officer, Naval Reserve Center, 1818 North Confederate, Tyler, TX 75702-3128. Commanding Officer, Naval and Marine Corps Reserve Center, 2100 North New Road, Waco, TX 76707-1097. Petty Officer in Charge, Personnel Support Activity Detachment, Goodfellow Air Force Base, San Angelo, TX 76908-5000. Commanding Officer, Navy Recruiting District Houston, 9990 Richmond Avenue, Suite 200, Houston, TX 77042-4545. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 1902 Old Spanish Trail, Houston, TX 77054-2097. Commanding Officer, Naval Reserve Center, 905 Pier Road, PO Box 8001, Orange, TX 77631-8001. Officer in Charge, Naval Reserve Facility, Building P50, Fort McIntosh, Laredo, TX 78040-4393. Navy Exchange Officer, Navy Exchange Detachment, Naval Air Station Beeville, Beeville, TX 78103-5017. Director, Civilian Personnel Data System Center, 555 East Street West, Suite 02, Randolph Air Force Base, TX 78150-4531. Commanding Officer, Navy Recruiting District San Antonio, Energy Plaza, Suite 310, 8610 North New Braunfels Avenue, San Antonio, TX 78217-6390. Commanding Officer, Naval and Marine Corps Reserve Center, Building 3620, Fort Sam Houston, 3837 Binz-Englemann Road, San Antonio, TX 78219-2296. Officer in Charge, Naval Legal Service Branch Office, Building 100 Naval Station, Ingleside, TX 78362-5000. Commanding Officer, Naval Station Ingleside, 1455 Ticonderoga Road, Suite W210, Ingleside, TX 78362-5001. Officer in Charge, Personnel Support Activity Detachment, Naval Station, 1455 Ticonderoga Road, Suite W103, Ingleside, TX 78362-5012. Officer in Charge, Naval Branch Medical Clinic, Naval Station, 327 Coral Sea Road, Suite 165, Ingleside, TX 78362-5025. Commanding Officer, Naval Air Station Kingsville, 802 Dealey Avenue, Suite 209, Kingsville, TX 78363-5027. Navy Exchange Officer, Navy Exchange Detachment, 745 Rosendahl Street, Suite 101, Kingsville, TX 78363-5109. Officer in Charge, Personnel Support Activity Detachment, Building 4728 Naval Air Station, 734 Forrestal Street, Suite 101, Kingsville, TX 78363-5114. Officer in Charge, Naval Branch Medical Clinic, Naval Air Station, Kingsville, TX 78363-5180. Commander, Mine Warfare Command, Naval Air Station, Corpus Christi, TX 78419-5000. Officer in Charge, Personnel Support Activity Detachment, 10461 D Street, Suite 107, Corpus Christi, TX 78419-5017. Commanding Officer, Naval Air Station Corpus Christi, 11001 D Street, Suite 143, Corpus Christi, TX 78419-5021. Officer in Charge, Naval Legal Service Office Detachment, 320 Fifth Street Southeast, Suite 2A, Corpus Christi, TX 78419-5031. Chief of Naval Air Training, 250 Lexington Boulevard, Suite 102, Corpus Christi, TX 78419-5041. Navy Exchange Officer, Navy Exchange, 651 Lexington Boulevard, Corpus Christi, TX 78419-5105. Commanding Officer, Naval Reserve Center, 1430 Dimmit Drive, Suite 140, Corpus Christi, TX 78419-5121. Commanding Officer, Naval Hospital, 10651 E Street, Corpus Christi, TX 78419-5131. Commanding Officer, Naval Reserve Center, 1300 Teege Avenue, Harlingen, TX 78550-5363. Commanding Officer, Naval Reserve Center, 4601 Fairview Drive, Austin, TX 78731-5398. Commanding Officer, Naval and Marine Corps Reserve Center, 2500 Tee Anchor Building, Amarillo, TX 79104-2416. Commanding Officer, Naval and Marine Corps Reserve Center, 2903 Fourth Street, Lubbock, TX 79415-3299. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, 4810 Pollard Street, El Paso, TX 79930-6898. UTAH Commanding Officer, Naval and Marine Corps Reserve Readiness Center, Stephen A Douglas Air Force Reserve Center, 116 Pollock Road, Salt Lake City, UT 84113-5010. Commanding Officer, Naval Reserve Center, 980 20th Street, Ogden, UT 84401-0698. VERMONT Commanding Officer, Naval Reserve Center, 1 College Street, Burlington, VT 05401-5295. VIRGINIA Auditor General of the Navy, Naval Audit Service Headquarters, 5611 Columbia Pike, Room 506B, NASSIF Building, Falls Church, VA 22041-5080. Commanding Officer, Marine Security Guard Battalion, (Department of State), Marine Corps Combat Development Command, Quantico, VA 22134-5020. Commander, Marine Corps Systems Command, Quantico, VA 22134-5080. Commanding General, Marine Corps Combat Development Command, Quantico, VA 22134-5129. Commanding Officer, Naval Medical Clinic, Quantico, VA 22134- 6050. Commander, Naval Information Systems Management Center, 1225 Jefferson Davis Highway, Room 334, Arlington, VA 22202-5000. Director, Office of Civilian Personnel Management Capital Region, 801 North Randolph Street, Arlington, VA 22203-1927. Director, Naval Council of Personnel Boards, Ballston Centre Tower 2, 801 North Randolph Street, Arlington, VA 22203-1989. Commander, Navy Recruiting Command, 801 North Randolph Street, Arlington, VA 22203-1991. Director, Office of Civilian Personnel Management, 800 North Quincy Street, Arlington, VA 22203-1998. Commanding Officer, Headquarters Battalion, Headquarters U.S. Marine Corps, Henderson Hall, Arlington, VA 22214-5001. Chief of Naval Research, Ballston Centre Tower One, 800 North Quincy Street, Arlington, VA 22217-5660. Director, Marine Corps Institute, Box 1775, Arlington, VA 22222- 0001. Commander, Naval Supply Systems Command, 1931 Jefferson Davis Highway, Arlington, VA 22241-5360. Director, Strategic Systems Programs, 1931 Jefferson Davis Highway, Arlington, VA 22241-5362. Director, Human Resources Office, Naval Sea Systems Command, 1921 Jefferson Davis Highway, Arlington, VA 22241-5363. Officer in Charge, Personnel Support Activity Detachment, Crystal Mall 3 Room 123, 1931 Jefferson Davis Highway, Arlington, VA 22241- 5366. Director, Naval Audit Service Capital Region, 1941 Jefferson Davis Highway, Arlington, VA 22241-5367. Commander, Naval Sea Systems Command, 2531 Jefferson Davis Highway, Arlington, VA 22242-5160. Commander, Naval Surface Warfare Center, 2531 Jefferson Davis Highway, Arlington, VA 22242-5160. Commander, Naval Air Systems Command, Naval Air Systems Command Headquarters, 1421 Jefferson Davis Highway, Arlington, VA 22243-5120. Commander, Space and Naval Warfare Systems Command, 2451 Crystal Drive, Arlington, VA 22245-5200. Commander, Naval Air Warfare Center, 1421 Jefferson Davis Highway, Arlington, VA 22261-6000. Senior Member, Navy Department Board of Decorations and Medals, Hoffman II, Room 8N23, Alexandria, VA 22332-2100. Judge Advocate General, Department of the Navy, 200 Stovall Street, Alexandria, VA 22332-2400. Commander, Naval Legal Service Command, 200 Stovall Street, Alexandria, VA 22332-2400. Officer in Charge, Personnel Support Activity Detachment, Dahlgren Division, Naval Surface Warfare Center, Dahlgren, VA 22448- 5000. Officer in Charge, Naval Branch Medical Clinic Dahlgren Division, Naval Surface Warfare Center, Dahlgren, VA 22448-5000. Commander, Dahlgren Division, Naval Surface Warfare Center, 17320 Dahlgren Road, Dahlgren, VA 22448-5100. Commanding Officer, Aegis Training Center, 5395 First Street, Dahlgren, VA 22448-5200. Commander, Naval Space Command, 5280 Fourth Street, Dahlgren, VA 22448-5300. Officer in Charge, Cheatham Annex, Fleet and Industrial Supply Center Norfolk, 108 Sanda Avenue, Williamsburg, VA 23187-8792. Commanding Officer, Navy Recruiting District Richmond, 3410 West Broad Street, Richmond, VA 23230-5004. Commanding Officer, Naval and Marine Corps Reserve Center, 6000 Strathmore Road, Richmond, VA 23234-4999. Officer in Charge, Personnel Support Activity Detachment, 1320 Northwest Boulevard, Suite 101, Chesapeake, VA 23322-4092. Commanding Officer, Naval Security Group Activity Northwest, 1320 Northwest Boulevard, Suite 100, Chesapeake, VA 23322-4094. Officer in Charge, Fleet Combat Training Center Atlantic Detachment (ROTHR) Northwest, 4931 Relay Road, Chesapeake, VA 23322- 4498. Commander, Naval Exchange Service Command, 3280 Virginia Beach Boulevard, Virginia Beach, VA 23452-5724. Commanding Officer, Naval Air Station Oceana, Virginia Beach, VA 23460-5120. Officer in Charge, U.S. Navy Landing Signal Officer School, Naval Air Station Oceana, Virginia Beach, VA 23460-5129. Officer in Charge, Naval Air Maintenance Training Group Detachment, Naval Air Station Oceana, Virginia Beach, VA 23460-5165. Officer in Charge, Personnel Support Activity Detachment Oceana, Virginia Beach, VA 23460-5170. Navy Exchange Officer, Navy Exchange, Virginia Beach, VA 23460- 5180. Commanding Officer, Strike Weapons and Tactics School Atlantic, Naval Air Station Oceana, Virginia Beach, VA 23460-5206. Officer in Charge, Naval Legal Service Office Detachment, Naval Air Station Oceana, Virginia Beach, VA 23460-5263. Officer in Charge, Personnel Support Activity Detachment Dam Neck, 432 Tarter Avenue, Virginia Beach, VA 23461-1998. Commanding Officer, Fleet Combat Training Center Atlantic, 1912 Regulus Avenue, Virginia Beach, VA 23461-2098. Commanding Officer, Navy and Marine Corps Intelligence Training Center, 2088 Regulus Avenue, Virginia Beach, VA 23461-2099. Officer in Charge, Naval Branch Medical Clinic, 1885 Terrier Avenue, Suite 100, Virginia Beach, VA 23461-2298. Commanding Officer, Navy Exchange Service Center, 9222 Hampton Boulevard, Norfolk, VA 23505-1095. Officer in Charge, Naval Healthcare Support Office, 6500 Hampton Boulevard, Norfolk, VA 23508-1297. Commanding Officer, Naval Administrative Command, Armed Forces Staff College, 7800 Hampton Boulevard, Norfolk, VA 23511-1702. Commanding Officer, Naval Air Station, 9420 Third Avenue, Norfolk, VA 23511-2197. Commander, Patrol Wings Atlantic, 7927 Ingersol Street, Norfolk, VA 23511-2394. Officer in Charge, Personnel Support Activity Detachment, 1278 Franklin Street, Norfolk, VA 23511-2493. Commander, Naval Air Force U.S. Atlantic Fleet, 1279 Franklin Street, Norfolk, VA 23511-2494. Commanding Officer, Navy Drug Screening Laboratory, 1321 Gilbert Street, Norfolk, VA 23511-2597. Commander, Naval Facilities Engineering Command Atlantic, 1510 Gilbert Street, Norfolk, VA 23511-2699. Commanding Officer, Fleet Training Center, 9550 Farragut Avenue, Norfolk, VA 23511-2790. Commander, Training Command U.S. Atlantic Fleet, 1474 Gilbert Street, Norfolk, VA 23511-2795. Commander, Naval Base, 1530 Gilbert Street, Suite 200, Norfolk, VA 23511-2797. Commanding Officer, Naval Alcohol Rehabilitation Center, 9482 Bacon Avenue, Norfolk, VA 23511-2894. Commanding Officer, Naval Station, 1653 Morris Street, Norfolk, VA 23511-2895. Commanding Officer, Naval Dental Center, 1647 Taussig Boulevard, Norfolk, VA 23511-2896. Officer in Charge, Naval Branch Medical Clinic, 1721 Taussig Boulevard, Norfolk, VA 23511-2899. Officer in Charge, Personnel Support Activity Detachment, 1755 Powhatan Street, Suite 100, Norfolk, VA 23511-2984. Commanding Officer, Personnel Support Activity, 1755 Powhatan Street, Suite 200, Norfolk, VA 23511-2985. Commanding Officer, Naval Legal Service Office Middle Atlantic, 9620 Maryland Avenue, Suite 100, Norfolk, VA 23511-2989. Director, Fleet Home Town News Center, 1877 Dillingham Boulevard, Norfolk, VA 23511-3097. Officer in Charge, Fleet Technical Support Center Atlantic Detachment, 1960 Dillingham Boulevard, Norfolk, VA 23511-3290. Commanding Officer, Naval Security Group Activity, 1802 Powhatan Street, Norfolk, VA 23511-3379. Commanding Officer, Fleet and Industrial Supply Center, 1968 Gilbert Street, Suite 600, Norfolk, VA 23511-3392. Officer in Charge, Navy Environmental and Preventive Medicine Unit 2, 1887 Powhatan Street, Norfolk, VA 23511-3394. Commander, Naval Surface Group Norfolk, 9349 Decatur Avenue, Suite 200, Norfolk, VA 23511-3493. Commander, Military Sealift Command Middle Atlantic, 1966 Morris Street, Norfolk, VA 23511-3496. Commanding Officer, Submarine Training Facility, 1915 C Avenue, Norfolk, VA 23511-3791. Navy Exchange Officer, Navy Exchange, 1560 Arleigh Burke Cresent, Norfolk, VA 23511-3898. Director, Human Resources Office, 487 East C Street, Norfolk, VA 23511-3997. Commanding Officer, Naval Occupational Safety and Health and Environmental Training Center, 9080 Breezy Point Crescent, Norfolk, VA 23511-3998. Commanding Officer, Naval Air Reserve Norfolk, 521 Park Cresent, Norfolk, VA 23511-4092. Commander, Naval Safety Center, 375 A Street, Norfolk, VA 23511- 4399. Officer in Charge, Submarine Personnel Support Activity Detachment, Building CEP 126A Naval Station, Norfolk, VA 23511-6075. Director, Office of Civilian Personnel Management Southeast Region, 5301 Robin Hood Road, Suite 130, Norfolk, VA 23513-2406. Commanding Officer, Navy Environmental Health Center, 2510 Walmer Avenue, Norfolk, VA 23513-2617. Navy Exchange Officer, Navy Exchange, 1240 Gator Boulevard, Norfolk, VA 23521-2315. Commanding Officer, Naval Amphibious Base, 1450 D Street, Norfolk, VA 23521-2438. Commanding Officer, School of Music, 1420 Gator Boulevard, Norfolk, VA 23521-2617. Officer in Charge, Naval Branch Medical Clinic, 1035 Nider Boulevard, Suite 100, Norfolk, VA 23521-2731. Officer in Charge, Personnel Support Activity Detachment Little Creek, 1155 Nider Boulevard, Norfolk, VA 23521-2732. Commanding Officer, Naval Amphibious School, 1575 Gator Boulevard, Suite 231, Norfolk, VA 23521-2740. President, Board of Inspection and Survey, Navy Department, 2600 Tarawa Court, Suite 250, Norfolk, VA 23521-3234. Commanding Officer, Navy and Marine Corps Reserve Readiness Center, 7690 Shore Drive, Suite 100, Norfolk, VA 23521-3298. Commander, Naval Surface Group Little Creek, Naval Amphibious Base Little Creek, Norfolk, VA 23521-5120. Commanding Officer, Naval Reserve Officers Training Corps Unit, Hampton Roads, 5215 Hampton Boulevard, Norfolk, VA 23529-0120. Commander, Naval Shore Activities, U.S. Atlantic Fleet, 1562 Mitscher Avenue, Suite 300, Norfolk, VA 23551-2480. Commander in Chief, U.S. Atlantic Fleet, 1562 Mitscher Avenue, Suite 250, Norfolk, VA 23551-2487. Commanding Officer, Surface Nuclear Propulsion Mobile Training Team, 7837 Blandy Road, Norfolk, VA 23551-2489. Commander, Submarine Force U.S. Atlantic Fleet, 7958 Blandy Road, Norfolk, VA 23551-2492. Commander, Naval Surface Force U.S. Atlantic Fleet, 1430 Mitscher Avenue, Norfolk, VA 23551-2494. Officer in Charge, Personnel Support Activity Detachment, Atlantic Fleet Headquarters Support Activity, 1452 Blandy Road, Suite 100, Norfolk, VA 23551-2593. Commanding General, Fleet Marine Force Atlantic, 1468 Ingram Street, Suite 100, Norfolk, VA 23551-2596. Commanding Officer, Naval Ophthalmic Support and Training Activity, Yorktown, VA 23690-5071. Officer in Charge, Personnel Support Activity Detachment, Naval Weapons Station, Yorktown, VA 23691-0160. Navy Exchange Officer, Navy Exchange Detachment, Naval Weapons Station Yorktown, Yorktown, VA 23691-0160. Commanding Officer, Naval Weapons Station Yorktown, Box 160, Yorktown, VA 23691-0160. Commander, Naval Medical Center, Portsmouth, VA 23708-5100. Officer in Charge, Personnel Support Activity Detachment, Portsmouth, VA 23708-5150. Commander, Norfolk Naval Shipyard, Portsmouth, VA 23709-5000. Officer in Charge, Naval Branch Medical Clinic, Norfolk Naval Shipyard, Portsmouth, VA 23709-5000. Commanding Officer, Naval and Marine Corps Reserve Center, 5301 Barns Avenue Northwest, Roanoke, VA 24019-3899. WASHINGTON Commanding Officer, Naval Reserve Readiness Center, 860 Terry Avenue North, Seattle, WA 98109-4391. Navy Exchange Officer, Navy Exchange, Seattle WA 98115-5000. Commanding Officer, Naval Station Puget Sound, Seattle, WA 98115- 5000. Officer in Charge, Marine Corps Reserve Training Center, Hangar 1 Naval Air Station, Seattle, WA 98115-5004. Officer in Charge, Naval Branch Medical Clinic Everett, Branch Medical Annex, 7500 Sand Point Way Northeast, Seattle, WA 98115-5004. Commander, Naval Reserve Readiness Command Region Twenty-Two, Building 9 Naval Station Puget Sound, Seattle, WA 98115-5009. Commanding Officer, Navy Recruiting District Seattle, 2901 3rd Avenue, Suite 250, Seattle, WA 98121-1042. Commanding Officer, Military Sealift Command Office Seattle, 4735 East Marginal Way South, Seattle, WA 98134-2325. Commanding Officer, Naval Reserve Center, 2220 West Marine View Drive, Everett, WA 98201-2798. Officer in Charge, Personnel Support Activity Detachment, 2000 West Marine View Drive, Everett, WA 98207-1400. Officer in Charge, Naval Legal Service Office Detachment, 2000 West Marine View Drive, Everett, WA 98207-1900. Commanding Officer, Naval Station Everett, 2000 West Marine View Drive, Everett, WA 98207-5001. Officer in Charge, Naval Legal Service Office Detachment, Naval Air Station Whidbey Island, 3530 North Langley Boulevard, Oak Harbor, WA 98278-1300. Navy Exchange Officer, Navy Exchange, Naval Air Station Whidbey Island, 2110 North Coral Sea Avenue, Oak Harbor, WA 98278-4500. Commanding Officer, Naval Air Station Whidbey Island, 1170 West Lexington Street, Oak Harbor, WA 98278-5000. Officer in Charge, Personnel Support Detachment Whidbey Island, Naval Air Station Whidbey Island, 1155 West Lexington Street, Oak Harbor, WA 98278-5800. Commanding Officer, Naval Hospital, Naval Air Station Whidbey Island, 3475 North Saratoga Street, Oak Harbor, WA 98278-8800. Commanding Officer, Naval Facility Whidbey Island, Naval Air Station Whidbey Island, 1280 West Eighth Street, Oak Harbor, WA 98278-9400. Commanding Officer, Naval Reserve Center, PO Box 499, Bremerton, WA 98310-0121. Commanding Officer, Naval Hospital, HP01 Boone Road, Bremerton, WA 98312-1898. Navy Exchange Officer, Navy Exchange, Puget Sound Naval Shipyard, Bremerton, WA 98314-5000. Commander, Puget Sound Naval Shipyard, Bremerton, WA 98314-5000. Commanding Officer, Fleet and Industrial Supply Center Puget Sound, 467 West Street, Bremerton, WA 98314-5100. Commanding Officer, Naval Dental Center, Bremerton, WA 98314- 5245. Commanding Officer, Naval Legal Service Office Northwest, Building 433, Puget Sound Naval Shipyard, Bremerton, WA 98314-5260. Officer in Charge, Personnel Support Detachment Bremerton, Puget Sound Naval Shipyard, Bremerton, WA 98314-5305. Commanding Officer, Personnel Support Activity Puget Sound, 1013 Silversides Road, Silverdale, WA 98315-1013. Officer in Charge, Personnel Support Detachment Bangor, 1101 Tautog Circle, Suite 106, Silverdale, WA 98315-1089. Officer in Charge, Naval Legal Service Office Detachment Bangor, 1010 Skate Street, Suite B, Silverdale, WA 98315-1092. Commanding Officer, Naval Submarine Base Bangor, 1100 Hunley Road, Suite 203, Silverdale, WA 98315-1199. Officer in Charge, Branch Medical Clinic Bangor, 2050 Barb Street, Suite A, Silverdale, WA 98315-2099. Navy Exchange Officer, Navy Exchange Bangor, 2600 Ohio Street, Silverdale, WA 98315-2600. Commander, Naval Base Seattle, NAVSUBASE Bangor, 1103 Hunley Road, Silverdale, WA 98315-5000. Commanding Officer, Strategic Weapons Facility Pacific Bangor, 6401 Skipjack Circle, Silverdale, WA 98315-6499. Commander, Naval Undersea Warfare Center Division, 610 Dowell Street, Keyport, WA 98345-7610. Commanding Officer, Naval and Marine Corps Reserve Center, 1100 Alexander Avenue, Tacoma, WA 98421-4198. Officer in Charge, Marine Corps Reserve Training Center, 1702 Tahoma Avenue, Yakima, WA 98902-5792. Commanding Officer, Naval and Marine Corps Reserve Readiness Center, North 5101 Assembly Street, Spokane, WA 99205-6199. Commanding Officer, Naval Reserve Center, 1840 Terminal Drive, Richland, WA 99352-4923. WEST VIRGINIA Commanding Officer, Naval Reserve Center, Armed Forces Reserve Center, 105 Lakeview Drive, Charleston, WV 25313-1487. Commanding Officer, Naval Reserve Center, 841 Jackson Avenue, Huntington, WV 25704-2595. Commanding Officer, Naval and Marine Corps Reserve Center, 1600 Lafayette Avenue, Moundsville, WV 26041-2347. Commanding Officer, Naval Security Group Activity, Sugar Grove, WV 26815-0002. WISCONSIN Commanding Officer, Naval Reserve Center, 428 Wisconsin Avenue, Sheboygan, WI 53081-4146. Commanding Officer, Naval and Marine Corps Reserve Center, 2401 South Lincoln Memorial Drive, Milwaukee, WI 53207-1999. Commanding Officer, Naval and Marine Corps Reserve Center, Armed Forces Reserve Center, 1430 Wright Street, Madison, WI 53704-4192. Commanding Officer, Naval and Marine Corps Reserve Center, 2949 Ramada Way, Green Bay, WI 54304-5799. Commanding Officer, Marine Wing Support Squadron 474 Detachment A, Naval and Marine Corps Reserve Center, 2949 Ramada Way, Green Bay, WI 54304-5799. Commanding Officer, Naval Reserve Center, 4701 Industrial Park Road, Stevens Point, WI 54481-5009. OVERSEAS - AA ADDRESSES Commanding Officer, U.S. Naval Station (Roosevelt Roads RQ), PSC 1008 Box 1, FPO AA 34051-0001. Navy Exchange Officer, U.S. Navy Exchange (Roosevelt Roads RQ), PSC 1008 Box 3006, FPO AA 34051-0003. Commander, Fleet Air Caribbean, PSC 1008 Box 3037, FPO AA 34051- 8000. Commanding Officer, U.S. Naval Hospital (Roosevelt Roads RQ), PSC 1008, FPO AA 34051-8100. Commanding Officer, U.S. Naval Dental Center (Roosevelt Roads RQ), PSC 1008 Box 3012, FPO AA 34051-8300. Officer in Charge, U.S. Navy Personnel Support Activity Detachment (Roosevelt Roads RQ), PSC 1008, FPO AA 34051-8400. Officer in Charge, U.S. Naval Legal Service Office Detachment (Roosevelt Roads RQ), PSC 1008 Box 3017, FPO AA 34051-8800. Commanding Officer, U.S. Naval Reserve Center (Roosevelt Roads RQ), U.S. Naval Station, PSC 1008 Box 3937, FPO AA 34051-8800. Navy Exchange Officer, U.S. Navy Exchange Detachment (Sabana Seca RQ), Naval Security Group Activity, PSC 1009 Box 2, FPO AA 34053- 0003. Officer in Charge, U.S. Navy Personnel Support Activity Detachment (Sabana Seca RQ), PSC 1009 Box 4, FPO AA 34053-2000. Navy Exchange Officer, U.S. Navy Exchange Detachment (Antigua), FPO AA 34054-0003. Commanding Officer, U.S. Naval Support Facility (Antigua), PSC 1011 Box 10, FPO AA 34054-1000. Officer in Charge, U.S. Navy Personnel Support Activity Detachment (Andros Island, Bahamas), PSC 1012, FPO AA 34058-0051. Commanding Officer, Military Sealift Command Office Panama, Unit 5902, FPO AA 34059-1300. Commanding Officer, U.S. Naval Security Group Activity (Galeta Island PM), Unit 6000, FPO AA 34060-9998. Commanding Officer, U.S. Naval Station (Canal Rodman PM), Unit 6249, FPO AA 34061-1000. Officer in Charge, U.S. Navy Personnel Support Activity Detachment (Panama Rodman PM) FPO AA 34061-1600. OVERSEAS - AE ADDRESSES Officer in Charge, U.S. Navy Personnel Support Activity Detachment (Vaihingen GE), Box 1000, APO AE 09128-0178. Commanding Officer, U.S. Naval Security Group Activity (Augsburg GE), APO AE 09157-5000. Petty Officer in Charge, U.S. Naval Medical Clinic London Detachment Landstuhl, 2nd General Hospital, CMR 402 Box 4, APO AE 09180-5000. Petty Officer in Charge, U.S. Naval Medical Clinic London Detachment (Wiesbaden GE), 7100 C Southwest Medical Center, PSC 18 Box SGR, APO AE 09220-5300. Navy Exchange Officer, U.S. Navy Exchange Detachment (Mawgan UK), PSC 803 Box 13, FPO AE 09409-0003. Officer in Charge, U.S. Navy Personnel Support Activity Detachment (Mawgan UK), PSC 803, FPO AE 09415-5000. Navy Exchange Officer, U.S. Navy Exchange Detachment (Edzell UK), PSC 807 Box 1400, FPO AE 09419-0003. Officer in Charge, U.S. Navy Personnel Support Activity Detachment (Edzell UK), PSC 807 Box 2300, FPO AE 09419-0051. Officer in Charge, U.S. Naval Branch Medical Clinic (Edzell UK), U.S. Naval Security Group Activity, PSC 807 Box 1900, FPO AE 09419- 0055. Commanding Officer, U.S. Naval Security Group Activity (Edzell) C, PSC 807 Box 1700, FPO AE 09419-1002. Navy Exchange Officer, U.S. Navy Exchange Detachment (Brawdy UK), PSC 808 Box 580, FPO AE 09420-0003. Officer in Charge, U.S. Navy Personnel Support Activity Detachment (Brawdy UK), PSC 808 Box 590, FPO AE 09420-0003. Commanding Officer, U.S. Naval Facility (Brawdy UK), PSC 808 Box 001, FPO AE 09420-1000. Navy Exchange Officer, U.S. Navy Exchange Detachment (West Ruislip UK), PSC 821 Box 46, FPO AE 09421-0003. Navy Exchange Officer, U.S. Navy Exchange (Dunstable UK), PSC 821 Box 46, FPO AE 09421-0003. Commander, Military Sealift Command Europe, PSC 821 Box 3, FPO AE 09421-2000. Navy Exchange Officer, U.S. Navy Exchange Detachment (Machrinhanish UK), Unit 50144, FPO AE 09422-0003. Navy Exchange Officer, U.S. Navy Exchange Detachment (London UK), PSC 802 Box 98, FPO AE 09499-0003. Commander in Chief, U.S. Naval Forces Europe, PSC 802 Box 2, FPO AE 09499-0152. Director, Office of Civilian Personnel Management European Region, PSC 802 Box 4, FPO AE 09499-0152. Officer in Charge, U.S. Naval Legal Service Office Detachment (London UK), PSC 802 Box 60, FPO AE 09499-1000. Commander, U.S. Naval Activities United Kingdom, PSC 802 Box 60, FPO AE 09499-1000. Officer in Charge, U.S. Naval Branch Dental Clinic (London UK), U.S. Naval Activities, PSC Box 51, FPO AE 09499-1006. Commanding Officer, U.S. Naval Medical Clinic (London UK), PSC 802 Box 31, FPO AE 09499-1006. Officer in Charge, U.S. Navy Personnel Support Activity Detachment (London UK), PSC 802 Box 96, FPO AE 09499-2700. Commander, Carrier Group 2, Unit 60101, FPO AE 09501-4302. Commander, Carrier Group 4, Unit 60102, FPO AE 09501-4304. Commander, Carrier Group 8, Unit 60104, FPO AE 09501-4308. Commander, Submarine Squadron 22, Unit 60602, FPO AE 09501-5201. Commander, Submarine Squadron 2, Unit 60201, FPO AE 09501-5204. Commander, Submarine Squadron 6, Unit 60205, FPO AE 09501-5206. Commander, Submarine Squadron 8, Unit 60203, FPO AE 09501-5208. Commander, Sixth Fleet, FPO AE 09501-6002. Commander, Amphibious Group 2, Unit 60001, FPO AE 09501-6007. Commander, U.S. Naval Forces Central Command, FPO AE 09501-6008. Commander, Middle East Force, FPO AE 09501-6008. Officer in Charge, Fleet Surgical Team Six, FPO AE 09501-7027. Officer in Charge, Fleet Surgical Team Two, FPO AE 09501-7028. Officer in Charge, Fleet Surgical Team Four, FPO AE 09501-7029. Commander Second Fleet, FPO AE 09506-6000. Officer in Charge, Medical Treatment Facility, USNS Comfort (TAH 20), FPO AE 09566-4008. Navy Exchange Officer, U.S. Navy Exchange (Guantanamo Bay CU), PSC 1005 Box 35, FPO AE 09593-0003. Officer in Charge, U.S. Naval Branch Dental Clinic (Guantanamo Bay CU), U.S. Naval Base, PSC 1005 Box 64, FPO AE 09593-0064. Officer in Charge, U.S. Navy Personnel Support Activity Detachment (Guantanamo Bay CU), PSC 1005 Box 95, FPO AE 09593-0095. Commanding Officer, U.S. Naval Station (Guantanamo Bay CU), PSC 1005 Box 1, FPO AE 09593-0100. Commanding Officer, U.S. Naval Hospital (Guantanamo Bay CU), PSC 1005 Box 36, FPO AE 09593-0136. Officer in Charge, Naval Legal Service Office Detachment (Guantanamo Bay CU), U.S. Naval Base, PSC 1005 Box 40, FPO AE 09593- 0140. Commanding Officer, U.S. Naval Security Group Activity (Guantanamo Bay CU), U.S. Naval Base, PSC 1005 Box 41, FPO AE 09593- 0141. Commander, U.S. Naval Base (Guantanamo Bay CU), PSC 1005 Box 25, FPO AE 09593-1000. Navy Exchange Officer, U.S. Navy Exchange Detachment (Gaeta IT), PSC 811, FPO AE 09609-0003. Commanding Officer, U.S. Naval Support Activity, PSC 811 Administrative Office (Gaeta IT), FPO AE 09609-1001. Navy Exchange Officer, U.S. Navy Exchange Detachment, U.S. Naval Support Office La Maddalena, PSC 816 Box 1750, FPO AE 09612-0003. Commanding Officer, U.S. Navy Support Activity (La Maddalena IT), PSC 816 Box 1795, FPO AE 09612-0051. Petty Officer in Charge, U.S. Navy Personnel Support Activity Detachment (La Maddalena IT), PSC 816 Box 1865, FPO AE 09612-0065. Navy Exchange Officer, U.S. Navy Exchange, PSC 810 Box 30, FPO AE 09619-0003. Commanding Officer, U.S. Navy Personnel Support Activity Europe (Naples IT), PSC 810 Box 20, FPO AE 09619-0200. Officer in Charge, U.S. Navy Personnel Support Activity Detachment (Naples IT), PSC 810 Box 4, FPO AE 09619-0300. Commanding Officer, U.S. Naval Legal Service Office Europe and Southwest Asia, PSC 810 Box 8, FPO AE 09619-0500. Commanding Officer, U.S. Naval Hospital (Naples IT), PSC 810 Box 19, FPO AE 09619-0700. Commanding Officer, U.S. Naval Dental Center (Naples IT), PSC 810 Box 21, FPO AE 09619-0800. Commanding Officer, U.S. Naval Support Activity (Naples IT), PSC 810 Box 1, FPO AE 09619-1000. Commander, Fleet Air Mediterranean, PSC 810 Box 2, FPO AE 09619- 2000. Commander, Submarine Group 8, PSC 810 Box 16, FPO AE 09619-3000. Commanding Officer, U.S. Naval Security Group Activity (Naples), PSC 810 Box 37, FPO AE 09619-4000. Navy Exchange Officer, U.S. Navy Exchange Detachment (Sigonella IT), Unit 50059, FPO AE 09627-0003. Commanding Officer, U.S. Naval Air Station (Sigonella IT), PSC 812 Box 1000, FPO AE 09627-1000. Officer in Charge, U.S. Navy Environmental and Preventive Medicine Unit 7 (Sigonella IT), PSC 825 Box 295, FPO AE 09627-2003. Officer in Charge, U.S. Naval Branch Dental Clinic, U.S. Naval Air Station Sigonella, Unit 50003, FPO AE 09627-2403. Commanding Officer, U.S. Naval Hospital (Sigonella IT), PSC 824 Box 318, FPO AE 09627-2500. Officer in Charge, U.S. Naval Legal Service Office Detachment (Sigonella IT), U.S. Naval Air Station, Unit 50022, FPO AE 09627- 2700. Officer in Charge, U.S. Navy Personnel Support Activity Detachment (Sigonella IT), Unit 50066, FPO AE 09627-3500. Navy Exchange Officer, U.S. Navy Exchange Detachment Moron Air Force Base, APO AE 09643-5000. Navy Exchange Officer, U.S. Navy Exchange (Rota SP), PSC 819 Box 17, FPO AE 09645-0003. Commander, U.S. Naval Activities Spain, PSC 819 Box 2, FPO AE 09645-1000. Commanding Officer, U.S. Naval Station (Rota SP), PSC 819 Box 1, FPO AE 09645-1000. Officer in Charge, U.S. Naval Legal Service Office Detachment, U.S. Naval Station, PSC 819 Box 46, FPO AE 09645-2200. Officer in Charge, U.S. Naval Branch Dental Clinic (Rota SP), U.S. Naval Station, PSC 819 Box 18, FPO AE 09645-2500. Commanding Officer, U.S. Naval Hospital (Rota SP), PSC 819 Box 18, FPO AE 09645-2500. Officer in Charge, U.S. Navy Personnel Support Activity Detachment (Rota SP), PSC 819 Box 48, FPO AE 09645-3900. Navy Exchange Officer, U.S. Navy Exchange Detachment (Lisbon PO), PSC 83 Box NEX, APO AE 09726-0001. Navy Exchange Officer, U.S. Navy Exchange (Bermuda), PSC 1002, FPO AE 09727-0003. Officer in Charge, U.S. Naval Branch Medical Clinic (Bermuda), U.S. Naval Air Station, PSC 1002, FPO AE 09727-0023. Officer in Charge, U.S. Navy Personnel Support Activity Detachment, Bermuda, PSC 1002, FPO AE 09727-0027. Officer in Charge, U.S. Naval Branch Dental Clinic (Bermuda), U.S. Naval Air Station, PSC 1002, FPO AE 09727-5020. Commanding Officer, U.S. Naval Air Station (Bermuda), PSC 1002, FPO AE 09727-5056. Commander, U.S. Naval Forces Iceland, PSC 1003 Box 2, FPO AE 09728-0302. Commander, Fleet Air Keflavik, PSC 1003 Box 2, FPO AE 09728-0302. Commanding Officer, U.S. Naval Facility (Keflavik IC), PSC 1003 Box 7, FPO AE 09728-0307. Commanding Officer, U.S. Naval Hospital (Keflavik IC), PSC 1003 Box 8, FPO AE 09728-0308. Officer in Charge, U.S. Naval Branch Dental Clinic (Keflavik IC), PSC 1003 Box 9, FPO AE 09728-0309. Navy Exchange Officer, U.S. Navy Exchange (Keflavik IC), PSC 1003 Box 10, FPO AE 09728-0310. Commanding Officer, U.S. Naval Air Station (Keflavik IC), PSC 1003 Box 15, FPO AE 09728-0315. Officer in Charge, U.S. Navy Personnel Support Activity Detachment (Keflavik IC), PSC 1003 Box 36, FPO AE 09728-0336. Navy Exchange Officer, U.S. Navy Exchange (Argentia CAN), PSC 1006 Box 44, FPO AE 09730-0003. Officer in Charge, Personnel Support Activity Detachment Argentia, PSC 1006 Box 17, FPO AE 09730-3000. Commanding Officer, U.S. Naval Medical Research Unit 3 (Cairo), PSC 452 Box 5000, FPO AE 09835-0007. Navy Exchange Officer, U.S. Navy Exchange Detachment (Souda Bay GR), U.S. Naval Support Activity, PSC 814 Box 24, FPO AE 09865-0003. Commanding Officer, U.S. Naval Support Activity (Souda Bay GR), PSC 814 Box 1, FPO AE 09865-0051. Officer in Charge, U.S. Navy Personnel Support Activity Detachment (Souda Bay GR), PSC 814 Box 2, FPO AE 09865-0103. OVERSEAS - AP ADDRESSES Commander, U.S. Naval Forces Korea, Unit 15250, APO AP 96205- 0023. Officer in Charge, U.S. Navy Personnel Support Activity Detachment (Seoul KOR), Unit 15601, APO AP 96205-0573. Commander, Fleet Activities Chinhae, PSC 479, APO AP 96269-1100. Navy Exchange Officer, U.S. Navy Exchange Detachment (Atsugi JA), PSC 477 Box 10, FPO AP 96306-0003. Commanding Officer, U.S. Naval Air Facility (Atsugi JA), PSC 477 Box 9, FPO AP 96306-1209. Officer in Charge, U.S. Naval Branch Medical Clinic (Atsugi JA), U.S. Naval Air Facility, PSC 477 Box 2, FPO AP 96306-1602. Officer in Charge, U.S. Navy Personnel Support Detachment Atsugi, PSC 477 Box 6, FPO AP 96306-2800. Officer in Charge, U.S. Naval Branch Medical Clinic (Iwakuni JA), U.S. Marine Corps Air Station, FPO AP 96310-0000. Commanding Officer, U.S. Naval Security Group Activity (Misawa JA), APO AP 96319-0006. Officer in Charge, U.S. Navy Personnel Support Detachment Misawa, Unit 5054, APO AP 96319-5000. Commanding Officer, U.S. Naval Air Facility Misawa, Unit 5048, APO AP 96319-5000. Navy Exchange Officer, U.S. Navy Exchange Detachment (Sasebo JA), PSC 476 Box 3, FPO AP 96322-0003. Commander, Fleet activities (Sasebo JA), PSC 476 Box 1100, FPO AP 96322-1100. Officer in Charge, U.S. Naval Branch Medical Clinic (Sasebo JA), Fleet Activities, PSC 476 Box 1650, FPO AP 96322-1650. Officer in Charge, U.S. Navy Personnel Support Activity Detachment (Sasebo JA), PSC 476 Box 1700, FPO AP 96322-1700. Navy Exchange Officer, U.S. Navy Exchange (Yokosuka JA), PSC 473 Box 70, FPO AP 96349-0003. Commander, U.S. Naval Forces Japan, PSC 473 Box 12, FPO AP 96349- 0051. Commander, Fleet Activities (Yokosuka JA), PSC 473 Box 1, FPO AP 96349-1100. Officer in Charge, U.S. Navy Personnel Support Activity Detachment (Yokosuka JA), PSC 473 Box 19, FPO AP 96349-1700. Commanding Officer, U.S. Navy Personnel Support Activity Far East PSC 473 Box 19, FPO AP 96349-1700. Commanding Officer, U.S. Naval Legal Service Office Northwest Pacific, PSC 473 Box 14, FPO AP 96349-2400. Commanding Officer, U.S. Naval Hospital (Yokosuka JA), FPO AP 96350-1600. Commanding Officer, U.S. Naval Dental Center (Yokosuka JA), FPO AP 96350-1690. Commanding Officer, U.S. Naval Hospital (Okinawa JA), PSC 482, FPO AP 96362-1620. Commander, Fleet Activities U.S. Naval Air Facility (Okinawa JA), PSC 480 Box 1100, FPO AP 96370-1100. Officer in Charge, U.S. Navy Personnel Support Activity Detachment (Okinawa Kadena JA), PSC 480, FPO AP 96370-1700. Officer in Charge, U.S. Navy Personnel Support Detachment Diego Garcia, PSC 466 Box 1, FPO AP 96464-1701. Commanding Officer, U.S. Naval Support Facility (Diego Garcia), PSC 466 Box 2, FPO AP 96464-2000. Commanding Officer, Naval Air Facility (Adak AK), PSC 486 Box 1202, FPO AP 96506-1202. Officer in Charge, U.S. Naval Branch Medical Clinic (Adak AK), PSC 486 Box 1211, FPO AP 96506-1211. Officer in Charge, Personnel Support Detachment Adak, PSC 486 Box 1274, FPO AP 96506-1274. Commanding Officer, U.S. Naval Air Facility (Midway Island), FPO AP 96516-1200. Commanding Officer U.S. Naval Medical Research Unit 2 (Jakarta), Box 3, APO AP 96520-1600. Commanding Officer, U.S. Naval Antarctic Support Unit Christchurch, PSC 467 Box 291, FPO AP 96531-2000. Navy Exchange Officer, U.S. Navy Exchange (Christchurch NZ), PSC 467 Box 293, FPO AP 96531-2000. Commander, U.S. Naval Forces Marianas, PSC 489, FPO AP 96536- 0051. Commanding Officer, U.S. Naval Air Station (Agana GU), PSC 456 Box 51, FPO AP 96539-1200. Officer in Charge, U.S. Navy Personnel Support Detachment Agana, U.S. Naval Air Station Agana, PSC 456 Box 95, FPO AP 96539-1751. Navy Exchange Officer, U.S. Navy Exchange Detachment (Agana GU), PSC 455 Box 178, FPO AP 96540-1000. Commanding Officer, U.S. Naval Activities (Navacts GU), PSC 455 Box 152, FPO AP 96540-1000. Commanding Officer, U.S. Naval Hospital (GU), PSC 455 Box 7607, FPO AP 96540-1600. Commanding Officer, U.S. Naval Dental Center (GU), PSC 455 Box 171, FPO AP 96540-1674. Officer in Charge, U.S. Navy Personnel Support Detachment Naval Station Guam, U.S. Naval Station, PSC 455 Box 172, FPO AP 96540-1728. Navy Exchange Officer, U.S. Navy Exchange (GU), PSC 455 Box 184, FPO AP 96540-2300. Commanding Officer, U.S. Naval Legal Service Office Southwest Pacific, U.S. Naval Station, PSC 455 Box 177, FPO AP 96540-2400. Commander, Cruiser Destroyer Group 1, Unit 25064, FPO AP 96601- 4700. Commander, Cruiser Destroyer Group 3, Unit 25065, FPO AP 96601- 4702. Commander, Cruiser Destroyer Group 5, Unit 25066, FPO AP 96601- 4703. Commander Third Fleet, FPO AP 96601-6001. Commander Seventh Fleet, FPO AP 96601-6003. Commander, Amphibious Group 1, Unit 25093, FPO AP 96601-6006. Commanding General, 3D Marine Division FMF, Unit 35880, FPO AP 96602-5880. Commanding General, 1st Marine Aircraft Wing, Unit 37101, FPO AP 96603-7101. Commanding Officer, U.S. Naval Dental Center (Okinawa JA), Unit 38450, FPO AP 96604-8450. Officer in Charge, Medical Treatment Facility, USNS Mercy (TAH 19), FPO AP 96672-4090. Other Defense Agencies NATIONAL IMAGERY AND MAPPING AGENCY How Systems of Records Are Arranged The National Imagery and Mapping Agency Agency records are grouped by subject series. Each series has records about a specific activity or function to which a subject title and number is given. Systems or records are grouped in the same way. For example, a system of records on personnel security clearances may be found in Personnel Security Files - B0504-01 and one about military personnel assignments may be found in Military Services Administrative Record Files - B0614-02. These numbers are part of the system identification. The letter B means National Imagery and Mapping Agency. The first four digits (0504 and 0614) show that the records pertain to Personnel Security and Military Personnel respectively, and the last two are a further breakdown of the series. Other systems of records which differ from these examples but have similar documents may also be found in the same series. How To Use The Index Guide The systems of records maintained by the National Imagery and Mapping Agency are contained within the subject series that are listed below. This list identifies each series in the order in which it appears in this issuance. Use the list to identify subject areas of interest. Having done so, use the series number (for example 0504 for Personnel Security) to locate the systems of records grouping in which you are interested. Subject Series System Identification Series Inspection 0210 Historical 0228 Finance and Accounting 0302 Civilian Personnel Pay and Accounting 0303 General Legal 0401 Claims Investigating and Processing Documents 0402 Informational Services 0408 Information Security 0502 Guard Protective Services 0503 Personnel Security 0504 Military Personnel Files 0614 Safety Management Program 0615 Medical and Health Program 0901 Individual Procurement Transactions 1202 General Supply Accounting 1205 Self Service Supply 1206 Maintenance 1208 Personnel Travel and Transportation 1211 REQUESTING RECORDS Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. BLANKET ROUTINE USES Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. LAW ENFORCEMENT ROUTINE USE In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. CONGRESSIONAL INQUIRIES ROUTINE USE Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. PRIVATE RELIEF LEGISLATION ROUTINE USE Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law. COUNTERINTELLIGENCE PURPOSES ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. B0210-06 System name: Inspector General Investigative Files. System location: Office of the Inspector General at DMA Headquarters, DMA Hydrographic/Topographic Center, DMA Aerospace Center, Defense Mapping School, DMA Systems Center, DMA Reston Center, and DMA Combat Support Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Categories of individuals covered by the system: Any individual, military or civilian assigned to, employed by or having reason to do official business with the Defense Mapping Agency or one of its employees. Categories of records in the system: Investigative Files consist of written inquiries or investigative reports pertaining to complaints, possible violations or improper procedures pertaining to DMA personnel, procedures, policies or programs. Authority for maintenance of the system: 44 U.S.C. 3101, Records Management by Federal Agencies. Purpose(s): To analyze and evaluate the effectiveness and efficiency of DMA policies, programs, and procedures; to use complaints, inquiries or investigations to initiate proper corrective action if the allegation is proven to be true in fact; to be used as basis for corrective actions. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of DMA's 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: Files are considered official in nature and are made available only to the Inspector General and Command officials. Storage: Paper records are stored in file folders and secured in safe-file cabinets. Retrievability: Alphabetically by last name or subject matter DOD Hotline Number. Safeguards: Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access. Retention and disposal: Files accumulated in the Office of the Inspector General are permanent. System manager(s) and address: Inspector General, ST A-9, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Inspector General, ST A-9, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to Inspector General, ST A-9, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Written requests for information should contain the full name of the individual, current address and telephone number, Social Security Number. For personal visits the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card, and give some verbal information that could be verified. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Inspector General Investigative reports are the written results of IG inquiries or investigation of written or oral allegations from complaints. Exemptions claimed for the system: None. B0210-07 System name: Inspector General Complaint Files. System location: Office of the Inspector Generals at DMA Headquarters, DMA Hydrographic/Topographic Center, DMA Aerospace Center, Defense Mapping School, DMA Systems Center, DMA Reston Center, and DMA Combat Support Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Categories of individuals covered by the system: Any individual, military or civilian assigned to, employed by, or having reason to do official business with the Defense Mapping Agency or one of its employees. Categories of records in the system: Files contain letters or memorandums received by the Defense Mapping Agency wherein someone has complained about DMA personnel, programs, policies and/or procedures. Authority for maintenance of the system: 44 U.S.C. 3101, 3102 - Records Management by Federal Agencies. Purpose(s): As a basis to conduct an inquiry or investigation of the complaint; to initiate proper corrective action if justified. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of DMA's 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: Files are considered official in nature and are made available only to the Inspector General and Command officials. Storage: Paper records are stored in file folders and secured in safe-file cabinets. Retrievability: Alphabetically by last name of individual or by subject. Safeguards: Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access. Retention and disposal: Destroyed one year after completion and close of case. System manager(s) and address: Inspector General, ST A-9, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Inspector General, ST A-9, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to Inspector General, ST A-9, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Written requests for information should contain the full name of the individual, current address and telephone number. For personal visits, the individual should be able to provide some acceptable identification, such as, drivers license, etc., and some verbal information. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Source of Inspector General Complaint files are letters or memorandums received by HQ DMA from military or civilian. Exemptions claimed for the system: None. B0228-04 System name: Historical Photographic Files. System location: Public Affairs office - DMA Hydrographic/Topographic Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Decentralized Segments - Records Holding Area, Information Management Support Division. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Categories of individuals covered by the system: Commanding Officers; civilian employees (staff organization) VIP visitors; awards, suggestions, sports, retirement ceremonies. Categories of records in the system: Photographs and negatives of awards, suggestions, sports, retirement ceremonies. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): To furnish copies of photographs to organizations that requested photographs to be taken, to obtain the background information regarding events, ceremonies, awards, sports, retirements at DMA for input to newspapers and magazine articles to recognize accomplishments and publications. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To News Media for Public Relations and Community Affairs Matters and to organizers of testimonials, banquets and parties for the purpose of obtaining background information regarding events, ceremonies, awards, sports, and retirements at DMA. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Prints and negatives filed in cabinets. Retrievability: Filed by name and/or event. Safeguards: Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access. Retention and disposal: Records are Permanent. Records will be retired to Washington National Records Center on discontinuance of the installation. System manager(s) and address: Public Affairs Office, ST A-11, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Public Affairs Office, ST A-11, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to Public Affairs Office, ST A-11, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Written requests for information should contain the full name of the individual, current address and telephone number, Social Security Number. For personal visits the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card and give some verbal information that could be verified. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Photographs taken at awards ceremonies; sporting events; retirement parties. Exemptions claimed for the system: None. B0228-10 System name: Installation Historical Files. System location: Public Affairs Office - DMA Hydrographic/Topographic Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Decentralized Segments - Records Holding Area, Information Management Support Division. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Categories of individuals covered by the system: Individuals who have given speeches or written an article for a magazine or newspaper. Categories of records in the system: Copies of speeches and articles for magazine or newspapers. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations. Purpose(s): To furnish background information on the history of installations to obtain up-to-date information on all speeches, articles for magazines and newspapers published or given by an individual of DMA; to recognize accomplishments and publications. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To News for Public Relations and Community Affairs Matters and to organizers of testimonials and banquets for the purpose of obtaining background information on the history of installations, up-to-date information on all speeches, articles for magazines and newspapers published or given by an individual of DMA, and recognizing accomplishments and publications. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders. Retrievability: Files retrieved alphabetically by name of individual. Safeguards: Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access. Retention and disposal: This is a permanent record. Retired from Records Holding Area. System manager(s) and address: Public Affairs Office, ST A-11, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Public Affairs Office, ST A-11, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to Public Affairs Office, ST A-11, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Written requests for information should contain the full name of the individual, current address and telephone number, Social Security Number. For personal visits the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card, and give some verbal information that could be verified. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Employee copies of speeches; newspapers; magazines, photographs and related publications. Exemptions claimed for the system: None. B0302-13 System name: Record of Accounts Receivable. System location: Finance and Accounting Division, ST L-5, Defense Mapping Agency, 3200 South Second Street, St. Louis, IL 63118-3399. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Categories of individuals covered by the system: List of Contract Sales Agents, domestic and foreign, DMA Contractors, and current and former DMA civilian employees with outstanding balances due DMA. Categories of records in the system: Alphabetical file containing name of individual or company, address and special identifying code. Authority for maintenance of the system: The Budget and Accounting Procedure Act of 1950, Pub. L. 81-784. Purpose(s): To post credits and collection of accounts receivable balances. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: 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 (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). Information may be provided to other Federal agencies for the purpose of collecting debts owed by individuals employed, or believed to be employed, by those agencies and owing DMA monies. The `Blanket Routine Uses' set forth at the beginning of DMA's 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: Hard copy manifests and/or computer printouts. Retrievability: Filed alphabetically by name of account. Safeguards: Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access. Retention and disposal: Records are maintained after case settlement for three years in working area and then in storage area for an additional two years prior to destruction. System manager(s) and address: Finance and Accounting Division, ST L-5, Defense Mapping Agency, 3200 South Second Street, St. Louis, IL 63118-3399. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Finance and Accounting Division, ST L-5, Defense Mapping Agency, 3200 South Second Street, St. Louis, IL 63118-3399. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to Finance and Accounting Division, ST L-5, Defense Mapping Agency, 3200 South Second Street, St. Louis, IL 63118-3399. Individuals should provide full name, current address and telephone number. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Hard copy accounts receivable manifests prepared from finance and contractual documents. Exemptions claimed for the system: None. B0303-01 System name: Individual Pay Record Files. System location: DMA Aerospace Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Categories of individuals covered by the system: Civilian pay record file contains magnetic tape. Created and updated by the use of time and attendance cards, address cards, savings bond forms, taxation documents, insurance documents, allotment documents, Standard Form 50. Categories of records in the system: Record of pay data and related information pertaining to DMA employees. Authority for maintenance of the system: 31 U.S.C. 66a, Accounting and Auditing - Duties of Agency Heads; Information and Controls to be Covered. Purpose(s): To establish, maintain and administer the employee's authorized pay and leave; to compute bi-weekly earnings, pay deductions, and net pay due the employee to identify rate of pay and authorized deductions, as well as sick and annual leave accumulation, usage and balances; to provide a master tape listing, a civilian payroll master tape, a bi-weekly leave and earnings statement, and a civilian employee paycheck. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of DMA's compilation of systems of records notices apply to this system. Name and home addresses, or designated mailing addresses, of bargaining unit employees to labor organizations recognized under 5 U.S.C. Chapter 71. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper record in file folders and/or Kardex book. Retrievability: Filed alphabetically by last name of employee. Safeguards: Buildings or facilities employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared, and trained. Retention and disposal: Tapes are retained in tape library, and are updated each pay period. Printouts maintained and retained in current files are (CFA) and are forwarded in annual blocks to the National Personnel Records Center, GSA, 111 Winnebago Street, St. Louis, MO 63ll8, l8 months after close of the calendar year or within 90 days after receipt of audit completion letter, whichever is first. System manager(s) and address: Office of the Comptroller, Finance and Accounting Division. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Comptroller, Finance and Accounting Division. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Comptroller, Finance and Accounting Division. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Written requests for information should contain the full name of the individual, current address and telephone number, and the case control number that appears with the office symbol, on all correspondence received from this office. For personal visits, the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card, and give some verbal information that could be verified. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Time and attendance cards, savings bond forms and similar withholding requests of the employee. Exemptions claimed for the system: None. B0303-05 System name: Leave Record Files. System location: Office of the Comptroller, Finance and Accounting Division. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Categories of individuals covered by the system: All civilian employees of DMA. Categories of records in the system: Record of official annual accumulation and use of employee's leave. Authority for maintenance of the system: 21 U.S.C. 1175 Purpose(s): To record official annual accumulation and use of employee's leave. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of DMA's 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: Magnetic tapes and printouts. Retrievability: Files are by payroll block number, organization, and name. Safeguards: Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access. Retention and disposal: Applications for leave - Destroy on receipt of audit completion letter. Remaining Files: Destroy after 6 years, 3 months old, or 90 days after receipt of audit completion letter. System manager(s) and address: Finance and Accounting Division, ST L-5, Defense Mapping Agency, 3200 South Second Street, St. Louis, IL 63118-3399. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Finance and Accounting Division, ST L-5, Defense Mapping Agency, 3200 South Second Street, St. Louis, IL 63118-3399. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to Finance and Accounting Division, ST L-5, Defense Mapping Agency, 3200 South Second Street, St. Louis, IL 63118-3399. Written requests for information should contain the full name of the individual, current address and telephone number, and Social Security Number. Visits are limited to normal working hours. For personal visits, the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card, and give some verbal information that could be verified. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Time and attendance cards initialed by employee. Accumulation and use of leave. Exemptions claimed for the system: None. B0402-05 System name: Legal Claims File. System location: Primary location: Office of the General Counsel, DMA Fairfax; Office of the General Counsel, DMA Bethesda; Office of the General Counsel, DMA St. Louis. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Decentralized Segments - Washington National Records Center, GSA, 4205 Suitland Road, Suitland, MD 20409, Department of Army, Judge Advocate General, Pentagon, Washington, DC. Categories of individuals covered by the system: DMA personnel having a claim against the Government for loss, damage, or destruction of personal property. Any individual filing a tort claim against DMA for damages, loss or destruction of property, personal injury or death resulting from negligence or wrongful act, or omission of acts by DMA personnel and individuals against whom the Agency has legal claim. Categories of records in the system: File contains individual's claims, related correspondence and processing papers, investigative reports, recommendations and opinions of the General Counsel's Office. Authority for maintenance of the system: 44 U.S.C. 3101, Records Management by Federal Agencies and 28 U.S.C. 2671-2680, Federal Torts Claims Act. Purpose(s): To document claims against the Government by DMA personnel for damage, loss, or destruction of personal property incident to their service. 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: The `Blanket Routine Uses' set forth at the beginning of DMA's 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 record in file folders and/or floppy disk. Retrievability: Filed alphabetically by last name of employee or by case name. Safeguards: Records are maintained in a secured/locked file cabinets with access limited to authorized personnel whose duties require access. Retention and disposal: Disapproved claims and claims involving a minor are destroyed 10 years after final action on the case. Approved claims are destroyed 5 years after final action on the case. System manager(s) and address: General Counsel, ST A-7, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the General Counsel, ST A-7, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the General Counsel, ST A-7, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Written requests for information should contain the full name of the individual, current address and telephone number, and Social Security Number. Visits are limited to normal working hours. For personal visits the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card, and give some verbal information that could be verified. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Related forms, correspondence, investigative reports and information gathered in anticipation of litigation, and opinions of Counsel. Exemptions claimed for the system: None. B0408-11 System name: Biography Files. System location: Public Affairs Offices-Defense Mapping Agency Headquarters, DMA Hydrographic/Topographic Center, DMA Aerospace Center, Defense Mapping School, and DMA Combat Support Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Categories of individuals covered by the system: All top management and other key personnel of DMA. Categories of records in the system: Biographies; photographs; newspaper clippings and related documents pertaining to leading military and civilian personalities. Authority for maintenance of the system: 44 U.S.C. 3101, Records Management by Federal Agencies. Purpose(s): To document biographies, photographs, newspaper clippings, and related materials pertaining to leading DMA military and civilian personalities. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of DMA's 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 record in file folders and/or Kardex book. Retrievability: Filed alphabetically by last name of employee. Safeguards: Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access. Retention and disposal: Destroy two years after transfer, separation or death of the individual concerned. System manager(s) and address: Public Affairs Office, ST A-11, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Public Affairs Office, ST A-11, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Public Affairs Office, ST A-11, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Written requests for information should contain the full name of the individual, current address and telephone number, and the case control number that appears with the office symbol, on all correspondence received from this office. For personal visits, the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card, and give some verbal information that could be verified. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Biographical data furnished by individual. Exemptions claimed for the system: None. B0502-03 System name: Master Billet/Access Record. System location: Primary system is located at the Special Security Office, Defense Mapping Agency Headquarters, 8613 Lee Highway, Fairfax, VA 22031- 2137. Decentralized segments exist at the DMA Hydrographic/Topographic Center; DMA Aerospace Center; DMA Reston Center; and the DMA Systems Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Categories of individuals covered by the system: All DMA employees and contractor personnel who have been indoctrinated for access to Sensitive Compartmented Information (SCI) or have been granted a clearance level. In addition, employees of other government agencies are included for the period during which their security clearance or SCI access status is permanently certified to DMA. Categories of records in the system: File may contain for an individual the following: Name, rank/ grade, military component or civilian status, Social Security Number, SCI billet number and title, SCI accesses authorized and held, date background investigation completed, date indoctrinated, date and state of birth, company or agency, type of badge the individual is eligible to receive, type of clearance held. Authority for maintenance of the system: E.O. 12958, National Security Information and E.O. 9397. Purpose(s): To identify and verify DMA personnel authorized access to SCI in order to control access to secure areas for use of classified information, for periodic re-indoctrination (re-briefing) of employees for SCI access, for periodic security education and training, and for control and reissue of identification badges. To certify personnel SCI access status to the Defense Intelligence Agency for updating the Security Management Information System. To verify visit approval and/or access to classified material through Security Specialists/Assistants, DMA Security Police and other contract security guards at DMA. 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: Information is used to certify and verify SCI access status to other government agencies. The `Blanket Routine Uses' set forth at the beginning of DMA's 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: Records are stored in file server database for retrieval through visual display terminals and line printers. Retrievability: Files are retrieved by name and at least one other personal identifier, such as a date of birth, place of birth, Social Security Number or military service number. Files may also be retrieved by billet number. Safeguards: Buildings or facilities employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained. Transmission of system data between DMA components is by secure mail channels. Access to the database is password-protected. Retention and disposal: Destroy two years after transfer, reassignment or separation of the individual from DMA. System manager(s) and address: Security Policy Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Security Policy Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Security Policy Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Written requests for information should contain the full name of the individual, Social Security Number, current address and telephone number. For personal visits, the individual should be able to furnish personal identification containing his/her full name, Social Security Number, physical description, photograph, and signature. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Information is supplied by the individual concerned through completion of the Personal History Statement DD Form 398. The basis for billet entries are security clearance or access approval messages or correspondence from the Defense Intelligence Agency; bases for incumbent entries are indoctrination oaths executed by incumbents at time of indoctrination. Exemptions claimed for the system: None. B0502-03-2 System name: Classified Material Access Files. System location: Primary System: Security Offices at DMA Headquarters, DMA Hydrographic/Topographic Center, DMA Aerospace Center, Defense Mapping School, and DMA Systems Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Decentralized Segments: Requesting offices at DMA and organizations requiring the access authorization. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Categories of individuals covered by the system: Individuals authorized to have access to classified files. Categories of records in the system: Documents reflecting authorization to have access to classified material. They include forms containing individual's name, and signature, classification of files concerned, information desired, and signature of an official authorizing access. Authority for maintenance of the system: E.O. 12958, National Security Information. Purpose(s): To maintain records of individuals authorized access to classified material by specific categories and for established purposes; to check authorized individuals for access to classified material and guard authorization. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of DMA's 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 record in file folders and/or Kardex book. Retrievability: File alphabetically by last name or grade of individual requiring access. Safeguards: Buildings or facilities employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared, and trained. Retention and disposal: Temporary Record - Destroy on transfer, reassignment, or separation of the individual. System manager(s) and address: Information Systems Security Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Information Systems Security Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Information Systems Security Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Written requests for information should contain the full name of the individual, current address and telephone number, and Social Security Number. Visits are limited to normal working hours. For personal visits the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card, and give some verbal information that could be verified. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Report of investigating agency that conducted the background investigation. Exemptions claimed for the system: None. B0502-15 System name: Security Compromise Case Files. System location: Primary System: Security offices at DMA Headquarters, DMA Hydrographic/Topographic Center, DMA Aerospace Center, Defense Mapping School, DMA Systems Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Decentralized Segments - Department of Justice and FBI on felonies cases. Categories of individuals covered by the system: DMA personnel security violation. Categories of records in the system: Documents relating to investigations of alleged security violations, such as missing documents, unauthorized disclosure of information, unattended open security containers, documents not properly safeguarded and matters of a similar nature. Authority for maintenance of the system: E.O. 12958, National Security Information. Purpose(s): To protect records relating to investigations conducted into alleged and/or actual security violations by Security Office personnel and appointed investigating officials. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of DMA's 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 record in file folders and/or Kardex book. Retrievability: Filed alphabetically by last name of employee. Safeguards: Buildings or facilities employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared, and trained. Retention and disposal: Files relating to alleged violations of a sufficiently serious nature that they are referred to the Departments of Justice or Defense for prosecutive determination, exclusive of files held by Department of Justice for Defense offices responsible for making such determinations are destroyed 5 years after close of case. All other files, exclusive of papers placed in official personnel folders are destroyed 2 years after completion of final action or when no longer needed, whichever is sooner. System manager(s) and address: Information Systems Security Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Information Systems Security Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Information Systems Security Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Written requests for information should contain the full name of the individual, current address and telephone number, and Social Security Number. Visits are limited to normal working hours. For personal visits the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card, and give some verbal information that could be verified. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Reporting organization or official. Exemptions claimed for the system: None. B0503-02 System name: Security Identification Accountability Files. System location: Security offices at DMA Hydrographic/Topographic Center, DMA Aerospace Center, Defense Mapping School, DMA Systems Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Categories of individuals covered by the system: Any civilian employee. Categories of records in the system: File contains the application, supporting materials and the number of the identification badges. Authority for maintenance of the system: E.O. 12958, National Security Information. Purpose(s): To maintain accountability for various identification cards/ badges issues and identify to whom issued. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of DMA's 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 records kept in file folders by number also in desk type cabinet. Retrievability: Filed alphabetically by name. Safeguards: Building employs security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained. Retention and disposal: Temporary Record-Transfer to Records Holding Area after last card or badge number entered has been accounted for. Hold for three years and destroy. System manager(s) and address: Information Systems Security Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Information Systems Security Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Information Systems Security Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Written requests for information should contain the full name of the individual, current address and telephone number, and the case control number that appears with the office correspondence received from this office. For personal visits, the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card and give some verbal information that could be verified with his `case' folder. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Individual's badge request, personnel forms and investigatory findings. Exemptions claimed for the system: None. B0503-03 System name: Firearms Authorization Files. System location: DMA Hydrographic/Topographic Center and DMA Aerospace Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Categories of individuals covered by the system: Security guards that have been issued firearms and ammunition. Categories of records in the system: Documents authorizing DMA civilian guards to carry firearms. Included are firearms authorization cards and related papers. Authority for maintenance of the system: 50 U.S.C. 61; Arms and Ammunition issued to protect public property; reimbursement of Department of Army. Purpose(s): To maintain required firearms annual qualifications records, weapons serial numbers and firearms authorization cards issued to each assigned Security Police. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of DMA's 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 record in file folders and/or Kardex book. Retrievability: Filed alphabetically by last name of employee. Safeguards: Buildings or facilities employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared, and trained. Retention and disposal: Temporary Record, Destroy upon expiration of authorization. System manager(s) and address: Information Systems Security Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Information Systems Security Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Information Systems Security Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Written requests for information should contain the full name of the individual, current address and telephone number, and Social Security Number. Visits are limited to normal working hours. For personal visits the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card, and give some verbal information that could be verified. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Weapon serial number, and authorization of issue authorization card issued. Exemptions claimed for the system: None. B0503-05 System name: Vehicle Registration and Driver Record File. System location: DMA Headquarters, DMA Hydrographic/Topographic Center, and DMA Aerospace Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Categories of individuals covered by the system: Any person privileged to operate a motor vehicle on a military installation and who has been involved in a chargeable traffic accident or whose commission of a moving traffic violation has been verified. Categories of records in the system: File contains a record of issuance of decal and of all traffic offenses/incidents and actions. Authority for maintenance of the system: 50 U.S.C. 797; Internal Security - Security Regulations and Orders; Penalty for Violation. Purpose(s): To record traffic offenses, incidents and actions taken. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of DMA's 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: 8 x 5 paper cards in card file cabinet. Retrievability: Filed alphabetically by last name of employee. Safeguards: Buildings or facilities employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared, and trained. Retention and disposal: Destroy one year after revocation or expiration. System manager(s) and address: DMA Headquarters, DMA Hydrographic/Topographic Center, and DMA Aerospace Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DMA Headquarters, DMA Hydrographic/Topographic Center, and DMA Aerospace Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the DMA Headquarters, DMA Hydrographic/Topographic Center, and DMA Aerospace Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Written requests for information should contain the full name of the individual, current address and telephone number, and Social Security Number. Visits are limited to normal working hours. For personal visits, the individual should be able to provide some acceptable identification and also some information that would verify his need to know. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Report of traffic violation from Security police. Exemptions claimed for the system: None. B0503-09 System name: Key Accountability Files. System location: Security Offices at the DMA Headquarters, DMA Hydrographic/ Topographic Center, DMA Aerospace Center, and Defense Mapping School. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Categories of individuals covered by the system: Individuals with keys to a secure area. Categories of records in the system: Documentation relating to the issue, return and accountability for keys to secure areas. Authority for maintenance of the system: E.O. 12958, National Security Information Purpose(s): To maintain documentation on periodic inspections, key accountability, reference checks and daily use records and investigations into loss or destruction of secure areas. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of DMA's 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 records in file folders. Retrievability: Filed alphabetically by name. Safeguards: Buildings, facilities employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained. Retention and disposal: Files relating to keys to restricted security areas are destroyed 3 years after turn-in of key or on discontinuance, whichever is first. Files relating to keys to other areas are destroyed 6 months after turn-in of key or on discontinuance, whichever is first. System manager(s) and address: Information Systems Security Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Information Systems Security Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Information Systems Security Division, ST A-15, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Requests from individuals should contain the full name of the individual, current address and telephone number, Social Security Number. For personal visits the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card, and give some verbal information that could be verified. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Individual's key requests, personnel forms and investigatory findings. Exemptions claimed for the system: None. B0504-01-2 System name: Personnel Security and Suitability Files. System location: Personnel Security offices at Defense Mapping Agency Headquarters, Office of Human Resources, Personnel Security Division, and Defense Mapping Agency Human Resources Operations Offices, Personnel Security Branches at Defense Mapping Agency Hydrographic/ Topographic Center in Bethesda, MD, and DMA Aerospace Center in St. Louis. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Categories of individuals covered by the system: Military and civilian personnel who are assigned to, or employed by DMA; and applicants for employment by DMA whose official duties require access to classified information, occupy nonsensitive positions, and/or have been assigned to Sensitive Compartmented Information (SCI) billets, and who have therefore been investigated under the provisions of DoD and the CIA regulations. Categories of records in the system: Biographical data, employment application and personnel security forms, reports of interviews conducted by authorized organizations, correspondence relating to adjudicative matters (i.e. medical, law enforcement, and/or financial information, etc), reports of administrative actions and/or security violations, attorney and/or representative correspondence, and all information provided by subject. Authority for maintenance of the system: 5 U.S.C. 7532 (E.O. 10450, Security Requirements for Government Employees); 5 U.S.C. 7531 (9), Presidential Memorandum, May 23, 1988; E.O. 12958, National Security Information; DoD 5200.2-R, DoD Personnel Security Program; DMA Policy Directive 522-1, Personnel Security and Suitability Programs; Director of Central Intelligence Directive No. 1/14; and E.O. 9397. Purpose(s): To maintain up-to-date personnel security and suitability information for DMA civilians, military and applicant personnel who require access to classified information; to determine and ensure continued eligibility for access to classified information; to promote the efficiency of the service; and in the interests of National Security. This includes all civilian, military and applicant personnel who occupy or may occupy sensitive positions without access, and nonsensitive positions. 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: The `Blanket Routine Uses' set forth at the beginning of DMA's 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 records in file folders. Retrievability: Alphabetically by name of individual. Safeguards: Most buildings, facilities employ security guards. For facilities no protected by security guards, records are maintained in cabinets with 3-position dial locks. Records are maintained in areas accessible only to authorized personnel that are properly screened, investigated and trained. Retention and disposal: Records are retained in an active file during subject is assigned to, employed by, or a current applicant with DMA. Upon termination of employment or affiliation with DMA, the file is destroyed. As required by DoD regulation, files inactivated through due process/ suspension of access are retained for a period of 5 years, then destroyed. Files are retained for all action litigation or administrative actions regardless of the status of the individual. System manager(s) and address: Chief, Office of Human Resources, Personnel Security Division, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Human Resources, Personnel Security Division, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Written requests for information must contain individual's full name, current address, telephone number, Social Security Number and signature. Record access procedures: Individuals seeking to access to information about themselves contained in this system should address written inquiries to the Chief, Office of Human Resources, Personnel Security Division, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Written requests for information must contain individual's full name, current address, telephone number, Social Security Number and signature. Contesting record procedures: DMA's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Subject themselves; investigative paperwork and related forms; reports of investigation (containing inquiries of birth, police files, Federal Bureau of Investigation files, Defense Intelligence Agency files, education, credit, neighborhood, and personnel files), and all persons interviewed, during the conduct or an official inquiry. Exemptions claimed for the system: None. B0614-01 System name: Military Personnel Information Files. System location: Military Personnel offices at DMA Offices of Human Resources, Military Personnel Division, (HRM); DMA Bethesda; DMA St. Louis; and at the Defense Mapping School, Ft. Belvoir, VA. Official mailing addresses are published as an appendix to DMA's compilation of systems of records. Categories of individuals covered by the system: Military personnel assigned to DMA. Categories of records in the system: Copies of Army, Air Force, Navy, or Marine Corps qualification records and assignment orders. Copies of leave requests, biographies, evaluation/fitness reports, security information, completed decoration documents, and finance action forms. Routine correspondence regarding assignment actions, duty assignments, extension of DMA tour, requests for training, etc. Authority for maintenance of the system: 44 U.S.C. 3l0l. Purpose(s): To determine the acceptability of an individual nominated by the parent service for a DMA position: to be used in the preparation of efficiency/fitness/effectiveness reports, award recommendations, and other personnel actions. Documents used to assist HRM personnel in serving as liaison between the individual, DMA, and the servicing Military Personnel offices. 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: The `Blanket Routine Uses' set forth at the beginning of DMA's 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 records in file folders. Retrievability: Alphabetically by name of individual. Safeguards: Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access. Retention and disposal: Retain until departure of individual from DMA. Hold one year and destroy. System manager(s) and address: Office of Human Resources, Military Personnel Division, ST A-8, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of Human Resources Military Personnel Division, ST A-8, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of Human Resources Military Personnel Division, ST A-8, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Written requests for information should contain the full name of the individual, current address and telephone number, service number on all correspondence received from this office. Visits are limited to normal working hours. For personal visits, the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification cards, and give some verbal information that could be verified. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Information is obtained from the individual's Service Military Personnel Center, the individual's rating official within the DMA and the individual concerned. Exemptions claimed for the system: None. B0901-07 System name: Alcoholism and Drug Abuse Files. System location: Primary location: DMA Fairfax. Decentralized locations: DMA Bethesda, DMA Reston, and DMA St. Louis. Records Holding Area, Administrative Operations Division. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Categories of individuals covered by the system: All civilian employees who have contacted program counselor requesting assistance. Categories of records in the system: File contains counseling interview notes, medical documents, therapy/treatment referral notes. Authority for maintenance of the system: 21 U.S.C 1175; 5 U.S.C. 7301; 42 U.S.C. 290dd-3 and 290ee-3; Pub. L. 100-71; E.O. 12564, Drug-Free Federal Workplace; and E.O. 9397. Purpose(s): To maintain documents relating to alcohol and narcotic control, treatment, assistance, and advice provided to DMA personnel. 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: In order to comply with provisions of 5 U.S.C. 7301 and 42 U.S.C. 290dd-3 and 290ee-3, the Defense Mapping Agency `Blanket Routine Uses' do not apply to this system of records. Records in this system may not be disclosed without the prior written consent of such patient, unless the disclosure would be: To medical personnel to the extent necessary to meet a bona fide medical emergency; To qualified personnel for the purpose of conducting scientific research, management audits, financial audits, or program evaluation, but such personnel may not identify, directly or indirectly, any individual patient in any report of such research, audit, or evaluation, or otherwise disclose patient identities in any manner; and If authorized by an appropriate order of a court of competent jurisdiction granted after application showing good cause therefor. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders. Retrievability: Filed chronologically by number; names deleted, but are known by counselor. Safeguards: Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access. Retention and disposal: Destroy when 3 years old. System manager(s) and address: Office of Human Resources, Work Force Management Division, ST A- 8, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137.. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Human Resources Work Force Management Division, ST B-5, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to Human Resources Work Force Management Division, ST B-5, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Written requests for information should contain the full name of the individual, current address and telephone number, and Social Security Number. Visits are limited to normal working hours. For personal visits the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card, and give some verbal information that could be verified. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Employee interviews and medical reports. Employee or relatives. Exemptions claimed for the system: None. B1202-17 System name: Contracting Officer Designation Files. System location: NIMA Contracting Officers are located at NIMA Headquarters in Bethesda, MD; Reston, VA; Washington Navy Yard, Washington, DC; and NIMA St. Louis, MO. Official mailing addresses are published as an appendix to NIMA's compilation of systems of records notices. Categories of individuals covered by the system: Employee designated Contracting Officer and Contracting Officer Representative. Categories of records in the system: Documents reflecting the designation and rescission of Contracting Officers and Contracting Officers representative which includes the specific procurement authorities delegated. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; Federal Acquisition Regulations (48 CFR Ch. 1); Defense Acquisition Regulations Supplement (48 CFR Ch. 2); NIMA Instruction for Acquisition, Program Development and Approval; NIMA Instruction 5100.1R3. Purpose(s): To maintain documents showing individual designated as Contracting Officers; to include data reflecting limitations, restrictions on authority, and background information for use in other contracts. 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: The `Blanket Routine Uses' set forth at the beginning of DMA's 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 records in file folders and on electronic medium. Retrievability: Information is retrieved by name of contracting officer. Safeguards: Records are maintained in a secured area with access limited to authorized personnel whose duties require access. The database can only be accessed via a correct user ID and password. Retention and disposal: Records are temporary. NIMA destroys these records upon the transfer, reassignment or termination of the contracting officer. System manager(s) and address: Procurement Technician, National Imagery Mapping Agency, PCP (D- 15), 4600 Sangamore Road, Bethesda, MD 20816-5003. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the National Imagery and Mapping Agency, 4600 Sangamore Road, GC (D10), Bethesda, MD 20816-5003. Written requests for information should contain the full name of the individual, current address and telephone number. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the National Imagery Mapping Agency, GC (D-10), 4600 Sangamore Road, Bethesda, MD 20816-5003. Written requests for information should contain the full name of the individual, current address and telephone number. Contesting record procedures: NIMA's rules for accessing records, and for contesting contents and appealing initial agency determinations are published in NIMA Instruction 5500.7R1; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Certificate of Appointment and background information on education, training, experience, Standard Form l402, and specific information on procurement authorities delegated. Exemptions claimed for the system: None. B1211-03 System name: Passport Files. System location: DMA Headquarters, DMA Hydrographic/Topographic Center, and DMA Aerospace Center. Official mailing addresses are published as an appendix to DMA's compilation of systems of records notices. Decentralized Segment: State Department (Passports). Categories of individuals covered by the system: Individuals traveling overseas on official government orders. Categories of records in the system: Documents relating passports and visas for DMA personnel, including their dependents. Included are requests and receipts for passports, transmittal letters, control cards, and related documents. Authority for maintenance of the system: 44 U.S.C. 3l0l, Records Management by Federal Agencies. Purpose(s): To maintain documents relating to passports and visas for DMA personnel and their dependents, for travel. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of DMA's 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 records in locked cabinets. Retrievability: By name of individual. Safeguards: Records are maintained in a secured area/locked file cabinets with access limited to authorized personnel whose duties require access. Retention and disposal: Held in active office until separation or transfer of individual. Transferred to State Department upon transfer or separation of individual. System manager(s) and address: Information Management Office, ST A-2, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Information Management Office, ST A-2, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to Information Management Office, ST A-2, Defense Mapping Agency, 8613 Lee Highway, Fairfax, VA 22031-2137. Written requests for information should contain the full name of the individual, current address and telephone number, Social Security Number. For personal visits the individual should be able to provide some acceptable identification, such as, drivers license, employing office's identification card, and give some verbal information that could verify employment. Contesting record procedures: DMA's rules for accessing records and contesting contents and appealing initial agency determinations are published in DMA Instruction 5400.11; 32 CFR part 320; or may be obtained from the system manager. Record source categories: Requests and receipt for passports and visas. Exemptions claimed for the system: None. National Imagery and Mapping Agency Official Mailing Addresses National Imagery and Mapping Agency, 4600 Sangamore Road, Bethesda, MD 20816-5003. National Imagery and Mapping Agency, 3200 South Second Street, St. Louis, MO 63118-3399. National Imagery and Mapping Agency, 1210 Sunrise Valley Drive, Reston, VA 22091-3414. NIMA College, 5825 21st Street, Suite 106, Ft. Belvoir, VA 22060- 5921. OFFICE OF THE INSPECTOR GENERAL, DOD REQUESTING RECORDS Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. BLANKET ROUTINE USES Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. LAW ENFORCEMENT ROUTINE USE In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. CONGRESSIONAL INQUIRIES ROUTINE USE Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. PRIVATE RELIEF LEGISLATION ROUTINE USE Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law. COUNTERINTELLIGENCE PURPOSES ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. CIG-01 System name: Privacy Act and Freedom of Information Act Files. System location: Freedom of Information Act and Privacy Act Office, Office of the Assistant Inspector General for Administration and Management, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Categories of individuals covered by the system: Individuals who have submitted or were the subjects of request made under the Privacy Act of 1974 (5 U.S.C. 552a) or the Freedom of Information Act (5 U.S.C. 552). Categories of records in the system: Copies of all Freedom of Information Act and Privacy Act (FOIA/ PA) requests and the answers thereto. Correspondence pertaining to the requests, the information released or withheld; summaries, logs of actions taken and correspondence from and to other Department of Defense (DOD) and Federal agencies regarding specific requests of mutual interest. Documents pertaining to all appeals and legal actions concerning Office of the Inspector General (OIG) actions in response to such requests. Authority for maintenance of the system: Pursuant to the Inspector General Act of 1978, (Pub. L. 95-452), as amended, and DOD Directive 5106.1 (32 CFR part 376) implementing that law, the Inspector General (IG), DOD is authorized to organize, direct and manage the OIG, to include the creation and maintenance of necessary records. 5 U.S.C. 552, Freedom of Information Act and 5 U.S.C. 552a, the Privacy Act of 1974, as amended. Purpose(s): Records are used to respond to individual requests for access to records made under either act and to respond to requests for amendment made under the Privacy Act, to document OIG actions in response to these requests, and any subsequent appeals regarding agency actions or litigation. Records are used by OIG personnel to take and coordinate actions with other OIG, DOD, and Federal and state agencies. OIG investigative, audit and inspection personnel when the release of the information requested may have an impact on these activities. Also, information may be provided to the appropriate OIG element when further action is needed to verify assertions of the requester or to obtain permission to release information obtained from sources. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information from this system may be provided to other Federal agencies and state and local agencies when it is necessary to coordinate responses or denials. The `Blanket Routine Uses' set forth at the beginning of the OIG's 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 records in file folders and computerized index listings. Retrievability: Paper records are retrieved by Control Number assigned to individual case files. Computerized index listings are retrieved by individual's surname. Safeguards: Records are stored in locked security containers accessible only to authorized personnel. Retention and disposal: Privacy Act Records: Requests which are granted wholly, unappealed denials, and denials completely overruled on appeal by the appeal authority are destroyed two years after the reply or the final OIG, DOD action. Denials and partial denials which are not overruled on appeal or are the subject of litigation are destroyed five years after the final OIG or judicial action, as appropriate. Freedom of Information Act Records: Records of requests that are totally granted are destroyed two years after the date of the OIG reply. Records of all denials are destroyed five years after the OIG reply. Records of appeals are destroyed four years after final OIG, DOD reply or three years after final adjudication by a court, whichever is sooner. System manager(s) and address: Chief, Freedom of Information Act/Privacy Act Office, Office of the Assistant Inspector General for Administration and Management, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Please include full information regarding the previous request such as date, subject matter, and if available, copies of the previous OIG reply. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Please include full information regarding the previous request such as date, subject matter, and if available, copies of the previous OIG reply. 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: From the individuals on whom records are maintained and official records. Exemptions claimed for the system: None. CIG-02 System name: Applicant Records. System location: Primary location: Office of the Assistant Inspector General for Administration and Information Management, Personnel and Security Directorate, 400 Army Navy Drive, Arlington, VA 22202-2884. Portions of this system may be temporarily maintained by other Office of the Inspector General (OIG) offices. Categories of individuals covered by the system: Individuals who have submitted applications or other correspondence directly to OIG or its components indicating an interest in employment with the OIG or any of its components. Categories of records in the system: Temporary records of the applicant's interest in or qualifications for employment with the Office of the Inspector General. Authority for maintenance of the system: Pursuant to the Inspector General Act of 1971, (Pub. L. 95-452), as amended, and DOD Directive 5106.1 (32 CFR part 376) implementing that law, the IG, DOD is authorized to organize, direct the OIG, to include the creation and maintenance of necessary records. Purpose(s): To identify applicants and determine their eligibility for positions with the Office of the Inspector General. Used by OIG personnel and supervisory personnel to select employees and to respond to requests for employment. Information may be coordinated with other DOD activities for verification purposes. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information from this system may be provided to other Federal agencies when it is necessary to verify the information provided. The `Blanket Routine Uses' set forth at the beginning of the OIG's 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 records in file folders. Retrievability: Filed alphabetically by surname of applicant. Safeguards: Records are stored in locked security containers accessible only to authorized personnel. Offices are locked after duty hours and security guards are used. Retention and disposal: Records are temporary and are destroyed as classified waste as soon as a final OIG determination is made regarding the hiring action. System manager(s) and address: Office of the Assistant Inspector General for Administration and Management, Personnel and Security Directorate, 400 Army Navy Drive, Arlington, VA 22202-2884. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Written request should contain the full name of the applicant, and the approximate date of the application. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Written request should contain the full name of the applicant, and the approximate date of the application. 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: From the individuals on whom records are maintained and official records. Exemptions claimed for the system: None. CIG-03 System name: Personnel Locator Cards. System location: Primary location: Office of the Assistant Inspector General for Administration and Management, Administration and Resources Acquisition Directorate, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Secondary locations: The various components and activities of the Office of the Inspector General, DOD, maintain locator cards on personnel assigned to them. Categories of individuals covered by the system: Personnel assigned or attached to the Office of the Inspector General (OIG) or its components, and certain formerly assigned or attached individuals. Categories of records in the system: Locator cards reflecting the name, location and telephone number of the assigned or attached individual. Authority for maintenance of the system: Pursuant to the Inspector General Act of 1971, (Pub. L. 95-452), as amended, and DOD Directive 5106.1 (32 CFR part 376) implementing that law, the IG, DOD is authorized to organize, direct and manage the OIG, to include the creation and maintenance of necessary records. Purpose(s): Records are used to locate individuals assigned or attached to OIG by OIG administrative and supervisory personnel at the OIG and in field activities. Records are used to aid in the distribution of communications addressed to individuals, and to make and verify entries in personnel rosters, directories, and listings. Individuals are allowed to restrict the unofficial use of the information in the system. Locator information may be provided to agencies and individuals within DOD having a need for such information. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Locator information regarding specific individuals may be provided to other agencies and individuals upon request subject to the limits established by the individual. The `Blanket Routine Uses' set forth at the beginning of the OIG's 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: Records consist of paper forms and computerized listings. Retrievability: Filed alphabetically by surname. Safeguards: Records are stored in security containers and locked file cabinets accessible only to authorized personnel. Retention and disposal: Retained in active file until departure of the individual and then placed in inactive file. Destroyed one year after departure. Records are destroyed as if classified waste. System manager(s) and address: Office of the Assistant Inspector General for Administration and Management, Administration and Resources Acquisition Directorate, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Individual should provide the dates of his/her assignment to OIG and the OIG component to which assigned. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Individual should provide the dates of his/her assignment to OIG and the OIG component to which assigned. 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: From the individual on whom records are maintained and official records. Exemptions claimed for the system: None. CIG-04 System name: Case Control System - Investigative. System location: Primary location: Office of the Assistant Inspector General for Investigations/Defense Criminal Investigative Service, 400 Army Navy Drive, Arlington, VA 22202-2884. Decentralized Locations: Office of the Assistant Inspector General for Investigations/Defense Criminal Investigative Service Regional Field Offices, Resident Agencies, and various Investigations Headquarters components have temporary control over portions of the records. The Office of the Assistant Inspector General for Criminal Investigations Policy and Oversight (CIPO) originates and has control over portions of the records. Categories of individuals covered by the system: Any person or activity which is the subject of an ongoing or recently complete OIG investigation. Categories of records in the system: The file is composed of records of investigations which are being or have been conducted by the OIG. Records contain the name and other personal identifying information on individuals who are investigated. Authority for maintenance of the system: Pursuant to the authority contained in the Inspector General Act of 1978, (Pub. L. 95-452), as amended, and DOD Directives 5106.1 (32 CFR part 376) implementing the law, the Inspector General, DOD, is authorized to organize direct, and manage the OIG, to include creating and maintaining necessary records. Purpose(s): The file contains open and closed case listings used to manage investigations, to produce statistical reports, and to control various aspects of the investigative process. Users are the Case Control Officers; OIG Project Officers, and other OIG officials. Used to determine the existence, location, and status of cases, control workload, and to prepare statistical reports. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the OIG's 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 records and automated data system. Retrievability: By name, Social Security Number, military service number or case control number and complete text retrieval by single word or word groups for some records. Safeguards: Files are maintained in locked cabinets accessible only to those with an official need-to-know and electronic data system is pass word protected. Retention and disposal: Records are retained for one year and then disposed of as classified waste. System manager(s) and address: Office of the Assistant Inspector General for Investigations/ Defense Criminal Investigative Service, 400 Army Navy Drive, Arlington, VA 22202-2884. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Requester should provide the full name of the subject company or individual, and all maiden and alias names under which the file may be maintained. Personal identifiers which should be included are date and place of birth, Social Security Number, and the last four digits of a military service number. These assist in locating files and are helpful in conducting the search. However, furnishing of personal identifiers is voluntary. Searches will be limited to the data furnished. The office listed above may be visited from 9 a.m. to 3 p.m., Monday through Friday. Requesters visiting the office should bring personal documents as proof of identity. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Requester should provide the full name of the subject company or individual, and all maiden and alias names under which the file may be maintained. Personal identifiers which should be included are date and place of birth, Social Security Number, and the last four digits of a military service number. These assist in locating files and are helpful in conducting the search. However, furnishing of personal identifiers is voluntary. Searches will be limited to the data furnished. The office listed above may be visited from 9 a.m. to 3 p.m., Monday through Friday. Requesters visiting the office should bring personal documents as proof of identity. 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: OIG Case Control Centers. Exemptions claimed for the system: Portions of this system may be exempt pursuant to 5 U.S.C. 552(j)(2), as applicable. An exemption rule for this record system has been promulgated in accordance with the 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. CIG-05 System name: DOD Motions for Discovery of Electronic Surveillance Files. System location: Office of the Assistant Inspector General for Criminal Investigations Policy and Oversight, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Categories of individuals covered by the system: Those individuals and/or organizations on which the Department of Justice has requested information upon which to base their reply to court approval motions for discovery of electronic surveillance. Categories of records in the system: Chronological listing for identification and location of files. Individual case files to include original and subsequent requests from the Department of Justice; file copy of memorandum to the DOD Components' responses to the Office of Secretary of Defense (OSD), and copies of OSD's responses to the Department of Justice. Authority for maintenance of the system: 28 U.S.C. 526, Conduct of Litigation Reserved to Department of Justice. Purpose(s): Preparation of response to Department of Justice, as well as any subsequent inquiries from that office. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Department of Justice's response to court-approved motion for discovery. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders and computerized listings. Retrievability: Filed by year and case name. Safeguards: Records are stored in security combination lock file containers accessible only by office personnel of the Office of the Assistant Inspector General for Criminal Investigations Policy and Oversight and computerized listings are pass word protected. Retention and disposal: Records are permanent. They are retained in active file until end of calendar year in which project is completed, held one additional year in inactive file and subsequently retired to Washington National Records Center. System manager(s) and address: Office of the Assistant Inspector General for Criminal Investigations Policy and Oversight, 400 Army Navy Drive, Arlington, VA 22202-2884. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Written requests for information should contain the full name of the individual, date, and place of birth, and Social Security Number. The records requested may be made available to individuals for review at the Office of the Assistant Inspector General for Criminal Investigations Policy and Oversight, 400 Army Navy Drive, Arlington, VA 22202-2884. Contesting record procedures: The OIG's rules for accessing records and for contesting contents and appealing initial agency determinations are publishedin 32 CFR part 312 or may be obtained from the system manager. Record source categories: Department of Justice formal written inquiries and internal correspondence necessary to gather information to make replies to such inquiries. Exemptions claimed for the system: None. CIG-06 System name: Investigative Files. System location: Primary location: Office of the Assistant Inspector General for Investigations/Defense Criminal Investigative Service, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884 has primary control over the system. Decentralized Locations: Office of the Assistant Inspector General for Investigations/Defense Criminal Investigative Service Regional Field Offices, Resident Agencies, and various Investigations Headquarters staff elements originate and have temporary control over portions of the records. The Office of the Assistant Inspector General for Criminal Investigations Policy and Oversight, Office of the Assistant Inspector General for Inspections, and Office of the Assistant Inspector General for Departmental Inquiries (OAIG-DI). Categories of individuals covered by the system: DOD civilian personnel; members of the Armed Forces of the United States, Reserve components, and National Guard units; DOD contractors; individuals residing on, having authorized official access to, or contracting or operating any business or other functions at any DOD installation or facility; and individuals not affiliated with the Department of Defense when their activities have directly threatened the functions, property or personnel of the Department of Defense, or they have threatened any other high ranking government personnel who are provided protective service mandated by the Secretary of Defense, or they have engaged in, or are alleged to engage in criminal acts on DOD installations or directed at the Department of Defense, its personnel or functions; or individuals information regarding DOD activities falling under the purview of OIG responsibilities. Categories of records in the system: Official Reports of Investigation (ROIs) including any attachments, prepared by OIG or other DOD Federal, state, or local official investigative activities; Information Summary Reports (ISRs) which record unsolicited information of a criminal nature received by OIG concerning persons or incidents which are of direct interest to other DOD components or Federal agencies; documents, information, and confidential source files which are not included in the ROIs but which serve as the basis of investigations or which guide and facilitate investigative activities, including documents providing the data to open, direct, conduct, transfer and close cases; OIG file administration and management documents accounting for disclosure, control, and access to a file; and Grand Jury information not contained in reports, agent notes, fingerprint cards, duplicate files at the local level and other miscellaneous documents supporting the criminal investigation file. Authority for maintenance of the system: Pursuant to the authority contained in the Inspector General Act of 1978 (Pub. L. 95-452), as amended, and DOD Directive 5106.1 (32 CFR part 376) implementing that law, the Inspector General, DOD is authorized to organize, direct and manage the Office of the Inspector General, to include the creation of necessary records. Purpose(s): Investigative information is collected at the request of appropriate DOD officials or agencies to identify offenders, to provide facts and evidence upon which to base prosecution, to effect corrective administrative action and to recover money and property which has been wrongfully appropriated. Information contained in ISRs is disseminated to interested DOD components. Information is collected during reciprocal investigations conducted for other DOD investigative elements for maintenance and use by the requesting DOD activity. Users of OIG investigative information include: OIG personnel in the course of their official duties; other accredited DOD investigative elements, DOD Agencies, elements of the Military Departments and representatives of the Secretary of Defense and the Joint Chiefs of Staff. OIG investigative records are used: In criminal law enforcement investigations including statutory violations, counterintelligence as well as counterespionage and counterterrorist activities and other security matters; to provide information in contractor responsibility and suspension/debarment determinations; to provide information in contractual actions; to make statistical evaluations of OIG investigative activities; to respond to Freedom of Information Act access requests; to determine loyalty, suitability, eligibility, and general trustworthiness of individuals for access to classified information and government facilities, for entry into, retention in and for personnel actions in the Armed Forces or Federal employment; to provide information in response to Inspector General, Equal Employment, or other complaint investigations and congressional inquiries; to obtain relevant information from federal, state, local and foreign agencies; to obtain employment records, if necessary, from business enterprises; and to obtain information relevant to the on-going investigations. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information contained in ISR's is disseminated to interested Federal agencies. Information is collected during reciprocal investigations conducted for other Federal investigative elements (or in limited instances, for local or state law enforcement agencies) for maintenance and use by the requesting activity. Users of OIG investigative information include: Accredited Federal criminal and civil law enforcement agencies; regulatory and licensing agencies; other accredited Federal agencies conducting investigations to evaluate suitability for employment or access to classified information; congressional committees; and the General Accounting Office. OIG investigative records are used: In criminal law enforcement investigations including statutory violations; in counterintelligence as well as counterespionage and counterterrorist activities and other security matters conducted by other agencies; to assist agencies charged with the responsibility for investigating or prosecuting violations of laws, rules, regulations or orders; to provide information in judicial or adjudicative proceedings including litigation or in accordance with a court order; to determine loyalty, suitability, eligibility, and general trustworthiness of individuals for access to classified information and government facilities; by other Federal agencies in connection with hiring and retention of employees, issuance of security clearance, or other benefit by the requesting agency; to provide information pertinent to the protection of persons under the provisions of 18 U.S.C. 3056; to obtain employment records, if necessary, from business enterprises; and obtain information relevant to the on-going investigations. The `Blanket Routine Uses' set forth at the beginning of the DOD IG's 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: Records are stored in file folders, on microfilm, supplementary index cards, and computerized listings. Retrievability: Investigations are centrally retrievable through the Defense Investigative Service Case Control System (DIS System V5-04); or the Defense Central Index of Investigations (DIS System V5-02), and computerized listings. Safeguards: All OIG records are stored in locked safes and are accessible only to authorized personnel who have a need-to-know in conjunction with their official duties and computerized listings are pass word protected. Recipients of investigative information are responsible for safeguarding the information within the guidelines provided by OIG. Retention and disposal: Retention of closed OIG investigative files is authorized for 25 years, except they may be offered to the National Archives after 15 years. Fraud prevention surveys are maintained for 10 years. Generally, ISRs are retained only 60 days. The partial duplicate records are retained for one year. All records are destroyed as if they were classified material. System manager(s) and address: Office of the Assistant Inspector General for Investigations/ Defense Criminal Investigative Service, 400 Army Navy Drive, Arlington, VA 22202-2884. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Individual should provide full name, date, and place of birth and Social Security Number, and any other pertinent data concerning the topic of the communication. These items are necessary for retrieval of information. Individuals may visit the Office of the Assistant Inspector General for Investigations/Defense Criminal Investigative Service, 400 Army Navy Drive, Arlington, VA 22202-2884 to make direct inquiries regarding this system. A check of personal identification will be required of all visitors making such inquiries providing the personal data is voluntary. However, the record search will be limited to the data furnished. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Individual should provide full name, date, and place of birth and Social Security Number, and any other pertinent data concerning the topic of the communication. These items are necessary for retrieval of information. 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: Subjects and suspects of OIG investigations. Interview of witnesses, victims, and confidential sources. All types of records and information maintained by all levels of government, private industry, and non-profit organizations reviewed during the course of the investigation or furnished the OIG. Any other type of record deemed necessary to complete the OIG investigation. Exemptions claimed for the system: Portions of this system may be exempt pursuant to 5 U.S.C. 552(j)(2), as applicable. An exemption rule for this record system has been promulgated in accordance with the 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. CIG-07 System name: Decision Support System (DSS) - OAIG-AUD. System location: Office of the Assistant Inspector General for Auditing, Planning, Resources, and Reports Division, 400 Army Navy Drive, Arlington, VA 22202-2884. Portions of the system may be maintained by other components of Office of the Inspector General. Categories of individuals covered by the system: All active personnel employed by the Office of the Assistant Inspector General for Auditing (OAIG-AUD) activities to include retired and separated employees. Records on former employees are maintained for two years after termination, reassignment or retirement. Categories of records in the system: Data on individual's current employment status, training experiences, audit and training venues and the following personal data: Name, home address and telephone number, date of birth, race and sex, veterans preference code, handicap code, pay grade and step, federal pay plan, duty address and telephone number, security clearance, computer access code, entered on duty date, service computation date, date of last promotion, date of next evaluation, date of last evaluation, position title, education, number of training days, date of release, hourly rate, career status code, and employee status code. Authority for maintenance of the system: Pursuant to the authority contained in the Inspector General Act of 1978, (Pub. L. 95-452), as amended, and DOD Directive 5106.1, (32 CFR part 376) implementing the law, the Inspector General, DOD, is authorized to organize, direct, and manage the OIG, to include the creation and the maintenance of any necessary records. E.O. 9397. Purpose(s): Information is used for: (a) Personnel and Billet reporting; used by the Staff Manager and all levels of management in the monitoring of personnel actions in regard to promotion eligibility, filling of vacancies, and tracking of personnel transfers and reassignments within the Office of the Assistant Inspector General for Auditing. Security clearance notification is provided to all audited activities in advance of visits by audit personnel. (b) Audit project management and auditor assignment control and reporting; used by managers to maximize manpower resources and to provide audit cost summary data. Resource information includes audit number, milestone dates, projected travel costs, and projected staffing costs. (c) Staff Utilization reports; used by managers primarily to track manhours allocated towards audit preparation and active audit projects, to allow for more effective scheduling of unassigned personnel, and to categorize indirect time expended for end-of-year reporting. (d) Travel reporting; tracking temporary duty (TDY) travel frequency and duration. Utilized by managers for workload planning, travel scheduling, and to control travel costs on assigned audit projects. (e) Time and Attendance (T&A) reporting; provided by all audit activities, to include regional offices in the United States and Overseas. Used by T&A Coordinators to assist in providing time and attendance to the centralized payroll system. (f) Training reporting; used primarily by the Training Officer and by all levels of management in determining future training needs, to schedule in-house training, and for the monitoring and administering of training for individual development. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information from the system may be provided to other Federal, State and Local Agencies when it is necessary to coordinate responses or denials. The `Blanket Routine Uses' set forth at the beginning of the OIG's 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: Stored on direct access disk and magnetic tape backup at the Washington Computer Center, United States Department of Agriculture, Washington, DC 20250. Retrievability: Records can be retrieved by Social Security Number. A specified data element or a combination thereof contained in this system of records can be used for accessing information. Safeguards: Computer systems in which records reside are located in secured rooms accessible only to authorized personnel. Access to the DSS is protected through the use of assigned user/I.D.'s and passwords for entry to the different subsystem applications. Once entry is acknowledge by the system; individual(s) are only allowed to perform predefined transactions/processes on files according to their access levels and functionality. Retention and disposal: Active records for individuals are maintained continuously or as needed. Deletion of records from the system for inactive individuals are performed on employee's date of retirement, separation or transfer to another organization. Machine records are destroyed by erasure or overprinting. Paper records are destroyed as if classified waste. System manager(s) and address: Office of the Assistant Inspector General for Auditing, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Individuals requesting information should provide proper identification and the location where the individual's record resides; written request must be signed by the individual making the request. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Individuals requesting information should provide proper identification and the location where the individual's record resides; written request must be signed by the individual making the request. 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: Official Personnel Folder and other personnel input documents, activity supervisors, applications and other official Office of the Assistant Inspector General for Auditing forms completed by the individual. Exemptions claimed for the system: None. CIG-09 System name: Personnel Security Clearance/Eligibility Data. System location: Office of the Assistant Inspector General for Administration and Information Management, Personnel and Security Division, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Categories of individuals covered by the system: All civilian and military personnel of the Office of the Inspector General (OIG) who have been found eligible for employment/ assignment in a sensitive position and/or granted a security clearance for access to information classified in the interests of national security. Categories of records in the system: Computer record of each individual in the Personnel Security Clearance/Eligibility Data system. Computer listings are generated from this system in the form of a Personnel Security Clearance/ Eligibility Listing. Printouts provide the respective senior official with complete personnel security data on their personnel who are assigned to sensitive positions. The printout reflects names of each individual authorized access, and their level of access to classified information. Authority for maintenance of the system: E.O. 10450, as amended, which was issued by virtue of the authority vested in the President by of 5 U.S.C. 7532, and their statutes enumerated in E.O. 10450; E.O. 9397; Department of Defense Regulation, DOD 5200.2-R, Personnel Security Program Regulation, that mandates the establishment of a single Central Adjudication Facility within each Agency to record those adjudications made to support the DOD Personnel Security Program; 32 CFR part 159. Purpose(s): This record system is used by OIG Management officials to control the number of, and level of, sensitive positions; identify personnel assigned to these positions; and to determine whether personnel have been granted a clearance and the level of such clearance or access authorized. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information on the clearance/eligibility status of individuals may be provided to the appropriate clearance access officials of other agencies when necessary in the course of official business. Certifications of clearance are issued to officials of other agencies when necessary in the course of official business. The `Blanket Routine Uses' set forth at the beginning of the OIG's 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: Records maintained in folders; computer print-outs and automated data base files. Retrievability: Records are contained in the data base and are retrievable by name, Social Security Number, and various other keys. Safeguards: Records are maintained in areas that conform to applicable DOD security policies for safeguarding the record. Access to and retrieval from computerized files is limited to authorized users and is password protected/restricted. Retention and disposal: New Personnel Security Clearance/Eligibility data listings are printed monthly, prior listings are destroyed within 90 days. Records are purged from active files 18 months after employee departs the OIG. System manager(s) and address: Security Branch, Personnel and Security Directorate, Office of the Assistant Inspector General for Administration and Management, 400 Army Navy Drive, Arlington, VA 22202-2884. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Individual should provide full name, Social Security Number, current address and telephone numbers of the individual requestor. For personal visits, the individual should be able to provide some acceptable identification, that is driver's license or employing office identification card. 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: Certificates of clearance and/or record of personnel security investigations which are completed during a review of reports of investigations conducted by the Department of Defense and other Federal investigative organizations. Also, personnel security files are maintained on individuals. Exemptions claimed for the system: None. CIG-10 System name: Validation of Credentials of DOD Contractors' Employees. System location: Office of the Assistant Inspector General for Analysis and Follow-up, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Categories of individuals covered by the system: Individuals employed by Department of Defense (DOD) Contractors, to include Consultants to the Contractors, selected on a random basis for validation of credentials. Categories of records in the system: Resumes containing personal information consisting of an individual's name, Social Security Number, schools attended, location of schools, degree(s) awarded, date(s) awarded, work history and last known or current address. Records also contain documents validating the individual's educational credentials, experience, and state, federal and/or board certification(s). Authority for maintenance of the system: Pub. L. 95-452, the Inspector General Act of 1978, as amended; 10 U.S.C. 133, Secretary of Defense: Appointment, Powers, Duties and Delegation by: DOD Directive 5106.1, Inspector General of the Department of Defense (32 CFR part 373). Purpose(s): To validate credentials such as education, experience, and state, federal and/or board certification of persons employed by DOD Contractors, where such credentials have been cited as part of the cost basis for accomplishing contract requirements. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the OIG's 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 records in file folders, computer magnetic disks and paper printouts in secure filing cabinets. Retrievability: Paper records filed in folders and computer magnetic disks retrieved by using a computerized index of names. Safeguards: Paper records are filed in folders stored in a locked filing cabinet. Computer disks and printouts are stored in a locked filing cabinet. Locked filing cabinets are stored in a limited access area. Retention and disposal: Paper records and computer disks are to be retained until completion of the overall validation process and data analysis, then destroyed. Where discrepancies occur in the listed credentials, during the validation process, those credentials at issue will be submitted to the Assistant Inspector General for Investigations for follow-up to resolve the issue. System manager(s) and address: Office of the Assistant Inspector General for Analysis and Follow-up, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Individual should provide his/her full name (first, middle, last), former maiden and married names or other aliases, name of DOD Contractor for whom employed and approximate dates, and current address. 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: Department of Defense Contractor bid packages and/or personnel files, colleges/universities, and state/federal licensing and/or certification boards. To the extent that follow-up to resolve discrepancies is required, information collected directly from the individual may be included in investigative inquiries. Exemptions claimed for the system: None. CIG-11 System name: Budget Information Tracking System (BITS). System location: Office of the Assistant Inspector General for Administration and Information Management, Financial Management Directorate, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Categories of individuals covered by the system: All Office of the Inspector General employees who participate in OIG Travel, Permanent Change of Station, Awards, and Training. Categories of records in the system: Cost records of OIG employees who have been approved for Temporary Duty and Blanket Travel; employee training; Permanent Change of Station (PCS); and employee cash awards. Authority for maintenance of the system: Pub. L. 95-452, the Inspector General Act of 1978, as amended; 10 U.S.C. 133, Secretary of Defense: Appointment, Powers, Duties and Delegation by; DOD Directive 5106.1, Inspector General of the Department of Defense (32 CFR part 373); and E.O. 9397. Purpose(s): Information is used in determining current year execution and future budgetary requirements for the OIG. Personal information such as individual's name, Social Security Number and grade/rank are used as follows: a. Tracking temporary duty travel costs. Personal information, individual's name and Social Security Number are used as unique identifiers used in querying the system for cost data. b. Tracking blanket travel costs and effective dates. c. Tracking training costs and requirements. d. Tracking Permanent Change of Station costs. e. Tracking cash award costs. Personal information, grade/rank are used in determining the cash award ceiling and range available to the individual proposing the cash award. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the OIG's 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: Records are stored on computer disks, stored in a fireproof safe. Paper records are forwarded to the appropriate office within the OIG for storage. Retrievability: Records are retrieved by Social Security Number. A specified data element or a combination thereof contained in this system of records can be used for accessing information. Safeguards: Access to the system is protected/restricted through the use of assigned user identification/passwords for entry into system modules. Retention and disposal: Records are maintained for the current fiscal year. Records are then archived and stored in a fireproof safe for three years. At the end of the third year, the archived disks and paper records are destroyed. System manager(s) and address: Office of the Assistant Inspector General for Administration and Management, Financial Management Directorate, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. The request should contain the full name, address, and Social Security Number of the individual. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. The request should contain the full name, address, and Social Security Number of the individual. 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: Data maintained in the system is obtained directly from the individual on the following forms: a. Request to Temporary Duty Travel Form, provided to the Travel Section with information obtained from the individual traveler; b. Request for Permanent Change of Station Form, provided by the Personnel and Security Directorate and Travel Section with information obtained from the individual; c. Request for Training Form, provided by the Training Officer within each segment of the Office of the Assistant Inspector General with information obtained from the individual; and d. Incentive Awards Nomination and Action Form, provided by the Personnel and Security Directorate with information obtained from an individual's supervisor and personnel records. To the extent that a follow-up to resolve discrepancies is required, information is collected directly from the individual or the appropriate office within the Office of the Inspector General on Department of Defense (DD) Forms 1610 and 1614, Standard Form 182, and IG Form 1400.430-3. Exemptions claimed for the system: None. CIG-12 System name: Drug Free Workplace Records. System location: Office of the Assistant Inspector General for Administration and Information Management, Personnel and Security Directorate, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884, and offices of designated contractors. Categories of individuals covered by the system: Employees of, and applicants for positions in, the Office of the Inspector General. Categories of records in the system: Records relating to program implementation; administration (selection, notification, testing of employees and applicants, for illegal drug use and employee assistance); interservice/agency support agreements/designated contractors for specimen collection, laboratory testing and medical review services; training requirements; urine specimens, drug test results; policy guidance; self-identification records; requests for testing submitted by employees or supervisors; testing notification; documentary evidence in support of testing decision; chain of custody records regarding testing samples, reports of testing performed; documentary evidence submitted by employee or applicant in rebuttal test results; reports of medical finding test results; disciplinary/adverse action records to include notification of proposed action and documentary evidence submitted in support thereof and management's action; referrals to counseling/rehabilitation services; records regarding employees; consent for release of information concerning counseling/ rehabilitation progress. Records relating to the illegal possession or distribution of controlled substances (as specified in Schedules I through V, as defined in 21 U.S.C. 802(6) and listed in Part B, Subchapter 13 of that Title), by the employees of the OIG will also be maintained in this system of records. Authority for maintenance of the system: 5 U.S.C. 7301 and 7361; 21 U.S.C. 812; Pub. L. 100-71; E.O. 12564 and 9397; and DOD Directive 1010.9, DOD Civilian Employee Drug Abuse Testing Program. Purpose(s): The system is established to maintain records relating to the implementation of the program, administration, selection, notification and testing of OIG employees, and applicants for employment, for the use of illegal drugs and drugs identified in Schedule I and II of 21 U.S.C. 812. Records relating to the illegal possession or distribution of controlled substances, (as specified in Schedules I through V, as defined in 21 U.S.C. 802(6) and listed in Part B, Subchapter 13 of that Title) by the employees of the OIG will also be maintained in this system of records. Records will consist of, but not be limited to, interservice/agency support agreement/ designated contractors for specimen collection, laboratory testing and medical review services; training requirements; urine specimens, reports of drug test results; policy guidance; self-identification records; requests for testing submitted by employees or supervisors; testing notification; documentary evidence in support of testing decision; chain of custody records regarding testing samples; records relating to the type and quality of testing performed; documentary evidence submitted by employee or applicant in rebuttal of test results; reports of medical findings regarding test results; disciplinary/adverse action records to include notification of proposed action and documentary evidence submitted in support thereof and management's action; referrals to counseling/rehabilitation services; records regarding employee's consent for release of information concerning counseling/rehabilitation progress; and records relating to the illegal possession or distribution of controlled substances by the employees of the OIG. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: In order to comply with the provision of 5 U.S.C. 7301, the OIG's `Blanket Routine Uses' do not apply to this system of records. To a court of competent jurisdiction where required by the United States Government to defend against any challenge against any adverse personnel action. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records are maintained in file folders. Electronic records exist on magnetic tape, diskette, or other machine-readable media. Records are also maintained in an automated data system and electronically secured files. Retrievability: Records are retrieved by employee or applicant name, Social Security Number, date of birth, specimen identification number, locally assigned identifying number, agency name, collection site or date of testing. A specified data element or a combination thereof contained in this system of records can be used for accessing information. Safeguards: Paper records are stored in secure containers (e.g., safes, locked filing cabinets, etc.) that are locked when not being used. Electronic records are accessed on computer terminals in supervised areas using a system with password access safeguards and is protected/restricted through the use of assigned user identification/ passwords for entry into system modules. All employee and applicant records are maintained and used with the highest regard for employee and applicant privacy. Only persons on a need-to-know basis and trained in the handling of information protected by the Privacy Act have access to the systems. Urine specimens will be stored in appropriate locked storage facilities. Access to such records and specimens is restricted. Chain of custody and other procedural and documentary requirements of Pub. L. 100-71 and the Department of Health and Human Services Guidelines will be followed in collection or urine samples, conducting drug tests and processing test results. Retention and disposal: Records are retained for up to three years for any employee who has separated, retired or died; or for up to five years after any and all final appeals have been adjudicated. Destruction of records is accomplished by tearing, shredding, or burning of paper records. Electronic records are erased or overwritten. System manager(s) and address: Coordinator, Office of the Assistant Inspector General for Administration and Management, Personnel and Security Directorate, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Individuals must furnish their full name, Social Security Number, the title, series and grade of the position they occupied or applied for when the drug test was conducted and the month and year of the test. Written requests should include the notarized signature of the subject individual. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. Individuals must furnish their full name, Social Security Number, the title, series and grade of the position they occupied or applied for when the drug test was conducted and the month and year of the test. 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: Data maintained in this system is obtained from the individual to whom the record pertains; OIG and contractor employees involved in the selection, notification, and collection of individuals to be tested; contractor laboratories that test urine specimens for the presence of illegal drugs; contractor medical review officials; supervisors and managers and other officials engaged in administering the Drug-Free Workplace Program and processing adverse actions based on drug test results and others on a case by case basis. Exemptions claimed for the system: None. CIG-13 System name: Travel and Transportation System. System location: Office of the Assistant Inspector General for Administration and Information Management, Resources Acquisition Directorate, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Categories of individuals covered in the system: All current and former Office of the Inspector General employees who participate or who are eligible to participate in OIG Temporary Duty (TDY) and Permanent Change of Station (PCS) Travel. Categories of records in the system: Records consist of name, Social Security Number, title, grade and series/rank of employee, and trip ticket number assigned to travel. Authority for maintenance of the system: Public Law 95-452, the Inspector General Act of 1978, as amended; 10 U.S.C. 133, Secretary of Defense: Appointment, Powers, Duties and Delegation by; E.O. 9397; DOD Directive 5106.1, Inspector General of the Department of Defense (32 CFR part 373). Purpose(s): Information in this system will be used to issue travel orders (including Blanket Travel Orders) for TDY and PCS travel; to track travel performed in accordance with budgetary requirements; and to track travel vouchers submitted for reimbursement of travel; and to alert authorities to any discrepancies in travel performed by OIG employees. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the OIG's compilation of systems of records notices apply to this system. Policies and practices for storing, retrieving, accessing and disposing of records in the system: Storage: Paper records are stored in an automated file server and automated records on computer disks. Retrievability: Records are retrieved by name, Social Security Number or trip ticket number. Safeguards: The system is accessible only by authorized personnel on a need- to-know basis. Access to the automated file server is by assigned password restricted to only those individuals requiring access to the system module in connection with their official duties. Access to the area is through a cipher locked room with the code provided only on a need-to-know basis. Computer disks and paper records are stored in locked file cabinets residing in a monitored area which is locked after normal business hours. Retention and disposal: Records are maintained in an active status for the current fiscal year. Records are then archived to NARA, Suitland and held for three years, and then destroyed. System manager(s) and address: Chief, Travel Branch, Office of the Assistant Inspector General for Administration and Management, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. The request should contain their full name, Social Security Number, current home address and telephone number, and if authorizing someone to represent them, a statement to that effect. 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 22202-2884. The request should contain the full name of the individual, non- duty mailing address and daytime telephone number, and if authorizing someone to represent them, a statement to that effect. Contesting record procedure: 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: Data is obtained directly from the individual on Inspector General Form 7750.50-4, Request for Temporary Duty Travel Form; Request for Permanent change of Station Form; and computer tape of the OIG Personnel Listing. Exemptions claimed for the system: None. CIG-14 System name: Auditor and Inspector Log. System location: Office of the Assistant Inspector General for Administration and Information Management, Information Systems Directorate, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Categories of individuals covered by the system: All current and former employees of the Office of the Inspector General, who have participated in audits or inspections; as well as current and former DOD contractor personnel and other DOD Component personnel who have participated in the audits or inspections, and whose names appear in the audit or inspection reports. Categories of records in the system: The individuals who performed the audit or inspection, and the complete text and findings of the audit and inspection reports. Authority for maintenance of the system: Pub. L. 95-452, the Inspector General Act of 1978, as amended; 10 U.S.C. 133, Secretary of Defense: Appointment, Powers, Duties and Delegation by; DOD Directive 5106.1, Inspector General of the Department of Defense (32 CFR part 373). Purpose(s): To identify the auditors or inspectors who participated in audits or inspections for the OIG; and, to identify the specific audits or inspections in which an auditor or inspector participated. Routine uses of records maintained in the system, including categories of users and the purpose of such uses: The `Blanket Routine Uses' set forth at the beginning of the OIG's 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: Records are stored on paper and in computer and optical disks formats. Retrievability: Records are retrieved by individual name. Safeguards: Records are accessible only by authorized personnel who are properly cleared and trained, and who require access on a need-to- know basis. Access to records requires an assigned password, and reside in a controlled area. Retention and disposal: Records are destroyed when no longer needed or after three years, whichever is sooner. System manager and address: ISD, Office of the Assistant Inspector General for Administration and Management, Office of the Inspector General, DOD, 400 Army Navy Drive, Arlington, VA 22202-2884. Notification procedures: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. The request should contain their full name. If the request is authorizing someone to represent them, a statement to that effect should appear in the request. Record access procedure: 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 22202-2884. The request should contain the full name of the individual, non- duty mailing address and daytime telephone number and, if authorizing someone to represent them, a statement to that effect. For personal visits, the individual should make advance arrangements with the system manager for an appropriate time to be set aside to review the record; and, at the time of review, be able to provide some acceptable form of identification, i.e., driver's license or employee identification card. 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: Information is obtained from Audit Final Reports and Inspection Final Reports. Exemptions claimed for the system: None. CIG-15 System name: Departmental Inquiries Case System. System location: Office of the Assistant Inspector General for Departmental Inquiries, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Categories of individuals covered in the system: Individuals who provide initial complaints resulting in administrative investigations conducted by Office of the Assistant Inspector General for Departmental Inquiries (OAIG-DI) related to violations of laws, rules, or regulations or mismanagement, gross waste of funds, abuse of authority, or a danger to the public health and safety; subjects of administrative investigations conducted by the OAIG-DI; or individuals identified as having been adversely affected by matters under investigation by the OAIG-DI. Categories of records in the system: Materials relating to allegations received and documentation created as a result of action by the Office of the Inspector General, including reports, records of action taken, and supporting documentation. Authority for maintenance of the system: Inspector General Act of 1978 (Pub. L. 95-452), as amended; and DoD Directive 5106.1 (32 CFR part 376). Purpose(s): To record complaints, allegations of wrongdoing, and requests for assistance; to document inquiries, research facts and circumstances, sources of information, conclusions and recommendations; to record actions taken and notifications of interested parties and agencies. Routine uses of records maintained in the system including categories of users, and 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: The `Blanket Routine Uses' set forth at the beginning of the OIG's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated and paper records are stored in conventional media file folders and personal computer. Retrievability: Automated and paper records pertaining to administrative investigation cases are indexed through the use of a computerized cross-reference system; they may be retrieved by individual names or case numbers. Safeguards: Records, both paper and automated, are accessible only to Office of the Assistant Inspector General for Departmental Inquiries personnel having official need therefor and are stored in locked rooms. The automated system is password protected, and regular back- ups of data are performed. Retention and disposal: Automated and paper records are retained for a period of ten years following completion of final action. System manager(s) and address: Office of the Assistant Inspector General for Departmental Inquiries, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. The request should contain the individual's full name, address, and Social Security Number. Requests submitted on behalf of other persons must include their written authorization. Provision of the Social Security Number is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals may access agency records or information about themselves should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. The request should contain the individual's full name, address, and Social Security Number. Requests submitted on behalf of other persons must include their written authorization. Provision of the Social Security Number is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. 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: Information was obtained from sources, subjects, witnesses, all levels of government, private businesses, and nonprofit organizations. Exemptions claimed for the system: Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. An exemption rule for this record system has been promulgated in accordance with the 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. CIG-16 System name: DOD Hotline Program Case Files. System location: DOD Hotline Directorate, Office of the Assistant Inspector General for Departmental Inquiries, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Categories of individuals covered in the system: Individuals filing hotline complaints; individuals alleged to have been involved in criminal or administrative misconduct, including, but not limited to, fraud, waste, or mismanagement; or individuals identified as having been adversely affected by matters being investigated by the Office of the Inspector General. Categories of records in the system: Records resulting from the referral of, and inquiry into, hotline complaints, such as the date of the complaint; the hotline control number; the name of the complainant; the actual allegations; referral documents to DOD components requesting investigation into DOD Hotline complaints; referral documents from DOD components transmitting the DOD Hotline Completion Report, which normally contains the name of the examining official(s) assigned to the case; background information regarding the investigation itself, such as the scope of the investigation, relevant facts discovered, information received from witnesses, and specific source documents reviewed; the investigator's findings, conclusions, and recommendations; and the disposition of the case; and internal DOD Hotline forms documenting review and analysis of DOD Hotline Completion Reports received from DOD components. Authority for maintenance of the system: Inspector General Act of 1978 (Pub. L. 95-452), as amended; DOD Directive 5106.1 (32 CFR part 373); DOD Directive 7050.1 (32 CFR part 98). Purpose(s): To record information related to official hotline investigations. To compile statistical information to disseminate to other components within the Department of Defense engaged in the Hotline Program. To provide prompt, responsive, and accurate information regarding the status of ongoing cases. To provide a record of complaint disposition. Hotline complaints appearing to involve criminal wrongdoing will be referred to the Defense Criminal Investigative Service or other criminal investigative units of DOD components. Routine uses of records maintained in the system including categories of users, and purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the OIG's compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Automated and paper records pertaining to DOD Hotline investigations are stored in file folders and computerized data base. Retrievability: By Hotline case number, by subject matter, by the names of complainant(s), by subject(s) of the complaint, and by individual(s) alleged to have been adversely affected by matters being investigated by the OIG. Safeguards: Access is limited to DOD Hotline staff. Paper and automated records are stored in rooms protected by cipher lock. The automated system is password protected, and regular back-ups of data are performed. Retention and disposal: Automated and paper records are retained within the DOD Hotline Program office for a period of five years following completion of final action. Thereafter, physical files are stored with the Federal Records Center, and automated data are archived within the DOD Hotline automated system for statistical purposes. Physical files and automated data are destroyed 15 years after the physical files are retired to the Federal Records Center. System manager(s) and address: DOD Hotline Directorate, Office of the Assistant Inspector General for Departmental Inquiries, Office of the Inspector General, Department of Defense, 400 Army Navy Drive, Arlington, VA 22202-2884. Notification procedures: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. The request should contain the individual's full name, address, and Social Security Number. Requests submitted on behalf of other persons must include their written authorization. Provision of the Social Security Number is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Office, 400 Army Navy Drive, Arlington, VA 22202-2884. The request should contain the individual's full name, address, and Social Security Number. Requests submitted on behalf of other persons must include their written authorization. Provision of the Social Security Number is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. 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: Sources, subjects, witnesses, all levels of Government, private businesses, and nonprofit organizations. Exemptions claimed for the system: Portions of this system may be exempt pursuant to 5 U.S.C. 552a(k)(2) and (k)(5), as applicable. An exemption rule for this record system has been promulgated in accordance with the 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. CIG-17 System name: Voluntary Leave Transfer Program Records. System location: Inspector General, Department of Defense, Personnel and Security Directorate, Employee Relations Division, 400 Army Navy Drive, Suite 512, Arlington, VA 22202-2884. Categories of individuals covered by the system: Individuals who have volunteered to participate in the leave transfer program as either a donor or a recipient. Categories of records in the system: Leave recipient records contain the individual's name, organization, office telephone number, Social Security Number, position title, grade, pay level, leave balances, number of hours requested, brief description of the medical or personal hardship which qualifies the individual for inclusion in the program, and the status of that hardship. The file may also contain medical or physician certifications and agency approvals or denials. Donor records include the individual's name, organization, office telephone number, Social Security Number, position title, grade, and pay level, leave balances, number of hours donated and the name of the designated recipient. Authority for maintenance of the system: 5 U.S.C. 6331 et seq., Leave; 10 U.S.C. 141, Inspector General; E.O. 9397 (SSN); and 5 CFR part 630. Purpose(s): The file is used in managing the DoD Inspector General Voluntary Leave Transfer Program. The recipient's name, position data, organization, and a brief hardship description are published internally for passive solicitation purposes. The Social Security Number is sought to effectuate the transfer of leave from the donor's account to the recipient's account. 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. 552(a)(b)(3) as follows: To the Department of Labor in connection with a claim filed by an employee for compensation due to a job-connected injury or illness; where leave donor and leave recipient are employed by different Federal agencies, to the personnel and pay offices of the Federal agency involved to effectuate the leave transfer. The `Blanket Routine Uses' set forth at the beginning of the OIG's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored in paper and computerized form. Retrievability: Records are retrieved by name or Social Security Number. Safeguards: Records are accessed by custodian of the records or by persons responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms and are controlled by personnel screening and computer software. Retention and disposal: Records are destroyed one year after the end of the year in which the file is closed. System manager(s) and address: Chief, Employee Relations Division, Office of the Inspector General, 400 Army Navy Drive, Suite 512, Arlington, VA 22202-2884. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Branch, Room 405, 400 Army Navy Drive, Arlington, VA 22202-2884. Individual should provide full name and Social Security Number. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer at the address above. Individual should provide full name and Social Security Number. 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 and may be obtained from the system manager. Record source categories: Information is provided primarily by the record subject; however, some data may be obtained from personnel and leave records. Exemptions claimed for the system: None. CIG-18 System name: Grievance Records. System location: Records are maintained by the personnel office of the Office of the Inspector General, DoD, Personnel and Security Directorate, Employee Relations Division, 400 Army Navy Drive, Suite 512, Arlington, VA 22202-2884. Categories of individuals covered by the system: Current or former Inspector General, Department of Defense employees who have submitted grievances in accordance with 5 CFR part 771, DoD Directive 1400.25-M Subchapter 771 and DoD Inspector General Instruction 1400.5. Categories of records in the system: The case files contain all documents related to grievances including reports of interviews and hearings, examiner's findings and recommendations, copy of the original and final decision, and related correspondence and exhibits. Authority for maintenance of the system: 5 U.S.C. 2302 and 5 U.S.C. 7121; 10 U.S.C. 141, Inspector General, DoD; 5 CFR part 771, DoD Directive 1400.25-M Subchapter 771 and DoD Inspector General Instruction 1400.5; and E.O. 9397 (SSN). Purpose(s): The information will be used by the Inspector General, Department of Defense to control and process grievances; to investigate the allegations; conduct interviews; and render the final decision. 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. 552(a)(b)(3) as follows: To disclose information to any source from which additional information is requested in the course of processing a grievance, to the extent necessary to identify the individual, inform the source of the purpose(s) of the request, and identify the type of information requested. To disclose in response to a request for discovery or for appearance of a witness, information that is relevant to the subject matter involved in a pending judicial or administrative proceeding. To provide information to officials of labor organization reorganized under the Civil Service Reform Act when relevant and necessary to their duties, exclusive representation concerning personnel policies, practices, and matter affecting work conditions. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored in paper form. Retrievability: Records are retrieved by names of the individuals on whom the records are maintained. Safeguards: Records are maintained in locked metal file cabinets, to which only OIG, DoD authorized personnel have access. Retention and disposal: Records are destroyed four years after the case is closed. System manager(s) and address: Chief, Employee Relations Division, Personnel and Security Directorate, 400 Army Navy Drive, Suite 512, Arlington, VA 22202- 2884. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Chief, Freedom of Information Act/Privacy Act Branch, 400 Army Navy Drive, Room 405, Arlington, VA 22202-2884. Written requests for information should include the full name. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquires to the Privacy Act Officer, Freedom of Information Act/Privacy Act Branch, 400 Army Navy Drive, Room 405, Arlington, VA 22202-2884. Written requests for information should include the full name. 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 and may be obtained from the system manager. Record source categories: Information is provided by the individual on whom the record is maintained; by testimony of witnesses; by Agency officials; or from related correspondence from organizations or persons. Exemptions claimed for the system: None. OFFICE OF THE SECRETARY How Systems of Records are Arranged The Office of the Secretary of Defense (OSD) provides immediate staff assistance and advice to the Secretary of Defense, independently organized and identified offices function in full coordination and cooperation. Therefore, the Office of the Secretary of Defense systems of records are not maintained or arranged by subject but established in functional areas of a particular responsible staff office. The Office of the Secretary of Defense includes the offices of the Under Secretaries of Defense, the Assistant Secretaries of Defense, and Assistants to the Secretary of Defense, the General Counsel, DOD, and such other staff offices as the Secretary of Defense establishes to assist him in carrying out his duties and responsibilities. How to Use the Index Guide To assist in locating and reviewing the particular record system of interest, the various staff offices and the prefix letter symbols represented as part of the record system identification for that office are set for below. OSD Office System Identification Special Assistant to the Secretary and Deputy Secretary of Defense DATSD Office of the Assistant Secretary of Defense (Force Management and Personnel) DFMP General Counsel, Department of Defense DGC Office of the Assistant Secretary of Defense (Health Affairs) DHA Office of Civilian Health and Medical Program of the Uniformed Services, DOD DOCHA Department of Defense Dependents Schools DODDS Office of the Assistant Secretary of Defense (Public Affairs) DPA Office of the Assistant Secretary of Defense (Program Analysis and Evaluation) DPAE Defense Systems Management College DSMC Office of the Under Secretary of Defense for Acquisition DUSA Office of the Under Secretary of Defense for Policy DUSDP Washington Headquarters Services DWHS REQUESTING RECORDS Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. BLANKET ROUTINE USES Certain `blanket routine uses` of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. LAW ENFORCEMENT ROUTINE USE In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. CONGRESSIONAL INQUIRIES ROUTINE USE Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. PRIVATE RELIEF LEGISLATION ROUTINE USE Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law. COUNTERINTELLIGENCE PURPOSES ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. DATSD 03 System name: Files of Personnel Evaluated for Non-Career Employment in DOD. System location: The Special Assistant to the Secretary of Defense for Personnel, 1000 Defense Pentagon, Washington, DC 20301-1000. A subset of this system is maintained by the Special Assistant to the Secretary of Defense for White House Liaison, 1000 Defense Pentagon, Washington, DC 20301-1000. Categories of individuals covered by the system: Appointments to political positions in DoD, consisting of non- career Senior Executive Service (SES), Schedule `C', and appointments requiring Senate Confirmation, i.e., Presidential Appointed Schedule positions. Categories of records in the system: Files consist of referral letters, resumes, SF 171s, position descriptions, White House clearance letters, OPM Certifications, and other correspondence relating to the selection and appointment of political appointees. Authority for maintenance of the system: 10 U.S.C. 133 and E.O. 9397. Purpose(s): Records are collected to evaluate qualifications of individuals seeking or who have been recommended for non-career positions within DoD. Files are used by authorized personnel within the immediate Office of the Secretary of Defense to fill vacant political positions. 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: The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Correspondence and forms in file folders. Retrievability: Information accessed by last name of individual and Social Security Number. Safeguards: Building employs security guards. Sensitive data is kept in locked cabinets or safes and may be accessed only by authorized personnel. Retention and disposal: Destroy at the end of the Presidential administration during which the individual is hired, or when no longer needed, whichever is sooner, except that in lieu of destruction, certain pertinent documents may be offered to OSD Personnel and Security for inclusion in the individual's Official Personnel Folder. System manager(s) and address: The Special Assistant to the Secretary of Defense for Personnel, 1000 Defense Pentagon, Washington, DC 20301-1000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to The Special Assistant to the Secretary of Defense for Personnel, 1000 Defense Pentagon, Washington, DC 20301-1000. Requests for information should contain the full name of the individual and social security number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to The Special Assistant to the Secretary of Defense for Personnel, 1000 Defense Pentagon, Washington, DC 20301-1000. Requests for information should contain the full name of the individual and Social Security Number. Contesting record procedures: The OSD's rules for accessing records, contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager. Record source categories: Submitted by individuals seeking non-career positions, or referred by others on behalf of individuals seeking such positions. White House and Office of Personnel Management for clearance documents and other correspondence. From other sources for records relating to the qualifications and professional accomplishments of individual candidates. Exemptions claimed for the system: None. DC3I 01 System name: Joint Reserve Intelligence Planning Support System (JRIPSS). System location: Mystech, Inc., 5205 Leesburg Pike, Suite 1200, Falls Church, VA 22041-8141. Categories of individuals covered by the system: Members of the Reserve Components having a military intelligence designator and/or who are proficient in speaking a foreign language. Categories of records in the system: Service member's name, Social Security Number, pay grade, reserve component, primary military occupational specialty (MOS), duty MOS, third MOS, fourth MOS, security clearance, language identifier, proficiency level for language, tour experience, academic degree (civilian education), home address, civilian occupation, professional license, home telephone number, home email address, home fax number, business telephone number, business e-mail address, business fax number. Authority for maintenance of the system: 10 U.S.C. 138(b)(3)(A); Deputy Secretary of Defense memo, Subject: Peacetime Use of Reserve Component Intelligence Elements, January 5, 1995; Secretary of Defense memo, Subject: Integration of the Reserve and Active Components, September 4, 1997; and E.O. 9397 (SSN). Purposes(s): To provide the Joint Staff, Combatant Commands, DoD intelligence organizations, and the Reserve Components a means to more adequately assess the intelligence and language capabilities of Reserve Component personnel and to identify individuals possessing the requisite skills to fulfill operational requirements or missions. To provide individual reservists a means to interact via computer with the database for purposes of correcting and/or updating the recorded data entries. 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: The '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: Electronic storage. Retrievability: Records can be retrieved by the individual's Social Security Number, but only the system manager can retrieve using this personal identifier. Safeguards: Records are maintained in a controlled area accessible only to authorized personnel. Entry to these areas is restricted to those personnel with a valid requirement and authorization to enter. Physical entry is restricted by locks and controlled access devices. Access to data base information is restricted to those who require the records in the performance of their official duties, and to the individuals who are the subject of the record. Retention and disposal: Disposition pending. System manager(s) and address: Office of the Assistant Secretary of Defense (C3I) Intelligence Infrastructure, 6000 Defense Pentagon, Room 2C252, Washington, DC 20301-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Office of the Assistant Secretary of Defense (C3I) Intelligence Infrastructure, 6000 Defense Pentagon, Room 2C252, Washington, DC 20301-6000. Requesting individual must submit full name, Social Security Number, date of birth, current address, and telephone number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to Office of the Assistant Secretary of Defense (C3I) Intelligence Infrastructure, 6000 Defense Pentagon, Room 2C252, Washington, DC 20301-6000. Requesting individual must submit full name, Social Security Number, date of birth, current address, and telephone number. Individual reservists may access information pertaining to themselves using an alphanumeric password which is issued to the reservist when he/she registers on-line with JRIPPS for purposes of correcting and/or updating recorded data entries. Contesting records and 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: Reserve Component Common Personnel Data System (RCCPDS) and updated information provided by Reservist. Exemptions claimed for the system: None. DFMP 06 System name: DOD Priority Placement Program (STOPPER LIST). System location: Primary location: Defense Electronics Supply Center, 1507 Wilmington Pike, Dayton, OH 45444-5310. Decentralized locations: Hard copy rosters/listing supplied every two week to all DOD Civilian Personnel Offices world-wide (approximately 500 locations) and to other personnel management activities. Categories of individuals covered by the system: Displaced career and career-conditional employees adversely affected by reductions-in-force or transfer of function; overseas nondisplaced career and career-conditional employees being returned to the U.S. All individuals in file must voluntarily initiate entry into the system. Categories of records in the system: File contains summary of occupational experience, education, training, age, sex, height and weight, marital status. Authority for maintenance of the system: 10 U.S.C. 136. Purpose(s): To DOD Civilian Personnel Offices to assist activities in filling vacant positions and in assisting displaced employees and overseas returnees in obtaining employment; to DOD Activities for short resume of individual's background used in assessing qualifications for vacant positions; to Office of the Deputy Assistant Secretary of Defense, Civilian Personnel Policy for statistical analyses of civilian personnel employment trends and patterns for establishing policy and for planning purposes; informing individuals in system of non-government job opportunities. Any individual records contained in the system might be transferred to any component of the Department of Defense having the need to know in the performance of official business. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To other Federal Agencies for filling vacant positions; to law enforcement or investigatory authorities for investigation and possible criminal prosecution, civil court action, or regulatory order. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic computer tape. Retrievability: Normally retrievable for occupation and grade. Safeguards: The primary location is identified as a secure area; access it through electrically controlled doors and cipher locks; tapes are stored in a vault when not in use. Retention and disposal: Record of displaced employees are maintained in the system for one year. Records of overseas returnees are entered six months prior to return and are maintained until individual is placed in job or leaves the government. Initial input for records is hard copy which is destroyed after tape record is created. System manager(s) and address: Director, Staffing Policies and Programs, Office of the Deputy Assistant Secretary of Defense (Civilian Personnel Policy), Room 3D821, The Pentagon, Washington, DC 20301-4000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Department of Defense Civilian Personnel Office where the individual registered to enter the system. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Department of Defense Civilian Personnel Office where the individual registered to enter the system and should include name and current mailing address and telephone number. For personal visits, the individual should be able to present to the personnel office some acceptable identification, such as a driver's license or other ID card. Contesting record procedures: The OSD's 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 must take action to place his record in the system; information entered into the record is provided by the individual in writing or through employment counseling; additional information is obtained from the individual's office personnel file (201 file). Exemptions claimed for the system: None. DFMP 07 System name: DOD Overseas Employment Program. System location: Defense Electronics Supply Center, 1507 Wilmington Pike, Dayton, OH 45444-5310. Categories of individuals covered by the system: Career and career-conditional employees of the Federal Government and reinstatement eligible employees who desire overseas employment and voluntarily register. Categories of records in the system: File contains summary of occupational experience, education, training, age, sex, height and weight, marital status. Authority for maintenance of the system: 10 U.S.C. 136. Purpose(s): Data is used to provide an automated applicant supply system for use in filling overseas job vacancies; data is used by Department of Defense activities in filling overseas job vacancies. These data may be used by the Office of the Deputy Assistant Secretary of Defense (Civilian Personnel Policy) for statistical analyses for policy, planning, and guidance; for evaluation of the effectiveness of the program, and for monitoring of activity compliance with the program. Any individual records contained in the system might be transferred to any component of the Department of Defense having the need to know in the performance of official business. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To other Federal agencies for use in filling overseas job vacancies; to law enforcement or investigatory authorities for investigation and possible criminal prosecution, civil court action, or regulatory order. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Magnetic computer tape. Retrievability: Retrieval by occupational skill and grade. Safeguards: The location is identified as a secure area; access is through electrically controlled doors and cipher locks; tapes are stored in a vault when not in use. Retention and disposal: Records remain in the system for one year or until the individual is placed in an overseas position; the individual is notified after eleven months that his registration is about to expire and is given the opportunity to re-register for another year. System manager(s) and address: Director, Staffing Policies and Programs, Office of the Deputy Assistant Secretary of Defense (Civilian Personnel Policy), Room 3D281, The Pentagon, Washington, DC 20301-4000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Department of Defense Civilian Personnel Office where the individual registered to enter the system. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Department of Defense Civilian Personnel Office where the individual registered to enter the system and should include name, current mailing address and telephone number. For personnel visits, the individual should be able to present to the personnel office some acceptable identification, such as a driver's license or other ID card. Contesting record procedures: The OSD's 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: Information in the file is obtained from the individual, either in writing or through interviews with personnel counselors, and from his official personnel file (201 file). Exemptions claimed for the system: None. DFMP 09 System name: Defense Equal Opportunity Management Institute Student File. System location: Primary microcomputer location: Information Systems Division, Defense Equal Opportunity Management Institute, Building 559, Patrick AFB, FL 32925-6685. 1Backup tape location: Library, Defense Equal Opportunity Management Institute, Building 560, Patrick AFB, FL 32925-6685. Hard copy backup files for former students location: Information Systems Division, Defense Equal Opportunity Management Institute, Building 559, Patrick AFB, FL 32925-6685. Temporary files and backups for current students are maintained on hard copy and microcomputers located in the Academic Directorate and Student Management Division, Defense Equal Opportunity Management Institute, Building 560 and Building 559, Patrick AFB, FL 32925-6685. Temporary microcomputer files and backups are also located in the Student Testing Division, Building 560, Patrick AFB, FL 32925-6685. Categories of individuals covered by the system: All current and former students of the Defense Equal Opportunity Management Institute. Categories of records in the system: Life history summary, name, Social Security Number, race, age, religious preference, military organization, test and examination scores and forms, peer group and instructor ratings and advisor progress reports. Authority for maintenance of the system: 10 U.S.C. 136 and E.O. 9397. Purpose(s): Files are used by the Defense Equal Opportunity Management Institute to evaluate student progress and to create a permanent record of academic accomplishment. Advisors use the files for counseling of students. Academic Boards and the Commandant use the files to make decisions on releasing students from the program. The Registrar uses the files to verify attendance and grades. The Commandant, faculty, and other staff use the student records to select instructors. Students use the data in evaluating their progress. The use of personal identifiers in this record system is solely for positive identification purposes. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Colleges and universities use transcript records to verify attendance and grades. The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Primary files are computer disk files. Backup files are magnetic computer tapes, microform, and paper records. Temporary files are on microcomputer disks backed up by magnetic tapes, diskettes, and paper records. Retrievability: Name, Social Security Number, student number or class. Safeguards: Primary locations for both permanent and temporary files are controlled access areas. Backup file storage is in locked file cabinets. Only authorized personnel have access to files. Retention and disposal: Microcomputer student history records are kept for 50 years and then destroyed; paper backup records are kept for one year and then destroyed; faculty board records are kept for five years and then destroyed. System manager(s) and address: Commandant, Defense Equal Opportunity Management Institute, Patrick AFB, FL 32925-6685. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director of Support, Defense Equal Opportunity Management Institute, Patrick AFB, FL 32925-6685. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director of Support, Defense Equal Opportunity Management Institute, Patrick AFB, FL 32925-6685. Requests must be in writing and contain the full name, Social Security Number, current address and telephone number, class of the individual, and signature. For personal visits, the individual should be able to provide some acceptable identification, such as a military ID card or a driver's license. Contesting record procedures: The OSD's 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: Information is provided by the individual, student peers, instructors, counselors, and examinations. Exemptions claimed for the systems: None. DFMP 24 System name: Joint Service Review Activity File. System location: Office of the Assistant Secretary of Defense (Force Management and Personnel), (Military Personnel and Force Management), The Pentagon, Washington, DC 20301-4000. Categories of individuals covered by the system: Individuals who have submitted a complaint to the Joint Service Review Activity in accordance with DOD Directive 1332.28 and the decisional principles contained within the Urban Law court decision. Complaints relate to decisional documents issued by the Discharge Review Boards of the Military Departments. Categories of records in the system: The JSRA files consist of the following: The complaint submitted by the individual, a copy of the decisional document, and review of the complaint by the Military Department, the Joint Service Review Activity, and the Deputy Assistant Secretary of Defense (MPFM). Additionally, any evidence submitted by the complainant to support the complaint is maintained with the documents listed above. Authority for maintenance of the system: 10 U.S.C. 1553, Review of Discharge or Dismissal; and DOD Directive 1332.28, Discharge Review Board (DRB) Procedures and Standards. Purpose(s): This data is used to maintain the necessary documents needed to process complaints submitted by applicants for their counsel in an expeditious fashion; used by the Discharge Review Boards of the Military Departments in evaluating the validity of the complaint; The Joint Services Review Activity in making its evaluation and recommendation on the complaint; the Deputy Assistant Secretary of Defense in making a final determination on the complaint. The documents are available to the complainant and/or applicant for his/ her case. They receive a copy of the DASD final determination. Only information which has been expurgated of all identifying information will be released to the public when requested. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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 records in file folders. Retrievability: Alphabetically by surname. Safeguards: Access to the building is by authorized identification pass or official escort. The records are maintained in a locked file cabinet which is under continuous observation during duty hours. The room is locked after duty hours. Retention and disposal: The records are maintained until the complaint action is finalized. Records are then kept for 1 year in the inactive status. The records are then forwarded to the appropriate Military Department for inclusion in the Official Military Records or destruction if copies of the action have been filed. System manager(s) and address: Administrative Director, Joint Service Review Activity, Office of the Assistant Secretary of Defense (Force Management and Personnel), (Military Personnel and Force Management), Room 3D823, The Pentagon, Washington, DC 20301-4000. Notification procedure: General information concerning the JSRA procedures may be obtained from the Administrative Director, Joint Service Review Activity, Office of the Assistant Secretary of Defense (Force Management and Personnel), (Military Personnel and Force Management), Room 3D823, The Pentagon, Washington, DC 20301-4000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Administrative Director, Joint Service Review Activity, Office of the Assistant Secretary of Defense (Force Management and Personnel), (Military Personnel and Force Management), Room 3D823, The Pentagon, Washington, DC 20301-4000. Written requests for information should contain the full name and address of the individual and must be signed. Contesting record procedures: The OSD's 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 basic information contained in the JSRA's file comes from the complainant, and the decisional document issued by the Military Department. This information forms the basis for reviews conducted by the Discharge Review Board of the Military Department, the Joint Service Review Activity and the Deputy Assistant Secretary of Defense (Military Personnel and Force Management). Exemptions claimed for the system: None. DFMP 26 System name: Vietnamese Commando Compensation Files. System location: Commission on Compensation, Office of the Secretary of Defense, 4000 Defense Pentagon, Washington, DC 20301-4000. Categories of individuals covered by the system: Individuals who are former Vietnamese operatives who either (1) participated in OPLAN 34A (or its predecessor) and were captured and incarcerated by the Democratic Republic of Vietnam (DRG) as a result of such participation, or (2) participated in OPLAN 35, were captured and incarcerated by North Vietnam forces as a result of such participation in Laos or along Lao-Vietnamese border, remained in captivity after 1973 (or died in captivity), and have not previously received payment from the United States for the period spent in captivity, provided that neither claimant has served in the Peoples Army of Vietnam or provided active assistance to the Government of the DRG during the period 1958 through 1975; the surviving spouse of a deceased claimant; the surviving children (including natural and adopted) of the deceased claimant if there is no surviving spouse; parents of a deceased claimant if there is no surviving spouse or children; and siblings of the deceased claimant if there is no surviving spouse, children or parents of the deceased claimant. Categories of records in the system: System (including documentation) is comprised of (1) names (including aliases, former names, or other names used); (2) current address; (3) current telephone number(s); (4) United States Social Security Number, (if any), United States Immigration and Naturalization Service (INS) Identification or similar number(s), (if any), and any equivalent social security or identification number(s), (if any), issued to applicant by the Democratic Republic of Vietnam, the Republic of Vietnam, or the current government of Vietnam; (5) date of birth; (6) place of birth; (7) distinguishing marks (fingerprints, scars, etc.); (8) family identification, including (a) parents; (b) spouse; (c) children; (d) brothers; (e) sisters; (f) others; (9) team name; (10) place of insertion; (11) date of launch; (12) dates of captivity; (13) name, address, and telephone number of counsel or attorney (if any); and (14) required sworn declaration of veracity of above, including denial of service with or collaboration with North Vietnam. Authority for maintenance of the system: Pub.L. 104-201, sections 657, as amended by Pub.L. 105-261, 658, payments to certain persons captured or interned by North Vietnam. Purpose(s): To be used by officials of the Vietnamese Commandos Compensation Commission to (1) verify the identity of claimants; (2) ensure the claim has been submitted in a timely manner (on or before November 15, 1998); (3) adjudicate the claim; (4) establish verified list of claimants for disbursing agency and facilitate cash payments to claimants; (5) provide a check list for attorney's fees limitation (as specified in the law); (6) establish a check list of paid claimants to preclude future claims or judicial review; and (7) prepare future reports to the Congress. 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 Department of Justice, Litigation Division, in connection with litigation concerning Au Dong Quy et al./Lost Commandos vs. United States for the purpose of representing the Department of Defense in pending or potential litigation to which the record is pertinent. To the Central Intelligence Agency and the Immigration and Naturalization Service for the purpose of checking and verifying claim information. The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Hard copy files are maintained in file folders; computer files are stored on magnetic tape and disk. Retrievability: Records are retrieved by name, date and place of birth, and/or Social Security Number if assigned and voluntarily furnished. Safeguards: Files are maintained under the direct control of office personnel in the Commission on Compensation during duty hours. Office is locked and alarmed during non-duty hours. Computer access requires log-on and password and computer media is stored in a controlled area. Retention and disposal: Records will be maintained until all requirements of Pub.L. 104- 201 are met and until a records disposition is obtained from the National Archives and Records Administration. System manager(s) and address: Commission on Compensation, Office of the Secretary of Defense, 4000 Defense Pentagon, Washington, DC 20301-4000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Commission on Compensation, Office of the Secretary of Defense, 4000 Defense Pentagon, Washington, DC 20301-4000. Requesters should provide full name and any former names used and date and place of birth. If a requester has a Social Security Number and desires to furnish it, he or she may do so but failure to provide it will not result in the request not being processed. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Commission on Compensation, Office of the Secretary of Defense, 4000 Defense Pentagon, Washington, DC 20301-4000. Requesters should provide full name and any former names used and date and place of birth. If a requester has a Social Security Number and desires to furnish it, he or she may do so but failure to provide it will not result in the request not being processed. Contesting record procedures: The OSD's rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction No. 81; 32 CFR part 311; or may be obtained from the system manager. Record source categories: Information is received from claimants, their survivors, their attorneys and other authorized representatives; third party individuals; the Department of Defense; and Government intelligence agencies; the Immigration and Naturalization Service; and from the National Archives and Records Administration. Exemptions claimed for the system: Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager. DGC 02 System name: Private Relief Legislation File. System location: Legislative Reference Service, Defense Legal Services Agency, Department of Defense, The Pentagon, Washington, DC 20301-1600. Categories of individuals covered by the system: Individuals for whom private relief legislation has been introduced in Congress. Categories of records in the system: Private relief legislation files of the Department of Defense, contain the history of legislation concerns individuals and contains information about them. Authority for maintenance of the system: 10 U.S.C. 133 and 137. Purpose(s): These files are used by the attorneys in the Office of the General Counsel, Office of the Secretary of Defense and personnel in the Department of Defense to produce working papers in development of a department position. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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 records in file folders. Retrievability: Filed by name and bill number. Safeguards: Stored in metal filing cabinets where they are kept in a locked room. Retention and disposal: Files are retained as long as there is an office interest in the legislation after which they are destroyed or retired to the Federal Records Center, Suitland, MD. System manager(s) and address: Director, Legislative Reference Service, Defense Legal Services Agency, Department of Defense, Room 3D282, Pentagon, Washington, DC 20301-1600. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Legislative Reference Service, Defense Legal Services Agency, Department of Defense, Room 3D282, Pentagon, Washington, DC 20301-1600. Valid proof of identity is required. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant General Counsel (Legal Counsel), Room 3E988, The Pentagon, Washington, DC 20301-1600. Contesting record procedures: The OSD's 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: Information contained in Private Relief Legislative files is obtained from various sources including correspondence with the Legislative Branch and inputs by the components of the Department of Defense. Exemptions claimed for the system: None. DGC 04 System name: Personnel Security Clearance Adjudication Files. System location: Defense Office of Hearings and Appeals, Defense Legal Services Agency, Department of Defense, 4015 Wilson Boulevard, Suite 300, Arlington, VA 22203-1995; Defense Office of Hearings and Appeals, Western Hearing Office, Second Floor, Building A, 21820 Burbank Boulevard, Suite 250, Woodland Hills, CA 91367-6484; and Defense Office of Hearings and Appeals, Western Department Counsel, Second Floor, Building A, 21820 Burbank Boulevard, Suite 235, Woodland Hills, CA 91367-6484. Decentralized inactive segments are held at the Washington National Records Center, and at the U.S. Army Investigative Records Depository, Fort Meade, MD 20755. Automated Joint Adjudicative Clearance System records are maintained on a system V50902, Defense Central Index of Investigations, at Defense Investigative Service, Personnel Investigations Center, Baltimore, MD, with access by computer terminals at Defense Office of Hearings and Appeals locations. Defense Office of Hearing and Appeals, Boston Hearing Office, Room D-017A, Kansas Street, Natick, MA 01760-5055. Categories of individuals covered by the system: Current and former Federal Government, contractor, state and local government employees, military personnel, and other persons whose security clearance or trustworthiness cases are referred to the Defense Office of Hearings and Appeals. Categories of records in the system: System includes automated case status records for current cases and inactive cases, an alphabetical card index file for records of cases prior to 1984 used for recording actions taken and for identification and location of case files within the system, and individual case files. Case files include requests for investigation, clearance, and adjudication; general correspondence relating to cases; personnel security questionnaires; investigative reports prepared by various investigative agencies, which may include information obtained from interviews, court documents, law enforcement records, business records, and other sources; medical and psychiatric records and evaluations; adjudicator's case summaries; Defense Industrial Security Clearance Office (DISCO) referral recommendations; correspondence between or concerning applicants for clearance and Defense Office of Hearings and Appeals (DOHA) elements, DISCO, medical facilities, DoD Psychiatric Consultants, investigative agencies, Military Departments, other DoD Components and Federal agencies, Personnel Security Specialists, Department Counsel, Administrative Judges, Appeal Board, and elements of the Office of the Secretary of Defense and Defense Investigative Service; written interrogatories and Statements of Reasons (SIR) to applicants, with replies, pleadings or correspondence filed and served on all parties, recommendations, summaries, and records of adjudicative actions; transcripts of hearings; exhibits admitted into evidence; decisions of Administrative Judges and Appeal Boards; and such other matter as may be included in the record. Authority for maintenance of the system: 10 U.S.C. 140; 31 U.S.C. 1535; Executive Orders 10865, as amended, 10450, as amended, 12829, 9397, and 12698. Purpose(s): These records are collected and maintained to determine whether the granting or retention of a security clearance to or affirmative trustworthiness decision for an individual is clearly consistent with the national interest; to record adjudicative actions and determinations; to record processing steps taken and processing time; to prepare statistical listings and summaries; to document due process actions taken; to assist authorized DoD Consulting Psychiatrists to compile evaluations and reports; to respond to inquiries from within the executive and legislative branches when the inquiry is made at the request of the individual or for official purposes; to monitor and control adjudicative actions and processes. Automated case status system and card files are used to record statistics, provide location and status and internal identification of cases, to prepare listings and statistical reports and summaries, and to monitor work flow and actions. 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: Case files referred by Federal Emergency Management Agency (FEMA) for adjudication by DOHA are provided to FEMA when action is completed, along with recommended clearance decisions. The `Blanket Routine Uses' set forth at the beginning of OSD's 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 records are maintained in file folders, and on file cards; electronic records are stored on magnetic or optical media; certain automated records are maintained on magnetic tapes and disks at Defense Investigative Service, Personnel Investigations Center, Baltimore, MD. Retrievability: Filed alphabetically by name, or by case number. Access to computer data may be made by name and Social Security Number and a combination of name and other personal identifying data. Safeguards: Records are stored in a secure area accessible only to DOHA authorized personnel. Except for a small number of records that are classified and need to be safeguarded as classified materials, all other records are stored, processed, transmitted and protected as the equivalent of For Official Use Only information. Records are accessed by the custodian of the record system and by persons responsible for servicing the system, who are properly screened and have a need-to- know. Computer hardware is located in controlled areas with access limited to authorized personnel. Computer access is via dedicated data circuits with password control. Individual passwords are changed periodically and upon departure of personnel. The dedicated data feature prevents access from standard dial-up telephones. Automated systems are operated by DOHA and by the Defense Investigative Service, Personnel Investigations Center, Information Systems Division. Only DOHA personnel are given the security level on the computer system needed to amend, add, alter, change or delete DOHA records. Other authorized contributors and users of the Defense Central Index of Investigations have read-only access to DOHA case status records in the system. Retention and disposal: Completed case files are returned to non-DoD agencies and are subject to records retention schedules of the owning agency after completion of DOHA action. Case files for military and DoD civilian personnel security clearance cases will be returned to the appropriate DoD Component after DOHA completes its processing of those cases. Copies of case summaries and recommended adjudication decisions and ancillary documents for all cases are retained for internal reference purposes by DOHA personnel. Industrial security and trustworthiness cases are retained at DOHA for two years after annual cut-offs, then are retired for twenty years at the Washington National Records Center and then destroyed. Inactive Department of Defense case files prior to 1982 are maintained at the U.S. Army Investigative Records Repository, Ft. Meade, MD 20755. Automated case tracking records and alphabetical card index files are retained as locator for active and inactive cases and for statistical purposes. System manager(s) and address: Director, Defense Office of Hearings and Appeals, PO Box 3656, Arlington, VA 22203-1995. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Defense Office of Hearings and Appeals, PO Box 3656, Arlington, VA 22203-1995. Individual should provide their full name and Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written requests to the Director, Defense Office of Hearings and Appeals, PO Box 3656, Arlington, VA 22203-1995. Individuals should provide their full name, and any former names used, date and place of birth, Social Security Number. Requests must be signed and notarized or, if the individual does not have access to notary services, preceded by a signed and dated declaration verifying the identity of the requester, in substantially the following form: `I certify that the information provided by me is true, complete, and accurate to the best of my knowledge and belief and this request is made in good faith. I understand that a knowing and willful false, fictitious or fraudulent statement or representation can be punished by fine or imprisonment or both.' (Signature). Some records may be made available for review at DOHA Headquarters, upon appointment made with Director. Individual must present picture identification, such as a valid driver's license. Contesting record procedures: The OSD's rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction No. 81; 32 CFR part 311; or may be obtained from the system manager. Record source categories: Information is received from investigative reports from Federal investigative agencies; personnel security records and correspondence; medical and personnel records, reports and evaluations; correspondence from contractors, employers, organizations of assignment and Federal agencies, DoD organizations, agencies and offices; from individuals, their attorneys or authorized representatives; from witnesses at hearings or documentary evidence made part of the hearing record. Exemptions claimed for the system: Parts of this record system may be exempt under 5 U.S.C. 552a(k)(5), as applicable. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager. DGC 05 System name: Administrative Files on Active Psychiatric Consultants to Department of Defense. System location: Directorate for Industrial Security Clearance Review, Defense Legal Services Agency, Department of Defense, 4015 Wilson Boulevard, Arlington, VA 22203-1995. Categories of individuals covered by the system: Psychiatric consultants who have entered into agreement with the Department of Defense to conduct psychiatric examination of individuals applying for industrial security clearance for access to classified information required in the performance of their work for classified Government contractors. Categories of records in the system: Current list of active DoD psychiatric consultants. Records are filed alphabetically by last name of psychiatrist, and consist of correspondence concerning agreement to conduct psychiatric examinations. Authority for maintenance of the system: DOD Directive 5220.6, Industrial Personnel Security Clearance Program; E.O. 10865, February 20, 1960, and Deputy Secretary of Defense Memorandum dated October 20, 1965, Subject: Employment of Psychiatric Consultants for Industrial Security Program. Purpose(s): The purpose of this system is to maintain as a resource a database of active psychiatric consultants available to conduct psychiatric examinations of individual applicants for industrial personnel security clearance in convenient geographical areas. Psychiatric consultants have active professional service agreements with the Department of Defense and are used by DISCR in processing requests for industrial personnel security clearance of individuals. 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: The `Blanket Routine Uses' set forth at the beginning of OSD's 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 records in file folders, vertical file cards. Retrievability: Alphabetically by surname. Safeguards: Records are stored in a secured area accessible to DISCR authorized personnel. Retention and disposal: Destroy six months after agreement between consultant and DOD has been terminated. System manager(s) and address: Director, Directorate for Industrial Security Clearance Review, PO Box 3656, Arlington, VA 22203-1995. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Directorate for Industrial Security Clearance Review, PO Box 3656, Arlington, VA 22203-1995. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Directorate for Industrial Security Clearance Review, PO Box 3656, Arlington, VA 22203-1995. Records may be made available for review at DISCR Headquarters, 4015 Wilson Boulevard, Suite 300, Arlington, VA. Written requests by an individual for copies of records containing information pertaining to the individual should be sent to Directorate for Freedom of Information and Security Review, Office of the Assistant Secretary of Defense (Public Affairs), Room 2C757, The Pentagon, Washington, DC 20301-1400 and should include the individual's full name, any former names used, date and place of birth, and Social Security Number. Requests must be signed and notarized, or if the individual does not have access to notary services, preceded by a signed and dated declaration verifying the identity of the requester in substantially the following form: `I certify that the information provided by me is true, complete, and accurate to the best of my knowledge and belief and this request is made in good faith. I understand that a knowing and willful false, fictitious or fraudulent statement or representation can be punished by fine or imprisonment or both. (Signature). Contesting record procedures: The OSD's 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: Correspondence with individual psychiatrists. Exemptions claimed for the system: None. DGC 06 System name: Attorney and Summer Intern Position Applications. System location: Office of the Assistant General Counsel (Manpower and Health Affairs), Office of the Secretary of Defense, Room 3E999, The Pentagon, Washington, DC 20301-1600. Categories of individuals covered by the system: Any person who applies to the Office of General Counsel of DOD for an attorney position for a summer intern position. Categories of records in the system: Files contain copies of letters and any other documents submitted by applicants, such as resumes, SF-171s, and applicant writing samples, and also contains response from the Office of the General Counsel. Authority for maintenance of the system: 5 U.S.C. 3101. Purpose(s): To consider applicant qualifications for available positions in the Office of the General Counsel and the Defense Legal Services Agency. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Documents filed chronologically in folders. Summer intern applicants filed alphabetically, with separate storage for first and second year students. Storage: Paper records in file folders. Retrievability: By name card index indicating date in chronological file folder. Summer intern files retrievable by alphabetical file folders. Safeguards: Building employs security guards. Records are maintained in file cabinets to which office personnel grant access only to those with a need to know. Training and screening of office personnel regarding protection of sensitive legal files is applicable to the subject file. Retention and disposal: Records are maintained for a one-year period. They are destroyed monthly. Summer intern applicant files are destroyed at the end of the summer. System manager(s) and address: Assistant General Counsel (Manpower and Health Affairs), Office of the Secretary of Defense, Room 3E999, The Pentagon, Washington, DC 20301-1600. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Assistant General Counsel (Manpower and Health Affairs), Office of the Secretary of Defense, Room 3E999, The Pentagon, Washington, DC 20301-1600. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Assistant General Counsel (Manpower and Health Affairs), Office of the Secretary of Defense, Room 3E999, The Pentagon, Washington, DC 20301-1600. Contesting record procedures: The OSD's 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: Application and related forms from the individuals for position. Exemptions claimed for the system: None. DGC 15 System name: Reports of Defense Related-Employment. System location: Department of Defense General Counsel, Director, Standards of Conduct Office, Room 3C960, The Pentagon, Washington, DC 20301-1600. Categories of individuals covered by the system: Retired or former military officers, in grades of major or lieutenant commander or above and former civilian officers, and employees of the Department of Defense employed at or above the minimum salary of GS-13, who, during any of the first three years after termination of service or employment with the Department of Defense, are employed at fifteen thousand dollars or more per year by a Defense contractor who, during that year, was awarded contracts by the Department of Defense totaling ten million dollars. Also covered are current officers and employees of the Department of Defense employed at or above the minimum salary level GS-13, who within the preceding three years are employed by such a Defense contractor. Categories of records in the system: Copies of report DD Form 1878 completed by individuals covered by the system and forwarded to the Department of Defense describing their employment with the Department of Defense and with the Defense contractor and a listing showing the names of individuals who submitted completed DD Form 1787. Authority for maintenance of the system: Pub. L. 91-121, section 410, approved November 19, 1969. Purpose(s): These records are available for public inspection in accordance with the specific terms of section 410(f) of Pub. L. 91-121. There is no limitation or restriction on use by the public of the information contained in the report. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Section 410(d) of Pub. L. 91-121 requires the submission to the President of the Senate and Speaker of the House of Representatives by December 31 of each year of information in the reports submitted by individuals during the preceding Fiscal Year. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: In metal file cabinet. Retrievability: Alphabetical by name of individual. Safeguards: Maintained in unlocked file cabinet when not in use. Retention and disposal: Retire to Washington National Records Center (WNRC) when three years old. Destroy when 10 years old. System manager(s) and address: Department of Defense General Counsel, Director, Standards of Conduct Office, Room 3C960, The Pentagon, Washington, DC 20301-1600. Notification procedure: Any individual who desires to know whether a report DD Form 1787 submitted by him is on file may address a letter of inquiry to the Department of Defense General Counsel, Director, Standards of Conduct Office, Room 3C960, The Pentagon, Washington, DC 20301-1600. In as much as the reports are available for public inspection no proof of identity is required. Record access procedures: On request of any individual the reports on file are made available for inspection in the office of the Department of Defense General Counsel, Director, Standards of Conduct Office, Room 3C960, The Pentagon, Washington, DC 20301-1600. Contesting record procedures: The OSD's 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 submitting the DD Form 1787. Exemptions claimed for the system: None. DGC 16 System name: Political Appointment Vetting Files. System location: Office of Legal Counsel, Department of Defense General Counsel, 1600 Defense Pentagon, Washington, DC 20301-1600. Categories of individuals covered by the system: Individuals who are possible appointments to political positions in DoD, consisting of non-career Senior Executive Service (SES) (Schedule `C'). Categories of records in the system: Files consist of referral letters, White House clearance letters, information about individual's professional licenses (if applicable), IRS results of inquiries, notation of National Agency Check (NAC) results (favorable or otherwise), internal memoranda concerning a candidate, Financial Disclosure Statements (Standard Form 278), results of inquiries about the individual, Personal Data Questionnaires and General Counsel Interview sheets, published works including books, newspaper, magazine articles and treatises by the applicant, newspaper and magazine articles written about the applicant, and other correspondence relating to the selection and appointment of political appointees. Authority for maintenance of the system: 10 U.S.C 133 and E.O. 9397. Purpose(s): To evaluate suitability of individuals seeking or who have been recommended for non-career positions within DoD. Files are used by authorized personnel within the Office of the Secretary of Defense to resolve issues involving a potential candidate's suitability for appointment, e.g. conflicts of interest, financial mismanagement, moral turpitude, etc. 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 Federal, state, local, or foreign law enforcement authorities if the record indicates, on its face or in conjunction with other records, a violation of law; to the Department of Justice in pending or potential litigation to which the record is pertinent; to the General Services Administration and National Archives and Records Administration for records management purposes; to U. S. Government and foreign counterintelligence activities as authorized by federal law or executive order. The `Blanket Routine Uses' set forth at the beginning of OSD's compilation of systems of records notices do not apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Correspondence and forms in file folders. Retrievability: Information accessed by last name of individual and Social Security Number. Safeguards: Building employs security guards. Data is kept in locked safes and is accessible to authorized personnel only. Retention and disposal: Destroy at the end of the Presidential administration during which the individual is hired. For nonselectees, records of individuals who are not hired are destroyed one year after the file is closed, but not later than the end of the Presidential administration during which the individual is considered. System manager(s) and address: Office of Legal Counsel, Department of Defense General Counsel, 1600 Defense Pentagon, Washington, DC 20301-1600. Notification procedure: Individuals seeking to determine whether information about themselves in contained in this system should address written inquiries to Office of Legal Counsel, Department of Defense General Counsel, 1600 Defense Pentagon, Washington, DC 20301-1600. Requests for information should contain individual's full name, any former names used, and Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to Directorate for Freedom of Information and Security Review, Office of the Assistant Secretary of Defense (Public Affairs), 1400 Defense Pentagon, Room 2C757, Washington, DC 20301-1400. The request must include the individual's full name, any former names used, and Social Security Number. Contesting record procedures: The OSD's rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction No. 81; 32 CFR part 311; or may be obtained from the system manager. Record source categories: Submitted by individuals themselves and compiled from interviews with those individuals seeking non-career positions. Additional sources may include The White House, Office of Personnel Management, Internal Revenue Service, Defense Investigative Service, and international, state, and local jurisdiction law enforcement components for clearance documents, and other correspondence and public record sources. Exemptions claimed for the system: Portions of this system of records may be exempt from certain provisions of 5 U.S.C. 552a(k)(5). An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager. DGC 17 System name: Hearings and Appeals Case Files. System location: Defense Office of Hearings and Appeals, Defense Legal Services Agency, Department of Defense, 4015 Wilson Boulevard, Suite 300, Arlington, VA 22203-1995; Defense Office of Hearings and Appeals, Western Hearing Office, Second Floor, Building A, 21820 Burbank Boulevard, Suite 250, Woodland Hills, CA 91367-6484; Defense Office of Hearings and Appeals, Western DepartmentCounsel, Second Floor, Building A, 21820 Burbank Boulevard, Suite235, Woodland Hills, CA 91367-6484; and Defense Office of Hearings and Appeals, Boston Hearing Office, Room D-017A, Kansas Street, Natick, MA 01760-5055. Categories of individuals covered by the system: (1) Beneficiaries and providers under the Civilian Health and Medical Program of the Uniformed Services (CHAMPUS) that have unresolved disputes with the Office of CHAMPUS (OCHAMPUS); (2) Students in the Department of Defense Education Activity (DODEA). Categories of records in the system: CHAMPUS-related categories include: Appointment memoranda and transmittal correspondence; case files; petitions and answers to petitions; exhibits admitted into evidence; written transcripts or electronic records of hearings; pleadings or correspondence properly filed and served on all parties; claims and all other pertinent materials relating to a claim; billings, applications or approval forms; medical records, family history files; such other matter as the hearing officer may include in the record, rulings or orders issued by the hearing office, and the hearing officer's written decision. Education-related categories include: Records pertaining to students attending DoD-operated dependent schools in case files pertaining to hearings and appeals conducted pursuant to Appendix C to 32 CFR part 80, Special Education Children with Disabilities Within the Section 6 School Arrangements; 32 CFR part 57, Education of Handicapped Children in DoD Dependent Schools; or 32 CFR part 56, Nondiscrimination on the basis of Handicap in Programs and Activities Assisted or conducted by the Department of Defense, to afford impartial due process hearings and administrative appeals on the early intervention services or identification, evaluation, and educational placement of, and free appropriate public education provided to a disabled child; documents associated with such hearing, including: Appointment memoranda and transmittal correspondence; petitions and answers to petitions, the written transcript or the electronic record of the hearing, exhibits admitted into evidence; pleadings, written submissions or correspondence properly filed and served on all parties, such other matter as the hearing officer may include in the record, rulings or orders issued by the hearing office, the hearing officer's written decision; documents associated with administrative appeals from the hearing officer's written decision; including the administrative record on appeal, pleadings, written submissions or correspondence properly filed and served on all parties, rulings or orders issued by the appeal board, and the appeal board's written decision. Common to both categories, automated case status records for current cases and inactive cases are used to provide location and status and internal identification of cases, to prepare listings and internal statistical reports, and to monitor workflow and case handling actions. Authority for maintenance of the system: 10 U.S.C. 140 and E.O. 9397. Purpose(s): Records are collected and maintained to support claims resolution and impartial due process hearings/and or ancillary proceedings to parties requesting them and to provide decisions to those parties involved in the hearings; to record processing steps taken and processing time; to prepare statistical listings and summaries; to document due process actions taken; to respond to inquiries from offices within the executive and legislative branches when the inquiry is made at the request of the individual, or for official purposes; to monitor and control adjudicative actions and processes. The automated case tracking system is used to record statistics, provide location and status and internal identification of cases, to prepare listings and internal statistical reports, and to monitor work flow and case handling actions. 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: The `Blanket Routine Uses' set forth at the beginning of OSD's 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 records are maintained in file folders, and on file cards; electronic records are stored on magnetic or optical media. Retrievability: Filed alphabetically by beneficiary, provider, child's or sponsor's name, Social Security Number, or by case number. Access to computer data may be made by name, Social Security Number, or a combination of other personal identifying data. Safeguards: Records are stored in a secure area accessible only to DOHA authorized personnel. All records are stored, processed, transmitted and protected as the equivalent of For Official Use Only information. Records are accessed by the custodian of the record system and by persons responsible for using or servicing the system, who are properly screened and have a need-to-know. Computer hardware is located in controlled areas with access limited to authorized personnel. Computer access is via dedicated data circuits with password control. Individual passwords are changed periodically and upon departure of personnel. The dedicated data feature prevents access from standard dial-up telephones. Retention and disposal: Along with decisions and other materials develoed during DOHA processing of cases, the original case files, tapes, exhibit files, and associated documentation are returned to OCHAMPUS and the DoD Education Activity and are subject to records retention schedules of the owning agency after completion of DOHA action. Copies of decisions and audio tapes are destroyed when no longer needed for reference purposes but not later than 6 years after rendering a decision. System manager(s) and address: Director, Defense Office of Hearings and Appeals, PO Box 3656, Arlington, VA 22203-1995. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Defense Office of Hearings and Appeals, PO Box 3656, Arlington, VA 22203-1995. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Director, Defense Office of Hearings and Appeals, PO Box 3656, Arlington, VA 22203-1995. Individual should provide full name and any former names used, date and place of birth, and Social Security Number. Some records may be made available for review at DOHA Headquarters upon appointment made with the Director. Individual must be able to provide picture identification or a valid driver's license. Requests must be signed and notarized or, if the individual does not have access to notary services, preceded by a signed and dated declaration verifying the identity of the requester, in substantially the following form: `I certify that the information provided by me is true, complete, and accurate to the best of my knowledge and belief and this request is made in good faith. I understand that a knowing and willful false, fictitious or fraudulent statement or representation can be punished by fine or imprisonment or both. (Signature).' Contesting record procedures: The OSD's rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction No. 81; 32 CFR part 311; or may be obtained from the system manager. Record source categories: For OCHAMPUS Cases: Case files referred by OCHAMPUS to DOHA Administrative Judges; correspondence and supplementary material from DOHA to the parties in connection with the handling of the case; correspondence, pleadings, written submissions and evidence associated with hearings from parties to such proceedings; DoD correspondence associated with receipt and transmittal of case files. For DoD Education Activity Cases: Case files assigned to DOHA Administrative Judges for hearing and/or administrative appeals; correspondence and supplementary material from DOHA to the parties in connection with the handling of the case; correspondence, pleadings, written submissions and evidence associated with hearings or appeals from parties to such proceedings; rulings, orders, and written decisions from hearing officers or appeal board; correspondence from individuals, their attorneys, or authorized representatives; and DoD correspondence associated with receipt and transmittal of case files. Exemptions claimed for the system: None. DGC 18 System name: DoD Roster of Neutrals. System location: Office of Alternative Dispute Resolution, Defense Legal Services Agency, Defense Office of Hearings and Appeals, 4015 Wilson Boulevard, Suite 300, Ballston Tower III, Arlington, VA 22203-1995. Categories of individuals covered by the system: DoD employees who have agreed to serve as neutrals as described in 5 U.S.C. 573. These individuals are trained and experienced in Alternative Dispute Resolution (ADR) and may serve as a conciliator, facilitator, mediator, or in other neutral roles in the dispute resolution process. Categories of records in the system: Background information including experiences and training of persons who wish to be and/or are registered in the DoD Roster of Neutrals. Information includes Alternative Dispute Resolution education or certification status and notes or any other information pertaining to a neutral, including recertification, removal, and investigatory or disciplinary actions taken against an individual. The investigator's files that may be used to determine those actions are not contained in this system of records. Files of neutrals assigned to Alternative Dispute Resolution proceedings generally contain evaluations contributed by the parties to the dispute commenting on the effectiveness of the neutral. Other records consist of Alternative Dispute Resolution case files, which include requests for and agreements to engage in an ADR proceeding, settlement agreements and other correspondence relating to a case; case file logs; and case file databases.' Authority for maintenance of the system: 5 U.S.C. 573, Neutrals; 10 U.S.C. 140, General Counsel of the Department of Defense; and DoD Directive 5145, Alternative Dispute Resolution (ADR). Purpose(s): The primary purpose of the system is to maintain the Roster of Neutrals for use by parties in dispute to review training, experience and other qualifications information about neutrals. Secondary purposes are to manage application, investigative, certification, decertification, recertification, and disciplinary information about neutrals and apply this to their status on The Roster; and to manage ADR case files and supporting ADR administrative logs and databases. Routine uses of records maintained in the system, including categories of users and the purpose 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 parties to a dispute and/or their personal representatives when these individuals are not affiliated with the Department of Defense for review of training, experience and other qualification information contained in the DoD Roster of Neutrals in connection with the appointment of a specific neutral. To administrative personnel who are not affiliated with the Department of Defense who use information in the system to arrange or manage ADR proceedings. To non-DoD persons who use information in the system in connection with investigations or disciplinary actions concerning a neutral, including, but not limited to, violations of ethical standards of conduct and/or breaches of state, Federal or local laws or regulations. The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Hard copy files are maintained in file cabinets and computer files on magnetic or optical media. All are stored in a secure area. Retrievability: Files are retrieved by the last name of the neutral, by geographic availability of a neutral, and by experience and type of subject matter expertise of a neutral. Case files for Alternative Dispute Resolution proceedings are retrieved by case file number and not by any personal identifier. Safeguards: Files are maintained in a secure area under the direct control of Office of Alternative Dispute Resolution personnel during duty hours. Office is locked and building employs Security guards during non-duty hours. Access is restricted to those personnel maintaining the files and to potential users of the information. Access to the electronic portion of the system is controlled by user passwords that are periodically changed. Retention and disposal: Delete entry and replace with `Files of active neutrals are retained until neutral separates from Roster: Cutoff file on separation and destroy 1 year later. Rejected neutral applications, correspondence, biographical data including education, training and experience: Cutoff file and destroy 2 years later. Files of active neutrals who are decertified or removed: Cutoff from active file upon notification of decertification or removal. Destroy 3 years later. Files of active neutrals who become unavailable due to retirement or death: Cutoff from active file upon notification of retirement or death. Destroy 1 year later. Alternative Dispute Resolution Case files: Destroy when 10 years old. Logs and databases tracking ADR cases: Destroy when no longer needed. System manager(s) and address: Chief, Office of Alternative Dispute Resolution, Defense Legal Services Agency, Defense Office of Hearings and Appeals, Post Office Box 3656, Arlington, VA 22203-1995. Notification procedure: Individuals seeking to determine whether information about themselves as neutrals is contained in this system should address written inquiries to Office of Alternative Dispute Resolution, Defense Legal Services Agency, Defense Office of Hearings and Appeals, Post Office Box 3656, Arlington, VA 22203-1995. Record access procedures: Individuals seeking access to information about themselves as neutrals in this system should address written inquiries to: Office of Alternative Dispute Resolution, Defense Legal Services Agency, Defense Office of Hearings and Appeals, Post Office Box 3656, Arlington, VA 22203-1995. Contesting records and 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: Neutral qualification and experience information; information provided for certification purposes; evaluations by parties to a dispute of the effectiveness of relevant ADR efforts; ADR case files; and logs and databases of ADR proceedings. Exemptions claimed for the system: None. DGC 19 System name: DoD Final Personnel and General Claims and Waiver Files. System location: Defense Office of Hearings and Appeals, Defense Legal Services Agency, Department of Defense, 4015 Wilson Boulevard, Suite 300, Arlington, VA 22203-1995. Categories of individuals covered by the system: Pay and Travel Claims: Uniformed service members of DoD, the Coast Guard, National Oceanic and Atmospheric Administration, and the Public Health Service or their dependents, beneficiaries, agents, attorneys or other individuals who may benefit from the member's tenure and who have an unresolved dispute related to a claim for pay, allowances, travel, transportation, retired pay, or survivor benefits. Waiver Authority: DoD civilian employees, uniformed service members of DoD, the Coast Guard, National Oceanic and Atmospheric Administration, and the Public Health Service or their dependents, beneficiaries, agents, attorneys or other individuals who may benefit from the member's tenure and who have an unresolved dispute related to a request for waiver of erroneous payments of pay and allowances. General Claims: Any individuals with other general claims arising from activities within DoD. Categories of records in the system: Case files include administrative reports from DoD military and civilian employees, the Coast Guard, the National Oceanic and Atmospheric Administration, and the Public Health Service; claims, waiver applications, and all pertinent or supporting materials related to a claim or waiver application; written decisions of this Office, the Agency concerned, and the Deputy General Counsel (Fiscal); and such other matter as the claims adjudicators and attorneys may include in the record, including copies of precedents relied on in resolving a case. Automated case status records for current cases and inactive cases are used to provide location and status and internal identification of cases, to prepare listings and internal statistical reports, and to monitor work flow and case handling actions. Authority for maintenance of the system: 5 U.S.C. 5584; 10 U.S.C. 140; 10 U.S.C. 2575; 10 U.S.C. 2771; 10 U.S.C. 2774; 24 U.S.C. 420; 31 U.S.C. 3529; 31 U.S.C. 3702; 32 U.S.C. 714; 32 U.S.C. 716; 37 U.S.C. 554; and E.O. 9397 (SSN). Purpose(s): Records are collected and maintained to support the resolution of a claim or waiver application and to provide decisions to those parties involved in: a. Claims related to uniform services members' pay, allowances, travel, transportation, retired pay, and survivor benefits; b. Claims by transportation carriers for amounts collected from them for loss and damage incurred to property incident to shipment at Government expense; c. Claims for proceeds of sale of unclaimed property coming into the custody or control of the Army, Navy, Air Force or Coast Guard; d. Final settlements of accounts of members of the Armed Forces, including the National Guard; e. Reports on disposition of the effects of deceased members of the Army and Air Force for settlement under 10 U.S.C. 2771, 10 U.S.C. 4712 and 9712; f. Claims for the proceeds of the sale of motor vehicles and items of household goods and personal property of members of the Uniformed Services reported dead, injured, ill or absent for a period of more than 29 days in a missing status; g. Claims for the proceeds from the disposition of effects of deceased residents of the Armed Forces Retirement Home; h. Claims arising from DoD activities cognizable under 31 U.S.C. 3702, not otherwise delegated by the Director, OMB. i. Waivers of payment submitted by individuals who seek final adjudication of their requests for waiver of erroneous payments of pay and allowances. Waivers are submitted by: (1) Uniformed service members of DoD, the Coast Guard, National Oceanic and Atmospheric Administration, and the Public Health Service, of individuals who may derive any benefit on account of such tenure who have an unresolved dispute relating to a claim for pay, allowances, travel, transportation, retired pay, or survivor benefits. (2) DoD civilian employees who have an unresolved dispute related to a request for waiver of erroneous payments of pay. Records also are collected and maintained to record processing steps taken and processing time; to prepare statistical listings and summaries; to monitor and control adjudicative actions and processes. 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 Coast Guard, the National Oceanic and Atmospheric Administration, and the Public Health Service for the purpose of obtaining and providing information relating to claims and waivers. The `Blanket Routine Uses' set forth at the beginning of OSD's 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 records are maintained in file folders and electronic records are stored on magnetic or optical media. Retrievability: Paper records are retrieved by case number. Computer data is retrieved by name, address, and Social Security Number, case number, or a combination of other personal identifying data. Safeguards: Records are stored in a secure area accessible only to DOHA authorized personnel. All records are stored, processed, transmitted and protected as the equivalent of For Official Use Only information. Records are accessed by the custodian of the record system and by persons responsible for using or servicing the system, who are properly screened and have a need-to-know. Computer hardware is located in controlled areas with access limited to authorized personnel. Computer access is via dedicated data circuits with password control. Individual passwords are changed periodically and upon departure of personnel. The dedicated data feature prevents access from standard dial-up telephones. Only DOHA personnel are given the security level on the computer system needed to amend, add, alter, change, or delete Claims and Waiver records. Retention and disposal: Records are destroyed 6 years and 3 months after date of last DOHA action. System manager(s) and address: Director, Defense Office of Hearings and Appeals, P0 Box 3656, Arlington, VA 22203-1995. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Defense Office of Hearings and Appeals, PO Box 3656, Arlington, VA 22203-1995. Request should include the individual's full name, address, telephone number, Social Security Number and other information identifiable from the record. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Director, Defense Office of Hearings and Appeals, PO Box 3656, Arlington, VA 22203-1995. Request should include the individual's full name, address, telephone number, Social Security Number and other information identifiable from 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 without 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)'. Records may be made available for review at DOHA Headquarters upon appointment made with the Director. Individual must be able to provide picture identification, such as a valid driver's license. 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: Information is received from agency claims and waiver application files; from subject individuals, their attorneys or authorized representatives; or other documentary evidence made part of the record by the individual or the agency. Exemptions claimed for the system: None. DGC 20 System name: DoD Presidential Appointee Vetting File. System location: Department of Defense, Office of the General Counsel, Standards of Conduct Office, 1600 Defense Pentagon, Washington, DC 20301-1600. Categories of individuals covered by the system: Individuals who are prospective nominees to positions within DoD which require Senate confirmation. Categories of records in the system: Files consist of White House Personal Data Statement Questionnaire, Senate Armed Services Committee Questionnaire, Questionnaire for National Security Positions (Standard Form 86), Supplement to Standard Form 86, Senior Appointee Pledge, internal memoranda concerning the potential nominee, published works including books, newspaper, magazine articles, speeches and treatises by the potential nominee, newspaper and magazine articles written about the potential nominee, financial information to include that contained on Financial Disclosure Reports (Standard Form 278), various consent and release forms which include but is not limited to Acknowledgment and Consent Regarding Intent to Nominate or Appoint, Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the Fair Credit Reporting Act, FBI consent forms for a name check and full field investigation, and tax check waiver, and other correspondence or documents relating to the selection of political appointees. Authority for maintenance of the system: 10 U.S.C. 140, General Counsel and E.O. 9397 (SSN). Purpose(s): Files are used to facilitate the White House Presidential Appointee vetting process by assisting potential nominees as they complete the vetting documents. 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: In the event that this system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. A record from this system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. A record from this system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. A record from this system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. A record from this system of records maintained by this component may be disclosed as a routine use outside the DoD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. To the White House and Committees on Armed Services for vetting purposes. The DoD `Blanket Routine Uses' do not apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Correspondence and forms in file folders. Retrievability: Information is retrieved by individual's last name and Social Security Number. Safeguards: Building employs security guards. Data is kept in locked cabinet and is accessible to authorized personnel only. Retention and disposal: Destroy at the end of the Presidential Administration during which the individual is employed. For individuals who are not appointed to a DoD position, destroy one year after the file is closed, but not later than the end of the Presidential administration during which the individual is considered. System manager(s) and address: Director, Standards of Conduct Office, Department of Defense, Office of the General Counsel, 1600 Defense Pentagon, Washington, DC 20301-1600. Notification procedure: Individual seeking to determine whether information about themselves is contained in this system should address written inquiries to Department of Defense, Office of the General Counsel, Standards of Conduct Office, 1600 Defense Pentagon, Washington, DC 20301-1600. Requests for information should contain individual's full name, any former names used, and Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to Directorate for Freedom of Information and Security Review, Washington Headquarters Services, 1400 Defense Pentagon, Room 2C757, Washington, DC 20301-1400. Requests for information should contain individual's full name, any former names used, and Social Security Number. 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: Submitted by individuals themselves. Other sources may include the White House, Committee on Armed Services, and other correspondence and public record sources. Exemptions claimed for the system: Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager. DHA 03 System name: Pentagon Employee Referral Service (PERS) Counseling Records. System location: Pentagon Employee Referral Service, c/o Civilian Employees Health Services Clinic, Room 1E356, The Pentagon, Washington, DC 20310-6800. Categories of individuals covered by the system: All civilian DOD employees assigned to duty in the Pentagon and environ who are referred by management for, or voluntarily request, counseling assistance. Categories of records in the system: Records on patients which are generated in the course of professional counseling. Records consist of information on condition, current status, progress and prognosis for patients who have personal, emotional, alcohol or drug dependency problems, including admitted or urinalysis-detected illegal drug abuse. Authority for maintenance of the system: 5 U.S.C. 43; 5 U.S.C. 310; 5 U.S.C. 7301; 10 U.S.C. 3012; 42 U.S.C. 290dd-3 and 290ee-3; 42 U.S.C. 4582; Pub. L. 100-71; E.O. 12564, Drug-Free Federal Workplace; and E.O. 9397. Purpose(s): To record counselor's observations concerning patient's condition, current status, progress prognosis and other relevant treatment information regarding patients in an employee assistance treatment facility. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: In order to comply with provisions of 5 U.S.C. 7301 and 42 U.S.C. 290dd-3 and 290ee-3, the Office of the Secretary of Defense `Blanket Routine Uses' do not apply to this system of records. Records in this system may not be disclosed without the prior written consent of such patient, unless the disclosure would be: To medical personnel to the extent necessary to meet a bona fide medical emergency; To qualified personnel for the purpose of conducting scientific research, management audits, financial audits, or program evaluation, but such personnel may not identify, directly or indirectly, any individual patient in any report of such research, audit, or evaluation, or otherwise disclose patient identities in any manner; and If authorized by an appropriate order of a court of competent jurisdiction granted after application showing good cause therefor. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders are stored in filing cabinets. Extracts of treatment records are entered into an electronic database on a microcomputer. Retrievability: Manual and automated records are retrieved by patient's last name, Client Case Number, and Social Security Number. Safeguards: Paper records are maintained in file cabinets that are locked when the office is not occupied by authorized personnel. The automated database files are on a password-protected, stand alone microcomputer. All patient records are maintained and used with the highest regard for patient privacy. Only persons on a need-to-know basis and trained in the handling of information protected by the Privacy Act have access to the system. Retention and disposal: Paper records are destroyed five years after termination of counselling. Destruction is by shredding, pulping, macerating, or burning. Electronic records are purged of identifying data five years after termination of counselling. Aggregate data without personal identifiers is maintained for management/statistical purposes until no longer required. System manager(s) and address: Director, Pentagon Employee Referral Service, Room 1E356, The Pentagon, Washington, DC 20310-6800. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Pentagon Employee Referral Service, Room 1E356, The Pentagon, Washington, DC 20310-6800. The request should contain the full name, address, Social Security Number and the signature of the subject individual. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, The Pentagon Employee Referral Service, Room 1E356, Pentagon, Washington, DC 20310-6800. The request should contain the full name, address, Social Security Number and the notarized signature of the subject individual. Contesting record procedures: The OSD's 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: Patient, counselors, supervisors, co-workers or other agency or contractor-employee personnel; private individuals to include family members of patient and outside practitioners. Exemptions claimed for the system: None. DHA 04 System name: DOD Bone Marrow Donor Program. System location Primary system: Naval Medical Research Institute, Bethesda, MD 20814-5055. National Marrow Donor Program (NMDP) Collection Centers at the following locations: Alta Bates-Herrick Hospital, Bone Marrow Transplant Program, 3001 Colby Street, Berkeley, CA 94705. Baylor University Medical Center, Bone Marrow Transplant Program, Sammons Tower, Suite 410, 3500 Gaston Avenue, Dallas, TX 75246. Children's Hospital Medical Center, Division of Hematology/ Oncology, Bone Marrow Donor Program, Elland and Bethesda Avenues, Cincinnati, OH 45229. City of Hope National Medical Center, Blood Transfusion Services, 1500 E. Duarte Road, Duarte, CA 91010. Cleveland Clinic Foundation, 9500 Euclid Avenue, Cleveland, OH 44106. Dana Farber Cancer Institute, Dana 1838, 44 Binney Street, Boston, MA 02115. Dartmouth/Hitchock Medical Center, Hematology/Oncology Department, Vail Building, Room 56, PO Box HB-7923, Hanover, NH 03756. Emory Clinic, Department of Hematology, 1365 Clifton Road, Northeast, Atlanta, GA 30322. Georgetown University Hospital, Lombardi Cancer Research Center, Bone Marrow Transplantation Program, 3800 Reservoir Road, Northwest, Washington, DC 20007. Genesee Hospital, 224 Alexander Street, Rochester, NY 14607, HCA Weslery Medical Center, 3243 East Murdock, Suite 300, Wichita, KS 67208. Hahnemann University Hospital, Broad and Vine Street, 8102 N.C.B., Philadelphia, PA 19102. The Johns Hopkins Oncology Center, Bone Marrow Transplant Program, 600 North Wolfe Street, Baltimore, MD 21205. Kaiser Health Center East, 3414 North Kaiser Center Drive, Portland, OR 97227. Kansas City Internal Medicine, 6420 Prospect Avenue, T101, Kansas City, MO 64132. LSU Medical School, Department of Medicine, 1524 Tulane Avenue, New Orleans, LA 70112. Medical College of Wisconsin, Department of Medicine, Milwaukee County Medical Complex, 8700 West Wisconsin Avenue, Milwaukee, WI 53233. Memorial Sloan-Kettering Cancer Center, 1275 York Avenue, New York, NY 10021. Mercy General Hospital, 3939 `J' Street 300, Sacramento, CA 95819. Methodist Hospital of Indiana, Inc., Bone Marrow Transplantation Program, 1701 North Senate Boulevard, Indianapolis, IN 46202. Montefiore Hospital, Hematology/Oncology Unit, 3459 Fifth Avenue, Pittsburgh, PA 15213. The Ohio State University, Bone Marrow Transplant Program, 10 North Doan Hall, 410 West Tenth Avenue, Columbus, OH 43210-1228. Ohio State University Hospital, 410 West Tenth Avenue, N1025 Doan Hall, Columbus, OH 43210. Pacific Presbyterian Hospital, Division of Bone Marrow Transplant, 2351 Clay Street, Suite 414, San Francisco, CA 94115. Poudre Valley Hospital, Bone Marrow Transplant Program, 1024 LeMay Avenue, Fort Collins, CO 80524. St. Frances Hospital, Cancer Care Associates, 6835 South Canton, Tulsa, OK 74136. Scripps Clinic Research Foundation, Weingart Center for Bone Marrow Transplantation, 10666 North Torrey Pines Road, Maildrop MS- 312, LaJolla, CA 92037. Stanford University Medical Center, Bone Marrow Transplant Program, 300 Pasteur Drive, Room H-1353, Stanford, CA 94305-5290. Tufts New England Medical Center, Bone Marrow Transplant Program, 750 Washington Street, 245, Boston, MA 02111. UCLA Center for Health Science, Bone Marrow Transplant Program, 10833 LeConte, Room 42-121, Los Angeles, CA 90024. UCSD Medical Center, Bone Marrow Transplant Program, 225 Dickinson Street, H-811K, San Diego, CA 92103. United Blood Services, 1515 University Avenue, PO Box 25445, Albuquerque, NM 87125. University of California Medical Center, Hematology Services, PO Box 0324, Room A-502, 400 Parnassus, San Francisco, CA 94143. University of Connecticut Medical Center, Department of Hematology/Oncology, Bone Marrow Transplantation Program, 263 Farmington Avenue, Farmington, CT 06032. University of Florida, College of Medicine, Bone Marrow Transplant Program, Box J277 JHMHC, Gainesville, FL 32610. University of Iowa Hospitals and Clinics, Division of Hematology/ Oncology, Adult Bone Marrow Transplant Program, Iowa City, IA 52242. University of Minnesota Hospital and Clinic, Bone Marrow Transplant Program, Box 803, UMHC, Harvard Street at East River Road, Minneapolis, MN 55455. University of Nebraska Medical Center, 42nd and Dewey Avenue, Omaha, NE 68105. University of Oklahoma, Hematology Section, Health Sciences, PO Box 26901, Oklahoma City, OK 73190. University of Wisconsin Hospitals and Clinics, Hematology H4/540, Bone Marrow Transplant Program, 600 Highland Avenue, Madison, WI 53792. Virginia Mason Clinic, Medical Oncologist, 925 Seneca, PO Box 900, Seattle, WA 98111. Wake Forest University Cancer Center, Section of Hematology/ Oncology, 300 South Hawthorne Road, Winston Salem, NC 27103. Wayne State Univ/Harper Grace Hospitals, School of Medicine, Division of Hematology/Oncology, PO Box 02188/John R., Detroit, MI 48201. Categories of individuals covered by the system: Department of Defense military and civilian personnel and their dependents who have volunteered for and been accepted as potential bone marrow donors. Categories of records in the system: Donor registration and consent forms (or a notation in writing if the consent was obtained telephonically) including consent for testing, and consent to donate a blood sample for HLA (human leukocyte antigen) typing; a consent to donate platelets; a consent to donate bone marrow, if compatible with a patient; a consent to undergo anesthesia if selected to donate marrow; report of physical examination of the donor to include complete medical history and the results of laboratory and other tests (X-ray, electrocardiogram, virology, etc.), and examining physician's report to the donor center; information pertinent to the collection process including posthospitalization follow-up; donor's written consent to be returned to the registry for further donations. Data items include: Name, Social Security Number, a bar-coded Donor Identification Number (DIN), and HLA type; donor's address, place of work, home and work telephone numbers; names, addresses and telephone numbers of donor's relatives and friends; donor's race/ethnicity; hospital and hospital provider number, city and State; date and time of marrow recovery and transplantation; name of transplant center. Authority for maintenance of the system: 10 U.S.C 136 and E.O. 9397. Purpose(s): To tissue type as many donors as possible for inclusion in the national registry of marrow donors in order to offer patients requiring bone marrow transplants access to as many potential donors as possible for the purpose of obtaining compatible match. To the National Coordinating Center for the purpose of obtaining a marrow match. Information released will consist of DIN, donor's race, date of birth and sex only. To the National Coordinating Center for the purpose of obtaining insurance coverage for the donor. Information released will consist of name, address, Social Security Number and date of birth. Name and address only for the purpose of direct informational mailing (in such a way that the individual is not linked to his or her donor identification number of HLA-type). To a NMDP-approved civilian medical facility in only those cases where required medical examination and/or actual marrow procurement is performed. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. To the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A- 19 at any state of the legislative coordination and clearance process as set forth in that Circular. To the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. To the Merit System Protection Board, including the Office of Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law. Policies and practices for storing, retrieving/accessing, retaining, and disposing of records in the system: Storage: Records are maintained on paper in file folders and on microcomputers. Retrievability: Hard copy is filed by donor's name. Electronic records may be accessed by search on any information field. Retrievable fields are donor's name, Social Security Number or Donor Identification Number, HLA type, date of birth, sex, and racial/ethnic group. Storage: Records are accessed by authorized personnel with an official need-to-know who have been trained for handling Privacy Act data. Hard copy records are maintained in locked cabinets in restricted access areas. Computer files are accessed on a password-protected stand-alone microcomputer system with mechanical locks for additional protection. Retention and disposal: Paper records are destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Disposition will be according to the following schedule: a. For persons who have donated bone marrow: Each record will be maintained 25 years beyond the known death of the marrow recipient and then destroyed. The donor will be notified by mail when this is done. b. For persons who are accepted as donors but not requested to provide a transplant: (1) Upon leaving the Federal service (military or civilian), if the potential donor does not elect to continue participation through transfer to a civilian program, his/her records will be destroyed. The potential donor will be notified by mail when this is done. (2) At age 56 the potential donor's records will be destroyed and notification will be sent by mail when this is done. c. For persons who are accepted as donors but who subsequently decline further participation in the program, all records will be destroyed upon notification in writing of withdrawal. System manager(s) and address: Assistant Secretary of Defense (Health Affairs), Office of Professional Affairs and Quality Assurance, Room 3D366, The Pentagon, Washington, DC 20301-1200. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Assistant Secretary of Defense (Health Affairs), Office of Professional Affairs and Quality Assurance, Room 3D366, The Pentagon, Washington, DC 20301-1200, where a log of these requests will be maintained. The request should contain the full name and individual's Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Assistant Secretary of Defense (Health Affairs), Office of Professional Affairs and Quality Assurance, Room 3D366, The Pentagon, Washington, DC 20301-1200. The request should contain the individual's full name, Social Security number, and, if applicable, the name of the medical facility where examinations, tests, bone marrow collection, and follow-up procedures were conducted. Contesting records procedures: The OSD's 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: Information is obtained from record subjects and attending medical specialists. Exemptions claimed for the system: None. DHA 06 System name: USTF Managed Care System. System location: Primary location: Office of the Assistant Secretary of Defense (Health Affairs), Deputy Assistant Secretary of Defense (Health Services Financing), Director Uniformed Services Treatment Facility Program Office, 1200 Defense Pentagon, Room 1B657, Washington, DC 20301-1200. Secondary locations: Directorate of Information Management, Building 1422, Ft. Detrick, MD 21702-5012. Vector Research, Incorporated, 901 South Highland Street, Arlington, VA 22204-2419. USTF Management Office Sites: Martin's Point Healthcare Center, 331 Veranda Street, Portland, ME 04103-5040. Brighton Marine Health Center, 77 Warren Street, Boston, MA 02135-9862. Bayley Seton Hospital, Bay Street and Vanderbilt Avenue, Staten Island, NY 10304-3850. Johns Hopkins Medical Services Corporation, 3100 Wyman Park Drive, Baltimore, MD 21211-2803. Lutheran Medical Center, 2609 Franklin Boulevard, Cleveland, OH 44113-2992. Sisters of Charity of the Incarnate Word, 2600 North Loop West, Houston, TX 77092-8914. Pacific Medical Center, 1200 12th Avenue South, Seattle, WA 98144-2790. Categories of individuals covered by the system: Individuals eligible to participate in, and who have elected to enroll in the Uniformed Services Treatment Facility (USTF) segment of the Department of Defense Military Health Services System. Categories of records in the system: Enrollment Records: Electronic files containing beneficiary ID, date of birth, gender, sponsor status (active duty or retired), relationship to sponsor, sponsor pay grade, state/country, zip code, and program enrollment information (i.e., date of enrollment, expiration of enrollment, program enrolled in, etc.) Management Clinical Data Records: Electronic files containing USTF identifier, beneficiary ID, other demographics (i.e., county, state, zip code, coverage area for USTF), healthcare services, healthcare provider, and financial information (e.g., Diagnosis- Related Groups and uniformed service beneficiaries cost share.) Medicare Claims Records: Electronic files containing claim identifiers, beneficiary ID, county, state, zip code, healthcare services, healthcare provider, and cost of healthcare and procedure retained for two years for analysis of cost trends. Authority for maintenance of the system: 10 U.S.C. 1102 and E.O. 9397. Purpose(s): The system is used to administer the USTF segment of the DoD Managed Medical Care System. It identifies eligible beneficiaries enrolled in USTF managed care programs and records healthcare services provided and payments made on behalf of eligible uniformed services health beneficiaries. Additional management functions enable DoD Healthcare Officials to use information in the system at individual and aggregate levels to monitor quantity and type of healthcare provided and to analyze and study the cost effectiveness of the USTF Managed Care System. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: In addition to disclosures noted above and those 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 Health Care Finance Agency, to detect duplicate or overlapping payments made by Medicare. To National Oceanic Service, United States Public Health Service, and National Oceanic and Atmospheric Administration to track services provided to their uniformed service personnel and beneficiaries. The 'Blanket Routine Uses' set forth at the beginning of OSD's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, and disposing of records in the system: Storage: Computer files are stored on magnetic tape and disk. Retrievability: Individual records are retrieved by patient or sponsor's surname, Social Security Number, classification of medical diagnosis, procedure code, enrollment date or code, age, location, or other data field. Safeguards: Records are maintained in a controlled area accessible only to authorized personnel. Entry to this area is restricted to personnel with a valid requirement and authorization to enter. Physical entry is restricted by the use of a cipher lock on the only entrance to the computer room. Personal data maintained at the back-up site is stored in a locked room. Access to USTF personal data records is restricted to those individuals who require the records in the performance of official duties and to those records that are the subject of official duties. Access is restricted by passwords that are changed periodically. Retention and disposal: Maintained for as long as beneficiary is enrolled in USTF Military Health Services System. Upon death or disenrollment from system, records are marked for inactive file and kept an additional five years. Storage media containing data with personal identifiers will be erased (degaussed) after the five year inactive record retention. System manager(s) and address: Office of the Assistant Secretary of Defense (Health Affairs), Deputy Assistant Secretary of Defense (Health Services Financing), Director, Uniformed Services Treatment Facility Program Office, 1200 Defense Pentagon, Room 1B657, Washington, DC 20301-1200. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Healthcare Management Directorate, Defense Medical Systems Support Center, Office of the Assistant Secretary of Defense (Health Affairs), Six Skyline Place, Suite 508, 5109 Leesburg Pike, Falls Church, VA 22041-3201. The request should contain the full names of the patient and sponsor, sponsor's Social Security Number, patient's date of birth, Defense Enrollment/Eligibility Reporting System dependent suffix, gender, treatment facility(ies), and calendar year(s) of interest. Record access procedures: Written requests from an individual wishing to obtain a copy of his or her records should be addressed to Healthcare Management Directorate, Defense Medical Systems Support Center, Office of the Assistant Secretary of Defense (Health Affairs), Six Skyline Place, Suite 508, 5109 Leesburg Pike, Falls Church, VA 22041-3201. The request should contain the full names of the patient and sponsor, sponsor's Social Security Number, patient's date of birth, Defense Enrollment/Eligibility Reporting System dependent suffix, gender, treatment facility(ies), and calendar year(s) of interest. Contesting record procedures: The OSD's 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: Uniformed Services Treatment Facility enrollment records; medical/hospital information systems, and/or billing systems; eligibility information from the Defense Enrollment/Eligibility Reporting System; claim information from Health Care Financing Agency; beneficiary information from National Oceanic and Atmospheric Administration, National Oceanic Service, and U.S. Public Health Service. Exemptions claimed for the system: None. DHA 07 System name: Military Health Information System. System location: Primary location: Defense Enterprise Computing Center-Denver/WEE, 6760 E. Irvington Place Denver, CO 80279-5000. Secondary Location: Directorate of Information Management, Building 1422, Fort Detrick, MD 21702-5000, Service Medical Treatment Facility Medical Centers and Hospitals, Uniformed Services Treatment Facilities and Defense Enterprise Computing Centers (DECCs). For a complete listing of all facility addresses write to the system manager. Categories of individuals covered by the system: Uniformed services medical beneficiaries enrolled in the Defense Enrollment Eligibility Reporting System (DEERS) who receive or have received medical care at one or more of DoD's medical treatment facilities (MTFs), Uniformed Services Treatment Facilities (USTFs), or care provided under TRICARE programs. Categories of records in the system: Personal Identification Data: Selected electronic data elements extracted from the Defense Enrollment and Eligibility Reporting System (DEERS) beneficiary and enrollment records that include data regarding personal identification including demographic characteristics. Eligibility and Enrollment Data: Selected electronic data elements extracted from DEERS regarding personal eligibility for and enrollment in various health care programs within the Department of Defense (DoD) and among DoD and other federal healthcare programs including those of the Department of Veterans Affairs (DVA), the Department of Health and Human Services (DHHS), and contracted health care provided through funding provided by one of these three Departments. Clinical Encounter Data: Electronic data regarding beneficiaries' interaction with the MHS including health care encounters, health care screenings and education, wellness and satisfaction surveys, and cost data relative to such healthcare interactions. Electronic data regarding Military Health System beneficiaries' interactions with the DVA or DHHS healthcare delivery programs where such programs effect benefits determinations between these Department-level programs, continuity of clinical care, or effect payment for care between Departmental programs inclusive of care provided by commercial entities under contract to these three Departments. Budgetary and Managerial Cost Accounting Data: Electronic budgetary and managerial cost accounting data associated with beneficiaries interactions with the MHS, DVA, DHHS or contractual commercial healthcare providers. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulation; 10 U.S.C., Chapter 55; and E.O. 9397 (SSN). Purpose(s): Data collected within and maintained by the Military Health Information System supports benefits determination for MHS beneficiaries between DoD, DVA, and DHHS healthcare programs, provides the ability to support continuity of care across Federal programs including use of the data in the provision of care, ensures more efficient adjudication of claims and supports healthcare policy analysis and clinical research to improve the quality and efficiency of care within the MHS. 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 permit the disclosure of records to the Department of Health and Human Services (HHS) and its components for the purpose of conducting research and analytical projects, and to facilitate collaborative research activities between DoD and HHS. To the Congressional Budget Office for projecting costs and workloads associated with DoD Medical benefits. To the Department of Veterans Affairs (DVA) for the purpose of providing medical care to former service members and retirees, to determine the eligibility for or entitlement to benefits, to coordinate cost sharing activities, and to facilitate collaborative research activities between the DoD and DVA. The DoD `Blanket Routine Uses' set forth at the beginning of OSD's 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: Records are maintained on optical and magnetic media. Retrievability: Records may be retrieved by individual's Social Security Number, sponsor's Social Security Number, Beneficiary ID (sponsor's ID, patient's name, patient's DOB, and family member prefix or DEERS dependent suffix). Safeguards: Automated records are maintained in controlled areas accessible only to authorized personnel. Entry to these areas is restricted to personnel with a valid requirement and authorization to enter. Physical entry is restricted by the use of a cipher lock. Back-up data maintained at each location is stored in a locked room. The system will complies with the DoD Information Technology Security Certification and Accreditation Process (DITSCAP) Access to HMIS records is restricted to individuals who require the data in the performance of official duties. Access is controlled through use of passwords. Retention and disposal: Records are maintained until no longer needed for current business. System manager(s) and address: Executive Information/Decision Support Program Office, Six Skyline Place, Suite 809, 5111 Leesburg Pike, Falls Church, VA 22041- 3201. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Executive Information/Decision Support Program Office, Six Skyline Place, Suite 809, 5111 Leesburg Pike, Falls Church, VA 22041-3201. Requests should contain the full names of the beneficiary and sponsor, sponsor Social Security Number, sponsor service, beneficiary date of birth, beneficiary sex, treatment facility(ies), and fiscal year(s) of interest. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written requests to Executive Information/Decision Support Program Office, Six Skyline Place, Suite 809, 5111 Leesburg Pike, Falls Church, VA 22041-3201. Requests should contain the full names of the beneficiary and sponsor, sponsor's Social Security Number, sponsor's service, beneficiary date of birth, beneficiary sex, treatment facility(ies) that have provided care, and fiscal year(s) of interest. Contesting record procedures: The OSD rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager. Record source categories: The individual data records that are assembled to form the MHIS are submitted by the Military Departments' medical treatment facilities, commercial healthcare providers under contract to the MHS, the Defense Enrollment Eligibility Reporting System, the Uniformed Service Treatment Facility Managed Care System, the Department of Health and Human Services, the Department of Veterans Affairs, and any other source financed through the Defense Health Program. Exemptions claimed for the system: None. DHA 08 System name: Health Affairs Survey Data Base. System location: Primary location: Directorate of Information Management, Fort Detrick, MD 21702-5020. Secondary locations: Survey distribution and response tracking files are located at the contractor facilities. Survey result data files are located at the Office of the Assistant Secretary of Defense (Health Affairs), the Commanders and Intermediate Commanders of the Services Medical Treatment Facilities, the Surgeons General of the Military Services and Regional Managers of TRICARE facilities. The addresses for the secondary locations may be obtained from the Deputy Assistant Secretary of Defense (Health Budgets and Programs), Five Skyline Place, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3206. Categories of individuals covered by the system: Annual Beneficiary Survey: Individuals eligible for health care under Title 10 (including active duty personnel, reserve personnel and their family members (dependents); retired Armed Forces personnel and their family members; surviving dependents of deceased active duty and retired personnel; and certain others including individuals and their dependents affiliated with the U.S. Coast Guard, U.S. Public Health Service and the National Oceanic and Atmospheric Administration. Customer Satisfaction Survey: Active duty members of the Armed Forces, civilian personnel, and contract personnel serving as health care providers for individuals eligible for health care under Title 10 in military medical and dental treatment facilities and other treatment settings. Categories of records in the system: Annual Beneficiary Survey: Name, rank, age, gender, race, address, sponsor Social Security Number and family member prefix code of individuals who will be surveyed; verification that a survey has been completed and returned by the individual; and response data from the completed surveys. Customer Satisfaction Survey: Medical and dental care provider name, provider type, specialty and rank; medical treatment facility, and clinic where care was provided; and response data from the completed surveys. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 138, Assistant Secretaries of Defense; 10 U.S.C. 1071 (NOTE); 10 U.S.C. Chapter 55; and E.O. 9397 (SSN). Purpose(s): Annual Beneficiary Survey: The survey collects information concerning beneficiary attitudes, perceptions, and opinions about their individual health and health care (including access to care, health status, use of care, familiarity with programs and services available, and satisfaction with care received) in order to assess, plan, evaluate, and improve quality, efficiency, convenience and cost effectiveness of health care services. This process includes analyses of information related to special interest health care subjects, including health status, in order to validate current and/or forecast future health care needs or to implement plans in response to new health care requirements. Retaining beneficiary specifics allows for individual follow-up to improve response rates; scientific analysis of the data; and to validate survey responses by comparing responses to independent sources of data. Customer Satisfaction Survey: The survey collects information concerning beneficiary attitudes, perceptions, and opinions about health care provided during specific visits (including access to care, quality of care, satisfaction with how care was delivered, satisfaction with the specific care provider, and satisfaction with care received) in order to assess, plan, evaluate, and improve quality, efficiency, convenience and cost effectiveness of health care services. This process includes analyses of information related to special interest health care subjects, including health status, in order to validate current and/or forecast future health care needs or to implement plans in response to new health care requirements. Specific care provider information is analyzed in order to alert medical authorities to potential problem areas where additional educational and corrective measures may be required in order to improve customer satisfaction. Routine uses of records maintained in the system, including categories of users and the purpose of such uses: In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows: The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Electronic records stored on magnetic and/or optical media. Retrievability: Annual Beneficiary Survey: 1. Beneficiary Records: Records of beneficiaries who have or have not responded to the survey may be retrieved by patient identifiers such as name, address, sponsor Social Security Number, family member prefix code, and demographic categories such as age, sex, military rank group (officer/enlisted/civilian). 2. Response Records: Survey data is normally retrieved using demographic or other non-personalized elements. 3. The beneficiary and response records contain a randomly generated code which permits the identification of the survey respondent. Customer Satisfaction Survey: 1. Beneficiary Records: Records of beneficiaries who have been mailed a survey may be retrieved by name and address for purposes of initiating follow-up contacts to obtain a response to the survey; but after 90 days, the name and address are permanently deleted so that the survey respondent cannot be identified. 2. Response Records: Records of care providers who furnished care at a specific facility/clinic may be retrieved only by the facility/clinic commander by name, rank (if military), provider type (e.g., physician, clinical nurse, etc.) and specialty (e.g., pediatrician. Safeguards: Media at the primary location are stored in a locked cage in a controlled access area when not in use; when maintained at the contract location, media are stored in cabinets or storage areas when not being used and are placed in a locked container or space within a building that is secured after hours. Result data that includes patient or provider identification is maintained in locked storage cabinets or locked areas in buildings that are secured after hours. Only authorized personnel who have received Privacy Act training are permitted access to information in the system. Specific instructions are provided MTF commanders on the safeguards required in handling and maintaining Customer Satisfaction Survey information. Retention and disposal: Hard copy surveys are destroyed after the information contained in survey responses is entered into a computer system. Annual Beneficiary Survey: Data files with beneficiary specifics and results will be retained until an appraisal and schedule is obtained from the National Archives and Records Administration. Customer Satisfaction Survey: Data files with results and provider specifics will be retained until an appraisal and schedule is obtained from the National Archives and Records Administration. System manager(s) and address: Deputy Assistant Secretary of Defense (Health Budgets and Programs), Five Skyline Place, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3206. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Deputy Assistant Secretary of Defense (Health Budgets and Programs)/ Program Review and Evaluation, Five Skyline Place, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3206. Annual Beneficiary Survey: A beneficiary should provide full name, sponsor's Social Security Number, family member prefix, and current address and telephone number of the individual. Customer Satisfaction Survey: A health care provider should provide name, current address, telephone number, and name of the medical facility and clinic should be supplied. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to the Deputy Assistant Secretary of Defense (Health Budgets and Programs), Five Skyline Place, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041- 3206. Annual Beneficiary Survey: A beneficiary should provide full name, sponsor's Social Security Number, family member prefix, and current address and telephone number of the individual. Customer Satisfaction Survey: A health care provider should provide name, current address, telephone number, and name of the medical facility and clinic should be supplied. Contesting record procedures: The OSD rules for accessing records and for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction 81; 32 CFR part 311; or may be obtained from the system manager. Record source categories: Sources include Services medical and dental treatment facilities and facilities contracted by DoD to perform medical care for Military members, former members and dependents. Survey information is provided by the individual patient or a parent or guardian of the individual patient. Demographic information that may be related to the patient is provided by the Defense Enrollment Eligibility Reporting System (DEERS), the Ambulatory Data System (ADS), and the Composite Health Care System (CHCS). Exemptions claimed for the system: None. DHA 09 System name: Medical Credentials/Risk Management Analysis System (CCQAS). System location: Armed Forces Institute of Pathology, Department of Legal Medicine, 8403 Colesville Road, Suite 860, Silver Spring, MD 20910- 9813. Categories of individuals covered by the system: The credentials and privileges component of the Centralized Credentials Quality Assurance System (CCQAS) includes all DoD Medical Treatment Facility (MTF) health care providers. The medical malpractice risk management component includes those health care providers who have been involved with medical malpractice cases. The adverse privilege actions component includes DoD health care providers who have been the subject of adverse privilege actions with the military health system. Health care beneficiaries whose medical treatment is the basis for medical malpractice or adverse privileging action. Categories of records in the system: The credentials and privileges component of CCQAS consists of personal identifier information of all DoD health care providers. Additional provider information includes demographic data, licensure data, education and graduate medical education information, specialty information, certification information and medical readiness data. The malpractice component relates to medical malpractice claims recorded against the Department of Defense. Record fields consist of provider information, allegation-related information, diagnosis and procedure information, dates of incident, filing and closure, injury information, Social Security Numbers of military sponsors of malpractice claimants, and professional review assessments. Adverse privilege action fields include provider information, the type of reasons for actions, and relevant dates. Subject records are `medical quality assurance records' if produced or compiled by the Department of Defense incident to an activity to assess the quality of medical care, including activities conducted by individuals, military medical or dental treatment facility committees, or other review bodies responsible for greatly assurance, credentials, infection control, patient care assessment (including treatment procedures, blood, drugs, and therapeutics), medical records, health resources management review and identification and prevention of medical or dental incidents and risks. Authority for maintenance of the system: 42 U.S.C. 11131-11152 (Pub.L. 99-660, Health Care Quality Improvement Act of 1986); 10 U.S.C. 1102; DoD Directive 6025.14, DoD Participation in the National Practitioner Data Bank; and E.O. 9397 (SSN). Purpose(s): The system collects and manages malpractice and adverse privilege actions claims data provided by the military services. Data are also used to manage credentials and privileges of health care providers in the Military Health System, and to conduct trend analysis on provider and malpractice data in keeping with DoD Medical Quality Assurance programs. Data from this system is use to report DoD adverse privileging actions and malpractice data to the National Practitioner Data Bank and to the state licensing boards of the individual provider. 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 Department of Health and Human Services for inclusion in the National Practitioner Data Bank and to state licensing authorities for the purpose of reporting DoD adverse privileging actions and malpractice data as provided in 42 U.S.C. 11131-11152. If the records are `medical quality assurance records,' they may be disclosed outside the DoD as a routine use only as follows: To a Federal executive agency or private organization, if such medical quality assurance record or testimony is needed by such agency or organization to perform licensing or accreditation functions related to DoD health care facilities or to perform monitoring, required by law, of DoD health care facilities. To an administrative or judicial proceeding commenced by a present or former DoD health care provider, concerning the termination, suspension, or limitation of clinical privileges of such health care provider. To a governmental board or agency or to a professional health care society or organization, if such medical quality assurance record or testimony is needed by such board, agency, society, or organization to perform licensing, credentialing, or the monitoring of professional standards with respect to any health care provider who is or was a member or an employee of the DoD. To a hospital, medical center, or other institution that provides health care services, if such medical quality assurance record or testimony is needed by such institution to assess the professional qualifications of any health care provider who is or was a member or employee of the DoD and who has applied for or been granted authority or employment to provide health care services in or on behalf of such institution. To a criminal or civil law enforcement agency or instrumentality charged under applicable law with the protection of the public health or safety, if a qualified representative of such agency or instrumentality requests that such record or testimony be provided for a purpose authorized by law. To officials of an administrative or judicial proceeding commenced by a criminal or civil law enforcement agency or instrumentality to serve the defined purposes proposed for that proceeding. The `Blanket Routine Uses' set forth at the beginning of OSD's compilation of systems of records notices do not apply to medical quality assurance records maintained in this system of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are maintained on paper and on a microcomputer system. Retrievability: Hard copy is filed by the sponsor's Social Security Number. Electronic records may be accessed by search of the Social Security Number of the health care provider or in the case of a patient, by the Social Security Number of the military sponsor. Safeguards: Records are accessed by authorized personnel having an official need-to-know who have been trained for handling Privacy Act data. Hard copy records are maintained in locked cabinets in restricted access areas. Access to computer files is restricted to a user IDs and password system managed by the CCQAS system administrator. Retention and disposal: Disposition pending (until NARA disposition is approved, treat as permanent). System manager(s) and address: TRICARE Management Activity, Skyline 5, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3206. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the TRICARE Management Activity, Skyline 5, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3206. Requests for information should contain the full name of the health care provider or military sponsor, the requesting individual's Social Security Number (or Social Security Number of a military sponsor, if inquiry is by a claimant), military department and medical facility and signature of the requester, and the time frame in which the case record was developed. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the TRICARE Management Activity, Skyline 5, Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3206. Requests for access should contain the full name of the health care provider or military sponsor, the requesting individual's Social Security Number (or Social Security number of a military sponsor, if inquiry is by a claimant), military department and medical facility and signature of the requester, and the time frame in which the case record was developed. 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: Medical facilities of the military departments, the National Practitioner Data Bank, and other health care practitioners. Exemptions claimed for the system: None. DPR 28 System name: Military Deployment Issues Files. System location: Special Assistant to the Under Secretary of Defense (Personnel and Readiness) for Gulf War Illnesses, Medical Readiness, and Military Deployments, 5113 Leesburg Pike, Suite 901, Falls Church, VA 22041-3226; DoD Deployment Health Clinical Center (including the Comprehensive Clinical Evaluation and Special Care Programs), Walter Reed Army Medical Center, Washington, DC 20307-0002; DoD Deployment Health Research Center, Naval Health Research Center, 271 Catalina Boulevard, Barracks Building 322, San Diego, CA 92152-5302; DoD Deployment Health Medical Surveillance Center, Director of Epidemiology and Disease Surveillance, U.S. Army Center for Health Promotion and Preventive Medicine, Aberdeen Proving Ground, MD 21010- 5422; and U.S. Armed Services Center for Unit Records Research, 7798 Cissna Road, Suite 101, Springfield, VA 22150-3197. Categories of individuals covered by the system: Individuals who participated in military deployments or related operations, exercises, or tests, or served in Operation Desert Storm and/or Operation Desert Shield, the Kuwait Theater of Operations who feel they may have been exposed to biological, chemical, radiological, disease, or environmental agents. Categories of records in the system: Records consist of individual's name, Social Security Number or service number, last known or current address, occupational information, date and extent of involvement in military deployments or related operations, exercises, or tests, perceived issues, exposure information, medical treatment information, medical history of subject, and other documentation of reports of possible exposure to biological, chemical radiological, disease, or environmental agents. The system contains information from unit and historical records, medical and hospital records, and information provided to the DoD by individuals with first-hand knowledge of reports of possible biological, chemical, radiological, disease, or environmental incidents. Information from health care providers who have evaluated patients with illnesses possibly related to military deployments is also included. Records include those documents, files, and other media that could relate to possible deployment health issues or illnesses. Records of diagnostic and treatment methods pursued on subjects following reports of possible incidental exposure are also included in this system. Authority for maintenance of the system: 10 U.S.C. 131, Office of the Secretary of Defense; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; and E.O. 9397 (SSN). Purpose(s): Records are collected and assembled to permit investigative examination and analysis of reports of possible exposure to biological, chemical, radiological, disease, or environmental agents incident to service in military deployments or related operations, exercises, or tests, or service in Gulf War deployments, to conduct scientific or related studies or medical follow-up programs, and to assist in the resolution of deployment related issues. Routine uses of records maintained in the system, including Categories of Users and 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 Department of Veterans Affairs and the Social Security Administration for appropriate consideration of individual claims for benefits for which that agency is responsible. To the Department of Veterans Affairs and Health and Human Services, and the Centers for Disease Control and Prevention to permit investigative, scientific, medical and other analyses regarding deployment health issues and incidents and possible causes, symptoms, diagnoses, treatment, and other characteristics pertinent to service member's and veteran's health. To the Military and Veterans Health Coordinating Board (MVHCB), which will coordinate with several agencies the clinical, research, and health risk communications issues relating to service member's (and veteran's) pre and post deployment health. The DoD ``Blanket Routine Uses'' set forth at the beginning of OSD's 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 records are maintained in file folders; electronic records are stored on magnetic media; microfilm/microfiche are maintained in appropriate storage containers. Retrievability: Records are retrieved by case number, name, Social Security Number or service number and key words. Safeguards: Access to areas where records maintained is limited to authorized personnel. Areas are protected by access control devices during working hours and intrusion alarm devices during non-duty hours. Retention and disposal: Disposition pending (until NARA approves retention and disposition schedule, treat records as permanent.) System manager(s) and address: Special Assistant to the Under Secretary of Defense (Personnel and Readiness) for Gulf War Illnesses, Medical Readiness, and Military Deployments, 5113 Leesburg Pike, Suite 901, Falls Church, VA 22041-3226. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Special Assistant to the Under Secretary of Defense (Personnel and Readiness) for Gulf War Illnesses, Medical Readiness, and Military Deployments, 5113 Leesburg Pike, Suite 901, Falls Church, VA 22041-3226. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Special Assistant to the Under Secretary of Defense (Personnel and Readiness) for Gulf War Illnesses, Medical Readiness, and Military Deployments, 5113 Leesburg Pike, Suite 901, Falls Church, VA 22041- 3226. 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: Information is from the individual's themselves, witnesses to a possible event, health care providers who have evaluated patients with illnesses possibly related to service in military deployments or related operations, exercises, or tests as well as extracts from official DoD records to include: personnel files and lists, unit histories, medical records, and related sources. Exemptions claimed for the system: None. DTMA 01 System name: Health Benefits Authorization Files. System location: TRICARE Management Activity, Department of Defense, 16401 East CentreTech Parkway, Aurora, CO 80011-9043, and Managed Care Contractors under contract to TRICARE. A listing of TRICARE Managed Care Contractors is available from the system manager. Categories of individuals covered by the system: All individuals who seek authorization or pre-authorization for medical and dental health care under TRICARE/CHAMPUS and CHAMPVA. Categories of records in the system: Original correspondence to and from individuals; medical/dental statements; medical/dental histories; Health Care Advise Nurse records; Congressional inquiries; medical/dental treatment records; authorization and pre-authorization requests for care; case status sheets; memoranda for the record; follow-up reports justifying extended care; correspondence with contractors; and work-up sheets maintained by case workers. Authority for maintenance of the system: 41 CFR part 101-11.000; chapter 55, 10 U.S.C. 613, chapter 17, 38 U.S.C.; 32 CFR part 199; and E.O. 9397 (SSN). Purpose(s): To maintain and control records pertaining to requests for authorization or pre-authorization of health and dental care under TRICARE/CHAMPUS. To determine eligibility of an individual, authorize payment, control and review health care management plans, health care demonstration programs, control accomplishment of reviews, and coordinate subject matter clearance for internal and external audits and reviews of the program. Routine uses of records maintained in the system, including categories of users and 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 Department of Health and Human Services and/or the Department of Veterans Affairs consistent with their statutory administrative responsibilities under TRICARE/CHAMPUS and CHAMPVA pursuant to chapter 55, 10 U.S.C. and section 613, chapter 17, 38 U.S.C. Referral to Federal, state, local, or foreign governmental agencies, and to private business entities, including individual providers of care (participating and non-participating), on matters relating to eligibility, claims pricing and payment, fraud, program abuse, utilization review, quality assurance, peer review, program integrity, third-party liability, coordination of benefits, and civil or criminal litigation related to the operation of TRICARE/CHAMPUS. Disclosure to the Department of Justice and the United States Attorneys in situations where the United States is an interested party. Disclosure to third-party contacts in situations where the party to be contacted has, or is expected to have, information necessary to establish the validity of evidence or to verify the accuracy of information presented by the individual concerning his or her entitlement, the amount of benefit payments, any review of suspected abuse or fraud, or any concern for program integrity or quality appraisal. The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Records are maintained on paper, electronic, microfilm, imaging, or optical formats. Retrievability: Information is retrieved by sponsor's Social Security Number and sponsor's or beneficiary's name. Safeguards: Records are maintained in areas accessible only to authorized personnel who are properly screened, cleared, and trained. Decentralized automated segments within contractor's operations are accessible on-line only to authorized persons possessing user identification codes. Security systems and/or security guards protect buildings where records are maintained. Retention and disposal: Automated indexes are maintained for six years. Hard copy records are closed out at the end of the calendar year in which finalized and held six additional years. Where hard copy records have been converted to electronic, microfilm, imaging, or optical formats, the hard copy is destroyed and the electronic, microfilm, imaging, or optical format is kept by the contractor for six years after claim is processed to completion. System manager(s) and address: TRICARE Management Activity, Department of Defense, Administration and Evaluation Directorate, 16401 East CentreTech Parkway, Aurora, CO 80011-9043. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the TRICARE Management Activity, Department of Defense, ATTN: Privacy Act Officer, 16401 CentreTech Parkway, Aurora, CO 80011-9043. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the TRICARE Management Activity, Department of Defense, ATTN: Privacy Act Officer, 16401 CentreTech Parkway, Aurora, CO 80011-9043. Written requests for information should include the full name of the beneficiary, the full name of the sponsor and sponsor's Social Security Number, current address and telephone number. For personal visits to examine records, the individual should provide some acceptable identification such as a driver's license or other form of picture identification. If it is determined that the release of medical information to the requester could have an adverse effect upon the individual's physical or mental health, the requester should be prepared to provide the name and address of a physician who would be willing to receive the medical record, and at the physician's discretion, inform the individual covered by the system of the contents of that record. In the event the physician does not agree to convey the information contained within the record to the individual, TRICARE Management Activity will take positive measures to ensure the individual is provided the requested information. 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: Contractors, Health Benefits Advisors, all branches of the Uniformed Services, congressional offices, providers of care, consultants and individuals. Exemptions claimed for the system: None. DTMA 02 System name: Medical/Dental Care and Claims Inquiry Files. System location: TRICARE Management Activity, Department of Defense, 16401 East CentreTech Parkway, Aurora, CO 80011-9043, and Managed Care Contractors under contract to TRICARE. A listing of TRICARE Managed Care Contractors is available from the system manager. Categories of individual covered by the system: All individuals who seek information concerning health care (medical and dental) under TRICARE/CHAMPUS and CHAMPVA. Categories of records in the system: Documents reflecting inquiries received from private individuals for information on TRICARE/CHAMPUS and CHAMPVA and replies thereto; congressional inquiries on behalf of constituents and replies thereto; and files notifying personnel of eligibility or termination of benefits. Authority for maintenance of the system: 41 CFR 101-11.000; chapter 55, 10 U.S.C.; section 613, chapter 17, 38 U.S.C.; and E.O. 9397 (SSN). Purpose(s): To maintain and control records pertaining to requests for information concerning an individual's TRICARE/CHAMPUS eligibility status, the benefits provided under programs of TRICARE/CHAMPUS and CHAMPVA and the processing of individual TRICARE/CHAMPUS and CHAMPVA claims. 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 Department of Health and Human Services and/or the Department of Veterans Affairs consistent with their statutory administrative responsibilities under TRICARE/CHAMPUS and CHAMPVA pursuant to chapter 55, 10 U.S.C. and section 613, chapter 17, 38 U.S.C. Referral to Federal, state, local, or foreign governmental agencies, and to private business entities, including individual providers of care (participating and non-participating), on matters relating to eligibility, claims pricing and payment, fraud, program abuse, utilization review, quality assurance, peer review, program integrity, third-party liability, coordination of benefits, and civil or criminal litigation related to the operation of TRICARE/CHAMPUS. Disclosure to the Department of Justice and the United States Attorneys in situations where the United States is an interested party. Disclosure to third-party contacts in situations where the party to be contacted has, or is expected to have, information necessary to establish the validity of evidence or to verify the accuracy of information presented by the individual concerning his or her entitlement, the amount of benefit payments, any review of suspected abuse or fraud, or any concern for program integrity or quality appraisal. The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Records are maintained on paper, electronic, microfilm, imaging, or optical formats. Retrievability: Information is retrieved by case number, sponsor name and/or Social Security Number, and inquirer name. Safeguards: Records are maintained in areas accessible only to authorized personnel who are properly screened, cleared, and trained. Automated segments are accessible only by authorized persons possessing user identification codes. Security systems and/or security guards protect buildings where records are maintained. Retention and disposal: Paper records are retained in active file until end of calendar year in which closed, held two additional years, and then destroyed. Where hard copy records have been converted to electronic, microfilm, imaging or optical formats, the hard copy record is destroyed and the electronic, microfilm, imaging, or optical format is kept by the contractor for six years after claim is processed to completion. System manager(s) and address: TRICARE Management Activity, Department of Defense, Administration and Evaluation Directorate, 16401 East CentreTech Parkway, Aurora, CO 80011-9043. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the TRICARE Management Activity, Department of Defense, ATTN: Privacy Act Officer, 16401 CentreTech Parkway, Aurora, CO 80011-9043. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the TRICARE Management Activity, Department of Defense, ATTN: Privacy Act Officer, 16401 CentreTech Parkway, Aurora, CO 80011-9043. Written request for information should include the full name of the beneficiary, the full name of the sponsor and sponsor's Social Security Number, current address and telephone number. For personal visits to examine records, the individual should provide some acceptable identification such as a driver's license or other form of picture identification. If it is determined that the release of medical information to the requester could have an adverse effect upon the individual's physical or mental health, the requester should be prepared to provide the name and address of a physician who would be willing to receive the medical record, and at the physician's discretion, inform the individual covered by the system of the contents of that record. In the event the physician does not agree to convey the information contained within the record to the individual, TRICARE Management Activity will take positive measures to ensure the individual is provided the requested information. 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: Contractors, congressional offices, Health Benefits Advisors, all branches of the Uniformed Service, congressional offices, providers of care, consultants and individuals. Exemptions claimed for the system: None. DTMA 03 System name: Legal Opinion Files. System location: TRICARE Management Activity, Department of Defense, Office of General Counsel, 16401 East CentreTech Parkway, Aurora, CO 80011- 9043. Categories of individuals covered by the system: Individuals who have contacted or corresponded with TRICARE Management Activity regarding any matter requiring legal clarification or resolution. Categories of records in the system: Inquiries received from individuals, attorneys, fiscal administrators, hospital contractors, other government agencies, Health Care Advise Nurse records, and congressional offices. Files contain legal opinions, correspondence, memoranda for the record, and similar documents. Medical/dental treatment records, authorizations and pre-authorizations, care and claims inquiry documents, and medical/dental history files may be included in these records, as appropriated to document TRICARE legal determinations. Authority for maintenance of the system: 41 CFR 101-11.000; Chapter 55, 10 U.S.C. 613, Chapter 17, 38 U.S.C.; 32 CFR part 199; and E.O. 9397 (SSN). Purpose(s): TRICARE Management Activity uses these records to address and resolve legal issues and for research, precedent, historical, and record 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 Department of Health and Human Services and/or the Department of Veterans Affairs consistent with their statutory administrative responsibilities under TRICARE/CHAMPUS and CHAMPVA pursuant to chapter 55, 10 U.S.C. and section 613, chapter 17, 38 U.S.C. Referral to Federal, state, local, or foreign governmental agencies, and to private business entities, including individual providers of care (participating and non-participating), on matters relating to eligibility, claims pricing and payment, fraud, program abuse, utilization review, quality assurance, peer review, program integrity, third-party liability, coordination of benefits, and civil or criminal litigation related to the operation of TRICARE/CHAMPUS. Disclosure to the Department of Justice and the United States Attorneys in situations where the United States is an interested party. Disclosure to third-party contacts in situations where the party to be contacted has, or is expected to have, information necessary to establish the validity of evidence or to verify the accuracy of information presented by the individual concerning his or her entitlement, the amount of benefit payments, any review of suspected abuse or fraud, or any concern for program integrity or quality appraisal. The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Records are maintained on paper, electronic, microfilm, imaging, or optical formats. Retrievability: Information is retrieved by subject matter with cross-reference by individual name and/or Social Security Number. Safeguards: Records are maintained in areas accessible only to authorized personnel who are properly screened, cleared, and trained. Security systems and/or security guards protect buildings where records are maintained. Retention and disposal: Records are permanent. Paper records are retired to the Denver Regional Records Center when ten years old or when no longer needed for current business. Records are transferred to the NARA when thirty years old. Electronic and other non-paper media records are maintained until no longer needed for current business and are then deleted or destroyed. System manager(s) and address: TRICARE Management Activity, Department of Defense, Office of General Counsel, 16401 East CentreTech Parkway, Aurora, CO 80011- 9043. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the TRICARE Management Activity, Department of Defense, ATTN: Privacy Act Officer, 16401 CentreTech Parkway, Aurora, CO 80011-9043. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the TRICARE Management Activity, Department of Defense, ATTN: Privacy Act Officer, 16401 CentreTech Parkway, Aurora, CO 80011-9043. Written requests for information should include the full name of the beneficiary, the full name of the sponsor, and sponsor's Social Security Number, current address and telephone number. For personal visits to examine records, the individual should be able to provide some acceptable identification such as a driver's license or other form of picture identification. If it is determined that the release of medical information to the requester could have an adverse effect upon the individual's physical or mental health, the requester should be prepared to provide the name and address of a physician who would be willing to receive the medical record, and at the physician's discretion, inform the individual covered by the system of the contents of that record. In the event the physician does not agree to convey the information contained within the record to the individual, TRICARE Management Activity will take positive measures to ensure the individual is provided the requested information. 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: Individuals (TRICARE/CHAMPUS and CHAMPVA beneficiaries, sponsors, or others), attorneys, fiscal administrators, hospital contractors, managed care support contractors, providers of care, medical records, other government agencies (Federal, state, local and foreign), and Congressional offices. Exemptions claimed for the system: None. DTMA 04 System name: Medical/Dental Claim History Files. System location: TRICARE Management Activity, Department of Defense, 16401 East CentreTech Parkway, Aurora, CO 80011-9043, and Managed Care Contractors under contract to TRICARE. A listing of TRICARE Managed Care Contractors is available from the system manager. Categories of individuals covered by the system: Eligible beneficiaries and all individuals who seek health care (medical and dental) under TRICARE/CHAMPUS and CHAMPVA. Categories of records in the system: File contains claims, billings for services, applications or approval forms, enrollment files, recoupment files, third-party liability files, fraud and abuse files, case management files, resource sharing files, utilization management/quality assurance files, payment files, medical/dental records, family history files, records of grievances with a medical/dental provider, appeals, hearings, or any other correspondence, memoranda, or reports which are acquired or utilized in the development and processing of TRICARE/CHAMPUS or CHAMPVA claims. Records are also maintained on health care demonstration projects, including enrollment and authorization agreements, correspondence, memoranda, forms and reports, which are acquired or utilized during the projects. Authority for maintenance of the system: 41 CFR 101-11.000; chapter 55, 10 U.S.C. 613, chapter 17, 38 U.S.C.; 32 CFR part 199; and E.O. 9397 (SSN). Purpose(s): TRICARE Management Activity and its contractors, DoD staff (including Military Treatment Facilities, clinics and Lead Agent Staff) use the information to control and process health care benefits available under TRICARE/CHAMPUS and CHAMPVA including the processing of medical/dental claims, the control and approval of medical/dental treatments, issuance of deductible certificates, and necessary interface with providers of health care. The system also supports audits of contractor-processed claims to determine payment and occurrence accuracy of the contractor's adjudication process. Routine uses of records maintained in the system, including categories of users and 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 Department of Health and Human Services and/or the Department of Veterans Affairs consistent with their statutory administrative responsibilities under TRICARE/CHAMPUS and CHAMPVA pursuant to chapter 55, 10 U.S.C. and section 613, chapter 17, 38 U.S.C. Referral to Federal, state, local, or foreign governmental agencies, and to private business entities, including individual providers of care (participating and non-participating), on matters relating to eligibility, claims pricing and payment, fraud, program abuse, utilization review, quality assurance, peer review, program integrity, third-party liability, coordination of benefits, and civil or criminal litigation related to the operation of TRICARE/CHAMPUS. Disclosure to the Department of Justice and the United States Attorneys in situations where the United States is an interested party. Disclosure to third-party contacts in situations where the party to be contacted has, or is expected to have, information necessary to establish the validity of evidence or to verify the accuracy of information presented by the individual concerning his or her entitlement, the amount of benefit payments, any review of suspected abuse or fraud, or any concern for program integrity or quality appraisal. The `Blanket Routine Uses' set forth at the beginning of OSD's compilation of systems of records notices apply to this system. 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 of 1966 (15 U.S.C. 1681a(f)) or the Federal Claims Collections Act of 1966 (31 U.S.C. 3701(a)(3)). The purpose of the 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); 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: Records are maintained on paper, electronic, microfilm, imaging, or optical formats. Retrievability: Information is retrieved by sponsor's name; sponsor's Social Security Number; beneficiary's name; beneficiary's Social Security Number; provider's name; provider's number (Tax Identification Number or Social Security Number); internal control number; classification of medical diagnosis; procedure code; geographical location of care provided; and selected utilization limits. Safeguards: Records are maintained in areas accessible only to authorized personnel who are properly screened, cleared and trained. Decentralized automated segments within contractor's operations are accessible on-line only to authorized persons possessing user identification codes. The automated portion of the Primary System is accessible only through TRICARE Management Activity on-line data systems. Security systems and/or security guards protect buildings where records are maintained. Retention and disposal: Paper records are closed out at the end of the calendar year in which finalized and held six additional years and then destroyed. Where hard copy records (except Claims History Files) have been converted to electronic, microfilm, imaging, or optical formats, the hard copy record is destroyed and the electronic, microfilm, imaging, or optical format is kept by the contractor for six years after claim is processed to completion and then destroyed. Claims History Files maintained in electronic format are kept for ten years and are then destroyed or deleted. System manager(s) and address: TRICARE Management Activity, Department of Defense, Administration and Evaluation Directorate, 16401 East CentreTech Parkway, Aurora, CO 80011-9043. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the TRICARE Management Activity, Department of Defense, ATTN: Privacy Act Officer, 16401 CentreTech Parkway, Aurora, CO 80011-9043. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the TRICARE Management Activity, Department of Defense, ATTN: Privacy Act Officer, 16401 CentreTech Parkway, Aurora, CO 80011-9043. Written request for information should include the full name of the beneficiary, the full name of the sponsor and sponsor's Social Security Number, current address and telephone number. For personal visits to examine records, the individual should provide some acceptable identification such as a driver's license or other form of picture identification. If it is determined that the release of medical information to the requester could have an adverse effect upon the individual's physical or mental health, the requester should be prepared to provide the name and address of a physician who would be willing to receive the medical record, and at the physician's discretion, inform the individual covered by the system of the contents of that record. In the event the physician does not agree to convey the information contained within the record to the individual, TRICARE Management Activity will take positive measures to ensure the individual is provided the requested information.' 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: Contractors, Health Benefit Advisors; other Components of the Department of Defense; all branches of the Uniformed Services; Congressional offices; providers of care; consultants; and individuals. Exemptions claimed for the system: None. DTMA 05 System name: Grievance Records. System location: TRICARE Management Activity, Department of Defense, Personnel Office, 16401 CentreTech Parkway, Aurora, CO 80011-9043. Categories of individuals covered by the system: Current or former Federal employees of TRICARE Management Activity or its predecessor, Office of Civilian Health and Medical Program of the Uniformed Services who have submitted grievances in accordance with 5 U.S.C. 2302 and 5 U.S.C. 7121 or a negotiated procedure. Categories of records in the system: Documents related to grievances including statements of witnesses, reports of interviews and hearings, examiner's findings and recommendations, copy of the original and final decision, and related correspondence and exhibits. This system includes files and records of internal grievance and arbitration systems that TRICARE Management Activity may establish through negotiations with recognized labor organizations. Authority for maintenance of the system: 5 U.S.C. 2302; 5 U.S.C. 7121; and E.O. 11491. Purpose(s): To control and process grievances of Federal employees of TRICARE Management Activity or its predecessor, Office of Civilian Health and Medical Program of the Uniformed Services. 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 disclose information to any source from which additional information is requested in the course of processing a grievance, to the extent necessary to identify the individual, inform the source of the purpose(s) of the request, and identify the type of information requested. To disclose information to another Federal agency or to a court when the Government is party to a judicial proceeding before the court. To disclose information to officials of the Federal Labor Relations Authority and its General Counsel; or the Equal Employment Opportunity Commission, when requested in performance of their authorized duties. To disclose in response to a request for discovery or for appearance of a witness, information that is relevant to the subject matter involved in a pending judicial or administrative proceeding. To provide information to officials of labor organizations recognized under the Civil Service Reform Act when relevant and necessary to the performance of their exclusive representation duties concerning personnel policies, practices, and matters affecting working conditions. The `Blanket Routine Uses' set forth at the beginning of OSD's 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 records maintained in file folders. Retrievability: Information is retrieved by individual name. Safeguards: Security systems and/or security guards protect buildings where records are maintained. Retention and disposal: Records are closed at the end of the calendar year in which they are closed, held an additional four years, and then destroyed. System manager(s) and address: TRICARE Management Activity, Department of Defense, Personnel Office, 16401 East CentreTech Parkway, Aurora, CO 80011-9043. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the TRICARE Management Activity, Department of Defense, ATTN: Privacy Act Officer, 16401 CentreTech Parkway, Aurora, CO 80011-9043. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the TRICARE Management Activity, Department of Defense, ATTN: Privacy Act Officer, 16401 CentreTech Parkway, Aurora, CO 80011-9043. Written requests for information should include the full name of the individual. For personal visits to examine records, the individual should provide some acceptable identification such as a driver's license or other form of picture identification. 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: Individuals, witnesses, agency officials, and organizations. Exemptions claimed for the system: None. DODDS 01 System name: Teacher Correspondence Files. System location: Recruitment Section, Staffing Branch, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203- 1634. Categories of individuals covered by the system: Any individual with whom or about whom the Teacher Recruitment Section has correspondence. Categories of records in the system: File contains all correspondence received from and responses to individuals writing the Teacher Recruitment Section, containing information such as the individual's name, home address, and teaching categories or interests. Authority for maintenance of the system: 20 U.S.C. 901-907. Purpose(s): The collected information is used by the Recruitment Section to maintain accurate records of correspondence with individuals making inquiry regarding employment. 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 Office of Personnel Management for the purpose of conducting background investigations to determine suitability for employment in the Department of Defense Dependent Schools. The `Blanket Routine Uses' set forth at the beginning of OSD's 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 records in individual's file folders. Retrievability: Filed alphabetically by either the last name of the correspondent or the last name of the employee/applicant the correspondence concerns. Safeguards: Records are accessed by authorized personnel with an official need-to-know who have received training in handling Privacy Act information. The office is secured during non-business hours. Retention and disposal: Job applicants files are destroyed 2 months after cutoff. However, if applicant indicates continued interest in the program, file will be brought forward into new recruitment cycle. Transfer, educator career, and reassignment programs are cutoff at completion of the annual cycle and destroyed 1 year later. Recruitment programs are destroyed when 3 years old. System manager(s) and address: Chief, Recruitment Section, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1634. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203- 1635. Written requests for information should contain full name and address of the individual, and must be signed. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Act Officer, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1635. Written requests for information should contain full name and address of the individual, and must be signed. For personal visits, the individual should be able to provide some acceptable identification such as driver's license or other identification card. 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: Correspondence initiated by the individual or by others on his or her behalf and replies. Exemptions claimed for the system: None. DODDS 02 System name: Educator Application Files. System location: Recruitment Section, Personnel Division, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203- 1634. Categories of individuals covered by the system: Prospective teachers applying for positions within the DoDDS system and current DoDDS teachers and educators applying for either interregional transfers or positions in the DoDDS Educator Career Program. Categories of records in the system: Prospective Teachers: Files contain all papers and forms relating to the individual's application for employment to include Personal Qualification Statement (SF 171), Supplemental Application for Employment with Department of Defense Dependents Schools (DS Form 5010), Professional Evaluation, DoDDS (DS Form 5011), DoDDS- Application Index (DS Form 5012), interviewer's worksheets, official college transcripts, copies of teaching certificates, copies of birth certificate and correspondence to or concerning the applicant. Inter-area Transfer Applicants: Files contain all papers and forms relating to the individual's applications. A coded worksheet developed by the area staff is provided to the central personnel office for processing (remainder of material is retained at the area office). Also included are miscellaneous worksheets and correspondence relating to the application. Educator Career Program Applicants: Files contain all paper and forms relating to the individual's application to include: DoDDS Educator Career Program Application (DS Form 5080), DoDDS Assessment of Potential (DS Form 5081), DoD Education Career Program Rating Sheet (DS Form 5082) and miscellaneous worksheets and correspondence relating to the application. Authority for maintenance of the system: 20 U.S.C. 902, 903 and 931. Purpose(s): To review types of experience, educational background, evaluation of previous employers, professional credentials, and interviewers' ratings to determine qualifications and make selections of candidates for vacant positions within the DoDDS system, including new teachers, inter-area transfers and Educator Career Program positions. 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: The `Blanket Routine Uses' set forth at the beginning of OSD's 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 and computer (electronic) records. Retrievability: The manual files are filed alphabetically by last name. The automated records are indexed by name or system assigned number (assigned chronologically upon input). Also, any combination of data in the automated file can be used to select individual records. Only authorized individuals (i.e., personnel staffing specialists) are provided user identification numbers and passwords to access the system via terminal. Safeguards: Hard copy records and electronic media re maintained in the DoDDS personnel office where access is limited to personnel staffing specialists and other authorized personnel. Access to automated data files is controlled by a user ID and password system. The office is secured during non-business hours. Retention and disposal: Prospective Teachers: Records are retained for recruitment period (no more than 2 years). For non-selected applicants, portions are returned to applicant for future use and portions are destroyed, unless the applicant has indicated a desire to reapply, in which case portions of the file are retained until the next recruitment period. Records of selected applicants are forwarded to the Departments of the Army, Air Force, and Navy, as appropriate for processing. Inter-area Transfer Applicants: File is retained for 1 year and destroyed. Career Educator Program Applicants: Applications are retained for 2 years (unless updated by applicant) and destroyed. System manager(s) and address: Chief, Recruitment Section, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1634. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203- 1635. Written requests for information should contain the full name and address of the individual, and must be signed. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Act Officer, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1635. Written requests for information should contain the full name and address of the individual, and must 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: Information is obtained from the individuals concerned, current and past employers, and educational institutions. Exemptions claimed for the system: Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager. DODDS 21 System name: Department of Defense Dependents Schools (DoDDS) Grievance Records. System location: Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1634. Categories of individuals covered by the system: Current or former employees who have submitted grievances in accordance with 5 U.S.C. 2302, and 5 U.S.C. 7121. Categories of records in the system: The system contains records relating to grievances filed by DoDDS employees under 5 U.S.C. 2302 and 5 U.S.C. 7121. Case files contain all documents relating to a grievance filed by an individual, such as identification of the individual, the school the individual is affiliated with, statements of witnesses, reports, interviews, hearings, hearing examiner's findings and recommendations, copies of decisions relating to the case, and other relevant correspondence and exhibits. This system includes files and records of internal grievance and arbitration systems that DoDDS may establish through negotiations with recognized labor organizations. Authority for maintenance of the system: 5 U.S.C. 2302, Prohibited Personnel Practices, and 5 U.S.C. 7121, Grievance Procedures. Purpose(s): To maintain a case file for use by management in resolving litigation associated with an employee grievance. To generate statistical reports, work force studies, and perform other analytical activities supporting personnel management functions of DoDDS. 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: The `Blanket Routine Uses' set forth at the beginning of OSD's 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 records. Retrievability: These records are retrieved by the names of the individuals on whom the records are maintained, by case number, and by subject matter of the grievance. Safeguards: Access to records is limited to authorized DoDDS employees and servicing civilian personnel office staff. The offices are secured during non-business hours. Retention and disposal: Records are destroyed 4 years after the case is closed. System manager(s) and address: Chief, Management Employee Relations Branch, Personnel Division, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1634. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203- 1634. Written requests for information should contain the full name and address of the individual, and must be signed. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Act Officer, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1635. Written requests for information should contain the full name and address of the individual, and must 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: Information in this system of records is provided by individuals' who have initiated a grievance; by statement or testimony of witnesses; by Agency officials; by labor organization representatives; and, by officials of Federal Labor Relations Authority or Merit Systems Protection Board. Exemptions claimed for the system: None. DODDS 22 System name: DOD Dependent Children's School Program Files. System location: Active Students: Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1634. Former High School Students: Permanent records (high school transcripts) are retained at the school for four years subsequent to graduation, transfer, or termination, and are then forwarded to the area office for one year where they are compiled and forwarded to the Educational Testing Service, Department of Defense Dependents Schools, PO Box 6605, Princeton, NJ 08541-0001, except Panama. Records for the Panama area are retired to Federal Records Center, 1557 St. Joseph Avenue, East Point, GA 30344-2533. Former Panama Canal College Students: Permanent records (college transcripts) are retained at the college for ten years and are then retired to East Point Federal Records Center. For a complete list of school locations, write to the System manager. Categories of individuals covered by the system: Current and former students in the DoD-operated overseas dependent schools. Categories of records in the system: Enrollment files: Documents relating to the admission, registration, and departure of dependent school students. Included are pupil enrollment applications, course preference, admission cards, drop cards, and similar or related documents which contain pupil and sponsor's names, personal and demographic information, as well as pupil's health records. Daily attendance register files: Documents reflecting the daily attendance of pupils at dependent schools. Included are forms, printouts, bound registers and similar or related documents which contain pupil and sponsor's names, personal and demographic information, as well as pupil's health records. Elementary school academic records: Documents reflecting the standardized achievement, mental ability, yearly grade average, attendance of each student and the teacher's comments. Included are forms, notes, and similar or related documents. Elementary school report card files: Documents reflecting grades, personality traits, and promotion or failure. Included are report cards and similar or related documents. Elementary school teacher class register files: Documents reflecting daily, weekly, semester, or annual scholastic grades and averages, absence and tardiness data. Elementary school student files: Documents pertaining to individual elementary school students. Included in each folder are reading and health records; individual education plans; intelligence quotient; achievement, aptitude, and similar test results; notes related to pupils progress and characteristics; and similar matters used by counselors and successive teachers. Secondary school absentee files: Documents reflecting absence of students. Included are homeroom teacher's registers, secondary school daily attendance records of absentees reported by teachers, tardy slips for admission of students to classroom, transfer slips notifying teachers of new class or homeroom assignment, notices of change by school principal to teacher upon change of classroom, student applications for permission to be absent, student pass slips, and similar or related documents. Secondary school academic record files: Documents reflecting student grades and credits earned. Included are forms, notes, and similar or related documents. Secondary school report card files: Documents reflecting scholastic grades, personality traits, and promotion or failure. Included are report cards and related documents. Secondary school teacher class register files: Documents reflecting daily, weekly, semester, or annual scholastic marks and averages, absence and tardiness, and withdrawal data. Included are class registers and similar or related documents. Secondary school class reporting files: Documents reflecting teacher reports to principals and used as source documents for preparing secondary school academic record cards. Included are forms, correspondence, and similar or related documents. Credit transfer certificate files: Documents reflecting secondary school scholastic credits earned. Included are certificates and similar or related documents. Secondary school student files: Documents pertaining to individual secondary school students. Included in each folder are student health records; individual education plans; absence reports and correspondence with parents pertaining to absence; records of achievement and aptitude tests; notes concerning participation in extracurricular activities, hobbies, and other special interests or activities of the student; and miscellaneous memorandums used by student counselors. College absence, withdrawal, and add files: Student applications for permission to be absent from final exams. Student drop and add class records and administrative withdrawal letter. College academic record files: Documents reflecting student grades and credits earned. Included are forms, notes, and similar or related documents. College report card files: Documents reflecting scholastic grades and promotion or failure. Included are report cards and related documents. College teacher class register files: Documents reflecting daily, weekly, semester, or annual scholastic marks and averages, absence and withdrawal data. Included are class registers and similar or related documents. College class reporting files: Documents reflecting teacher reports to Registrar and used as source documents for preparing college transcripts. Included are forms, correspondence, and similar or related documents. Credit transfer certificate files: Documents reflecting college scholastic credits earned. Included are certificates and similar or related documents. College student files: Documents pertaining to individual college students. Included in each folder are absence reports, records of achievement, and aptitude tests. Automated support files: Automated data files are composed of records containing any of the above information in addition to (varies by regional system): Student registration data--student identification number, student name, sex, grade level, bus number, date of enrollment, date of birth, course numbers and names, teachers, credit, grades received, dates of absences, and sponsor's name, status, rank, date of rotation, organization, location of unit, local address, emergency address, permanent address, and telephone numbers. Authority for maintenance of the system: 20 U.S.C. Chapter 25A; DoD Directive 1342.6, Department of Defense Dependents Schools (DoDDS), as amended. Purpose(s): Dependent children's school program files (general): 1. Records of students attending DoD operated overseas dependent schools are used by school officials, including teachers, to: a. Determine the eligibility of children to attend these schools; b. Schedule children for transportation; c. Record daily and/or class attendance of students and date(s) of withdrawal; d. Determine tuition paying students and record status of payments; e. Determine students located in areas not serviced by dependents schools so that alternative arrangements for education can be made and payment made, as required; f. Monitor special education services required by and received by the student; and, g. Used to develop and maintain reading and health records, including school related medical needs. 2. Records may also be released to other officials of the Department of Defense requiring information for operation of the Department (including defense investigative agencies and recruiting officials). Dependent children's school program files (elementary): 1. Used by school officials, including teachers, in the current and/or gaining school to develop and provide an educational program for elementary students by school personnel cited above. 2. Used in the following manner to record: a. Teacher or standardized test data; b. Attendance, absences, and/or tardiness of each student; c. Recommendations for promotion or retention including teacher comments; d. Daily, weekly, semester, or annual grades; and, e. Notes related to the individual pupil's progress and learning characteristics useful to professional school personnel in counseling the student and in the determination of his/her proper placement. Dependent children's school program files (secondary): 1. Used by school officials, including teachers, in the current and/or gaining school to develop and provide an educational program for secondary students. 2. Documents are used by school personnel cited above in the following manner to: a. Record teacher and/or standardized test data; b. Record attendance, absences, and/or tardiness of each student; c. Form the basis for a decision on a student request for permission to be absent from a class or classes; d. Determine proper class or grade placement or graduation; e. Determine scholastic grades and/or grade point average; f. Form the basis for school recommendations for student financial aid for post-secondary education; g. Form the basis for preparing the secondary school transcript; h. Determine secondary school academic credits earned; and, i. Note special interest or hobbies of the student. 3. Used by DoD recruiting officials to determine eligibility for military service. Dependent children's school program files (college): 1. Used by school officials, including teachers, in the current and/or gaining school to develop and provide an educational program for college students. 2. Documents are used by school personnel cited above in the following manner to: a. Record teacher and/or standardized test data; b. Record attendance and absences of each student; c. Form the basis for a decision on a student request for permission to be absent from a class or classes; d. Determine proper class or grade placement or graduation; e. Determine scholastic grades and/or grade point average; f. Form the basis for school recommendations for student financial aid for college education; g. Form the basis for preparing the college transcript; and h. Determine college academic credits earned. 3. Used by DoD recruiting officials to determine eligibility for military service. Automated support is used by school and area officials (where applicable) to: 1. Provide academic data to each student upon request, provide report cards, etc., at the end of each grading period, provide transcripts upon request, and provide hard copy for manual files. 2. Provide academic data within the area and to DoDDS headquarters. 3. Provide data within the Department of Defense on a need-to- know basis. 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: Records concerning sponsor's names, rank, and branch of service may be released to former students for the purpose of organizing reunion activities. Academic data of transferring, withdrawing, or graduating students may be provided to other educational institutions and employers or prospective employers in accordance with current policies and procedures. Academic achievements and data may be provided to the public, via distribution of information within the school and through various media sources, for positive reinforcement purposes. This information will not be distributed for commercial uses. The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Records are stored in file folders, disks, and magnetic tape. Retrievability: Elementary school academic records and secondary school and college academic records (transcripts) are filed alphabetically by school, school year, and last name of student. Remaining dependent school student files are filed by school, school year, and last name of student. The automated files are indexed by a variety of data, depending upon the region and school involved (some have regionally assigned student identification numbers, others are by last name of student). Also, any combination of data in the file can be used to select individual records. Only authorized personnel have required information to access the system or process jobs. Safeguards: Paper records are maintained in locked file cabinets accessible only to authorized personnel. Computer-produced student records are retained in limited access school offices and/or locked cabinets. Computer disks, tapes, etc., are maintained in limited access areas within the various computer centers, area offices, and/or schools. Computer facilities and remote terminals are located in schools and area offices throughout the school system. Particular area systems vary; however, the same basic safeguards are employed (in various combinations) in all the systems. Computer hardware disk cards and other materials are secured in locked facilities after normal duty hours or are maintained in secure military computer centers. During school hours, storage media is stored in areas where access can be monitored. Administrative safeguards, including authorized user names and passwords are used to prevent unauthorized access to information in the automated systems. Retention and disposal: Enrollment files: Maintained at the respective school for one year after graduation, withdrawal, transfer, or death of the student, then destroyed. Daily attendance register files: Destroyed after reviewing attendance registers for the next school year. Elementary school academic records files: When a student transfers to another school, this file is forwarded by mail to officials of the receiving school on request in accordance with current regulations, or destroyed at the school five years after graduation, withdrawal, or death of the student. Elementary school report card files: Documents reflecting grades, personality traits, and promotion or failure. Included are report cards and similar or related documents. Elementary school teacher class register files: Destroyed at the school concerned after five years. Elementary school student files: 1. When a student transfers to another school, the reading and health records are released to the parent/guardian for hand-carrying to the receiving school. 2. Remaining documents pertaining to the students are forwarded by mail to the officials of the receiving school or the parent/ guardian on request in accordance with current regulations; if not requested, documents are destroyed at the school concerned one year after graduation, withdrawal, or death of the student. Special Education files: Records pertaining to tests and evaluations of students and documentation of individual needs for special education programs. Included is follow-on correspondence and case files relating to mediation and hearings. Records are cut-off after final decision and retired to Washington National Records Center (WNRC) after 5 years. When 20 years old, the records are destroyed. Secondary school absentee files: Destroyed at the school after one year. Secondary school academic record files (high school transcript): 1. Permanent file. 2. When a student transfers to another DoD dependents school, this file (transcript) is forwarded by mail to officials of the receiving school on request. 3. When a student transfers to a non-DOD school, a copy of the transcript is forwarded to the receiving school on request in accordance with current regulations. 4. Files not forwarded to another DoD school are retained at the school concerned for four years, the area office for one year and then retired to the Educational Testing Service (or East Point FARC if in the Panama region) for an additional sixty years. Secondary school report card files: Released to parents of students or student (if over eighteen years of age) at the end of the school year or on transfer of student. Secondary school teacher class register files: Retained at the school concerned for five years and then destroyed. Secondary school class reporting files: Destroyed at the school after one year. Credit transfer certification files: Destroyed at the school after one year. Secondary school student files: 1. Retained at the school concerned for two years after graduation, withdrawal or death of the student. 2. When a student transfers to another school: a. A copy of the record may be released to the parents or student (if over eighteen years of age) for hand-carrying to the receiving school. b. An official copy of the record will be forwarded to the receiving school in accordance with current regulations upon request. (The original record is retained at the school.) College absentee files: Destroyed at the school after one year. College academic record files (college transcripts): 1. Permanent file. 2. When a student transfers to another college or university, this file (transcript) is forwarded by mail to officials of the receiving school upon receipt of an authorized request. 3. Original files (transcripts) are retained at the college for ten years then retired to East Point FARC. College report card files: Released to student at the end of the semester or school year, or on transfer of student. College teacher class register files: Retained at the school for five years and then destroyed. College class reporting files: Destroyed at the school after one year. Credit transfer certificate files: Destroyed at the school after one year. College student files: 1. Retained at the college for two years. 2. When a student transfers to another college: An official copy of the record will be forwarded to the receiving school upon request pending receipt of authorized request. (The original record is retained at the college.) Automated records are retained for the same period as paper records. System manager(s) and address: Chief, Management Employee Relations Branch, Personnel Division, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1634. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203- 1635. Written requests for information should contain the full name and address of the individual, and must be signed. Record access procedures: Individuals seeking to access information about themselves contained in this system should address written inquiries to the Privacy Act Officer, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1635. Parents or legal guardians of a student may be given access to the student's academic records, disciplinary files, and other student information without regard to who has custody of the child, unless the divorce decree or court-approved parenting plan states that such access should be denied or indicates that the non-custodial parent is denied access to the child. Written requests for information should contain the full name and address of the individual, and must 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: Information is obtained from the individuals concerned and their parents/guardians, teachers and school administrators. Exemptions claimed for the system: None. DODDS 23 System name: Educator Certification/Recertification Files. System location: Records are maintained at the schools and the Personnel Center, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1634. Categories of individuals covered by the system: Department of Defense Dependents Schools (DoDDS) teachers, as the term `teacher' is defined in 20 U.S.C. 901, and to all DoDDS excepted service and educators classified in the 1710 or related series. Categories of records in the system: Records consist of transcripts and/or other documentary evidence needed to substantiate the certification status of a DoDDS educator. Records include correspondence relating to amendment, renewal, correction, maintenance, and revocation of the individual educator's certification status.' Authority for maintenance of the system: 20 U.S.C. Chapter 25A; 20 U.S.C. 931; DoD Directive 1342.6, DoD Dependents Schools, as amended; and E.O. 9397 (SSN). Purpose(s): Department of Defense Dependents Schools administrators use this information to determine the eligibility of applicable employees to be certified/recertified. 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: The information may be supplied to state or professional organizations, such as the National Association of State Directors of Teacher Education and Certification (NASDTEC), with whom the DoDDS has reciprocal agreements affecting certificates issued or revoked by the respective systems. Records may be disclosed to educational accrediting institutions and organizations during review of a school or schools. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored in file folders and on disks and magnetic tape. Retrievability: The files are indexed by name and Social Security Number. Safeguards: Paper records are maintained in files which are accessible only to authorized personnel.Automated records are maintained on disks or magnetic tapes in offices where access can be controlled. The offices are locked after normal duty hours to preclude unauthorized access.Access to automated data files is controlled by a user ID and password system. Retention and disposal: Records are maintained for the current as well as the upcoming certification cycles. Records for an expired certification cycle are retained for 2 years; then, they are destroyed or returned to the employee. If a teacher leaves the system, except in the case of an educator who is participating in the DoDDS Administrative Re- employment Rights Program, the file is maintained for two years following the current expiration date of the certificate and destroyed. System manager(s) and address: Chief, Personnel Division, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1634. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203- 1635. The request should include the educator's full name, Social Security Number, and be signed. Former employees must also include dates and places of employment. Record access procedures: Individuals seeking to access information about themselves contained in this system should address written requests to the Privacy Act Officer, Department of Defense Dependents Schools, 4040 North Fairfax Drive, Arlington, VA 22203-1635. The request should include the educator's full name, Social Security Number, and be signed. Former employees must also include dates and places of employment. 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: Information is obtained from the individuals concerned. Exemptions claimed for the system: None. DPA DCR.A 01 System name: Joint Civilian Orientation Conference Files. System location: Directorate for Community Relations, Office of the Assistant Secretary of Defense (Public Affairs), The Pentagon, Washington, DC 20301-1400. Categories of individuals covered by the system: Any person nominated to participate in the Joint Civilian Orientation Conference. Categories of records in the system: Nominating letters, biographical information and administrative processing papers. Authority for maintenance of the system: 10 U.S.C. 136. Purpose(s): Data is provided to the Assistant Secretary of Defense and his immediate subordinates and is used in making a selection of participants representing the broadest possible cross-section of nominees, and prevent administrative duplication. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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 records in file folders. Retrievability: By name. Safeguards: Records are maintained in locked file case and accessible only to authorized personnel. Retention and disposal: Name, address and title files are permanent. Nomination files are retained while nominations are active, then destroyed. System manager(s) and address: Assistant Secretary of Defense (Public Affairs), The Pentagon, Washington, DC 20301-1400. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director for Community Relations Office of the Assistant Secretary of Defense (Public Affairs), Room 1E798, The Pentagon, Washington, DC 20301-1400. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant Secretary of Defense (Public Affairs), The Pentagon, Washington, DC 20301-1400. Contesting record procedures: The OSD's 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: Secretary of Defense, Assistant Secretary of Defense, Chairman of the Joint Staff, Secretaries of the Military Departments, Military Services Chiefs, Commanders of Major Military Commands, Director of Defense Agencies, former conference participants, and occasionally Members of Congress. Exemptions claimed for the system: None. DPA DFOI.A 05 System name: Freedom of Information Program Case Files. System location: Primary system: Directorate for Freedom of Information and Security Review, Office of the Assistant Secretary of Defense (Public Affairs), Room 1E798, The Pentagon, Washington, DC 20301-1400. Decentralzed segments: Under Secretaries of Defense, Assistant Secretaries of Defense, Assistants to the Secretary of Defense, or equivalent, The Joint Staff, and other activities assigned to Office Secretary of Defense for administrative support. Categories of individuals covered by the system: Any citizen who makes a request for records under the Freedom of Information Program to the Office of the Secretary of Defense, The Joint Staff, or activity assigned to Office Secretary of Defense for administrative support. Categories of records in the system: Name, firm, address of individual requestor, identification of records requested, dates and summaries of action taken, and documents for establishing collectable fees and processing cost to the government. Name, titles or positions of each person primarily responsible for an initial or final denial on appeal of a request for a record. The results of any disciplinary proceeding, including an explanation of a decision not to discipline, that was initiated against an officer or employee because a court determined arbitrary or capricious action. Authority for maintenance of the system: 5 U.S.C. 552, The Freedom of Information Act, as amended by Pub. L. 93-502. Purpose(s): Data is used by officials in Directorate for Freedom of Information and Security Review, Office of the Assistant Secretary of Defense (Public Affairs) to administratively control requests to insure compliance with Pub. L. 93-502, and to research historical data on release of records so as to facilitate conformity in subsequent actions; data is also used for development of annual report required by Pub. L. 93-502, and to compute processing costs to the government, and other management data such as, but not limited to number of requests, type or category of records requested, average processing time, average cost to requestor, percentage of denials and number of denials by exemption. Data in the decentralized segments is used by Under Secretaries of Defense, Assistant Secretaries of Defense, Assistants to the Secretary of Defense or equivalent, The Joint Staff, and other activities assigned to Office Secretary of Defense for Administrative Support. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Computer magnetic disks, computer paper printout, index file cards, and paper records in file folders. Retrievability: Filed by request number and retrieval by name, subject material (to include dates) and request number using conventional indices. Safeguards: Paper records are maintained in security containers with access only to officials whose access is based on requirements of assigned duties. Computer access is by verification of Identification codes; one for search and another for maintenance. Retention and disposal: Annual departmental reports are permanent records. All other reports and files, other than appeal and control files, may be destroyed two to five years after reply, depending on document status. Appeal files are destroyed four years after final determination, or three years after final adjudication, whichever is later. FOIA control files are destroyed five years after date of last entry. Official file copies or records are disposed of in accordance with approved departmental disposition instructions or with related FOIA request, whichever provides the later disposal date. System manager(s) and address: Assistant Secretary of Defense (Public Affairs), The Pentagon, Washington, DC 20301-1400. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Freedom of Information and Security Review, Office, Assistant Secretary of Defense (Public Affairs), Room 2C757, The Pentagon, Washington, DC 20301-1400. Requests should include full name, address and affidavit or identification which is required for release of record. Personal visits are restricted to Room 2C757. Individual should be able to present acceptable identification; that is, driver's license or comparable identity card. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Freedom of Information and Security Review, Office, Assistant Secretary of Defense (Public Affairs), Room 2C757, the Pentagon, Washington, DC 20301-1400. Requests should include full name, address and affidavit or identification which is required for release of record. Personal visits are restricted to Room 2C757. Individual should be able to present acceptable identification; that is driver's license or comparable identity card. Contesting record procedures: The OSD's 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: Requests for records originating from citizens under the Freedom of Information Act and subsequent data provided by form and memoranda by officials who hold the requested records, act upon the request, or who are involved in legal action stemming from action taken. Exemptions claimed for the system: None. DPA DSR.A06 System name: Security Review Index File. System location: Directorate for Freedom of Information and Security Review, Office of the Assistant Secretary of Defense (Public Affairs), Room 2C757, The Pentagon, Washington, DC 20301-1400. Categories of individuals covered by the system: Department of Defense officials who present statements, testify, or who furnish information to the Congress of the United States. Department of Defense officials and citizens or organizations outside the Defense Department who submit documents, such as but not limited to, speeches and articles, for clearance prior to public release. Categories of records in the system: Name, organization of individual submitting document for clearance. Authority for maintenance of the system: 10 U.S.C. 136. Purpose(s): This information is used by officials of Directorate for Freedom of Information and Security Review, Office of the Secretary of Defense (Public Affairs) to identify and locate documents which are maintained in a separate classified file in order to facilitate research of historical data in previously processed documents to ensure conformity in subsequent actions. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Index file cards in card file cabinets. Retrievability: Filed by case number, name, source (Organization), and subject- numerical. Safeguards: Index file cards are maintained in security containers with access only to officials in accordance with assigned duties. Retention and disposal: Records are permanent. Files are cut off at end of each calendar year. Cut off files are maintained in current files area. System manager(s) and address: Assistant Secretary of Defense (Public Affairs), The Pentagon, Washington, DC 20301-1400. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Freedom of Information and Security Review, Office of the Assistant Secretary of Defense (Public Affairs), Room 2C757, The Pentagon, Washington, DC 20301-1400. Request should include full name, organization, address and affidavit, or identification which is required for release of record. Personal visits are restricted to Room 2C757. Individual should be able to present acceptable identification; that is, driver's license or comparable identity card. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Freedom of Information and Security Review, Office of the Assistant Secretary of Defense (Public Affairs), Room 2C757, The Pentagon, Washington, DC 20301-1400. Request should include full name, organization, address and affidavit, or identification which is required for release of record. Personal visits are restricted to Room 2C757. Individual should be able to present acceptable identification; that is, driver's license or comparable identity card. Contesting record procedures: The OSD's 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: Requests for clearance of documents originating from officials, organizations, or individuals under 10 U.S.C. 136. Exemptions claimed for the system: None. DPA DSR.B 11 System name: Mandatory Declassification Review Files. System location: Primary system -- Directorate for Freedom of Information and Security Review, Office of the Assistant Secretary of Defense (Public Affairs), Room 2C757, The Pentagon, Washington, DC 20301-1400. Decentralized segments - Under Secretaries of Defense, Assistant Secretaries of Defense, Assistants to the Secretary of Defense, or equivalent, The Joint Staff, and other activities assigned to the Office of the Secretary of Defense for administrative support. Categories of individuals covered by the system: Any person (or records repository) who makes a request to the Office of the Secretary of Defense or activities assigned to Office of the Secretary of Defense for Administrative support for the Mandatory Declassification Review of Records under E.O. 12065 (Sections 3-5). That aspect of the E.O. pertaining to the systematic view of classified Defense documents is acted upon by the Records Administrator, Office of the Secretary of Defense, Room 5C315, The Pentagon, Washington, DC 20301-1155. Overall responsibility for the Department of Defense Information Security Program rests with the Deputy Assistant Secretary of Defense (Counterintelligence and Security Countermeasures), OASD(C3I). Categories of records in the system: Names, firms or address of requester, identification of records requested, dates and summaries of action taken, and documents for establishing collectable fees and processing cost to the Government. Names, titles, or positions of each person primarily responsible for an initial or final denial on appeal of a request for declassification of a record. Authority for maintenance of the system: E.O. 12065, National Security Information, June 28, 1978, as amended. Purpose(s): To be used by officials of the Directorate for Freedom of Information and Security Review, Office of the Assistant Secretary of Defense (Public Affairs) and Under Secretaries of Defenses Assistants to the Secretary of Defense or equivalent. The Joint Staff, and other activities assigned to the Office of the Secretary of Defense for Administrative Support to administratively control requests to ensure compliance with E.O. 12065 and DOD Regulation 5200.1-R, Information Security Program Regulation, December 1978; and research historical data on release of records so as to facilitate conformity to subsequent actions. Data is used for developing annual report required by E.O. 12065, and other management needs such as, but not limited to, number of requests; type of category of records requested; average processing time; average costs to requestor; percentage of denials and number of denials by exemption; and for computing processing costs to the Government. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Computer magnetic disks, computer paper printouts, index file cards, and paper records in the file folders. Retrievability: Filed by request number and retrieved by name, subject material (including date), request number using conventional indices, referring agency, or any combination of fields. Safeguards: Paper records are maintained in security containers with access only to officials whose access is based on requirements of assigned duties. Computer access is by verification of identification code; one for search and another for maintenance. Retention and disposal: Files that grant access to records are held in current status for two years after the end of the calendar year in which created, then destroyed. Files pertaining to denials of requests are destroyed 5 years after final determination. Appeals are retained for 3 years after final determination. System manager(s) and address: Assistant Secretary of Defense (Public Affairs), The Pentagon, Washington, DC 20301-1400. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Freedom of Information Security Review Office, Assistant Secretary of Defense (Public Affairs), Room 2C757, The Pentagon, Washington, DC 20301-1400. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Freedom of Information Security Review Office, Assistant Secretary of Defense (Public Affairs), Room 2C757, The Pentagon, Washington, DC 20301-1400. Individual should provide full name and address. Personal visits are restricted to Room 2C757. Individuals should be able to present acceptable identification; that is driver's license or comparable identity card. Contesting record procedures: The OSD's 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: Requests for Mandatory Declassification Review and subsequent release of records originated from individuals under E.O. 12065, and subsequent date provided by form and memorandum by officials who hold the requested records, act upon the request, or who are involved in legal action stemming from action taken. Exemptions claimed for the system: None. DPA DXA.C 09 System name: Public Correspondence Files. System location: Office of the Staff Assistant for Public Correspondence, Office of the Assistant Secretary of Defense (Public Affairs), Room 2C757, The Pentagon, Washington, DC 20301-1400. Categories of individuals covered by the system: Any person who writes to the Department of Defense requesting general information. Categories of records in the system: Letters of inquiry and replies. Authority for maintenance of the system: 10 U.S.C. 136. Purpose(s): Information is used by the Office of the Staff Assistant for Public Correspondence, Office of the Assistant Secretary of Defense (Public Affairs) to provide a record of answers to general inquiries submitted by the public. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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 files in paper folders. Retrievability: By name. Safeguards: Access by authorized personnel only. Retention and disposal: Retained for two years, then destroyed. System manager(s) and address: Assistant Secretary of Defense (Public Affairs), The Pentagon, Washington, DC 20301-1400. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Staff Assistant for Public Correspondence Office of Assistant Secretary of Defense (Public Affairs), Room 2D771, The Pentagon, Washington, DC 20301-1400. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant Secretary of Defense (Public Affairs), The Pentagon, Washington, DC 20301-1400. Contesting record procedures: The OSD's 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: Any individual inquiry and response thereto. Exemptions claimed for the system: None. DPA DXA.D 10 System name: Privacy Act Request for Access Files. System location: Primary System - Directorate for Freedom of Information and Security Review, Office of the Assistant Secretary of Defense (Public Affairs), Washington, DC 20301-1400. Decentralized Segments - Offices of the Under Secretaries of Defense, Assistant Secretaries of Defense, Assistants to the Secretary of Defense, or equivalent, The Joint Staff, and other activities assigned to the Office of the Secretary of Defense for administrative support. Categories of individuals covered by the system: Any citizen who makes a request for access to records under the Privacy Act to the Office of the Secretary of Defense, The Joint Staff, or activity assigned to the Office of the Secretary of Defense for administrative support. Requests from the public for amendment of records, other questions concerning the Privacy Act, and matters pertaining to Privacy Act Program management are acted upon by the Record Administrator, Office of the Secretary of Defense, Room 5C315, The Pentagon, Washington, DC 20301-1155. Categories of records in the system: Names, firms address, and other personal identifiers of the individual requester, identification of records requested, dates and summaries of action taken, and related documents associated with processing requests. In addition, names, titles or positions of each person primarily responsible for action on requests for records. Results of follow-on action, if any, to include request for review of refusal of the individual's request. Authority for maintenance of the system: 5 U.S.C. 552a, the Privacy Act of 1974; Pub. L. 93-579. Purpose(s): Information is used by officials in Directorate for Freedom of Information and Security Review, Office of the Assistant Secretary of Defense (Public Affairs); Offices of the Under Secretary of Defense, Assistant to the Secretary of the Chiefs of Staff, and other activities assigned to the Office Administrative Support to control administratively requests to insure compliance with Pub. L. 93-579 and to research historical data for annual report statistics and other Management information. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Index file cards and paper records in file folders. Retrievability: Filed chronologically by request number and retrieved by name and/or request number using conventional indices and cross- references. Safeguards: Records are maintained in security containers with access only to officials whose access is based on requirements of assigned duties. Retention and disposal: Files are kept for five years after date of reply in denial cases which are not appealed. Appealed cases are kept 4 years after final determination or 3 years after final adjudication by the courts whichever is later. Where access is granted, files are destroyed after two years. System manager(s) and address: Assistant Secretary of Defense (Public Affairs), The Pentagon, Washington, DC 20301-1400. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Freedom of Information and Security Review, Office of the Assistant Secretary of Defense (Public Affairs), Room 2C757, The Pentagon, Washington, DC 20301-1400. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Freedom of Information and Security Review, Office of the Assistant Secretary of Defense (Public Affairs), Room 2C757, The Pentagon, Washington, DC 20301-1400. Individual should provide full name, address, and signature. For personal visits, individual should be able to present acceptable identification; that is, driver's license or comparable identity card. Contesting record procedures: The OSD's 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: Requests for access to records -- under the Privacy Act -- originating from citizens, and subsequent data provided by officials who hold the requested records, act upon the request, and who are involved in the review of denials of the requests. Exemptions claimed for the system: None. DPAD 12.0 System name: DoD National Media Pool and Pentagon Correspondent Files. System location: Office of the Assistant Secretary of Defense (Public Affairs), Directorate for Plans, Room 2D757, 1400 Defense Pentagon, Washington, DC 20301-1400 for Media Pool records. Office of the Assistant Secretary of Defense (Public Affairs), Directorate of Defense Information, 1400 Defense Pentagon, Room 2E765, Washington, DC 20301-1400 for the Pentagon Correspondent records. Categories of individuals covered by the system: Civilian media representatives nominated by their respective bureaus to be members of the DoD National Media Pool. Pentagon correspondents who may conduct interviews with Pentagon executive level personnel. Categories of records in the system: DoD National Media Pool files consist of accreditation and other questionnaires and forms soliciting the media correspondent's name, age, nationality, Social Security Number, office and home addresses and phone numbers, passport information, medical information, and person to be notified in an emergency effecting individual. Pentagon correspondent files consist of their photographs and biographies. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 138; and E.O. 9397 (SSN). Purpose(s): Media Pool Files are used to issue Pentagon building passes, Media Pool Press Passes, orders, to arrange foreign country clearances and visas, and to determine individual's suitability/ preparedness for deployment with the media pool. Pentagon correspondent records are used by Pentagon executive level personnel to provide a brief summary of the correspondent's professional experience and background. 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: The DoD ``Blanket Routine Uses'' set forth at the beginning of OSD's 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 records in file folders and computerized electronic records. Retrievability: Paper records are retrieved by individual's last name, Social Security Number, bureau, or organization. Electronic records are retrieved by last name, Social Security Number, and/or news organization. Safeguards: Records are accessed by authorized personnel with an official need-to-know who have been trained for handling Privacy Act information. Electronic records are accessible only by the Directorate of Defense Information administrative staff. Retention and disposal: National media files are cut off annually and kept in the office for 5 years. Files are then transferred to the Washington National Records Center for 25 years. They are then offered to the National Archives for permanent retention after 25 years. Pentagon correspondent files disposition pending (until NARA has approved a retention and disposition schedule, records will be treated as permanent). System manager(s) and address: For DoD National Media Pool files: Office of the Assistant Secretary of Defense (Public Affairs), Directorate for plans, Room 2D757, 1400 Defense Pentagon, Washington, DC 20301-1400. For Pentagon Correspondent files: Deputy Director, Directorate for Defense Information, Office of the Assistant Secretary of Defense (Public Affairs), 1400 Defense Pentagon, Room 2E765, Washington, DC 20301-1400. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the appropriate System manager above. The request should contain individual's full name, individual's Social Security Number, and bureau or organization where employed. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the appropriate System manager above. The request should contain individual's full name, individual's Social Security Number, and bureau or organization where employed. 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: Accreditation and other questionnaires and forms completed or provided by the individual and information provided by the individual's employer or bureau. Exemptions claimed for the system: None. DPAE 02 System name: Administrative Files of the Assistant Secretary of Defense, PAE. System location: Office of the Director, Program Analysis and Evaluation, The Pentagon, Washington, DC 20301-1800. Categories of individuals covered by the system: All current and former military and civilian personnel employed by or assigned to PAE since 1965. Current and some past applicants or prospects for civilian or military jobs. Some contractor personnel. Other DOD or outside personnel currently or previously assigned, or under consideration, to provide support or work with PAE. Categories of records in the system: System contains individual application forms; biographical data; employment history; professional and military experience; schooling and academic records; performance effectiveness data; honors; awards and decorations; security forms; security clearances; security violations publications; training and career development information; telephone rosters; certain financial interest and medical history data; information used to evaluate individuals for employment, promotion, reassignment, training, retention and awards, job descriptions; letters of commendations or appreciation; overtime pay records; travel orders; certain travel vouchers; retirement application papers; tenure data; next employment information; savings bond and Combined Federal Campaign (CFC) data (current year only); and miscellaneous personnel and administrative data of like nature. Authority for maintenance of the system: 10 U.S.C. 136. Purpose(s): Used by ODPAE to evaluate current and prospective employees; to locate former personnel and prospect; to analyze professional staff background; to make decisions on hiring, promotion, training, awards, or disciplinary actions; to make comparative analyses of personnel data such as turnover rates, awards, academic degrees, average age, travel, and overtime; to determine level of security access permissible; to evaluate conformance with standards of conduct rules; to evaluate contractor capabilities; to provide information on current or former personnel to authorized investigators and potential outside employers; to make campaign reports; to evaluate effectiveness of PAE personnel operations; to input selected data to computer system; to perform computer analysis of the data; and to prepare reports, rosters and statistical data. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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 records in file folders. Biography book. Computer disks. Computer paper printouts. Microfiche. Charts. Retrievability: Information accessed by last name of individual. Individual user codes and passwords required to access information stored in computer. Safeguards: Building employs security guards. Sensitive manually stored data kept in locked cabinets or safes and may be accessed only by authorized personnel. Computer stored data is kept in a secure computer facility and may be accessed only by authorized, properly trained personnel who have access codes and passwords. Retention and disposal: Records on current and former personnel are permanent. Travel orders, overtime authorizations and similar fiscal records kept for three years. Applicant files are screened about once a year and information outdated or no longer needed is destroyed. Campaign data for other than current year is destroyed annually. System manager(s) and address: Office of the Director, Program Analysis and Evaluation, Room 2D321, The Pentagon, Washington, DC 20301-1800. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Director, Program Analysis and Evaluation, Assistant for Management, Room 2D321, The Pentagon, Washington, DC 20301-1800. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Program Analysis and Evaluation, Assistant for Management, Room 2D321, The Pentagon, Washington, DC 20301-1800. Individual should provide full name and identification of the individual. Visitors may be required to provide identification. Contesting record procedures: The OSD's 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: Current and previous employers, instructors, associates and contacts; DOD civilian and military personnel offices; DOD security offices; DOD payroll, travel and fiscal offices; Civil Service Commission; contractors; Air Force Data Service Center (AFDSC); PAE personnel; educational institutions; and financial institutions. Exemptions claimed for the system: None. DSMC 01 System name: Defense Systems Management College (DSMC) Personnel Information Files. System location: Administrative and Personnel Service Directorate, Defense Systems Management College (DSMC), Ft. Belvoir, VA 22060-5426. Categories of individuals covered by the system: Military and civilian personnel assigned or attached to the Defense Systems Management College. Categories of records in the system: Data includes summary of occupational experience, education, training, security clearance, home address, home telephone number, dependent status, awards and decorations, promotion status, pay status. Authority for maintenance of the system: 10 U.S.C. 136, and Department of Defense Directive 5160.55, Defense Systems Management College, August 22, 1988. Purpose(s): Information is used by supervisory officials to obtain information on which to base decisions; by assigned Personnel Management Assistants for accomplishment of records maintenance and personnel services to individuals assigned and attached; for publication of biographical data booklets, personnel rosters, telephone directories, and organizational charts by the Administrative and Personnel Services staff. Information from records contained in the system may be provided to any component of the Department of Defense. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information may be referred to and used by law enforcement or investigative authorities for investigations and possible criminal prosecution, civil court action, or regulatory order. The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Primary files are paper records in file folders and punched cards and computer disks. Retrievability: Filed alphabetically by last name. Safeguards: Building is locked during nonbusiness hours. File storage is in locked file cabinets. Only authorized personnel have access to files. Retention and disposal: Files are retained for one year after individual transfers, separates or retires; then are destroyed. System manager(s) and address: Director, Administrative and Personnel Services, Defense Systems Management College, Ft. Belvoir, VA 22060-5426. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Administrative and Personnel Services, Defense Systems Management College, Ft. Belvoir, VA 22060-5426. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant, Defense Systems Management College, ATTN: DCOS-AP, Ft. Belvoir, VA 22060-5426. Written requests for information should contain full name and current address of the individual. For personal visits, the individual must provide acceptable identification, such as ID card or driver's license. Contesting record procedures: The OSD's 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: Data is obtained from the individual, from official personnel folders (201 files), from Standard Form 171, and from supervisory officials. Exemptions claimed for the system: None. DSMC 02 System name: Defense Acquisition University Student Files. System location: Office of the Registrar, Defense Acquisition University, 9820 Belvoir Road, Ft. Belvoir, VA 22060-5565. Categories of individuals covered by the system: All current, former, and nominated students of the Defense Acquisition University (DAU). Categories of records in the system: Data includes name, dependent data, Social Security Number, career brief application form, security clearance, college transcripts, correspondence, DAU grades, instructor and advisor evaluations, education reports, official orders, current address, and individual's photograph and other personal and experience historical data on past and present students. Authority for maintenance of the system: 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; DoD Directive 5000.57, Defense Acquisition University; and E.O. 9397 (SSN). Purpose(s): This data is used by college officials to provide for the administration of and a record of academic performance of current, former, and nominated students; to verify attendance and grades; to select instructors; to make decisions to admit students to programs and to release students from programs; to serve as a basis for studies to determine improved criteria for selecting students; to develop statistics relating to duty assignments and qualifications. This data is used by the Registrar in preparing locator directories of current and former students which are disseminated to students, former students and other appropriate individuals and agencies for purposes of administration; by college officials in preparing student biographical booklets, student rosters, and press releases of student graduations and to evaluate quality content of various courses. This data may be transferred to any agency of the Department of Defense having an official requirement for the information. 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: The DoD `Blanket Routine Uses' set forth at the beginning of OSD's 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 records in file folders and computerized databases. Retrievability: Filed records are sequenced alphabetically by last name, by class, and course. Locator cards are filed alphabetically in two categories, active students (by course) and former students. Computer databases are accessed by name and Social Security Number. Safeguards: Records are maintained in locked cabinets, in an area accessible only to authorized personnel. Building is locked during non-business hours. Only individuals designated as having a need for access to files by the system manager are authorized access to information in the files. Computer records are protected by individual passwords and the system is a security-accredited web based network. Retention and disposal: Records are permanent. System manager(s) and address: Registrar, Defense Acquisition University, ATTN: 9820 Belvoir Road, Ft. Belvoir, VA 22060-5565. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Registrar, Defense Acquisition University, ATTN: HQ- AS-REG, 9820 Belvoir Road, Ft. Belvoir, VA 22060-5565. Written requests for information should contain full name, Social Security Number, current address and telephone number, and course and class of individual, and must be signed. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Registrar, Defense Acquisition University, ATTN: HQ-AS-REG, 9820 Belvoir Road, Ft. Belvoir, VA 22060-5565. Written requests for information should contain full name, Social Security Number, current address and telephone number, and course and class of individual, and must be signed. For personal visits, the individual must provide acceptable identification, such as an ID card or driver's license. 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: Information is provided by the individual, supervisors, employers, instructors, advisors, examinations, and official military records. Exemptions claimed for the system: None. DSMC 06 System name: Defense Systems Management College (DSMC) Mailing Lists. System location: Primary Location - Actionmail Company, 4825 Beech Place, Temple Hills, MD 20748-2030. Hard copy back up files (letter and card requests) and computer printouts are located in the Publications Directorate Offices, Defense Systems Management College, Building 205, Fort Belvoir, VA 22060-5426. Categories of individuals covered by the system: Former Defense Systems Management College students; members of the DSMC Policy Guidance Council and Board of Visitors; program managers associated with defense and other government acquisition programs; key acquisition managers throughout the U.S. government; former staff and faculty members, and other individuals who request they be included in the system. Except for program management course graduates, everyone in the system is there by request. Categories of records in the system: File contains name, Class at DSMC, job code, mailing address, rank or grade, position title and affiliation. Authority for maintenance of the system: 10 U.S.C. 136, and Department of Defense Directive 5160.55, Defense Systems Management College, August 22, 1988. Purpose(s): Data is used by DSMC to provide a mailing list for the distribution of `Program Manager', The Journal of the Defense Systems Management College, surveys, graduate registers, DOD Directives, Instructions and Policy Memoranda concerning defense acquisition and other guides and booklets relating to acquisition management; to prepare lists of Department of Defense Program Managers. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Actionmail Company operates and maintains the system based on information provided by the Publications Directorate, Department of Research and Information, Defense Systems Management College, Fort Belvoir, VA 22060-5426. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Primary file is computer data base. Hard copy back-up files are paper records in file folders and in computer printout folders. Retrievability: Files are retrievable by name, class, data base code, and zip code. Safeguards: Primary location is a controlled access area. Back-up file storage is in a building which is locked during non- business hours and is located on a military installation. Retention and disposal: Records are permanent, updated every two years. System manager(s) and address: Dean, Department of Research and Information, Defense Systems Management College, Building 202, Fort Belvoir, VA 22060-5426. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Dean, Department of Research and Information, Defense Systems Management College, Building 202, Fort Belvoir, VA 22060-5426. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Commandant, Defense Systems Management College, ATTN: Director, Administrative and Personnel Services, Building 202, Fort Belvoir, VA 22060-5426. Written requests for information should contain the full name of the individual, and current address. For personal visits, the individual must provide acceptable identification, such as military or other ID card or driver's license. Contesting record procedures: The OSD's 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: Information is provided by the individual, employer, staff and faculty of DSMC, each DOD Component, and the Office of Personnel Management (OPM) (including their automated personnel systems). Exemptions claimed for the system: None. DSMC 07 System name: DSMC Library and Learning Resource Center. System location: Library, Defense Systems Management College (DSMC), Fort Belvoir, VA 22060-5565; and Learning Resource Center, Defense Systems Management College (DSMC), Fort Belvoir, VA 22060-5565. Categories of individuals covered by the system: Military and civilian personnel assigned or attached to the Defense Systems Management College. Categories of records in the system: Records include individual's name, Social Security Number, class, service, and class section. Authority for maintenance of the system: 10 U.S.C. 136 and E.O. 9397. Purpose(s): Used to collect borrower's identifying information to maintain accountability when an individual borrows materials from the Library and/or the Learning Resource Center. Routine uses of records maintained in this 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: The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Files are maintained on electronic storage devices on a PC network. Retrievability: Information is accessed by individual's name or Social Security Number. Safeguards: Building is locked during nonbusiness hours. File storage is on computer fixed disks accessible only to authorized staff using valid log-in and password controls. Retention and disposal: Files are retained for one year after individual transfers, separates or retires; then are destroyed. System manager(s) and address: Director, Human Resources and Administration, Defense Systems Management College, Fort Belvoir, VA 22060-5565. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to Commandant, Defense Systems Management College, ATTN: DCOS-HR, Fort Belvoir, VA 22060-5565. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written requests to the Commandant, Defense Systems Management College, ATTN: DCOS-HR, Fort Belvoir, VA 22060-5565. The request should contain the individual's full name, Social Security Number and current address. Contesting record procedures: The OSD's 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: All information included in the system is provided by the DSMC Registrar's Office. Exemptions claimed under this system: None. DUSDA 02 System name: DUSD(A) Personnel Administration Files. System location: Office of the Under Secretary of Defense for Acquisition, Office of the Secretary of Defense, Room 3E1006, The Pentagon, Washington, DC 20301-3000. Categories of individuals covered by the system: All employees assigned to or considered for positions in Office of the Under Secretary of Defense for Acquisition including civilian and military personnel and consultants. Categories of records in the system: These files contain position descriptions; biographical resumes, qualification statements, (SF 171, SF 173, SF 398, SF 161, etc.); Confidential Statement of Affiliations and Financial Interests, Department of Defense Personnel (DD Form 1555); requests for personnel actions (SF 52, 108); notification of Personal Action (SF 50); appointments affidavits (SF 61, 61B); award recommendations appraisals and efficiency reports; time and attendance records (SF 1135); travel orders and vouchers and security clearance information. Authority for maintenance of the system: 10 U.S.C. 133. Purpose(s): The information contained in these personnel files is used by the office manager, supervisory personnel and the Under Secretary of Defense for Acquisition in the management of his organization. Specific uses include; determining eligibility for appointment to positions; reviewing financial interest and background of individual applying for appointments; comparing individuals resumes with job requirements; keeping account of time worked; travel performed; orders issued; awards given to Personnel and Security Clearances granted. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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 records in file folders. Retrievability: Filed alphabetically by last name of the individual concerned. Safeguards: Building guards and locked file containers. Records are maintained in areas accessible only to authorized personnel. Retention and disposal: Records are temporary in nature and are destroyed after individuals leave employment of OUSD(A) or are no longer under consideration for employment. System manager(s) and address: Executive Assistant to Under Secretary of Defense for Acquisition, Office of the Secretary of Defense, Washington, DC 20301-3000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Personnel Assistant Office of the Executive Assistant to Under Secretary of Defense for Acquisition, Room 3E1006, The Pentagon, Washington, DC 20301-3000. Written requests for information should contain the full name of the individual, current address, telephone number, and any other information which would help in identifying the desired information. For personal visits, the individual must be able to provide acceptable identification, that is, driver's license, employing office's identification card, and give verbal information that could be verified with his `case folder.` Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Executive Assistant to Under Secretary of Defense for Acquisition, Office of the Secretary of Defense, Washington, DC 20301. Contesting record procedures: The OSD's 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: Information is provided by the Directorate for Personnel and Security, Security Division, Washington Headquarters Services, Department of Defense, individuals concerned, travel vouchers, security forms, travel orders, individual's supervisors, and time and attendance clerks. Exemptions claimed for the system: None. DUSDA 04 System name: Requests for Two-Year Foreign Residence Waiver Files. System location: Security Policy and Review Division - Office of the Director, Program Control and Administration, Office of the Under Secretary of Defense for Acquisition, Office of the Secretary of Defense. Categories of individuals covered by the system: Any foreigner applying for a Waiver of Foreign Residency. Categories of records in the system: Files contain requests for waiver of foreign residency. Authority for maintenance of the system: Mutual Educational and Cultural Exchange Act of 1961 (75 Stat. 535). Purpose(s): Data is used by Under Secretary of Defense for Acquisition, Security Policy and Review Division officials to evaluate requests of foreigners requesting waiver of Foreign Residency. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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 records in file folders. Retrievability: Filed alphabetically by last name of individual. Safeguards: Building guards and secure (vault) area. Records are maintained in an area accessible only to authorized personnel. Retention and disposal: Retained in active file for ten years, then destroyed. System manager(s) and address: Director, Program Control and Administration, Office of the Under Secretary of Defense for Acquisition, Office of the Secretary of Defense, The Pentagon, Washington, DC 20301-3000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Security Policy and Review Division, Room 3D1065, The Pentagon, Washington, DC 20301-3000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Under Secretary of Defense for Research and Engineering, Office of the Secretary of Defense, The Pentagon, Washington, DC 20301-3000. Written requests for information should contain full name of individual, current address and telephone number and approximate date of waiver request. For personal visits, individual must be able to provide appropriate identification. Contesting record procedures: The OSD's 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: Application and related correspondence from sponsor and individual requesting waiver. Exemptions claimed for the system: None. DUSDP 02 System name: Special Personnel Security Cases. System location: Security Plans and Programs Directorate, Office of the Deputy Under Secretary of Defense (Policy), Washington, DC 20301-2200. Categories of individuals covered by the system: Individuals affiliated with the DOD, upon whom an investigation has been conducted by a Department of Defense (DOD) Component investigative organization authorized to conduct personnel security investigations other investigative organization of the Federal Government of individuals who have been the subject of a DOD Component personnel security determination, or who have had access to DOD classified information, whenever the investigation, personnel security determination, or access involves unique circumstances having special significance with respect to DOD personnel security policy. Also, individuals for whom waivers have been granted from specific provisions of the Industrial Security Regulation (5220.22-R) and/or Industrial Security Manual (5220.22-M). Categories of records in the system: Statements of personal history; investigative reports; adjudicative findings; inter-office memoranda; policy interpretation; memoranda recommending courses of action; legal opinions, etc. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): This data is used as basis for Security Plans and Programs Directorate staff access to determine the need for overall personnel security policy revision or adjustment; to ensure that component personnel security determinations are consistent with DOD personnel security program policy; to assure that personnel security investigations conducted by the Defense Investigative Service (DIS), the National Security Agency (NSA), and the Military Departments are in compliance with DOD personnel security investigative policy; and to provide precedents for use in determining whether to grant waivers of the provisions of the Industrial Security Regulation and/or Industrial Security Manual. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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 records in file folders. Retrievability: Records are filed alphabetically by last name of the subject of the investigation or personnel security determination having special significance with respect to DOD personnel security policy. Also, records are filed alphabetically by last name of the personnel for whom waivers have been granted under the Industrial Security Program. Safeguards: Records are stored in security combination lock file containers, and are accessible only by Security Plans and Programs personnel who are properly cleared and who are the official authorized users. Retention and disposal: Routine investigations are destroyed 15 years after the date of the last action. Those involving significant incidents are destroyed 25 years after the date of the last action. System manager(s) and address: Director, Security Plans and Programs Directorate, Office of the Deputy Under Secretary of Defense (Policy), The Pentagon, Washington, DC 20301-2200. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Deputy Under Secretary of Defense (Policy), Security Plans and Programs Directorate, Room 3C277, The Pentagon, Washington, DC 20301-2200. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Deputy Under Secretary of Defense (Policy) Security Plans and Programs Directorate, Room 3C277, The Pentagon, Washington, DC 20301-2200. Written requests for information should contain the full name of the individual, date and place of birth, and signature. The records requested may be made available to individuals for review at Security Plans and Programs Directorate ODUSD(P), Room 3C271, The Pentagon, Washington, DC 20301-2200 Contesting record procedures: The OSD's 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: Information is obtained from record subjects; Federal Bureau of Investigation; Office of the Secretary of Defense; The Joint Staff; DOD Defense Agencies; and the Military Departments, including investigative reports, inter and intra Department memoranda and letters, case analyses, memoranda for the record, and other correspondence related to the cases. Exemptions claimed for the system: Parts of this record system may be exempt under 5 U.S.C. 552a (k)(5), as applicable. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager. DUSDP 08 System name: DOD Foreign Visits System (FVS). System location: Security Policy Automation Directorate, Office of the Deputy Under Secretary of Defense (Security Policy), Washington, DC 20301- 2200. Categories of individuals covered by the system: U.S. citizens acting as representatives of various foreign governments who have requested access to DOD installations, activities or Defense contractors on matters relating to mutual security and arms corporation. Categories of records in the system: Records consist of lists of individuals cleared for access to DOD installations, activities, or Defense contractors. Information on the lists consists of name, date and place of birth, security clearance, position, and an individual identification number which may be the Social Security Number of that person. Authority for maintenance of the system: Pub. L. 90-629, The Foreign Military Sales Act, October 22, 1968 and E.O. 9397. Purpose(s): To enhance security and provide consistent application of policy in dealings with other governments by providing end-to-end automation support to the visits process, thus improving responsiveness and the use of personnel resources by using state-of-the-art automation and communication capabilities. Routine uses of records maintained in the system, including categories of users and the purpose of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Records are maintained on computer and computer-output products, including message traffic output. Retrievability: Records may be retrieved by individual's name or Social Security Number, or visit ID number. Safeguards: Records are stored under lock and key, in secure containers, or on electronic media with intrusion safeguards; personnel having access to this data are trained in the requirements of protecting Privacy Act information. Retention and disposal: The records are retained for the duration of the cooperative arms or mutual security agreement or program between the U.S. government and the foreign government or international organization, or for ten years, whichever is sooner. Records will be disposed of by erasing magnetic media or burning or shredding paper copies. System manager(s) and address: Director, Security Policy Automation Directorate, Office of the Deputy Under Secretary of Defense (Security Policy), Washington, DC 20301-2200. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves must address written inquiries to the Director, Security Policy Automation Directorate, Office of the Deputy Under Secretary of Defense (Security Policy), Washington, DC 20301-2200. Individuals must provide sufficient proof of identity such as full name, Social Security Number, date and place of birth, place visited, and dates of visit. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Security Policy Automation Directorate, Office of the Deputy Under Secretary of Defense (Security Policy), Washington, DC 20301-2200. Individuals must provide sufficient proof of identity such as full name, Social Security Number, date and place of birth, place visited, and dates of visit. Contesting records procedures: The OSD's 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: Information is obtained solely from the foreign country or international organization sponsoring the individuals for whom a visit to the DOD installation, activity, or Defense contractor is being requested. Exemptions claimed for the system: None. DWHS P01 System name: Senior Executive Service (SES) and Equivalent Level Files. System location: Directorate for Personnel and Security, Washington Headquarters Services, Department of Defense, Room 3B347, The Pentagon, Washington, DC 20301-1155. Categories of individuals covered by the system: Any individual who is currently in, was recommended for, or has held an executive position in the Office of the Secretary of Defense (OSD), OSD field activities, The Joint Staff, the U.S. Court of Military Appeals, the U.S. Mission to NATO, the NATO International Staff, the NATO Support Group, and the Defense agencies. Categories of records in the system: File contains both approved and disapproved cases. File also contains copy of individual's SF 171, position description, position evaluation statement, organization chart, Office of Personnel Management (OPM) Form 1390, SF-161, or 161A, correspondence, and other selected documents. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): To be used by officials of the Office of the Secretary of Defense (OSD), OSD field activities, The Joint Staff, the U.S. Court of Military Appeals (COMA), the U.S. Mission to NATO the NATO International Staff, the NATO Support Group, and the Defense Agencies to provide information necessary for carrying out the SES personnel and position management functions. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To the Office of the Personnel Management (OPM) for use in carrying out its Government-wide personnel functions. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders in metal file cabinets. Retrievability: Filed by organization, and then alphabetically by name. Safeguards: Access is granted only to personnel and management officials having a need-to-know. Building employs security guards. Records are maintained in an area accessible only to authorized personnel. Retention and disposal: File maintained indefinitely. System manager(s) and address: Director for Personnel and Security, Washington Headquarters Services, Room 3B347, The 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 Directorate for Personnel and Security, Washington Headquarters Services, Room 3B347, The Pentagon, Washington, DC 20301-1155. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director for Personnel and Security, Washington Headquarters Services, Room 3B347, The Pentagon, Washington, DC 20301-1155. Contesting record procedures: The OSD's 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: SF 171 from individual, other material obtained from personnel offices and statements from management officials. Exemptions claimed for the system: None. DWHS P04 System name: Reduction-In-Force Case Files. System location: Directorate for Personnel and Security, Washington Headquarters Services, Department of Defense, Room 3B347, The Pentagon, Washington, DC 20301-1155. Categories of individuals covered by the system: Civilian employees serviced by OSD System Manager who have been reached for reduction-in-force action. Categories of records in the system: Copies of retention registers, letters from management officials, letters prepared by Personnel to 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. 1302, 3502. Purpose(s): To be used by Management Officials of OSD, Armed Forces Information Service (AFIS), Court of Military Appeals (COMA), Defense Advanced Research Projects Agency (DARPA), Defense Security Assistance Agency (DSAA), Office of Dependents Education, The Joint Staff, Tri-Service Medical Information System (TRIMIS), and Washington Headquarters Service (WHS) for review of reduction-in- force situation in cases of questions on qualifications. This background information may be used by the Office of Personnel Management (OPM) for appeal cases. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Filed alphabetically by last name. Destroy two years after case is closed. Storage: Paper records in file folders. Retrievability: Filed alphabetically by last name. Destroyed two years after case is closed. Safeguards: Building employs security guards. In file cabinets in areas accessible only to authorized personnel who are properly screened and trained. Retention and disposal: Destroy two years after case is closed. System manager(s) and address: Director for Personnel and Security, Washington Headquarters Services, Room 3B347, The 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 Directorate for Personnel and Security, Washington Headquarters Service, Room 3B347, The Pentagon, Washington, DC 20301- 1155. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Directorate for Personnel and Security, Washington Headquarters Service, Room 3B347, The Pentagon, Washington, DC 20301-1155. Contesting record procedures: The OSD's 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: Letters to individuals originated by Personnel, Retention Registers furnished by Personnel, correspondence from management officials, correspondence from individual concerned, correspondence from Office of Personnel Management and correspondence from appeal examiner in case of an appeal. Exemptions claimed for the system: None. DWHS P08 System name: Worker's Compensation-On-The-Job Injuries Report File. System location: Directorate for Personnel and Security, Washington Headquarters Services, Department of Defense, Room 3B347, The Pentagon, Washington, DC 20301-1155. Categories of individuals covered by the system: Civilian employees injured on the job. Categories of records in the system: Case files containing required injury reports which include name, Social Security Number, date of birth, telephone number, type of injury, address and assigned activity. Authority for maintenance of the system: 5 U.S.C. 8101. Purpose(s): To be used by Director for Personnel and Security, Washington Headquarters Service, for purposes of determining eligibility for Worker's Compensation, statistical data regarding leave taken and to review cases being processed. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To the Labor Department for purpose of determining eligibility for Worker's Compensation, statistical data regarding leave taken and to review cases being processed. To provide assistance in submitting appropriate forms for injuries. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Metal five drawer legal size file cabinet. Retrievability: Filed by name of employee with card index. Safeguards: Building patrolled by security guards. File is maintained in an area which is secured during non-working hours. Retention and disposal: Files are permanent. System manager(s) and address: Director of Personnel and Security, Washington Headquarters Service, Room 3B347, The 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 Directorate for Personnel and Security, Washington Headquarters Services, Room 3B347, The Pentagon, Washington, DC 20301-1155. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Directorate for Personnel and Security, Washington Headquarters Services, Room 3B347, The Pentagon, Washington, DC 20301-1155. Contesting record procedures: The OSD's 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: Civilian employees of the Office of the Secretary of Defense and The Joint Staff, and activities serviced by WHS. Exemptions claimed for the system: None. DWHS P12 System name: Executive Development Program and Training Files. System location: Directorate for Personnel and Security, Washington Headquarters Services, Department of Defense, Room 3B347, The Pentagon, Washington, DC 20301-1155. Categories of individuals covered by the system: Employees applying for executive development and training programs. Categories of records in the system: Optional Form 69 individual development plans, optional forms 37 and 170, DD Form 1556, SD Forms 446 and 447, Training Record Card File, SF 171, SF 59, which contain name, Social Security Number, date of birth, home address, annual salary and office and home telephone numbers. Authority for maintenance of the system: 5 U.S.C. 4101. Purpose(s): This information used by Personnel and Security Directorate, WHS to determine eligibility for specialized development programs and training assignments. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To the Office of Personnel Management (OPM) for information necessary for OPM to carry out its Government-wide personnel management functions. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: To ensure that complete records are maintained for program evaluation purposes. Storage: Metal five drawer legal size file cabinet without lock. Retrievability: File by training program name and employee name. Safeguards: Building has security guards. File is maintained in an area which is secured during nonworking hours. Retention and disposal: Records are permanent. System manager(s) and address: Director for Personnel and Security, Washington Headquarters Services, Room 3B347, The 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 Directorate for Personnel and Security, Washington Headquarters Services, Room 3B347, The Pentagon, Washington, DC 20301-1155. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Directorate for Personnel and Security, Washington Headquarters Services, Room 3B347, The Pentagon, Washington, DC 20301-1155. Contesting record procedures: The OSD's 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: Employees submit application forms. Exemptions claimed for the system: None. DWHS P14 System name: Blood Donor Files. System location: Directorate for Personnel and Security, Washington Headquarters Services, Department of Defense, Room 3B347, The Pentagon, Washington, DC 20301-1155. Categories of individuals covered by the system: Any blood donor with the Office of the Secretary of Defense, The Joint Staff, and activities serviced by WHS. Categories of records in the system: File cards contain name, rank (if military), duty phone, home phone, duty activity and room number, blood type, and date of donations. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): To be used by officials of the Military Personnel Division, WHS to determine eligibility for blood replacement. To provide source of contacts for emergency blood requirements. To determine eligibility for issuances of gallon donor certificates. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Weekly screening of cards to determine if individual is eligible to donate blood. Storage: 3 X 5 Cardex File. Retrievability: Filed alphabetically by last name of donor. Safeguards: Building has security guards. File is maintained in an area accessible only to authorized personnel. Retention and disposal: Records are permanent for the duration of the individual's participation as a blood donor. System manager(s) and address: Director of Personnel and Security, Washington Headquarters Services, Room 3B347, The 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 Directorate of Security, Washington Headquarters Services, Room 3B347, The Pentagon, Washington, DC 20301-1155. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Directorate of Security, Washington Headquarters Services, Room 3B347, The Pentagon, Washington, DC 20301-1155. Contesting record procedures: The OSD's 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: Civilian Health Clinic-Pentagon and the individual blood donors. Exemptions claimed for the system: None. DWHS P18 System name: Office of the Secretary of Defense Identification Badge Suspense Card System. System location: Directorate for Personnel and Security, Washington Headquarters Services, Department of Defense, Room 3B347, The Pentagon, Washington, DC 20301-1155. Categories of individuals covered by the system: All military personnel assigned to the Office of the Secretary of Defense, and activities serviced by WHS. Categories of records in the system: All military personnel who are eligible for the Office of the Secretary of Defense Identification Badge after being assigned on permanent duty with the Office of the Secretary of Defense, and activities serviced by WHS, for a period of one year. Data includes name, Social Security Number, the Office of the Secretary of Defense activity, grade, service and dates. Authority for maintenance of the system: 10 U.S.C. 1125. Purpose(s): To be used by officials of the Military Personnel Division, WHS to establish who is eligible for the Office of the Secretary of Defense Identification Badge after being assigned to an authorized space in the Office of the Secretary of Defense, and activities serviced by WHS. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Issuance of the Office of the Secretary of Defense Identification Badges at end of each month for eligible personnel. Storage: 3 X 5 Cardex File. Retrievability: Filed alphabetically by last name of recipient. Safeguards: Building has security guards. Office locked during nonworking hours. Retention and disposal: Records are permanent. Maintained in the Military Personnel Division at all times. System manager(s) and address: Director for Personnel and Security, Washington Headquarters Services, Room 3B347, The 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 Directorate for Personnel and Security, Washington Headquarters Services, Room 3B347, The Pentagon, Washington, DC 20301-1155. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Directorate for Personnel and Security, Washington Headquarters Services, Room 3B347, The Pentagon, Washington, DC 20301-1155. Contesting record procedures: The OSD's 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: Written or verbal inquiries. Exemptions claimed for the system: None. DWHS P20 System name: Report of Personnel Assigned Outside of Department of Defense. System location: Directorate for Personnel and Security, Washington Headquarters Services, Department of Defense, Room 3B347, The Pentagon, Washington, DC 20301-1155. Categories of individuals covered by the system: All Department of Defense personnel working in any organization outside the realm of the Department of Defense. Categories of records in the system: Reflects personnel and assignment data in each Department of Defense personnel working outside the Department of Defense. This data includes name of individual, rank, Social Security Number, service (GS rating if civilian), organization assigned to, and title of job. Also, included is the date of assignment and projected loss date of the individual concerned. The report also reflects in each case whether the position is reimbursable or non-reimbursable. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): Data issued by Department of Defense Officials to determine which DOD Personnel are working outside the DOD and what organizations assigned to. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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: This report is updated quarterly, based on information obtained from the military departments. Storage: Metal five drawer file cabinet with lock. Retrievability: Filed by month and year of report. Safeguards: Building has security guards. File is maintained in an area that is secured during non-working hours. Retention and disposal: Records are permanent. Maintained in the Military Personnel Division at all times. System manager(s) and address: Director for Personnel and Security, Washington Headquarters Services, Room 3B347, The 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 Directorate for Personnel and Security, Washington Headquarters Services, Room 3B347, The Pentagon, Washington, DC 20301-1155. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Directorate for Personnel and Security, Washington Headquarters Services, Room 3B347, The Pentagon, Washington, DC 20301-1155. Contesting record procedures: The OSD's 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: Quarterly reports received from the military departments. Exemptions claimed for the system: None. DWHS P25 System name: Overseas Staffing Files. System location: Directorate for Personnel and Security, Washington Headquarter Services, Department of Defense, Room 3B347, The Pentagon, Washington, DC 20301-1155. Categories of individuals covered by the system: Personnel assigned to positions overseas. Categories of records in the system: Standard Form 171's, SF 1190's travel orders, letter, to Army Finance Office concerning pay, overseas quarters allowances, post differentials etc., Standard Form 52, messages concerning the individual's return rights, home leave, etc., to and from overseas area. Authority for maintenance of the system: 5 U.S.C. 301. Purpose(s): This data is used by officials of the Department of Defense to track individuals employed in overseas positions located in Defense Advanced Research Projects Agency (DARPA), North Atlantic Treaty Organization (NATO), and U.S. Mission to NATO. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Applicants and documents filed in folders by name and title of position. Storage: Paper records in file folders. Retrievability: Filed by employee name. Safeguards: Building employs security guards. Records are maintained in file cabinets in areas accessible only to authorized personnel who are properly screened and trained. Retention and disposal: Retained until individual returns to the United States, then destroyed. System manager(s) and address: Director for Personnel and Security, Washington Headquarters Services, Room 3B347, The 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 Directorate for Personnel and Security, Washington Headquarters Services, Room 3B347, The Pentagon, Washington, DC 20301-1155. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Directorate for Personnel and Security, Washington Headquarters Services, Room 3B347, The Pentagon, Washington, DC 20301-1155. Contesting record procedures: The OSD's 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, overseas staff office, other Federal Agency offices. Exemptions claimed for the system: None. DWHS P27 System name: Department of Defense (DOD) Pentagon Building Pass File. System location: Security Services, Defense Protective Services, Washington Headquarters Services, 1155 Defense Pentagon, Washington DC 20301- 1155. Categories of individuals covered by the system: Any Department of Defense military or civilian employee sponsored by the Department of Defense, or other persons who have reason to enter the Pentagon for official Department of Defense business, and who therefore require an entry pass. Categories of records in the system: File contains name, sponsoring office of the Department of Defense and activities serviced by Washington Headquarters Services (WHS), sex, height, weight, date, place of birth, Social Security Number, race, citizenship, and access investigation completion date, access level, previous pass issuances, authenticating official, total personnel from all sites, and audit counts. Authority for maintenance of the system: 5 U.S.C. 301; E.O. 9397 and E.O. 12958. Purpose(s): This information is used by officials of Security Services, Defense Protective Services, Directorate for Real Estate and Facilities, WHS to maintain a listing of personnel who are authorized a DOD Pentagon Building Pass. 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: The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Electronic database. Retrievability: Electronic database accessible by individual's name, Social Security Number and pass number. Safeguards: Secure room. Building has DoD Police Officers. Retention and disposal: Records of pass holders are maintained as active records for as long as the individual holds a DoD pass. Inactive files consisting of individuals who have terminated affiliation with DoD and activities serviced by WHS are retained for five years. System manager(s) and address: Deputy Chief, Security Services, Defense Protective Services, 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 Security Services, Defense Protective Services, Washington Headquarters Services, 1155 Defense Pentagon, Washington DC 20301-1155. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to Security Services, Defense Protective Services, Washington Headquarters Services, 1155 Defense Pentagon, Washington DC 20301-1155. 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: All data maintained in the system is received voluntarily from individual DOD Pentagon Building Pass Applicants. Exemptions claimed for the system: None. QNRO-10 System name: Inspector General Investigative Records. System location: Office of the Inspector General, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Categories of individuals covered by the system: Persons who are interviewed by or provide information to the National Reconnaissance Office (NRO) Office of Inspector General, and persons involved with or who have knowledge about a matter being investigated or reviewed by the Office of the Inspector General. These persons include NRO civilian and military personnel assigned or detailed to the NRO, persons with a contractual relationship with the NRO or who perform work under NRO contracts. Categories of records in the system: Reports of investigations, reports of interviews, signed statements, correspondence, government forms, internal NRO memoranda. Authority for maintenance of the system: National Security Act of 1947, as amended, 50 U.S.C. 401 et seq.; 5 U.S.C. 301, Departmental Regulations; NRO Directive 22-3A; E.O. 12333; E.O. 12958; E.O. 12968; and E.O. 9397 (SSN). Purpose(s): Records are used to investigate allegations of misconduct or wrongdoing by NRO personnel related to violations of laws, rules, or regulations or to mismanagement, gross waste of funds, fraud or mismanagement on the part of persons assigned or detailed to the NRO, and to provide information to NRO management regarding personnel matters and for evaluating current and proposed programs, policies and activities, assignments, and requests for awards or promotions. Records are used by the NRO Inspector General and his/her staff, the NRO Director, the Director of the Central Intelligence Agency, and the Secretary of Defense to effect corrective personnel or other administrative action; to provide facts and evidence upon which to base prosecution; to provide information to other investigative elements of the Department of Defense, other Federal, State, or local agencies having jurisdiction over the substance of the allegations or a related investigative interest; to provide information upon which determinations may be made for individuals' suitability for various personnel actions including but not limited to retention, promotion, assignment, retirement in grade or selection for sensitive or critical positions in the Armed Forces or Federal service. 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 appropriate officials within the Intelligence Community (Central Intelligence Agency, other Federal departments, agencies, inspectors generals and elements thereof) to the extent that the records concern NRO funds, personnel, property programs, operations, or contracts or when relevant to the official responsibilities of those organizations and entities; regarding personnel matters; and to evaluate current and proposed programs policies and activities, selected assignments and requests for awards or promotions. To Federal, state, local, foreign or international agencies, or to an individual or organization, when necessary to elicit information relevant to an NRO Inspector General investigation, inquiry, decision or recommendation. To the Department of Justice or any other agency responsible for representing NRO interests in connection with a judicial, administrative, or other proceeding. To the Department of Justice or other Intelligence Community Inspector General or agency to the extent necessary to obtain information or advice on any matter relevant to an Office of Inspector General investigation; To the President's Foreign Intelligence Advisory Board, and the Intelligence Oversight Board, and any successor organizations, when requested by those entities, or when the Inspector General determines that disclosure will assist in the performance of their oversight functions; and The DoD ``Blanket Routines Uses'' published at the beginning of the NRO 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 files and automated information system, maintained in computers and computer output products. Retrievability: Name or Social Security Number. Safeguards: Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records are limited to the Inspector General staff whose official duties require such access. Retention and disposal: Records are permanently maintained by NRO. System manager(s) and address: Inspector General, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name and any aliases or nicknames, address, Social Security Number, current citizenship status, date and place of birth, and other information indentifiable from 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 without the United States: `I declare (or certify, verify, or state) under penalty or perjury under the laws of the United States of America that are 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 or perjury that the foregoing is true and correct. Executed on (date). (Signature)' Record access procedures: Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, and any aliases or nicknames, address, Social Security Number, current citizenship status, date and place of birth, and other information identifiable from 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 without 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 NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3A and NRO Instruction 110-5A; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Record source categories: Information is supplied by the individual, parties other than the individual, as well as by personal records and documentation; subjects and suspects of NRO investigations; interview of witneses, victims, and confidential sources. All types of records and information maitnained by all levels of government, private industry, and non-profit organizations reviewed during the course of the investigation or furnished the NRO; and any other type of record deemed necessary to complete the NRO investigation. Exemptions claimed for the system: Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j) (2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection (j) (2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 326. For additional information contact the system manager. DWHS P29 System name: Personnel Security Adjudications File. System location: Directorate for Personnel and Security, Washington Headquarters Services, Consolidated Adjudications Facility, 1725 Jefferson Davis Highway, Suite 212A, Arlington, VA 22202-4191. Categories of individuals covered by the system: Civilian employees of the Office of the Secretary of Defense, its components and supported organizations, the Defense Agencies (excluding the Military Departments, the Defense Intelligence Agency, the Defense Mapping Agency, the Office of the Joint Staff, the National Security Agency, and contractors), and certain personnel selected for assignment to the United States Mission to NATO. Categories of records in the system: Records relating to an individual's personnel security clearance/ adjudication actions. Authority for maintenance of the system: 5 U.S.C. Section 301, Executive Order 12958, Executive Order 10450, Executive Order 9397. Purpose(s): To be used by officials of the Consolidated Adjudications Facility, Directorate for Personnel and Security, Washington Headquarters Services, to issue, deny, and revoke security clearances. To be used by members of the Washington Headquarters Services Clearance Appeal Board to determine appeals of clearance denials and revocations. 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: The `Blanket Routine Uses' set forth at the beginning of OSD's 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: Hard copy files are maintained in file folders; computer files are stored on magnetic tape and disk. Retrievability: Active personnel security adjudication files are maintained alphabetically by last name of subject, or by Social Security Number. Inactive personnel security adjudication files are serially numbered and indexed alphabetically. Safeguards: Files are maintained under the direct control of office personnel in the Consolidated Adjudications Facility during duty hours. Office is locked and alarmed during non-duty hours. Computer media is stored in controlled areas. Dial-up computer terminal access is controlled by user passwords that are periodically changed. Retention and disposal: Routine cases or those containing only minor derogatory information that result in a favorable determination for the individual are destroyed 15 years after completion date of the last investigative action for that file. Files on persons who are considered for affiliation with the DoD will be destroyed after 1 year if the affiliation is not completed. Cases containing significant derogatroy information are destroyed 25 years after the date of the last action, except those files deemed to be of historcial value and/or or widespread public or congressional interest, which may be retired to the National Archives after 15 years.. System manager(s) and address: Director for Personnel and Security, Washington Headquarters Services, 1155 Defense Pentagon, Room 3B347, 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 Consolidated Adjudications Facility, Washington Headquarters Services, Personnel and Security Directorate, 1725 Jefferson Davis Highway, Suite 212A, Arlington, VA 22202-4191. Requesters should provide full name and any former names used, date and place of birth, and Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Consolidated Adjudications Facility, Washington Headquarters Services, Personnel and Security Directorate, 1725 Jefferson Davis Highway, Suite 212A, Arlington, VA 22202-4191. Requesters should provide full name and any former names used, date and place of birth, and Social Security Number. Requests must be signed and notarized or, if the individual does not have access to notary services, preceded by a signed and dated declaration verifying the identity of the requester, in substantially the following form: `I certify that the information provided by me is true, complete, and accurate to the best of my knowledge and belief and this request is made in good faith. I understand that a knowing and willful false, fictitious or fraudulent statement or representation can be punished by fine or imprisonment or both.' (Signature). Contesting records procedures: The OSD's rules for accessing records, for contesting contents and appealing initial agency determinations are contained in OSD Administrative Instruction No. 81; 32 CFR part 311; or may be obtained from the system manager. Record source categories: Information is received from individuals, their attorneys and other authorized representatives; investigative reports from Federal investigative agencies; personnel security records and correspondence; medical and personnel records, reports and evaluations; and correspondence from employing agencies, and DoD and other Federal organizations, agencies and offices. Exemptions claimed for the system: Portions of this system may be exempt from certain provisions of 5 U.S.C. 552a(k)(5), as applicable. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager. DWHS P32 System name: Standards of Conduct Inquiry File. System location: Primary System - Office of the Director for Personnel and Security, Washington Headquarters Service, Department of Defense, Room 3B347, The Pentagon, Washington, DC 20301-1155. Categories of individuals covered by the system: Individuals who have been alleged to have violated the Department of Defense Standards of Conduct or the conflict of interest statutes. Categories of records in the system: Files in the Office of the Director for Personnel and Security, WHS, which are used in the performance of the functions of the office. The files contain information about individuals in regard to allegations of violations of the Department of Defense Standards of Conduct or the conflict of interest statutes. Authority for maintenance of the system: 10 U.S.C. 137 and E.O. 11222. Purpose(s): This information is used by professional personnel in the Office of the Director for Personnel and Security, WHS, and Office of General Counsel to resolve various standards of conduct problems. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To the Department of Justice. The `Blanket Routine Uses' set forth at the beginning of the OSD's 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 records in file folders. Retrievability: Filed by name. Safeguards: Stored in metal filing cabinets with locking devices and metal combination safes depending on classification. Retention and disposal: Files are retained as long as there is official interest in the cases; then destroyed or retired to the Federal Record Center, Suitland, MD. System manager(s) and address: Director for Personnel and Security, Washington Headquarters Service, Department of Defense, Room 3B347, The 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 Director for Personnel and Security, Washington Headquarters Service, Department of Defense, Room 3B347, The Pentagon, Washington, DC 20301-1155. Valid proof of identity is required. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director for Personnel and Security, Washington Headquarters Service, Department of Defense, Room 3B347, The Pentagon, Washington, DC 20301-1155. Valid proof of identity is required. Contesting record procedures: The OSD's 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: Information contained in files is obtained from various sources including correspondence, press releases, investigations performed by the Department of Defense and other agencies and congressional committee, and other systems of records in the Department of Defense. Exemptions claimed for the system: Portions of this system may be exempt pursuant to 5 U.S.C. 552a(k)(2) and (k)(5), as applicable. Specifically, from subsections (c)(3) and (d) of that statute which would require the disclosure of: (a) Investigatory material compiled for law enforcement purposes. However, if any individual is denied any right, privilege, or benefit that he would otherwise be entitled by Federal law, or otherwise be eligible, as a result of the maintenance of such material, the material shall be provided to that individual, except to the extent that its disclosure would reveal the identity of a source who furnished information to the Government under an express promise or, prior to September 27, 1975, under a implied promise that the identity of the source would be held in confidence, or; (b) investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, or Federal contracts, but only to the extent that the disclosure of such material would reveal the identity of a source who furnished information to the Government under an express promise or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. At the time of the request for a record, a determination will be made concerning whether a right, privilege, or benefit is denied or the specific information which would reveal the identity of a source. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager. DWHS P37 System name: Grievance and Unfair Labor Practices Records. System location: Directorate for Personnel and Security, Washington Headquarters Services, Department of Defense, 1155 Defense Pentagon, Washington, DC 20301-1155. Categories of individuals covered by the system: Current or former Federal employees who have submitted grievances in accordance with 5 U.S.C. 2302, and 5 U.S.C. 7121, or a negotiated procedure, to include E.O. 11491, as amended. Categories of records in the system: The system contains records relating to grievances filed by Office of the Secretary of Defense (OSD), Joint Staff, and other employees receiving administrative support from Washington Headquarters Services under 5 U.S.C. 2302, and 5 U.S.C. 7121. These case files contain all documents related to the grievances, including statements of witnesses, reports of interviews and hearings, examiner's findings and recommendations, a copy of the original and final decision, and related correspondence and exhibits. This system includes files and records of internal grievance and arbitration systems that OSD may establish through negotiations with recognized labor organizations. Folder contains all information pertaining to a specific arbitration case or specific unfair labor practice complaint, including a manual roster of local union officials and union stewards. Authority for maintenance of the system: 5 U.S.C. 2302, 5 U.S.C. 7121, and E.O. 11491. Purpose(s): This information is used by the Washington Headquarters Services and Joint Staff personnel offices in the creation and maintenance of records of summary descriptive statistics and analytical studies in support of the function for which the records are collected and maintained, or for related work force studies. While published statistics and studies do not contain individual identifiers, in some instances the selection of elements of data included in the study may be structured in such a way as to make the data individually identifiable by reference. 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 disclose pertinent information to the appropriate Federal, state, or local agency responsible for investigating, prosecuting, enforcing, or implementing a statute, rule, regulation, or order, where the disclosing agency becomes aware of an indication of a violation or potential violation of civil or criminal law or regulation. To disclose information to any source from which additional information is requested in the course of processing a grievance, to the extent necessary to identify the individual, inform the source of the purpose(s) of the request, and identify the type of information requested. To disclose information to a Federal agency, in response to its request, in connection with the hiring or retention of an employee; the issuance of a security clearance; the conducting of a security or suitability investigation of an individual; the classifying of jobs; the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to requesting the Agency's decision on the matter. To provide information to a Congressional office from the record of an individual, in response to an inquiry from that Congressional office, made at the request of that individual. To disclose information to another Federal agency or to a court when the Government is party to a judicial proceeding before the court. By the National Archives and Records Administration in records management inspections conducted under authority of 44 U.S.C. 2906. To disclose information to officials of the Merit Systems Protection Board; the Office of the Special Counsel; the Federal Labor Relations Authority and its General Counsel; or the Equal Employment Opportunity Commission, when requested in performance of their authorized duties. To disclose in response to a request for discovery or for appearance of a witness, information that is relevant to the subject matter involved in a pending judicial or administrative proceeding. To provide information to officials of labor organizations reorganized under the Civil Service Reform Act when relevant and necessary to the performance of their exclusive representation duties concerning personnel policies, practices, and matters affecting working conditions. To provide information to the Comptroller General or any of his authorized representatives, in the course of the performance of duties of the General Accounting Office relating to the Labor Management Relations Program. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records maintained in file folders. Retrievability: These records are retrieved by case subject, case number, and/or individual employee names. Safeguards: These records are maintained in metal files to which only OSD authorized personnel have access. Retention and disposal: Grievance files are destroyed four years after closing of case or four years after settlement of arbitration resulting from a negotiated grievance. Rosters of union officials are revised and outdated versions destroyed when information is superseded. System manager(s) and address: Director for Personnel and Security, Washington Headquarters Services, Department of Defense, 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 Directorate for Personnel and Security, Washington Headquarters Services, Department of Defense, 1155 Defense Pentagon, Washington, DC 20301-1155. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Directorate for Personnel and Security, Washington Headquarters Services, Department of Defense, 1155 Defense Pentagon, Washington, DC 20301-1155. Contesting record procedures: The OSD's 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: Information in this system of records is provided by the individual on whom the record is maintained; by testimony of witnesses; by Agency officials; by arbitrators; by grievance investigators; by the Federal Labor Relations Authority; by union officials; and from related correspondence from organizations or persons. Exemptions claimed for the system: None. DWHS P42 System name: DPS Incident Reporting and Investigations Case Files. System location: Defense Protective Services, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155. Categories of individuals covered by the system: Persons who are the source of an initial complaint or allegation that a crime took place. Witnesses having information or evidence about any aspect of an investigation. Suspects in the criminal situation who are subjects of an investigation. Persons who may pose a threat to the Secretary of Defense, the Deputy Secretary of Defense and other Senior Defense Officials. Persons who may pose a threat to the personal safety of themselves or others while in the DPS-controlled jurisdiction. Subjects of investigations on noncriminal matters. Current and former applicants for the position of Defense Protective Service Officer. Sources of information and evidence. The identity of these individuals may be confidential as appropriate to the subject matter they contribute. These files contain information vital to the outcome of administrative procedures and civil and criminal cases. Individuals associated with terrorism or terrorist groups and activities and names of regional, nationwide, and worldwide terrorist organizations. Categories of records in the system: Preliminary and other reports of criminal investigations from the opening of a case until it is closed. These records are instituted and maintained at varying points in the process. The processes of criminal justice and civil and administrative remedies may require their partial or total disclosure. Security files contain information such as name, date and place of birth, address, Social Security Number, education, occupation, experience, and investigatory material. Contingency Planning/Analysis files contain information such as names and other identifying information and investigatory material on an individual associated with terrorists or terrorist groups and activities. File contains information about regional, nationwide, and worldwide terrorist organizations and their effects on security of DOD facilities under the jurisdiction of DPS. Intelligence briefs; tactical, operational, and strategic informational reports; regional and nationwide contingency analysis; contingency action plans; and patterns and trends of potential or actual terrorists or terrorist groups, or other activities that could disrupt the orderly operation of Defense-owned or controlled facilities over which the DPS has jurisdiction. Documents created in enforcing regulations regarding motor vehicle movement and parking on Federal premises including reports of traffic accidents, traffic violation notices and similar records maintained by DPS. Authority for maintenance of the system: Section 21, Internal Security Act of 1950 (Pub.L. 831, 81st Cong.); 40 U.S.C 318, as delegated by Administrator, General Services Administration, to the Deputy Secretary of Defense, September 1987, and E.O. 9397. Purpose(s): Information in this system supports the public safety, law enforcement, facility security, and contingency planning functions of the Defense Protective Service. Additional functions supported include information on current and former applicants for the position of Defense Protective Service Officer and Internal Affairs investigative records. 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 a Federal, state, local, or foreign agency responsible for investigating, prosecuting, enforcing, or carrying out a statute, rule, regulation, or order, where the agency is aware of a violation or potential violation of civil or criminal law or regulation. To an appeal, grievance, or formal complaints examiner; equal employment opportunity investigator; arbitrator; exclusive representative; or other officials engaged in investigating, or settling a grievance, complaint or appeal filed by an employee. To various bureaus and divisions of the Department of Justice that have primary jurisdiction over subject matter and location which DPS shares. To law enforcement agencies which have lawfully participated in and conducted investigation jointly with DPS. Pursuant to the order of a court of competent jurisdiction, when the United States is party to or has interest in litigation, and using the records is relevant, necessary, and compatible with the purposes of collecting the information. To an insurance company of one or more parties when an insured is involved in an injury or accident in the DPS jurisdiction and an Accident Report is required to resolve claims or to settle matters of record. The `Blanket Routine Uses' set forth at the beginning of OSD's 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 records in file folders in file cabinets. Magnetic media in controlled access areas for both on-line and storage disks. Retrievability: Paper records by case control number and type of incident. Magnetic files by case control number, name, address, and physical description of subject individual. Safeguards: Paper records are stored in secure filing cabinets in room with built-in-position dial-type combination safe lock. Computer records are maintained in limited access sites on a system protected by a software-controlled password system. Retention and disposal: Non-criminal records are destroyed one year after case is closed. Criminal records are cutoff when case is closed and placed in an inactive file for three years. After three years in the inactive file, the records are retired to the Washington National Records Center for an additional 15 years, after which time they will be destroyed. Information on current and former applicants for position of DPS Officer are maintained two years and then destroyed. Contingency planning and analysis files pertaining to regional, nationwide, and worldwide terrorist organizations and their potential effects of the security of DoD facilities are destroyed when superseded, obsolete, or no longer needed. System manager(s) and address: Defense Protective Services, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address inquiries to the Defense Protective Services, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address inquiries to the Defense Protective Services, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155. Contesting record procedures: The OSD's 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: Investigators, informants, witnesses, official records, investigative leads, statements, depositions, business records, or any other information source available to DPS. Systems exempted from certain provisions of the act: Parts of this system may be exempt under 5 U.S.C. 552a(j)(2) as applicable. The criminal investigation case file and contingency planning and analysis file may be partially or totally subject to the general exemption. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager. DWHS P43 System name: Emergency Personnel Locator Records. System location: Segments are maintained within the Office of the Secretary of Defense (OSD), The Joint Staff, and all other activities deriving administrative support from Washington Headquarters Services. Categories of individuals covered by the system: Civilian employees and military personnel, and in some instances, their dependents, consultants, contractors, both in and out of government, with whom the Office of the Secretary of Defense, The Joint Staff, and all other activities deriving administrative support from Washington Headquarters Services (WHS) conduct official business. Inclusion is at the discretion of the maintaining office. Categories of records in the system: Individual's Social Security Number and/or name, organizational address, home address or unit of assignment, work and home telephone numbers and related information. Emergency personnel rosters, contact listing files, organizational telephone directories, and listings of office personnel. Authority for maintenance of the system: 10 U.S.C. 133 and E.O. 9397. Purpose(s): Records support agency requirements for emergency notification of personnel, establishment of locator listings, and all other official management functions where personnel and organizational point of contact information is required. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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 records are maintained in file folders, index cards, Rolodex-type files, loose-leaf and bound notebooks. Computer files are maintained on magnetic tape, diskette, or other machine-readable media. Retrievability: Files are retrieved by Social Security Number and/or name of employee or individual. Safeguards: Facilities where the systems are maintained are locked when not occupied. Paper records are kept in filing cabinets and other storage places which are locked when office is not occupied. Electronic records are on computer terminals in supervised areas using a system with software access control safeguards. Only persons on a need-to- know basis and trained in the handling of information protected by the Privacy Act have access to the system. Retention and disposal: Retained until information is no longer current and then destroyed. Obsolete paper information is destroyed by tearing into pieces, shredding, pulping, macerating, or burning. Obsolete computer records are erased or overwritten. System manager(s) and address: Office of the Secretary of Defense Privacy Act Officer, OSD Records Management and Privacy Act Branch, Washington Headquarters Services, Room 5C315, The 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 Office of the Secretary of Defense Privacy Act Officer, OSD Records Management and Privacy Act Branch, Washington Headquarters Services, Room 5C315, The Pentagon, Washington, DC 20301-1155. The individual should make reference to the office where he/she is/was assigned or affiliated and include address and telephone number applicable to the period during which the record was maintained. Social Security Number should be included in the inquiry for positive identification. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Office of the Secretary of Defense Privacy Act Officer, OSD Records Management and Privacy Act Branch, Washington Headquarters Services, Room 5C315, The Pentagon, Washington, DC 20301-1155. The individual should make reference to the office where he/she is/was assigned or affiliated and include address and telephone number applicable to the period during which the record was maintained. Social Security Number should be included in the inquiry for positive identification. Contesting record procedures: The OSD's 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: Information is obtained from the subject individual, and official personnel office documents. Exemptions claimed for the system: None. DWHS B44 System name: OSD Travel File. System location: Primary location is maintained at Washington Headquarters Services, Directorate for Budget and Finance, Room 3B287, The Pentagon, Washington, DC 20301-1155. Secondary location sites are The Joint Staff, DIRM (Services Division) Travel Section, Room 2C936, The Pentagon, Washington, DC 20318-9300; Department of Defense Dependents Schools (DODDS), ATTN; Fiscal Division, 1225 Jefferson Davis Highway, Crystal Gateway 2, Suite 1500, Arlington, VA 22202-4301; and Defense Advanced Research Projects Agency (DARPA), ATTN: RMO (Travel), 3702 North Fairfax Drive, Arlington, VA 22203-1714. Categories of individuals covered by the system: Civilian employees and military personnel assigned to the Office of the Secretary of Defense, The Joint Staff, Washington Headquarters Services, DODDS, DARPA, American Forces Information Service, U.S. Court of Military Appeals, Defense Medical Support Activity, Defense Security Assistance Agency, Defense Legal Services Agency, and Defense Technology Security Administration. Also covered are dependents of employees and personnel, former employees, other government agency employees authorized by law to travel at government expense, and certain non-government personnel traveling on Invitational Travel Orders on official agency business. Categories of records in the system: Records relating to official travel of individuals, including travel orders, per diem vouchers, transportation requests, travel itinerary, and supporting documentation. Records contain individuals name, Social Security Number, employing office name and telephone number, and home telephone number. Authority for maintenance of the system: 5 U.S.C. 2105, 2106, 5561, 5564, 5701-5708, 5721-5730, 5742; 50 U.S.C. 2160; and E.O. 9397. Purpose(s): To maintain an official travel record authorization and payment file system. Provides management information for control of travel expenditures and supports documentation requirements for official travel. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's 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 records are maintained in file folders. Electronic data is maintained on a networked computer system with access safeguards. Retrievability: Files are retrieved by name of individual, Social Security Number, and employing organization. Safeguards: Facilities where the systems are maintained are locked when not occupied. Paper records are kept in filing cabinets and other storage places which are locked when office is not occupied. Access to computer records is controlled by a user identification and password system. Personnel having access are limited to those having a need-to-know who have been trained in handling Privacy Act information. Retention and disposal: Records are retained for two years and then retired to the Washington National Records Center (WNRC). After six years and three months records are destroyed at WNRC. Computer files are retained for ten years and then deleted from the system. System manager(s) and address: Director, Budget and Finance, Washington Headquarters Services, Room 3B259, The Pentagon, Washington, DC 20301-1155. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to Director, Budget and Finance, Washington Headquarters Services, Room 3B259, The Pentagon, Washington, DC 20301-1155. The individual should make reference to the office where assigned or affiliated and include address and telephone number applicable to the period during which the record was maintained. Social Security Number should be included in the inquiry for positive identification. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to Director, Budget and Finance, Washington Headquarters Services, Room 3B259, The Pentagon, Washington, DC 20301-1155. The individual should make reference to the office where assigned or affiliated and include address and telephone number applicable to the period during which the record was maintained. Social Security Number should be included in the request for positive identification. Contesting record procedures: The OSD's 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: Sources are the travelling individuals or their agents and vendors of travel and related services. Exemptions claimed for the system: None. DWHS B45 System name: DOD Salary Offset Suspense Control Records. System location: Washington Headquarters Services, Directorate for Budget and Finance, Room 3B287, The Pentagon, Washington, DC 20301-1155. Categories of individuals covered by the system: Civilian employees assigned to the Office of the Secretary of Defense (OSD), The Joint Staff, DOD Agencies, and OSD Field Activities. Categories of records in the system: Original debt amount records received from Defense Manpower Data Center (DMDC) identifying individuals by name, Social Security Number, and employing agency; and Report of Salary Offset for Debt Collection (Report Control Symbol DD-COMP(M)1659) submissions of employing activities, and reflecting agency finance office actions relevant to individuals identified in the original debt amount records. Authority for maintenance of the system: 31 U.S.C. 3711, Federal Claims Collection Act of 1966; 31 U.S.C. 5512-5514; 4 CFR chapter II, Federal Claims Collection Standards (General Accounting Office Department of Justice); 32 CFR part 90, Collection of Indebtedness Due the United States (DOD); Pub. L. 97- 365, The Debt Collection Act of 1982; and E.O. 9397. Purpose(s): To maintain a suspense file of requests from non-DOD Agencies through Defense Manpower Data Center (DMDC) for administrative or salary offsets of civilian employees assigned to the Office of the Secretary of Defense, The Joint Staff, DOD Agencies, and OSD Field Activities. The system permits tracking of requests that have not resulted in salary offsets by the employing activity. The system also compiles salary offset information to facilitate generation of compliance reports to DMDC. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of OSD's compilation of systems of records notices apply to this system. 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 of 1966 (31 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in the file folders in file cabinets that are locked when not in use. Electronic data is maintained on a mainframe computer system located in a secure computer facility. Retrievability: Files are retrieved by name of individual, Social Security Number, and activity by whom the individual is employed. Safeguards: Facilities where the systems are maintained are locked when not occupied. Paper records are kept in filing cabinets and other storage places which are locked when office is not occupied. Access to computer records is controlled by a user identification and password system. Personnel having access are limited to those having a need-to-know who have been trained in handling Privacy Act information. Retention and disposal: Paper records: Requests for offset are retained for six years after the close of the initial fiscal year in which the original request for salary offset is received and are then destroyed. Offset reports are retained for two years after the close of the fiscal year in which the offset is reported to DMDC and then destroyed. Computer files are retained for ten years after the close of the fiscal year in which the amount has been collected in full and are then deleted. System manager(s) and address: Director, Budget and Finance, Washington Headquarters Services, Room 3B287, The Pentagon, Washington, DC 20301-1155. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to Director, Budget and Finance, Washington Headquarters Services, ATTN: IPMD, Room 3B287, The Pentagon, Washington, DC 20301- 1155 The individual should furnish their full name, Social Security Number, and name of the DOD agency/activity and office where assigned. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to Director, Budget and Finance, Washington Headquarters Services, ATTN: IPMD, Room 3B287, The Pentagon, Washington, DC 20301-1155 The individual should furnish their full name, Social Security Number, and name of the DOD agency/activity and office where assigned. Contesting record procedures: The OSD's 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: DMDC requests for administrative or salary offset and reports from DOD agencies and activities noting action taken to effect administrative or salary offset. Exemptions claimed for the system. None. DWHS P45 System name: OSD/Joint Staff Voluntary Leave Transfer Program Records. System location: Washington Headquarters Services, Directorate for Personnel and Security, Labor Management and Employee Relations, 1777 North Kent Street, Arlington, VA 22209-2164. Categories of individuals covered by the system: OSD and Joint Staff individuals who have volunteered to participate in the leave transfer program as a donor and OSD or Joint Staff individuals who have exhausted or are likely to exhaust the balance of their leave due to a medical emergency and are requesting leave donations from volunteers. Categories of records in the system: Leave Recipient Applications (DD Form 2539 or similar) which contain the individual's name, Voluntary Leave Transfer Recipient Number, organization, office telephone number, Social Security Number, position title, grade, pay level, leave balances, number of hours requested, brief description of the medical or personal hardship which qualifies the individual for inclusion in the program, the status of that hardship, and a statement that selected data elements may be used in soliciting donations. The file may also contain medical or physician certifications and agency approvals or denials. Leave Donor Applications (DD Form 2538 or similar) which contain the individual's name, organization, office telephone number, Social Security Number, position title, grade, pay level, leave balances, number of hours donated and the name of the designated recipient or Leave Transfer Recipient Number. Authority for maintenance of the system: 5 U.S.C. 6331 et seq. (Leave); 5 CFR Part 630; and OSD Administrative Instruction 98, ``Voluntary Leave Transfer Program''; and E.O. 9397 (SSN). Purpose(s): The file is used in managing the OSD/Joint Staff Voluntary Leave Transfer program. A Voluntary Leave Transfer Recipient Number is assigned to each verified recipient. A brief hardship description with the prospective recipient's assigned number is published internally for solicitation purposes. If insufficient donations of leave are offered by the recipient's immediate organization, solicitation is extended beyond that immediate organization until sufficient leave donations to cover the recipient's uncovered leave is reached. Social Security Numbers of donors and recipients are required to effectuate the transfer of leave from the donor's account to the recipient's account. 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 Department of Labor in connection with a claim filed by an employee for compensation due to a job-connected injury or illness. To the personnel and pay offices of the Federal agency involved to effectuate the leave transfer where leave donor and leave recipient are employed by different Federal agencies. The `Blanket Routine Uses' set forth at the beginning of OSD's compilation of systems of records notices apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Manual records are stored in folders in file cabinets and electronic records are stored on magnetic media. Retrievability: Records are retrieved by name, Social Security Number or Voluntary Leave Transfer Recipient Number. Safeguards: Records are accessed by custodian of the records or by persons responsible for servicing the record system in performance of their official duties. Records are stored in controlled-access office space that is locked during non-business hours. Retention and disposal: Records are destroyed one year after the end of the year in which the file is closed. System manager(s) and address: Washington Headquarters Services, Directorate for Personnel and Security, ATTN: Assistant Director, Labor Management and Employee Relations, 1777 North Kent Street, Arlington, VA 22209-2164. Notification procedures: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to Washington Headquarters Services, Directorate for Personnel and Security, Labor Management and Employee Relations, 1777 North Kent Street, Arlington, VA 22209-2164. Individual should provide full name and Social Security Number. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to Washington Headquarters Services, Directorate for Personnel and Security, Labor Management and Employee Relations, 1777 North Kent Street, Arlington, VA 22209-2164. Individual should provide full name and Social Security Number. 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: Information is provided primarily by the record subject; however, some data may be obtained from personnel and leave records. Exemptions claimed for the system: None. DWHS B46 System name: DOD Creditor Agency Accounts Receivable System. System location: Washington Headquarters Services, Directorate for Budget and Finance, Room 3B287, The Pentagon, Washington, DC 20301-1155. Categories of individuals covered by the system: Persons currently or formerly associated with the Department of Defense and who are financially indebted to a Defense creditor agency (excluding Military Departments). Individuals may include current/former military active duty; reserve personnel; DOD civilian employees; non-appropriated fund employees; retired personnel. Categories of records in the system: Delinquent debt records consisting of individual's name, Social Security Number, sex, debt amount, basis for the debt, and history of debt collection activity for the individual. Authority for maintenance of the system: Pub. L. 97-365, The Debt Collection Act of 1982; 31 U.S.C. chapter 37, Subchapter I (General), and Subchapter II (Claims of the United States Government), 31 U.S.C. 3711 Collection and Compromise, 31 U.S.C. 3716 Administrative Offset; 5 U.S.C. 5514 Installment deduction for Indebtedness (salary offset); 10 U.S.C. 136, Assistant Secretaries of Defense, Appointment powers and duties; section 206 of E.O. 11222; and E.O. 9397. Purpose(s): To permit collection of debts owed to any Department of Defense creditor agency. Records in this system are subject to use in approved computer matching programs authorized under the Privacy Act of 1974, as amended, for debt collection purposes. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To the General Accounting Office and the Department of Justice for collection action for any delinquent account when circumstances warrant. To a commercial credit reporting agency for the purpose of either adding to a credit history file or obtaining a credit history file for use in the administration of debt collection. To a debt collection agency for the purpose of collection services to recover indebtedness owed to the Department of Defense. To any other Federal agency for the purpose of effecting salary offset procedures against a person employed by that agency when any Department of Defense creditor agency has a claim against that person. To any other Federal agency including, but not limited to, the Internal Revenue Service and Office of Personnel Management for the purpose of effecting an administrative offset of a debt. To the Internal Revenue Service (IRS) to obtain the mailing address of a taxpayer for the purpose of locating such taxpayer to collect or to compromise a Federal claim against the taxpayer. (Note: Redisclosure of a mailing address form the IRS may be made only for the purpose of debt collection, including to a debt collection agency in order to facilitate the collection of compromise of a Federal claim under the Debt Collection Act of 1982, except that a mailing address to a consumer reporting agency is for the limited purpose of obtaining a commercial credit report on the particular taxpayer. Any such address information obtained from the IRS will not be used or shared for any other DOD purpose or disclosed to another Federal, state or local agency which seeks to locate the same individual for its own debt collection purpose.) To any other Federal, state or local agency for the purpose of conducting an authorized computer matching program to identify and locate delinquent debtors for recoupment of debts owed the Department of Defense. The `Blanket Routine Uses' set forth at the beginning of OSD's compilation of systems of records notices apply to this system. 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 of 1966 (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number); 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: Electronic data is stored in floppy disks, magnetic tape, and hard disks of a mainframe computer system located in a secure computer facility. Retrievability: Files are retrieved by name of individual or Social Security Number. Safeguards: Facilities where the system is maintained are locked when not occupied. Access is controlled by a user identification and password system. Personnel having access are limited to those having an official need-to-know who have been trained in handling personal information subject to the Privacy Act. Retention and disposal: Computer files are retained for ten years after the close of the fiscal year in which the amount has been collected in full and are then deleted. System manager(s) and address: Director, Budget and Finance, Washington Headquarters Services, Room 3B287, The Pentagon, Washington, DC 20301-1155. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to Director, Budget and Finance, Washington Headquarters Services, ATTN: IPMD, Room 3B287, The Pentagon, Washington, DC 20301- 1155. The individual should furnish their full name and Social Security Number, and name of the DOD agency/activity and office where assigned. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to Director, Budget and Finance, Washington Headquarters Services: ATTN: IPMD, Room 3B287, The Pentagon, Washington, DC 20301-1155. The individual should furnish their full name and Social Security Number, and name of the DOD agency/activity and office where assigned. Contesting record procedures: The OSD's 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: Debt records submitted by DOD agencies relating to individuals who have incurred debts for varied reasons but who are not currently affiliated with the creditor DOD agency. Exemptions claimed for the system: None. DWHS P47 System name: OSD Military Personnel Files. System location: Military Personnel Division, Personnel and Security Directorate, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155. Categories of individuals covered by the system: All military personnel assigned or attached to or on temporary duty with the Office of the Secretary of Defense (OSD). Categories of records in the system: Files contain personnel information that has been extracted from the individual's Official Military Personnel Files (OMPF). File contains, but is not limited to, name, grade, Social Security number; service job title; expected date of arrival for duty with OSD; expected date of departure from OSD; home and address of record; general and special orders; and details pertaining to duties, assignment, promotion, and training. Authority for maintenance of the system: 10 U.S.C. 131, Office of the Secretary of Defense and E.O. 9397 (SSN). Purpose(s): To administer and centrally manage personnel functions of Department of Defense military personnel prior to their assignment and during their assignment to OSD. Uses include, but are not limited to, knowing when an individual will arrive, what agency they will be assigned to, who they will replace and when an individual will depart. The records are maintained as a local repository of documents generated during the service member's assignment and are used to manage, administer, and document the assignment. Routine uses of records maintained in the system, including categories of users and the purpose 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: The DoD `Blanket Routine Uses' set forth at the beginning of OSD's 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 records in file folders, paper cards and ringed binders; electronic records are stored on magnetic media. Retrievability: Paper records are filed by branch of Service and within Service, alphabetically by last name of individual. Electronic records are retrieved by individual's name and Social Security Number. Safeguards: Records are maintained in areas accessible only to authorized personnel who are properly screened, cleared, and trained. Access to the electronic portion of the system is controlled by user passwords that are periodically changed. Security systems and/or security guards protect buildings where records are maintained. Retention and disposal: Both paper and electronic files are maintained in active status until individual departs OSD. Upon departure, the individual's files are moved to inactive status. Inactive files are retained for one year and then destroyed or deleted. System manager(s) and address: Chief, Military Personnel Division, Personnel and Security Directorate, Washington Headquarters Services, 1155 Defense Pentagon, Room 4A948, Washington, DC 20301-1155. Notification procedures: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Personnel and Security Directorate, ATTN: Military Personnel Division, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Personnel and Security Directorate, ATTN: Military Personnel Division, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155. Written requests for information should contain the full name of the individual, current address and telephone number. For personal visits, the individual should be able to provide some acceptable identification. 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: Sources of information are the individual, the individual's Official Military Personnel File; PCS Orders; and SD Form 37, `Request for Nomination and Position Description of Military Personnel'. Exemptions claimed for the system: None. DWHS SPM002 System name: Pentagon Parking/National Capital Region Transit Subsidy Program. System location: Primary location: Parking Management Office, Directorate for Real Estate and Facilities, Washington Headquarters Services, Department of Defense, 1155 Defense Pentagon, Washington, DC 20301-1155. Decentralized location: Department of Transportation, Transportation Administrative Service Center, TASC, Facilities Service Center, Parking Management Office, 400 Seventh Street, SW, Room P2-0327, Washington, DC 20590. Categories of individuals covered by the system: All Federal or other personnel currently holding DoD parking permits, participating in DoD carpools, or are otherwise authorized to park at the Pentagon or Federal Office Building No. 2 (FOB2). DoD personnel applying for and/or obtaining a public fare transportation subsidy in the National Capital Region. Categories of records in the system: Name, Social Security Number, organizational affiliation of the individual, home address, office work number, home zip code, vehicle tag number, applications for a public fare transportation subsidy, and documentation on vehicular compliance with Federal and state environmental and maintenance standards. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 2674(c)(1); 42 U.S.C. 7418(d); 5 U.S.C. 7905; E.O. 12191; E.O. 13150; and E.O. 9397 (SSN). Purpose(s): To administer the Pentagon parking permit program where individuals in a carpool are allocated parking spaces, to manage the DoD National Capital Reigon Public Transportation Benefit Program involving DoD personnel who are eligible for public fare subsidies, and to operate vehicular environmental compliance and maintenance programs involving certain vehicles which are operating on the Pentagon Reservation or FOB2. 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 other Federal agencies for purposes of administering the DoD National Capital Region Public Transportation Benefit Program and/or verifying the eligibility of individuals to receive a fare subsidy pursuant to a transportation benefit program operated by the DoD or other Federal agencies. To the Environmental Protection Agency for purposes of certifying that certain vehicles operating on the Pentagon Reservation and FOB2 are in compliance with Clean Air Act requirements. To state and local governmental authorities for the purpose of reporting vehicular compliance with statutory/regulatory maintenance standards. The DoD `Blanket Routine Uses' set forth at the beginning of the OSD compilation of systems of records notices apply to this system of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Electronic file storage, computer print-out reports, and paper forms. Retrievability: Information is retrieved by individual's name and Social Security Number, parking permit number, vehicle tag number. Safeguards: Records are stored in a secured area accessible only to authorized personnel. Records are accessed by the custodian of the record system and by persons responsible for using or servicing the system, who are properly screened and have a need-to-know. Computer hardware is located in controlled areas with access limited to authorized personnel. Retention and disposal: Disposition pending (until NARA has approved the disposition schedule for these records, treat as permanent). System manager(s) and address: Chief, Defense Protective Service, Real Estate and Facilities Directorate, Washington Headquarters Service, 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, Defense Protective Service, Real Estate and Facilities Directorate, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Defense Protective Service, Real Estate and Facilities Directorate, Washington Headquarters Services, 1155 Defense Pentagon, Washington, DC 20301-1155. Written requests for information should contain the full name of the individual, Social Security Number, current address and telephone number. For personal visits, acceptable identification must be provided such as a driver's license or DoD building pass. 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: Applications submitted by individuals for private vehicle and carpool parking permits and transit subsidies; applications submitted through DoD component parking control representatives for individual parking permits for cards; information provided by other federal agencies regarding parking permits and fare subsidies; and from periodic certifications and reports regarding fare subsidies. Exemptions claimed for the system: None. NATIONAL SECURITY AGENCY REQUESTING RECORDS Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. BLANKET ROUTINE USES Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. LAW ENFORCEMENT ROUTINE USE In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. CONGRESSIONAL INQUIRIES ROUTINE USE Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. PRIVATE RELIEF LEGISLATION ROUTINE USE Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law. COUNTERINTELLIGENCE PURPOSES ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. GNSA 01 System name: NSA/CSS Access, Authority and Release of Information File. System location: Primary System - National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Decentralized Segments - Each staff, line, contract and field element as appropriate. Categories of individuals covered by the system: NSA/CSS civilian employees, personnel under contract or appointment and military assignees. Categories of records in the system: File may consist of authorizations to obtain keys; authorizations for access to specific sensitive information or areas; delegation of responsibility to authorize or request specific action, work projects or access; notification to report for duty in event of hazardous weather or other emergency; authorizations to officially release various types of communications; assignments to special activities; assignments as Agency representatives to department or other government committees, boards, task groups; assignments to special tasks in event of technical or national emergencies; assignments to duties as fire, safety, security officers, Combined Federal Campaign and blood donation workers; and assignments to other special or volunteer duties or activities. Authority for maintenance of the system: National Security Agency Act of 1959, 50 U.S.C. 402 note (Pub. L. 86-36); 50 U.S.C. 831-835, (Pub. L. 88-290); 18 U.S.C. 798; E.O. 12333. Purpose(s): To provide a means to rapidly determine who may have access to information, spaces, combinations or keys; who is required to report for duty in special circumstances; who has been authorized to release official communications; who has been assigned additional special tasks, voluntary duties or other duties. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To contractor employees to make determinations as noted in the purpose above; to investigatory authorities engaged in national security investigations and to intelligence authorities or other governmental entities with respect to specific assignments or when emergency action is required. The `Blanket Routine Uses' set forth at the beginning of the NSA's 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 records in file folders, paper cards in file boxes, magnetic tapes, disks and other computer storage media, computer listings, microfilm. Retrievability: By name. Safeguards: For paper, computer listing, cards and microfilm - Secure limited access facilities, within those facilities secure limited access rooms and within those rooms lockable containers. Access to information is limited to authorized individuals only. For machine records stored on magnetic tape, disk or other computer storage media within the computer processing area- additional secure limited access facilities, specific processing requests from authorized persons only, specific authority to access stored records and delivery to authorized persons only. Where data elements are derived from the Personnel Security File-remote terminal inhibitions are in force with respect to access to complete file or data relating to persons not assigned to requesting organization using a remote terminal. Remote terminals are secured, are available to authorized persons only, and certain password and other identifying information available to authorized users only is required. Terminals are not available outside of headquarters area locations. Retention and disposal: Retained until individual is no longer authorized access or release authority or assigned to specific additional duties. Computer files are purged and updated to reflect current status. System manager(s) and address: Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Notification procedure: Requests from individual for notification shall be in writing addressed to the Chief, Office of Policy, National Security Agency/ Central Security Service, Ft. George G. Meade, MD 20755-6000. Record access procedures: Requests from individuals for access shall be in writing addressed to the Chief, Office of Policy, National Security Agency/ Central Security Service, Ft. George G. Meade, MD 20755-6000. Contesting record procedures: The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Record source categories: Applications and related forms requesting access, appointment or authorization, notifications of same, personnel records, personnel security records, and other sources as appropriate and required. Exemptions claimed for the system: Portions of this system may be exempt pursuant to 5 U.S.C. 552a(k)(1) and (k)(5), as applicable. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553 (b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager. GNSA 02 System name: NSA/CSS Applicants. System location: National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Categories of individuals covered by the system: Applicants for employment with NSA/CSS. Categories of records in the system: File contains forms, documents and correspondence providing personal and qualifications information submitted by individual applicants, educational institutions, past employers, references. Records include processing items, status reports, test results, interview reports, reports of reviewing organizations and other related information. Authority for maintenance of the system: National Security Agency Act of 1959, 50 U.S.C. 402 note (Pub. L.86-36); 50 U.S.C. 831-835, (Pub. L. 88-290); E.O. 10450; 5 U.S.C. and appropriate implementing Office of Personnel Management directives in the Federal Personnel Manual. Purpose(s): To support the recruitment, selection, hire and placement of applicants. The file is used to document applicant processing, as a basis for selection decisions by individual agency elements and the personnel organization, and such other related uses as required. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To contractor employees and other government entities to make determinations as noted in the purpose above. The `Blanket Routine Uses' set forth at the beginning of the NSA/ CSS' 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 in file folders, cards in containers, logs, computer listings, computer magnetic tape, disks and other computer storage media, microfilm. Retrievability: By name, Social Security Number, and other appropriate data elements. Safeguards: For paper, computer printouts and microfilm - Secure limited access facilities, within those facilities secure limited access rooms and within those rooms lockable containers. Access to information is limited to those individuals specifically authorized and granted access by the Deputy Director for Management Services. For machine records stored on magnetic tape, disk or other computer storage media within the computer processing area-additional secure limited access facilities, specific processing requests accepted from authorized persons only. Remote terminal inhibitions are in force with respect to access to computerized file or data relating to persons not assigned to the organization using a remote terminal. Remote terminals are secured, are available to authorized persons only, and certain password and other identifying information available to authorized users only is required. Terminals are not available outside of headquarters area locations. Retention and disposal: For applicants who are subsequently hired, records are transferred to Personnel File or destroyed as appropriate. For applicants not hired, record are retained for a period not to exceed one year or until completion of legal proceedings involving issues pertaining to these records, whichever is later, unless employment requirements necessitate retention for a longer period. System manager(s) and address: Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/ Central Security Service, Ft. George G. Meade, MD 20755-6000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Contesting record procedures: The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Record source categories: Applicant, educational institutions, references, former employers including other governmental entities, interviewing and reviewing individuals including possible gaining organization, security and medical authorities and other sources as relevant and appropriate. Exemptions claimed for the system: Portions of this system may be exempt pursuant to 5 U.S.C. 552a(k)(1) and (k)(5), as applicable. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager. GNSA 03 System name: NSA/CSS Correspondence, Cases, Complaints, Visitors, Requests. System location: Primary System - National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Decentralized Segments - Each staff, line, contract and field element as authorized and appropriate. Categories of individuals covered by the system: Persons calling or corresponding with NSA/CSS concerning congressional inquiries; job opportunities; Freedom of Information and Privacy Act requests; other information requests, suggestions or comments; registering complaints; requesting appropriate security clearance and permission to visit; requesting or requiring information relating to litigation or anticipated litigation; and employees or assignees registering complaints or requesting information with respect to Equal Employment Opportunities; requesting inquiry or investigation by the Inspector General; requesting advice, opinions, or assistance from the General Counsel or provided to the General Counsel with respect to conflict of interest issues. Categories of records in the system: File contains correspondence from and to individuals, documents and memoranda related to the response, written material developed during or in anticipation of litigation or investigation of inquiries, complaints or grievances, written material developed in response to a request for advice or opinion from an individual, written material required by law, executive order, and regulations with respect to Equal Employment Opportunity investigations, Inspector General investigations, judicial branch subpoenas, orders and related actions. Authority for maintenance of the system: National Security Agency Act of 1959, 50 U.S.C. 402 note (Pub. L. 86-36); 50 U.S.C. 831-835, (Pub. L. 88-290); 5 U.S.C. 552; Pub. L. 92-261; Pub. L. 93-259; E.O. 10450; E.O. 11222; E.O. 11478; and E.O. 12958. Purpose(s): To provide a record of the official responses and determinations of NSA/CSS to various inquiries for information, complaints or official actions of other governmental agencies and branches. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To contractor employees to make determinations as noted in the purpose above. To provide reports in summary or statistical form to the Office of Equal Employment Opportunity. To appropriate governmental agencies and the judicial branch where litigation or anticipated civil or criminal litigation is involved or where sensitive national security investigations related to protection of intelligence sources or methods are involved. The `Blanket Routine Uses' set forth at the beginning of the NSA/ CSS' 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 records in file folders. Retrievability: By name, case, or subject and within subject by name. Safeguards: Secure limited access facilities and within those facilities individual limited access offices. Files are stored in lockable containers and are only made available to individuals specifically authorized access or required to respond and individuals affected by actions taken or complaints received. Files related to sensitive investigations by the Equal Employment Opportunity Office, the Inspector General and General Counsel are additionally protected pursuant to appropriate statutes, executive orders or regulations and attorney-client privilege. In some cases records are sealed pursuant to sensitivity of subject matter or specific court order. Retention and disposal: Records are retained on-site indefinitely. System manager(s) and address: Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/ Central Security Service, Ft. George G. Meade, MD 20755-6000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Contesting record procedures: The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Record source categories: Official correspondence, written materials developed in response to inquiries from executive branch departments and agencies, judicial branch elements, Congress, Congressional committees, individual Congressmen, other government and private entities as appropriate, and other sources as appropriate and required. Exemptions claimed for the system: Individual records in this file may be exempt pursuant to 5 U.S.C. 552a(k)(1), (k)(2), (k)(4), and (k)(5), as applicable. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager. GNSA 04 System name: NSA/CSS Military Reserve Personnel Data Base. System location: Primary System - National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Decentralized Segments - Each staff, line, field element and military service as authorized and appropriate. Categories of individuals covered by the system: Inactive duty military reserve personnel assigned to NSA mobilization billets, requesting to perform on-the-job training in NSA work centers, or scheduled to attend formal and resident courses of instruction under the auspices or sponsorship of NSA. Categories of records in the system: File contains correspondence, papers, and forms relating to individual's service extracted from his/her military personnel records including but not limited to military service, enlistment or related service agreement/extension/orders, active duty records; duty status, reserve status; qualifications for active military duty assignments; clearance data; applications/nominations for assignments; pictures; military check-in/out sheets; military skill specialty evaluation data; active duty training; service record brief, military personnel utilization survey; correspondence courses, educational/academic records; applications for I.D.; efficiency or fitness records; application/prior service enlistment documents; work experiences; professionalization documentation; achievement certificates, suggestions; personnel screening and evaluation records; acknowledgement of service requirements; temporary disability record; change of name; documents relating to promotion or non-selection, transfers, leave, pay entitlements, financial records, awards, health or medical records, reports of proceedings of physical fitness boards, birth certificates, citizenship statements and status; passport, questionnaire/records of security clearances, language capability, language proficiency questionnaire; flight records, aviator flight records, instrument certification papers; reduction in grade release, retirement, temporary duty, record of retirement points; correspondence and/or orders relating to dependents, service action, federal recognition orders, correspondence relating to badges, medals, and unit awards, including foreign decorations; correspondence/letters/administrative reprimands/censures/admonitions relating to apprehensions/confinement and discipline. Authority for maintenance of the system: National Security Act, 50 U.S.C. 402 note (Pub. L. 86-36); and Title 10 U.S.C. Purpose(s): To maintain current and accurate listings of reserve personnel designated to mobilize with the National Security Agency, offered as nominees for NSA Mobilization billets, requesting formal and resident training courses, or seeking on-the-job training in NSA work centers. To determine professional and technical qualifications of reservists to analyze their training needs and to ascertain the eligibility of reservists for promotions, awards, special duty assignments, and similar reasons. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the NSA/ CSS' 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: Computer magnetic tapes, discs, electronic files, or other automated storage media, computer listings and other paper records. Retrievability: By name, Social Security Numbers, mobilization billet, courses of training, and other professional qualifications. Safeguards: Secure limited access facilities and within those facilities lockable containers. Records are accessible only to authorized personnel. Retention and disposal: Records are permanent. They are reviewed periodically and updated at least annually for changes and corrections. Superseded records are destroyed when no longer useful for reference purposes. System manager(s) and address: Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/ Central Security Service, Ft. George G. Meade, MD 20755-6000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Contesting record procedures: The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Record source categories: Individual reservists and service reserve personnel files. Exemptions claimed for the system: Individual records in this file may be exempt pursuant to 5 U.S.C. 552a(k)(1) and (k)(5), as applicable. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager. GNSA 05 System name: NSA/CSS Equal Employment Opportunity Data. System location: National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Categories of individuals covered by the system: NSA/CSS civilian personnel and personnel under contract. Categories of records in the system: File contains civilian personnel data and Agency organizational data to title, grade, date of birth, training, date of last promotion, educational attainments, Social Security Number, time of service, personnel codes, organization assignment. Authority for maintenance of the system: National Security Agency Act of 1959, 50 U.S.C. 402 note (Pub. L. 86-36); Pub. L. 92-261; Pub. L. 93-259; E.O. 11478; Chapter 713 of the Federal Personnel Manual. Purpose(s): To ensure compliance with cited authorities with respect to equal employment opportunities. To compile such studies, research, statistics and reports necessary to ensure compliance with cited authorities. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To contractor employees to make determinations as noted in the purpose above. Reports, summaries and statistics may be made available to the Office of Equal Employment Opportunity, Congress, Department of Justice and judicial branch elements as required by cited authorities, requested pursuant to those authorities or ordered by specific judicial branch order. The `Blanket Routine Uses' set forth at the beginning of the NSA/ CSS' 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: Magnetic tape, disk or other computer storage media, computer listings, paper in file folders. Retrievability: By name, Social Security Number, and specific subject matter data elements. Safeguards: For paper, computer printouts and microfilm - Secure limited access facilities, within those facilities secure limited access rooms and within those rooms lockable containers. Access to information is limited to those individuals specifically authorized and granted access by EEO Director. For machine records stored on magnetic tape, disk or other computer storage media within the computer processing area-additional secure limited access facilities, specific processing requests from authorized persons only, specific authority to access stored records and delivery to authorized persons only. Where data elements are derived from the Personnel System, remote terminal inhibitions are in force with respect to access to complete file or data relating to persons not assigned to requesting organization using a remote terminal. Remote terminals are secure, are available to authorized persons only, and certain password and other identifying information available to authorized users only is required. Terminals are not available outside of headquarters area locations. Retention and disposal: File is routinely updated and old data disposed of as required. Individual data is subject to retention and disposal requirements specified for records contained in the Personnel System. System manager(s) and address: Director of Equal Employment Opportunity, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/ Central Security Service, Ft. George G. Meade, MD 20755-6000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Contesting record procedures: The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Record source categories: Individuals themselves, organizational elements, personnel file, and other sources as appropriate and required. Exemptions claimed for the system: Individual records and data elements in this file may be exempt pursuant to 5 U.S.C. 552a(k)(1), (k)(2), and (k)(4). An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager. GNSA 06 System name: NSA/CSS Health, Medical and Safety Files. System location: Primary System - National Security Agency/Central Security Service, Fort George G. Meade, MD 20755-6000. Decentralized Segments - Each staff, line, contract and field element as appropriate. Categories of individuals covered by the system: NSA/CSS civilian employees, military assignees, applicants, retirees, building concessionaires, assigned GSA employees, certain contract employees, visitors requiring emergency treatment, in certain cases members of employees' families with prior approval of the employee, blood donors, designated Health and Safety Officers. Categories of records in the system: File may consist of completed medical questionnaires, results of physical examinations and laboratory tests, records of medical treatment and services, x-rays, notices of injury, forms and correspondence including exchanges with Department of Labor related to injury and subsequent claims, correspondence with personal physician, NSA/CSS Medical Center reports, safety reports, absence and attendance records, medical evaluations, fitness for duty reports, `Log of Federal Occupational Injuries and Illnesses,' results of psychological assessment testing and interviews, psychiatric examination results and related reports, forms and notes, lists of blood donors. Authority for maintenance of the system: National Security Agency Act of 1959, 50 U.S.C. 402 note (Pub. L. 86-36); and Federal Employees Compensation Act of September 7, 1916, as amended, 5 U.S.C. and Office of Personnel Management implementation thereof as contained in Federal Personnel Manual. In addition, the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment, and Rehabilitation Act of 1970, as amended (42 U.S.C. 4582) and Subchapter A of Chapter I, 42 CFR, E.O. 11807. Purpose(s): To determine fitness for hiring, continued employment or assignment and reassignment; to process accident and compensation claims; correct hazardous conditions; determine eligibility for disability retirement; record names of blood donors; and to record participation in alcohol/rehabilitation programs. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To the Department of Labor in those cases involving compensation claims and to other government entities to make determinations as noted in the purpose above. The `Blanket Routine Uses' set forth at the beginning of the NSA/ CSS' 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 records in file folders, magnetic tape, disk or other computer storage media, computer listings. Retrievability: By name, Social Security Number and specific subject matter data elements. Safeguards: Secure, limited access facilities and within these facilities lockable containers. Records are accessible only to authorized personnel. For machine records stored on magnetic tape, disk or other computer storage within the computer processing area-additional secure limited access facilities, specific processing requests from authorized persons only, specific authority to access stored records and delivery to authorized persons only. Remote terminals are secured, are available to authorized person only, and certain password and other identifying information available to authorized users only is required. Terminals are not available outside of specific security offices at headquarters area locations. Retention and disposal: Medical files and records on traumatic injury and occupational disease are transferred to official personnel folder upon separation; traumatic injury and occupational disease correspondence on civilian employees and retirees is retained indefinitely. Applicant medical files are retained for no more than one year or until date designated to individual; files on military assignees are forwarded to parent service upon reassignment from NSA/CSS; all other medical case files are destroyed upon termination of association with NSA/CSS. Psychological files on applicants are retained for no more than one year or until date designated to individual; all other files are retained for four years after end of individual's association with NSA/CSS. Decentralized segments are either transferred with employee or assignee, or retained for a period after separation as appropriate but not to exceed three years and are then destroyed. Alcohol abuse patient records retained and disposed of pursuant to cited statute and regulations. System manager(s) and address: Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/ Central Security Service, Fort George G. Meade, MD 20755-6000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Contesting record procedures: The NSA/CSS rules for contesting contents and appealing initial determinations may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Record source categories: Applicants, employees, assignees, official personnel folders, NSA Safety Officers and records, witnesses to accidents and injuries, medical and administrative personnel, blood donor personnel, members of employee's family with employee's permission and other sources as appropriate and required. Exemptions claimed for the system: Individual records in this file may be exempt pursuant to 5 U.S.C. 552a(k)(1), (k)(4), (k)(5) and (k)(6) and may also be subject to certain special access procedures established pursuant to 5 U.S.C. 552a, subsection (f)(3). An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager. GNSA 07 System name: NSA/CSS Motor Vehicles and Carpools. System location: Primary System - National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Decentralized Segments - Each non-headquarters facility and field element as appropriate and required. Categories of individuals covered by the system: NSA/CSS civilian employees, military assignees, other governmental employees or personnel under contract granted extended temporary or permanent access to an NSA/CSS facility. Categories of records in the system: File may consist of machine-readable or regular paper cards, carpool or other transportation survey results, annotated machine listings, post motor vehicle violation reports, stolen vehicle reports, or other forms and correspondence related to parking privileges, transportation needs, local (parking lot) parking enforcement procedures, vehicle abuse and other related matters as appropriate and required. Authority for maintenance of the system: 40 U.S.C. 318a-b; 50 U.S.C. 797; and 41 CFR part 101-20.111 et seq. Purpose(s): To provide data necessary to manage and enforce parking lot regulations, to assist employees with respect to vehicle abuse and stolen vehicles, provide carpool assistance, assure availability of adequate transportation and parking facilities and other related matters. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Selected individual data limited to name, address and telephone number may be made available to commercial or private transportation entities where the individuals have indicated a desire to use or join a multiple-user transportation arrangement. To contractor employees to make determinations as noted in the purposes above. The `Blanket Routine Uses' set forth at the beginning of the NSA/ CSS' 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 records in file folders, machine-readable and other cards in appropriate containers, magnetic tape, disk or appropriate containers, magnetic tape, disk or other computer storage media, computer listings. Retrievability: By name, motor vehicle identifier. Safeguards: For paper, cards and computer listings - Secure limited access facilities, within those facilities secure limited access rooms and within those rooms lockable containers as appropriate. Access is limited to authorized users. For machine records stored on magnetic tape, disk or other computer storage media within the computer processing area-additional secure limited access facilities, specific processing requests accepted from authorized persons only, specific authority to access stored records and delivery granted to authorized persons only. Retention and disposal: File is routinely updated and old data disposed of as required. Individual data is subject to retention and disposal requirements specified for records contained in the Personnel System. System manager(s) and address: Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/ Central Security Service, Ft. George G. Meade, MD 20755-6000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Contesting record procedures: The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Record source categories: Data provided by individuals, authorities in charge of parking facilities, local civil and military law enforcement entities and other related sources as appropriate and required. Exemptions claimed for the system: Individual records and data elements in this file may be exempt pursuant to 5 U.S.C. 552a(k)(1). An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager. GNSA 08 System name: NSA/CSS Payroll and Claims. System location: Primary System - National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Decentralized elements of this system may be located at the Defense Intelligence Agency (DIA) Headquarters and DIA field elements, DoD activities supported by DIA, and NSA field elements as authorized and appropriate. For official mailing addresses for any of the decentralized system locations, write to the Deputy Director of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Categories of individuals covered by the system: Civilian employees and applicants, military assignees, contractors, reemployed annuitants, and personnel under contract or traveling on invitational travel orders employed by NSA/CSS, DIA, and DoD activities supported by DIA Categories of records in the system: File may consist of records on time and attendance; overtime; shift and holiday work; absent without leave reports; payroll deductions, allotments and allowances; requests for leave; payments for travel performed in connection with permanent change of station, temporary duty, invitations, interviews, pre-employment interviews and initial entry on duty. Also included are Pay Adjustment Authorizations (DD Form 139) and Cash Collection Vouchers (DD Form 1131) and, in connection with pay claims, waivers, requests for waivers, documents, correspondence, background data, recommendations and decisions. Authority for maintenance of the system: National Security Agency Act of 1959, 50 U.S.C. 402 note (Pub. L. 86-36); 50 U.S.C. App. 2160; Titles 5, 10, 31, and 37 of the U.S.C.; Titles 2, 4, 5, and 6 GAO Policy and Procedures Manual for Guidance of Federal Agencies. Purpose(s): To maintain effective control over and accountability for all relevant appropriated funds; to provide accounting data to support budget requests and control the execution of budgets; to provide financial information required by the Office of Management and Budget; to provide financial information for agency management and payroll activities.' 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: Disclosures from this system may also be made to other federal entities as necessary to effectuate repayment of debts owed the Government. To other governmental entities in connection with Social Security deductions, unemployment compensation claims, job-related injury and death benefits, tax audit and collections, claims or actions. The `Blanket Routine Uses' set forth at the beginning of the NSA/ CSS' compilation of systems of records notices apply to this system. Disclosures 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 (15 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. Disclosure of records is limited to the individual's name, address, Social Security Number, and other information necessary to establish the individual's identify, the amount, status, and history of the claim; and the agency program under which the claim arose. This disclosure will be made only after the procedural requirement of 31 U.S.C. 3711(f) has been followed. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders; file cards; computer paper printouts; machine-readable cards; computer magnetic tapes, disks and other computer storage media. Retrievability: By name, Social Security Number. Safeguards: For paper, computer printouts and microfilm - Secure limited access facilities, within those facilities secure limited access rooms and within those rooms lockable containers. Access to information is limited to authorized individuals. For machine records stored on magnetic tape, disk or other computer storage media within the computer processing area - additional secure limited access facilities, specific processing requests from authorized persons only, specific authority to access stored records and delivery to authorized persons only. Remote terminals are secured, are available to authorized persons only, and certain password and other identifying information available to authorized users only is required. Retention and disposal: Records are reviewed annually and retired or destroyed as appropriate. Permanent records are retired to the St. Louis Federal Records Center after completion of audit. Computer records are purged and updated consistent with these retention policies. System manager(s) and address: Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Deputy Director of Policy, National Security Agency/ Central Security Service, Ft. George G. Meade, MD 20755-6000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Deputy Director of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Contesting record procedures: The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Deputy Director of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Record source categories: Forms, cards, requests and other documentation submitted by individuals, supervisors, claims officers, Personnel File data, Time, Attendance and Access File data, and other sources as appropriate and required. Exemptions claimed for the system: Individual records in this file may be exempt pursuant to 5 U.S.C. 552a(k)(1) and (k)(2), as applicable. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager. GNSA 09 System name: NSA/CSS Personnel File. System location: Primary System - National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Decentralized Segments - Each staff, line, contract and field element and supervisor as authorized and appropriate. Categories of individuals covered by the system: Civilian employees, personnel under contract, military assignees, dependents of NSA/CSS personnel assigned to field elements, individuals integrated into the cryptologic career development program, custodial and commercial services personnel. Categories of records in the system: File contains personnel papers and forms including but not limited to applications, transcripts, correspondence, notices of personnel action, performance appraisals, personnel summaries, professionalization documentation and correspondence, training forms, temporary duty, letters of reprimand, special assignment documentation, letters of commendation, promotion documentation, field assignment preference, requests for transfers, permanent change of station, passport, transportation, official orders, awards, suggestions, pictures, complaints, separation, retirement, time utilization, scholarship/fellowship or other school appointments, military service, reserve status, military check in/out sheets, military orders, security appraisal, career battery and other test results, language capability, military personnel utilization survey, work experience, notes and memoranda on individual aspects of performance, productivity and suitability, information on individual eligibility to serve on various boards and committees, emergency loan records, other information relevant to personnel management, housing information where required. Authority for maintenance of the system: National Security Agency Act of 1959, 50 U.S.C. 402 note (Pub. L. 86-36); 5 U.S.C. and certain implementing Office of Personnel Management regulations in the Federal Personnel Manual; 10 U.S.C. 1124; 44 U.S.C. 3101, and E.O. 11222. Purpose(s): To support the personnel management program; personnel training and career development; personnel planning, staffing and counseling; administration and personnel supervision; workforce study and analysis; manpower requirements studies; emergency loan program; and training curricula planning and research. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To gaining employers or to financial institutions when individual has applied for credit; to contractor employees to make determinations as noted in the purpose above; to hearing examiners; the judicial branch or to other gaining government organization as required and appropriate; biographical information may be provided to the White House as required in support of the Senior Cryptologic Executive Service awards program. The `Blanket Routine Uses' set forth at the beginning of the NSA/ CSS' 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 records in file folders, file cards, machine-readable cards, computer printouts, computer magnetic tapes, disks and other computer storage media, and microfilm. Retrievability: By name, Social Security Number and other items of relevant information. Safeguards: For paper, computer printouts and microfilm - Secure limited access facilities, within those facilities secure limited access rooms and within those rooms lockable containers. Access to information is limited to those individuals authorized and responsible for personnel management or supervision. For records stored on magnetic tape, disk or other computer storage media within the computer processing area-additional secure limited access facilities, specific processing requests accepted from authorized persons only, specific authority to access stored records and delivery granted to authorized persons only. Where data elements are derived from the Personnel File, remote terminal inhibitions are in force with respect to access to complete file or data relating to persons not assigned to requesting organization using a remote terminal. Remote terminals are secured, are available to authorized persons only, and certain password and other identifying information available to authorized users only is required. Retention and disposal: Primary System - Those forms, notices, reports and memoranda considered to be of permanent value or required by law or regulation to be preserved are retained for the period of employment or assignment and then forwarded to the gaining organization or retained indefinitely. If the action is separation or retirement, these items are forwarded to the Office of Personnel Management or retired to the Federal Records Center at St. Louis as appropriate. Those items considered to be relevant for a temporary period only are retained for that period and either transferred with the employee or assignee or destroyed either when they are no longer relevant or at time of separation or retirement. Computerized portion is purged and updated as appropriate. Records relating to adverse actions, grievances, excluding EEO complaints, and performance-based actions, except SF- 50s, will be retained for four years. Personnel summary, training, testing and past activity segments retained permanently. All other portions deleted at end of tenure. Decentralized System - Files are transferred to gaining organization or destroyed upon separation as appropriate. Computer listings of personnel assigned to an organization are destroyed upon receipt of updated listings. System manager(s) and address: Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/ Central Security Service, Ft. George G. Meade, MD 20755-6000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Contesting record procedures: The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Record source categories: Forms used to collect and process individual for employment, access or assignment, forms and memoranda used to request personnel actions, training awards, professionalization, transfers, promotion, organization and supervisor reports and requests, educational institutions, references, Office of Personnel Management and other governmental entities as appropriate, and other sources as appropriate and required. Exemptions claimed for the system: Portions of this file may be exempt pursuant to 5 U.S.C. 552a(k)(1), (k)(4), (k)(5), and (k)(6), as applicable. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager. GNSA 10 System name: NSA/CSS Personnel Security File. System location: Primary System - National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Decentralized Segments - Each staff, line, contract and field element as appropriate. Categories of individuals covered by the system: Applicants for employment with NSA/CSS; civilian employees; personnel under contract; military assignees; members of advisory groups; consultants; experts; other military personnel; federal employees; employees of contractors, and employees of services; other individuals who require access to NSA/CSS facilities or information and individuals who were formerly affiliated with NSA/CSS. Categories of records in the system: File Folder - Photograph, fingerprint data, statement of personal history, agreements with respect to specific security processing procedures, security processing forms and records, investigative reports, contractor appeal records, incident and complaint reports, unsolicited information when relevant, reports by domestic law enforcement agencies when relevant, clearance data, access authorization, foreign travel data, security secrecy agreements, separation and retirement data and other information as required and relevant. Computer File - contains data elements representing a summary and index of the file folder data to include personal identifying data, relevant security processing data, clearance and access data, separation and retirement data. Authority for maintenance of the system: 50 U.S.C. 831-835 (Pub. L. 88-290); National Security Agency Act of 1959, 50 U.S.C. 402 note (Pub. L. 86-36); 18 U.S.C. 798; 50 U.S.C. 403 (d)(3); E.O.s 10450, 10865, 12333 and 12958. Purpose(s): The file is used in determinations with respect to employment, access, assignment and reassignment, assignment to a board of appraisal or management promotion, foreign official and unofficial travel, and other personnel actions where security represents a relevant and valid element of the determination. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To agencies outside DoD, to include but not limited to other clearance holder agencies or agencies charged with making clearance determinations, government agencies involved with national security or clearance investigations, other government agencies and private contractors requiring clearance status information and authorized to receive same; the DCI and his General Counsel in the event of litigation or anticipated litigation with respect to unauthorized disclosures of classified intelligence or intelligence sources and methods and related court actions; judicial branch elements pursuant to specific court orders or litigation. In addition, other government agencies or private contractors may be informed of information developed by NSA which bears on assignee's or affiliate's status at NSA with regard to security considerations. The `Blanket Routine Uses' set forth at the beginning of the NSA/ CSS' 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: Magnetic tape, disk or other computer storage media, computer paper printouts, paper in file folders, microfilm. Retrievability: By name or unique number assigned individual. Safeguards: For paper, computer printouts and microfilm - Secure limited access facilities, within those facilities secure limited access rooms and within those rooms lockable containers. Access to information is limited to authorized individuals. For machine records stored on magnetic tape, disk or other computer storage media within the computer processing area-additional secure limited access facilities, specific processing requests accepted from authorized persons only, specific authority to access stored records and delivery granted to authorized persons only. Remote terminals are secured, are available to authorized persons only, and certain password and other identifying information available to authorized users only is required. Terminals are not available outside of specific security offices at headquarters area locations. Retention and disposal: Files on all individuals assigned, employed, or granted access to NSA/CSS information or facilities or initiated on individuals requesting employment, assignment or access but never completed due to non-employment, non-assignment or withdrawal or denial of access are maintained a minimum of 15 years after the last security action reflected in the file, then destroyed. Computer records are purged and updated consistent with these retention policies. System manager(s) and address: Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/ Central Security Service, Ft. George G. Meade, MD 20755-6000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Contesting record procedures: The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Record source categories: Data provided by individual during employment and security processing; data provided by investigative service processing individual's background; data provided by references, educational institutions and other sources named by individual or developed during background investigation; unsolicited data from any source where relevant; data provided by the Office of Personnel Management and other agencies, departments, and governmental elements involved in the conduct of National Agency checks; the Federal Bureau of Investigation; data developed by appropriate governmental elements in the course of a national security investigation or investigation into alleged violations of criminal statutes related to unauthorized disclosure of intelligence or protection of intelligence sources and methods; documents furnished by agency element sponsoring individual for access to specific classified information. Exemptions claimed for the system: Individual records in this file may be exempt pursuant to 5 U.S.C. 552a(k)(1), (k)(2), (k)(5), and (k)(6), as applicable. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager. GNSA 11 System name: NSA/CSS Time, Attendance and Absence. System location: Primary System - National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Decentralized Segments - Each staff, line, contract, and field element as authorized and appropriate. Categories of individuals covered by the system: NSA/CSS civilian employees and personnel under contract. Categories of records in the system: File contains request forms, time cards, authorization forms, notifications, locator cards and other correspondence or revisions thereof related to actions concerning time, attendance, absence, annual leave, sick leave, leave without pay, advance leave, administrative leave, exemplary use of leave, unauthorized leave and absences and other related matters. Authority for maintenance of the system: National Security Agency Act of 1959, 50 U.S.C. 402 note (Pub. L. 86-36); 50 U.S.C. 831-835, (Pub. L. 88-290); section 113 of the Budget and Accounting Procedures Act of 1950, as amended; 31 U.S.C. 66a. Purpose(s): To provide a means of accounting for all time, attendances and absences of NSA/CSS civilian employees and contract employees. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To contractor employees to make determinations as noted in the purpose above; to appropriate investigatory authorities engaged in national security investigations; hearing examiners and other authorized individuals with respect to grievances or adverse actions; and to those agencies identified in the NSA/CSS System of Records named `Payroll and Claims' as necessary to document payroll actions. The `Blanket Routine Uses' set forth at the beginning of the NSA/ CSS' 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 records in file folders, file cards, machine-readable cards, computer printouts, computer magnetic tapes, disks and other computer storage media, and microfilm. Retrievability: May be retrieved by name and in some cases Social Security Number. Safeguards: For paper, cards, printouts and microfilm - Secure limited-access facilities, within those facilities secure limited access rooms and within those rooms lockable containers as appropriate. Access by authorized individuals only. Current time cards are not secured with respect to individual employees within immediate working element. For machine-readable cards, computer magnetic tapes and disks and other computer storage media within the computer processing area additional secure limited-access facilities, specific processing requests from authorized persons only, specific authority to access stored cards, tapes or disk files. Retention and disposal: Primary System - Records are reviewed annually and retired or destroyed as appropriate. Permanent records are retired to the St. Louis Federal Records Center after completion of audit. Computer records are purged and updated consistent with these retention policies. Decentralized Segments - Records are temporary, are retained for the period the individual is assigned to an element, or disposed of as appropriate. Time cards and other appropriate forms for pay and leave purposes are forwarded each pay period to the payroll office. System manager(s) and address: Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/ Central Security Service, Ft. George G. Meade, MD 20755-6000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Contesting record procedures: The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Record source categories: Time cards, request forms and related correspondence from individual employees and assignees, authorizations and notifications from authorizing officers, correspondence from supervisory personnel and investigating officers with respect to abuses of leave and attendance or unauthorized leave and absences, other records or reports related to either exemplary use of leave or abusive use of leave, and other sources as appropriate and required. Exemptions claimed for the system: Individual records in this file may be exempt pursuant to 5 U.S.C. 552a(k)(1), as applicable. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager. GNSA 12 System name: NSA/CSS Training. System location: Primary System-National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Decentralized Segments-Each staff, line, contract and field element as authorized and appropriate. Categories of individuals covered by the system: NSA/CSS employees, personnel under contract, military assignees and other government employees, designees and military personnel as required and appropriate who attend courses or receive training by or under NSA/CSS sponsorship. Categories of records in the system: File contains forms, correspondence, memoranda, student and instructor surveys, requests and other information related to testing and training; tests and test results; test grades, course grades and other student and instructor evaluations; course and class rosters, rosters of individuals by specialty; attendance and time utilization reports for students and instructors; biographical sketches where required and appropriate; course and training histories; other course research and evaluation data; student disciplinary actions and complaints; waiver requests and responses; selected personal data including education level and scholastic achievements; course and training cost data where appropriate; reimbursement and service agreements where appropriate; and other records related to civilian and military training as required and appropriate. Authority for maintenance of the system: National Security Agency Act of 1959, 50 U.S.C. 402 note (Pub. L. 86-36); 5 U.S.C., Chapter 41, E.O. 11348, and Office of Personnel Management implementing directives as contained in the Federal Personnel Manual. Purpose(s): To maintain training records necessary to assure the equitable selection and approval of employees for NSA/CSS training or sponsorship; to provide documentation concerning military cryptolinguist resources and individual training, develop training requirements, refine training methods and techniques, and provide individual career and training counseling. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Portions of these files are made available to other governmental and non-governmental entities in support of training requirements. To contractor employees to make determinations as noted in the purposes above. The `Blanket Routine Uses' set forth at the beginning of NSA/CSS' 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 records in file folders, card files, binders, computer punch cards, computer listings, computer magnetic tapes, disks and other computer storage media, microfilm. Retrievability: By name or Social Security Number. Safeguards: For paper, computer printouts and microfilm - Secure limited access facilities, within those facilities secure limited access rooms and within those rooms lockable containers as appropriate. Access to information is limited to authorized individuals only. For machine records stored on magnetic tape, disk or other computer storage media within the computer processing area-additional secure limited access facilities, specific processing requests accepted from authorized persons only, specific authority to access stored records and delivery granted to authorized persons only. Where data elements are derived from the Personnel System, remote terminal inhibitions are in force with respect to access to complete file or data relating to persons not assigned to requesting organization using a remote terminal. Remote terminals are secured, available to authorized persons only, and certain password and other identifying information available to authorized users only is required. Terminals are not available outside of headquarters area locations. Retention and disposal: Primary System - Records are reviewed annually and retained or destroyed as appropriate. Copies of items of significance with respect to the individual are included in the Personnel File and retention is in accordance with the retention policies for that system. Items used as the basis of statistical studies or other research efforts may be retained indefinitely. Computer listings and records are purged and updated as required and appropriate. Decentralized System - Records are reviewed annually and retained or destroyed as appropriate. Individual's file may be transferred to gaining organization if appropriate. Computer listings and records are purged and updated as required and appropriate. System manager(s) and address: Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/ Central Security Service, Ft. George G. Meade, MD 20755-6000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Contesting record procedures: The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Record source categories: Individual, supervisors, training counselors, instructors and other training personnel; other governmental entities nominating individuals for training; other training and educational institutions; Personnel File, and other sources as required and appropriate. Exemptions claimed for the system: Individual records in this file may be exempt pursuant to 5 U.S.C. 552a(k)(1), (k)(5) and (k)(6), as applicable. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager. GNSA 13 System name: NSA/CSS Archival Records. System location: Primary System-National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Decentralized Segments-Each staff, line, contract and field element as authorized and appropriate. Categories of individuals covered by the system: Individuals who have contributed to the cryptologic archives and individuals who are significant to the history of signals intelligence. Categories of records in the system: Records include organizational files, correspondence, tape recorded interviews, forms, documents, reports, films, magnetic tapes, and media, microforms, photographs, and other related items of cryptologic archival interest, most of which are 20 or more years old and have been adjudged to be permanent U.S. Government records not yet declassified. Authority for maintenance of the system: Pub. L. 90-620; Pub. L. 81-754; National Security Agency Act of 1959, 50 U.S.C. 402 note (Pub. L. 86-36); 5 U.S.C. 552, E.O. 12333 and E.O. 12958. Purpose(s): To provide the history, records management, declassification, and archival staffs with a means for locating and quantifying materials that require processing, reference service, review, or evaluation for transmittal to the National Archives. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To enable the historian to locate source materials; permit systematic review of classified records; and provide a source from which response to public queries for NSA/CSS records can be more expeditiously handled and, if possible, declassified. The `Blanket Routine Uses' set forth at the beginning of the NSA/ CSS' 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: Hard copy, microforms, electronic storage media and pictures. Retrievability: Generally by subject matter as to that material furnished by an individual or about an individual significant to the history of cryptology, by name, or other unique identifier significant to the subject matter and the individual. Safeguards: Secure limited access facilities and within those facilities containers appropriate to the level of classification of particular records. Retention and disposal: Records are permanent, as determined by disposition schedule approved by the Archivist of the United States. They are reviewed periodically for declassification, and records declassified are transferred to the National Archives. System manager(s) and address: Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/ Central Security Service, Ft. George G. Meade, MD 20755-6000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Contesting record procedures: The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Record source categories: Individual contributors and operational administrative files; other sources as appropriate. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(1) and (k)(4), as applicable. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager. GNSA 14 System name: NSA/CSS Library Patron File Control System. System location: National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Categories of individuals covered by the system: Borrowers of library materials from NSA/CSS libraries. Categories of records in the system: File consists of borrower's name, work organization, contracting sponsor's name, work telephone number, Social Security Number, and library materials borrowed. Authority for maintenance of the system: National Security Agency Act of 1959, 50 U.S.C. 402 note (Pub. L. 86-36); 50 U.S.C. 831-835 (Pub. L. 88-290); 18 U.S.C. 798; and EOs. 9397 and 12333. Purpose(s): To track and administer the use of NSA/CSS library materials. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the NSA/ CSS' 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: Computer database (floppy or hard drive or magnetic tape) or paper printout of stored information. Retrievability: Records are retrieved by the borrower's name, Social Security Number, or the title of the library material borrowed. Safeguards: Only the library staff has access to the retrieval system and to the passwords for operating this system. The system is logged off at the close of business. Retention and disposal: Once a borrower has registered with the library, the borrower remains registered until he/she leaves the Agency. Disposal of records is accomplished by deletion from the database. System manager(s) and address: Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/ Central Security Service, Ft. George G. Meade, MD 20755-6000. Inquiries should contain full name, Social Security Number, and mailing address. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. The inquiry should include the individual's full name, Social Security Number and mailing address. Contesting record procedures: The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Record source categories: Contents of the record are obtained from the individual borrower and library staff. Exemptions claimed for the system: Portions of this file may be exempt under 5 U.S.C. 552a(k)(1) and (k)(4), as applicable. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager. GNSA 15 System name: NSA/CSS Computer Users Control System. System location: National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Categories of individuals covered by the system: Users of National Security Agency/Central Security Service computers and software. Categories of records in the system: The user's name, Social Security Number, an assigned identification (I.D.) code, organization, work phone number, terminal identification, system name, programs accessed or attempted to access, data files used, date and time logged onto and off the system. Authority for maintenance of the system: National Security Agency Act of 1959, 50 U.S.C. 402 note (Pub. L. 86-36); 50 U.S.C. 831-835, (Pub. L. 88-290); 18 U.S.C. 798; and EOs 9397 and 12333. Purpose(s): To administer and monitor use of NSA/CSS computers, software, and data bases. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the NSA/ CSS' 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: Computer data base (floppy or hard drive or magnetic tape) or paper printout of stored information. Retrievability: Records are retrieved by the user's name, Social Security Number, or assigned identification (I.D.) code. Safeguards: Records are kept in a secured and guarded area. Only authorized individuals have access to the retrieval system and to the passwords for operating the system. Retention and disposal: Records are retained in the computer system as long as the individual has access to the materials. Computer records are disposed of by deleting the information from the data base; paper records may be disposed of by destruction. System manager(s) and address: Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/ Central Security Service, Ft. George G. Meade, MD 20755-6000. Inquiries should contain the individual's full name, Social Security Number, and mailing address. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Inquiries should contain the individual's full name, Social Security Number and mailing address. Contesting record procedures: The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Record source categories: Contents of the record are obtained from the individual about whom the record pertains, from administrative personnel and computer system administrators, and a self-generated computer program. Exemptions claimed for the system: Portions of this file may be exempt pursuant to 5 U.S.C. 552a (k)(1) and (k)(2), as applicable. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager. GNSA 16 System name: NSA/CSS Drug Testing Program. System location: National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Categories of individuals covered by the system: NSA/CSS applicants for employment and employees tested for the use of illegal drugs. Categories of records in the system: The user's name, Social Security Number, an assigned identification (I.D.) code, organization, work phone number, and records relating to the selection, notification, and testing of covered individuals as well as urine specimens and drug test results and other related information. Authority for maintenance of the system: 5 U.S.C. 7301 and 7361; E.O. 12564, Drug-Free Federal Workplace and 9397. Purpose(s): The system is used to maintain NSA/CSS Drug Program Coordinator records on the selection, notification, and testing (i.e., urine specimens, drug test results, chain of custody records, etc.) of employees and applicants for employment for illegal drug use. Records contained in this system are also used by the employee's Medical Review Official; the administrator of any Employee Assistance Program in which the employee is receiving counseling or treatment or is otherwise participating; and supervisory or management officials within the employee's Agency having authority to take adverse personnel action against such employee. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: In order to comply with provisions of 5 U.S.C. 7301, NSA/CSS' `Blanket Routine Uses' do not apply to this system of records. To a court of competent jurisdiction where required by the United States Government to defend against any challenge against any adverse personnel action. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Computer database (floppy or hard drive or magnetic tape) or paper printout of stored information, microfilm or microfiche. Retrievability: Records are retrieved by the user's name, Social Security Number, or assigned identification (I.D.) code. Safeguards: For paper computer printouts and microfilm/microfiche-secured limited access facilities, within those facilities secure limited access rooms and within those rooms lockable containers. Access to information is limited to those individuals specifically authorized and granted access by the Deputy Director for Administration. For records on the computer system, access is controlled by a password and limited to authorized personnel only. Retention and disposal: Records are retained for two years and then destroyed by shredding, burning or erasure in the case of magnetic media. System manager(s) and address: Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/ Central Security Service, Ft. George G. Meade, MD 20755-6000. The inquiry should contain the individual's full name, Social Security Number and mailing address. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. The inquiry should include the individual's full name, Social Security Number and mailing address. Contesting record procedures: The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Record source categories: Contents of the record are obtained from the individual about whom the record pertains, from laboratories that test urine specimens for the presence of illegal drugs, from supervisors and managers and other NSA/CSS employees, from confidential sources, and from other sources as appropriate and required. Exemptions claimed for the system: Portions of this file may be exempt pursuant to 5 U.S.C. 552a(k)(1), as applicable. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager. GNSA 17 System name: NSA/CSS Employee Assistance Service (EAS) Case Records. System location: National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Categories of individuals covered by the system: NSA/CSS civilian employees, military assignees, applicants, retirees, and family members who are referred, or voluntarily request counselling assistance. Civilian counselors to whom cases are referred. Categories of records in the system: Files consist of the case records compiled by counselors, questionnaires completed by patients, questionnaires completed by private counselors to whom clients are referred, the records of medical treatment and services, correspondence with personal physicians, NSA/CSS Medical Center reports, results of psychological assessment testing and interviews, psychiatric examination results and related reports. Authority for maintenance of the system: E.O. 12333; Pub. L. 86-36; 5 U.S.C. 7901; and E.O. 9397. Purpose(s): Used by counselors to facilitate and record treatment, referral and follow-up on behalf of employees. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: NSA/CSS's `Blanket Routine Uses' do not apply to this system of records. To law enforcement agencies to carry out their functions when a record indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. To a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. To a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. To a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. To the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized, Government-wide personnel management functions and studies. To any component of the Department of Justice for the purpose of representing the Department of Defense, or any office, employee or member of the Department in pending or potential litigation to which the record is pertinent. To the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceeding, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DoD investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders, magnetic tape, disk, or other computer storage media, computer listings and data bases. Retrievability: Records are retrieved by the user's name, Social Security Number, assigned identification (I.D.) code or specific subject matter data element. Safeguards: Secure limited access facilities and within these facilities lockable containers. Records are accessible only to authorized personnel. For machine records stored on magnetic tape, disk, or other computer storage, terminals are secured and require passwords only available to authorized users. Retention and disposal: Records of clients will be retained at the Employee Assistance Service facility for three years after case closure, retained for five additional years in the Agency storage facility, then destroyed. Records of clients who retire or separate within three years of case closing will be retained at the Employee Assistance Service facility for a year after the date of separation or retirement, then stored for five years in the Agency storage facility, then destroyed. Records of counselors to whom cases are referred will be destroyed at the same time that the counselors are removed from the referral list. System manager(s) and address: Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/ Central Security Service, Ft. George G. Meade, MD 20755-6000. The inquiry should contain the individual's full name, Social Security Number and mailing address. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. The inquiry should include the individual's full name, Social Security Number, and mailing address. Contesting record procedures: The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Record source categories: Primary sources are EAS counselors, the client and the client's family. Other sources include other counselors, and other individuals within NSA/CSS. Exemptions claimed for the system: Portions of this system may be exempt under 5 U.S.C. 552a (k)(1), (k)(2), (k)(4) and (k)(5), as applicable. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager. GNSA 18 System name: NSA/CSS Operations Files. System location: National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Categories of individuals covered by the system: Individuals identified in foreign intelligence or counterintelligence reports and supportive materials, including individuals involved in matters of foreign intelligence interest, information systems security, the compromise of classified information, or terrorism. Categories of records in the system: Records include administrative information; biographic information; intelligence requirements, analysis, and reporting; operational records; articles, public-source data, and other published information on individuals and events of interest to NSA/ CSS; actual or purported compromises of classified intelligence; countermeasures in connection therewith; and identification of classified source documents and distribution thereof. Authority for maintenance of the system: National Security Act of 1947 as amended, 50 U.S.C. 403(d)(3) (Pub. L. 80-253); E.O. 12333, 3 CFR part 200 (1981); E.O. 12958; E.O. 9397; section 506(a), Federal Records Act of 1950 (44 U.S.C. 3101). Purpose(s): To maintain records on foreign intelligence and counterintelligence matters relating to the mission of the National Security Agency. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To U.S. Government agencies, and in some instances foreign government agencies or their representatives, to provide foreign intelligence, counterintelligence, and other information. To U.S. Government officials regarding compromises of classified information including the document(s) apparently compromised, implications of disclosure of intelligence sources and methods, investigative data on compromises, and statistical and substantive analysis of the data. To any U.S. Government organization in order to facilitate any security, employment, detail, liaison, or contractual decision by any U.S. Government organization. Records may further be disclosed to agencies involved in the protection of intelligence sources and methods to facilitate such protection and to support intelligence analysis and reporting. The `Blanket Routine Uses' set forth at the beginning of the NSA/ CSS' 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: Magnetic tape, disk or other computer storage media, computer listings and databases, paper in file folders, audio recordings, microfilm or microfiche. Retrievability: Information is retrieved by category of information contained therein, including by name, title, Social Security Number, or identification number. Safeguards: For paper, computer printouts, audio recordings, and microfilm secure limited access facilities, within those facilities secure limited access rooms, and within those rooms lockable containers. Access to information is limited to those individuals specifically authorized and granted access by NSA/CSS regulations. For records on the computer system, access is controlled by passwords or physical protection and limited to authorized personnel only. Retention and disposal: Records are reviewed for retention on a scheduled basis every 120 days to 5 years. Evidential, informational, and historical data are archived as permanent records. All other records are destroyed. System manager(s) and address: Director, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/ Central Security Service, Ft. George G. Meade, MD 20755-6000. Record access procedure: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Contesting record procedure: The NSA/CSS rules for contesting contents and appealing initial determinations are published at 32 CFR part 322 or may be obtained by written request addressed to the Chief, Office of Policy, National Security Agency/Central Security Service, Ft. George G. Meade, MD 20755-6000. Record source categories: Individuals themselves; U.S. agencies and organizations; media, including periodicals, newspapers, and broadcast transcripts; public and classified reporting, intelligence source documents, investigative reports, and correspondence. Exemptions claimed for the system: Portions of this file may be exempt pursuant to 5 U.S.C. 552a (k)(1), (k)(2), and (k)(5), as applicable. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 322. For additional information contact the system manager. DEFENSE THREAT REDUCTION AGENCY REQUESTING RECORDS Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. BLANKET ROUTINE USES Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. LAW ENFORCEMENT ROUTINE USE In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. CONGRESSIONAL INQUIRIES ROUTINE USE Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. PRIVATE RELIEF LEGISLATION ROUTINE USE Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law. COUNTERINTELLIGENCE PURPOSES ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. HDTRA 001 System name: Employee Assistance Program. System location: Office of Manpower and Personnel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Civilian Personnel Office, Building 20203A, Kirtland Air Force Base, Albuquerque, NM 87115-5000. Categories of individuals covered by the system: All civilian employees in appropriated and non-appropriated fund activities who are referred by management for, or voluntarily request, counseling assistance. Categories of records in the system: Case records on employees which are maintained by counselors, supervisors, and civilian personnel offices, that consist of information on condition, current status, and progress of employees or dependents who have alcohol, drug, or emotional problems (referrals only). Authority for maintenance of the system: The Drug Abuse Prevention, Treatment, and Rehabilitation Act, as amended; Employee Assistance Program, 42 CFR Chapter I, Subchapter A; 5 U.S.C. 7904 and E.O. 9397 (SSN). Purpose(s): For use by the Drug and Alcohol Abuse Coordinator in referring individuals for counseling and by management officials for follow-up actions. 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: In order to comply with provisions of 42 U.S.C. 290dd-2, the DTRA ``Blanket Routine Uses'' do not apply to this system of records. Records in this system may not be disclosed without the prior written consent of such patient, unless the disclosure would be: To medical personnel to the extent necessary to meet a bona fide medical emergency. To qualified personnel for the purpose of conducting scientific research, management audits, financial audits, or program evaluation, but such personnel may not identify, directly or indirectly, any individual patient in any report of such research, audit, or evaluation, or otherwise disclose patient identities in any manner; and If authorized by an appropriate order of a court of competent jurisdiction granted after application showing good cause therefor. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Case records are stored in paper file folders. Retrievability: Retrieved by the individuals Social Security Number. Safeguards: Buildings are protected by security guards and an intrusion alarm system. Records are maintained in locked security containers accessible only to personnel who are properly screened, cleared and trained. Retention and disposal: Records are purged of identifying information within five years after termination of counseling or destroyed when they are no longer useful. System manager(s) and address: Chief, Manpower and Personnel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. The letter should contain the full name, Social Security Number, and signature of the requester and the approximate period of time, by date, during which the case record was developed. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. The letter should contain the full name, Social Security Number, and signature of the requester and the approximate period of time, by date, during which the case record was developed. Contesting record procedures: The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11B; 32 CFR part 318; or may be obtained from the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Record source categories: Counselors, other officials, individuals or practitioners, and other agencies both in and outside of Government. Exemptions claimed for the system: None. HDTRA 002 System name: Employee Relations. System location: Office of Manpower and Personnel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Civilian Personnel Office, Building 20203A, Kirtland Air Force Base, Albuquerque, NM 87115-5000. Categories of individuals covered by the system: Civilian employees and former employees paid from appropriated funds serving under career, career-conditional, temporary and excepted service appointments on whom suitability, discipline, grievance, and appeal records exist. Categories of records in the system: Documents and information pertaining to discipline, grievances, and appeals. Authority for maintenance of the system: 5 U.S.C. 1302, 3301, 3302, 7301; E.O. 11557; E.O. 11491; E.O. 12564 and E.O. 9397 (SSN). Purpose(s): For use by agency officials and employees in the performance of their official duties related to management of civilian employees and the processing, administration and adjudication of discipline, grievances, suitability and appeals. 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: Appeals examiners of the Merit Systems Protection Board to adjudicate appeals. The Comptroller General or his authorized representatives and the Attorney General of the United States or his authorized representatives in connection with grievances, disciplinary actions, suitability, and appeals, and to Federal Labor Relations officials in the performance of official duties. The `Blanket Routine Uses' published at the beginning of DTRA'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: Records are stored in paper folders. Retrievability: Records at Defense Threat Reduction Agency are retrieved alphabetically by last name of individual. Records at Kirtland Air Force Base are filed by Social Security Number. Safeguards: Buildings are protected by security guards and an intrusion alarm system. Records are maintained in locked security containers in a locked room accessible only to personnel who are properly screened, cleared and trained. Retention and disposal: Records are destroyed upon separation of the employee from the agency or in accordance with appropriate records disposal schedules. System manager(s) and address: Chief, Manpower and Personnel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. The letter should contain the full name and signature of the requester and the approximate period of time, by date, during which the case record was developed. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. The letter should contain the full name and signature of the requester and the approximate period of time, by date, during which the case record was developed. Contesting record procedures: The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11B; 32 CFR part 318; or may be obtained from the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Record source categories: Supervisors or other appointed officials designated for this purpose. Exemptions claimed for the system: None. HDTRA 004 System name: Nuclear Weapons Accident Exercise Personnel Radiation Exposure Records. System location: Defense Nuclear Weapons School, Defense Threat Reduction Agency, 1900 Wyoming Boulevard, SE, Kirtland Air Force Base, Albuquerque, NM 87117-5669. Categories of individuals covered by the system: Military and civilian employees of the Department of Defense and other federal, state, and local government agencies, contractor personnel, and visitors from foreign countries, who participated in planned exercises. Categories of records in the system: Name; Social Security Number; date of birth; service; grade/rank; specialty code; job series or profession; experience with radioactive materials such as classification as `radiation worker;' use of film badge or other dosimetric device; respiratory protection equipment; training and actual work in anti-contamination clothing and respirators; awareness of radiation risks associated with exercises; previous radiation exposure; role in exercise; employer/organization mailing address and telephone; unit responsible for individuals radiation exposure records; time in exercise radiological control area; and external and internal radiation monitoring and/or dosimetry results. Authority for maintenance of the system: 42 U.S.C. 2013 and 2201 (Atomic Energy Act of 1954) and 10 CFR parts 10 and 20; 5 U.S.C. 7902 and 84 Stat. 1599 (Occupational Safety and Health Act of 1970) and 29 CFR subparts 1910.20 and 1910.96; E.O. 12196, as amended, February 26, 1980, (Occupational Safety and Health Programs for Federal Employees); and E.O. 9397 (SSN). Purpose(s): For use by agency officials and employees in determining and evaluating individual and exercise collective radiation doses and in reporting dosimetry results to individuals. 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: Officials and employees of other government agencies, authorized government contractors, current or potential employers, national, state and local government organizations and foreign governments in the performance of official duties related to evaluating, reporting and documenting radiation dosimetry data. Officials of government investigatory agencies in the performance of official duties relating to enforcement of Federal rules and regulations. The `Blanket Routine Uses' published at the beginning of DTRA's compilation of systems of records notices apply to this system. Policies and practices for storing, retrieving, assessing, retaining, and disposing of records in the system: Storage: Records are stored on computer printouts and in paper files folders. Retrievability: Records may be retrieved by names, Social Security Number, service or organization, grade/rank, dosimeter number, or date and place of participation. Safeguards: Records and computer printouts are available only to authorized persons with an official need to know. The files are in a secure office area with limited access during duty hours. The office is locked during non-duty hours. Retention and disposal: All records are retained permanently. System manager(s) and address: Commander, Defense Nuclear Weapons School, Defense Threat Reduction Agency, 1900 Wyoming Boulevard, SE, Kirtland Air Force Base, Albuquerque, NM 87117-5669. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Inquiry should contain full name and Social Security Number of the individual and applicable dates of participation, if available. Visits can be arranged with the system manager. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Inquiry should contain full name and Social Security Number of the individual and applicable dates of participation, if available. Visits can be arranged with the system manager. Requests from current or potential employers must include a signed authorization from the individual. Contesting record procedures: The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11B; 32 CFR part 318; or may be obtained from the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Record source categories: Information in this system of records was supplied directly by the individual; or derived from information supplied by the individual; or supplied by a contractor or government dosimetry service; or developed by radiation measurements at the exercise site. Exemptions claimed for the system: None. HDTRA 005 System name: Manpower/Personnel Management System. System location: Primary location: Office of Manpower and Personnel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Secondary locations: Office of Manpower and Personnel, Defense Threat Reduction Agency, 6801 Telegraph Road, Alexandria, VA 22310- 3398. Technology Security Directorate, Defense Threat Reduction Agency, 400 Army Navy Drive, Arlington, VA 22202-2884. Defense Threat Reduction Agency, Albuquerque Operations, 1680 Texas Street, SE, Kirtland Air Force Base, Albuquerque, NM 87117-5669 and Johnston Atoll. Categories of individuals covered by the system: Any individual, military or civilian, employed by DTRA. Categories of records in the system: File contains the following information on all personnel assigned to DTRA: Social Security Number; agency; employee name; birth date; veteran's preference; tenure group; service computation date; federal employees group life insurance; time and attendance, leave, and overtime approval forms; retirement code; nature of action code; effective date of action; position number; pay plan; occupation code; functional classification code; grade; step; pay basis; salary; supervisory position; location code/duty station; position occupied; work schedule; pay rate determinant; sex; citizen status; date entered present grade; date entered present step; separation date; reason for separation (quit code); cost center; academic discipline; career conditional appointment date (conversion to career); education level; degree date; purpose of training; type of training; source of training; special interest; direct cost; indirect cost; date of completion; on-duty hours; off-duty hours; JTD paragraph number; JTD line number; competitive level; military service retirement date; uniformed service; joint specialty officer; service position number; career status; officer evaluation report date (Army only); highest professional military education; rank; grade; status of incumbent in Personnel Reliability Program (PRP); date of latest PRP certification;' promotion sequence number; service commissioned (military); service pay grade (rank); Agency sub-element code; submitting office number; retired military code; bureau; unit identification code; program element code; civil function code; guard/reserve technician; appropriation code; active/inactive strength designation; work center code; projected vacancy date; targeted grade; position title; date of last equivalent increase; fair labor standards act designator; health benefits enrollment code; type and date of incentive award; civil service or other legal authority; date probationary period begins; performance rating; due date for future action; position tenure; leave category; personnel authorized; projected personnel requirement; special experience identifiers; additional duties; manpower track: facility; branch of service; date of rank; primary/Alternate specialty; control specialty; last OER/EER; total commissioned service date; total active service date; date of arrival; projected rotation date; security clearance; marital status; spouse's name; dependents; address (Number and street, city, state, Zip Code); phones (home and duty); handicap code; minority group designator; aggregate program element code; position indicator; academic degree requirements; directorate/department, division, branch, and section office titles; service authorization position number; physical profile; nature of action code No. 2; annuitant indicator; Vietnam veteran; entered present position; future action type; agency submitting element; submitting office code; merit pay designator; bargaining unit designator; old Social Security Number; course title host; tuition; Transportation Per Diem; hourly rate; training grade level; administrative cost; type of career training program. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 302, 4103; Pub. L. 89-554, September 6, 1966; and E.O. 9397 (SSN). Purpose(s): For use by officials and employees of the Defense Threat Reduction Agency in the performance of their official duties related to the management of civilian and military employee programs and for preparation and publication of personnel rosters to facilitate communications/contact for official, or emergency purposes. To compile and consolidate reports relating to manpower authorization/assigned strengths and to record personnel data and use that data to compile information as required by management officials within the agency. 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: Representatives of the Merit Systems Protection Board on matters relating to the inspection, survey, audit or evaluation of the civilian programs or such other matters under the jurisdiction of that organization. The Comptroller General or any of his authorized representatives in the course of performance of duties of the General Accounting Office relating to civilian programs. Duly appointed Hearing Examiners or Arbitrators for the purpose of conducting hearings in connection with an employee grievance. The ``Blanket Routine Uses'' published at beginning of DTRA's 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: Automated records are stored on magnetic tapes, discs, computer printouts, and on punched cards. Manual records are stored in paper file folders and card file boxes. Retrievability: Automated records are retrieved by employee name, Social Security Number or Position Service Number (PSN). Manual records are retrieved by employee's last name and PSN. Safeguards: The computer facility and data base are located in a restricted area accessible only to authorized personnel that are properly screened, cleared, and trained. Terminal users are within a restricted area. Use of these terminals are by authorized personnel who have a need to acquire data from the database. Terminal users are cleared, provided proper training and are assigned a password/code to retrieve data. Manual records and computer printouts are available only to authorized personnel having a need to know. Buildings are protected by security guards and/or an intrusion alarm system. Retention and disposal: Computer magnetic tapes are permanent. Manpower's manual records are maintained indefinitely and all personnel manual records are kept until the employee departs. Monthly reports are destroyed at the end of each fiscal year; annual reports are retained in 5-year blocks, transferred to the Washington National Records Center, and offered to National Archives and Records Administration 20 years after cutoff. System manager(s) and address: Chief, Manpower and Personnel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. The letter should contain the full name, Social Security Number, and signature of the requester and the approximate period of time, by date, during which the record was developed. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Written requests for information should contain the full name, Social Security Number, and signature of individual. For personal visits, the individual should provide military or civilian identification card. Contesting record procedures: The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11B; 32 CFR part 318; or may be obtained from the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Record source categories: Information is extracted from military and civilian personnel records, Joint Manpower Program documents and voluntarily submitted by individual. Exemptions claimed for the system: None. HDTRA 006 System name: Employees Occupational Health Programs. System location: Office of Safety and Occupational Health, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Categories of individuals covered by the system: Any individual, military or civilian, employed by the Defense Threat Reduction Agency (DTRA) and General Services Agency employees assigned to DTRA. Categories of records in the system: File contains a variety of records relating to an employee's participation in the DTRA Occupational Health Program. Information which may be included in this system are the employee's name, Social Security Number, date of birth, weight, height, blood pressure, medical history, blood type, nature of injury or complaint, type of treatment/medication received, immunizations, examination findings and laboratory findings, exposure to occupational hazards. Authority for maintenance of the system: 5 U.S.C. 7901 et seq., Pub. L. 79-658; and E.O. 9397 (SSN). Purpose(s): For use by authorized medical personnel in providing any medical treatment or referral; to provide information to agency management officials pertaining to job-related injuries or potential hazardous conditions' and to provide information relative to claims or litigation. 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: The Office of Personnel Management, and the Federal Labor Relations Authority (including the General Counsel) in the Performance of official duties. The Department of Labor in connection with claims for compensation. The Department of Justice in connection with litigation relating to claims. The Occupational Safety and Health Agency in connection with job- related injuries, illnesses, or hazardous condition. The ``Blanket Routine Uses'' published at the beginning of DTRA's 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: Records are stored in paper file folders in a locked file cabinet. Retrievability: Records may be retrieved by the individual's name and Social Security Number. Safeguards: During the employment of the individual, medical records are maintained in files located in a secured room with access limited to those whose official duties require access. Buildings are protected by security guards and an intrusion alarm system. Retention and disposal: Records are retained until the individual leaves the DTRA. Records are combined with the Official Personnel Folder which is forwarded to the Federal Personnel Records Center or to the new employing agency, as appropriate. System manager(s) and address: Chief, Office of Safety and Occupational Health, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. The letter should contain the full name, Social Security Number and signature of the requester and the approximate period of time, by date, during which the case record was developed. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquires to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Written requests for information should contain the full name, Social Security Number, and signature of the requester. For personal visits the individual should provide a military or civilian identification card. Contesting record procedures: The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11B; 32 CFR part 318; or may be obtained from the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Record source categories: Information is supplied directly by the individual, or derived from information supplied by the individual, or supplied by the medical officer or nurse providing treatment or medication, or supplied by the individual's private physician. Exemptions claimed for the system: None. HDTRA 007 System name: Security Operations. System location: Primary location: Security Office, Defense Threat Reduction Agency, 45045 Aviation Road, Dulles, VA 20166-7517. Secondary locations: Security Office, Defense Threat Reduction Agency, 6801 Telegraph Road, Alexandria, VA 22310-3398. Technology Security Directorate, Defense Threat Reduction Agency, 400 Army Navy Drive, Arlington, VA 22202-2884. Albuquerque Operations, Defense Threat Reduction Agency, 1680 Texas Street, SE, Kirtland Air Force Base, Albuquerque, NM 87117- 5669. Categories of individuals covered by the system: All military and civilian personnel assigned to, or employed by Defense Threat Reduction Agency (DTRA). Other U.S. Government personnel, U.S. Government contractors, foreign government representatives, and visitors from foreign countries. Categories of records in the system: Name; Social Security Number; date and place of birth; height; weight; hair/eye color; citizenship; grade/rank; service; organization; security clearance; date of clearance; basis special accesses; courier authorization; continuous access roster expiration date; badge number; vehicle ID and sticker Number; special intelligence access; expiration date; agency; billet number; list of badges/passes issued; list of keys issued; conference title; conference duties; location; Department of Defense Form 398 ``Statement of Personal History;'' Reports of Investigation; visit requests; conference rosters; clearance and special access rosters; picture identification; and correspondence concerning adjudication/ passing of clearances. Authority for maintenance of the system: E.O. 10450, Security Requirements for Government Employment, 27 April 1953, as amended by E.O.s 10491, 10531, 10548, 10558, 11605, and 11785; E.O. 12065, ``National Security Information,'' 28 June 1978; Section 21 of the Internal Security Act of 1950 (Pub. L. 831); Section 145 of the Atomic Energy Act of 1954, as amended by Pub. L. 83-703, 42 U.S.C. 2185; and E.O. 9397 (SSN). Purpose(s): For use by officials and employees of the Defense Threat Reduction Agency and other DoD Components in the performance of their official duties related to determining the eligibility of individuals for access to classified information, access to buildings and facilities, or to conferences over which DTRA has security responsibility. 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: Officials and employees of Government contractors and other Government agencies in the performance of their official duties related to the screening and selection of individuals for security clearances and/or special authorizations, access to facilities or attendance at conferences. The ``Blanket Routine Uses'' published at the beginning of DTRA's 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: Automated records are stored on magnetic tapes, discs, computer printouts, and/or hard drives. Manual records are stored in paper file folders, card files and paper rosters. Retrievability: Automated records are retrieved by individual's last name, Social Security Number, conference title, and by type of badge issued. Manual records are retrieved by individuals last name, Social Security Number, organization or subject file. Safeguards: The computer facility and terminals are located in restricted areas accessible only to authorized personnel. Manual records and computer printouts are available only to authorized persons with an official need to know. Buildings are protected by security guards and an intrusion alarm system. Retention and disposal: Computer records on individuals are erased upon termination of an individual's affiliation with DTRA; personnel security files are destroyed within thirty days from the date of termination of an individual's employment, assignment or affiliation with DTRA. Manual records or conference attendees, visitors, and visit certifications to other agencies are maintained for two years and destroyed. System manager(s) and address: Chief, Security Office, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Written requests for information should contain the full name, home address, Social Security Number, date and place of birth. For personal visits, the individual must be able to provide identification showing full name, date and place of birth, and their Social Security Number. Contesting record procedures: The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11B; 32 CFR part 318; or may be obtained from the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Record source categories: Information is extracted from military and civilian personnel records, investigative files, and voluntarily submitted by the individual. Other Government agencies, law enforcement officials and contractors may provide the same data. Exemptions claimed for the system: Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 318. For additional information contact the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. HDTRA 010 System name: Nuclear Test Participants. System location: Nuclear Test Personnel Review Office, Special Weapons Technology, Defense Threat Reduction Agency, 6801 Telegraph Road, Alexandria, VA 22310-3398. Categories of individuals covered by the system: Military and DoD civilian participants of the U.S. nuclear testing programs, military occupation forces assigned to Hiroshima or Nagasaki from August 6, 1945 to July 1, 1946, and individuals who participated in the cleanup of Enewetak Atoll. Categories of records in the system: Name, rank, grade, service number, Social Security Number, last known or current address, dates and extent of test participation, exposure data, unit of assignment, medical data, and documentation relative to administrative claims or civil litigation. Authority for maintenance of the system: Atomic Energy Act of 1954, 42 U.S.C. 2013, Tasking Memorandum from Office of the Secretary of Defense to the Director, Defense Nuclear Agency dated 28 Jan 78, Subject: DoD Personnel Participation in Atmospheric Nuclear Weapons Testing and Military Construction Appropriations Act of 1977 (Pub. L. 94-367), DNA OPLAN 600-77, Cleanup of Enewetak Atoll, and the Radiation Exposure Compensation Act (Pub. L. 100-426, as amended by Pub. L. 100-510); and E.O. 9397 (SSN). Purpose(s): For use by agency officials and employees, or authorized contractors, and other DoD components in the preparation of the histories of nuclear test programs; to conduct scientific studies or medical follow-up programs and to provide data or documentation relevant to the processing of administrative claims or litigation. 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: National Research Council and the Center for Disease Control, for the purpose of conducting epidemiological studies on the effects of ionizing radiation on participants of nuclear test programs. Department of Labor and the Department of Justice for the purpose of processing claims by individuals who allege job-related disabilities as a result of participation in nuclear test programs and for litigation actions. Department of Energy for the purpose of identifying DOE and DOE contractor personnel who were, or may be in the future, involved in nuclear test programs; and for use in processing claims or litigation actions. Department of Veterans Affairs for the purpose of processing claims by individuals who allege service-connected disabilities as a result of participation in nuclear test programs and for litigation actions' and to conduct epidemiological studies on the effect of radiation on nuclear test participants. Information may be released to individuals or their authorized representatives. The ``Blanket Routine Uses'' published at the beginning of DTRA'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: Paper records in files folders, microfilm/fiche, computer magnetic tape disks, and printouts in secure computer facilities. Retrievability: Name, Social Security Number, service number, or military ID number. Safeguards: Paper records are filed in folders, microfilm/fiche and computer printouts stored in area accessible only by authorized personnel. Buildings are protected by security guards and intrusion alarm systems. Magnetic tapes are stored in a vault in a controlled area within limited access facilities. Access to computer programs is controlled through software applications which require validation prior to use. Retention and disposal: Records are retained for 75 years after termination of case. System manager(s) and address: NTPR Program Manager, Nuclear Test Personnel Review Office, Special Weapons Technology Directorate, Defense Threat Reduction Agency, 6801 Telegraph Road, Alexandria, VA 22310-3398. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Contesting record procedures: The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11B; 32 CFR part 318; or may be obtained from the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Record source categories: Retired Military Personnel records form the National Personnel Records Center, US DTRA Form 10 from individuals voluntarily contacting DTRA or other elements of DoD or other Government Agencies by phone or mail. DoD historical records, dosimetry records and records from the Department of Energy, Department of Veterans Affairs, the Social Security Administration, the Internal Revenue Service, and the Department of Health and Human Service. Exemptions claimed for the system: None. HDTRA 011 System name: Inspector General Investigation Files. System location: Office of the Inspector General, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Categories of individuals covered by the system: Any person who is the subject of or a witness for an Inspector General investigation. Categories of records in the system: The system contains files on individual investigations including investigative reports and related documents generated during the course of or subsequent to an investigation. Reports of investigation contain the authority for the investigation, matters investigated, narrative, documentary evidence, and transcripts of verbatim testimony or summaries thereof. The system includes ``Hotline'' telephone logs, investigator work papers and memoranda and letter referrals to management or others, and a chronological listing for identification and location of files. Authority for maintenance of the system: 5 U.S.C. 4 App. 4(a)(1) and 6(a)(2); 10 U.S.C. 140; and E.O. 9397 (SSN). Purpose(s): To investigate the facts and circumstances surrounding allegations or problems reported to the OIG. Open and closed case listings are used to manage investigations, to produce statistical reports, and to control various aspects of the investigative process. 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: The ``Blanket Routine Uses'' set forth at the beginning of the DTRA's compilation of systems of records notices will apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders, computer disks and log books. Retrievability: Retrieved alphabetically by surname of individual, year, investigation number, hotline case number, referral number or investigative subject matter. Safeguards: Access is limited to the Inspector Generals staff, and, as delegated by the Commanding Officer, or Officer-in-Charge, on a need to know basis. Case records are maintained in locked security containers. Automated records are controlled by limiting physical access to terminals and by the use of passwords. Work areas are sight controlled during normal duty hours. Buildings are protected by security guards and an intrusion alarm system. Retention and disposal: Requests for assistance and/or complaints acted on by the Inspector General are retained at the agency for 2 years and subsequently destroyed as classified waste. Computer disks are cleared, erased or destroyed when no longer useful. System manager(s) and address: Office of the Inspector General, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Notification procedure: Individuals seeking to determine whether this system of records contains information on themselves should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Individual should provide their name, address, and proof of identity (photo identification for in person access or an unsworn declaration in accordance with 28 U.S.C. 1746 or a notarized statement may be required for identity verification). Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Individuals should provide their name, address, and proof of identity (photo identification for in person access or an unsworn declaration in accordance with 28 U.S.C. 1746 or a notarized statement may be required for identity verification). Contesting record procedures: The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11B; 32 CFR part 318; or may be obtained from the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Record source categories: From the individual, DTRA records and reports, DTRA employees, witnesses, informants, and other sources providing or containing pertinent information. Exemptions claimed for the system: Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c), and (e) and published in 32 CFR part 318. For additional information contact the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. HDTRA 012 System name: Carpooling Program. System location: Primary location: Defense Threat Reduction Agency, 6801 Telegraph Road, Alexandria, VA 22310-3398. Secondary locations: Defense Threat Reduction Agency, 45045 Aviation Road, Dulles, VA 20166-7517. Technology Security Directorate, Defense Threat Reduction Agency, 400 Army Navy Drive, Arlington, VA 22202-2884. Categories of individuals covered by the system: All military and civilian personnel assigned to, or employed by Defense Threat Reduction Agency, other U.S. Government personnel, and U.S. Government contractors who elect to participate in the program. Categories of records in the system: Name of individual, home address and phone number, office phone number, working hours, map coordinate of home or nearby reference points, and similar information. Authority for maintenance of the system: Federal Property and Administrative Service Act of 1949, 63 Stat. 377, as amended. Purpose(s): To assist members and applicants in contacting one another and provide printout of individuals in the system to other participants who desire to arrange a carpool. 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: Information may be disclosed to the states of Maryland, Virginia, and the District of Columbia for inclusion in their Ridesharing Programs. The ``Blanket Routine Uses'' published at the beginning of DTRA's 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: Computer magnetic tapes, disks, and paper printouts, and manual storage within self-help carpool locator board. Retrievability: Information is accessed and retrieved by name and home address map grid for automated system. Information is manually accessed and retrieved from cards in map grids for locator board. Safeguards: All participants have access to the data. The computer terminals are located in restricted areas accessible only to authorized personnel. Buildings are protected by security guards and an intrusion alarm system. Retention and disposal: Data is retained only on active participants; destroyed upon request or reassignment. System manager(s) and address: Chief, Logistics and Engineering, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Individuals should provide name, current address, and sufficient information to permit locating the record. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Individuals should provide name, current address, and sufficient information to permit locating the record. For personal visits, the individual should provide military or civilian identification card. Contesting record procedures: The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11B; 32 CFR part 318; or may be obtained from the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Record source categories: From the individual. Exemptions claimed for the system: None. HDTRA 014 System name: Student Records. System location: Defense Nuclear Weapons School, Defense Threat Reduction Agency, 1900 Wyoming Boulevard SE, Kirtland Air Force Base, Albuquerque, NM 87117-5669. Categories of individuals covered by the system: Any student attending the Defense Nuclear Weapons School. Categories of records in the system: Student academic records consisting of course completion; locator information; and related information. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 302, 4103; and E.O. 9397 (SSN). Purpose(s): To determine applicant eligibility, as a record of attendance and training, completion or elimination, as a locator, and a source of statistical information. 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: The ``Blanket Routine Uses'' published at the beginning of DTRA's 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: Maintained in paper files and on computer media. Retrievability: Information may be retrieved by name or Social Security Number. Safeguards: Records and computer printouts are available only to authorized persons with an official need to know. The files are in a secure office area with limited access during duty hours. The office is locked during non-duty hours. Retention and disposal: Individual academic records are retained for 75 years. Records are maintained at the school for five years, then subsequently retired to the Federal Records Center, Fort Worth, TX for the remaining 70 years and then destroyed. System manager(s) and address: Commander, Defense Nuclear Weapons School, Defense Threat Reduction Agency, 1900 Wyoming Boulevard SE, Kirtland Air Force Base, NM 87117-5669. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Individuals should provide their name, Social Security Number, current address, and proof of identity (photo identification for in person access). Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Individuals should provide name, Social Security Number, current address, and sufficient information to permit locating the record. For personal visits, the individual should provide military or civilian identification card. Contesting record procedures: The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11B; 32 CFR part 318; or may be obtained from the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Record source categories: From the individual. Exemptions claimed for the system: None. HDTRA 017 System name: Voluntary Leave Sharing Program Records. System location: Office of Manpower and Personnel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Secondary locations: Office of Manpower and Personnel, Security Office, Defense Threat Reduction Agency, 6801 Telegraph Road, Alexandria, VA 22310-3398. Technology Security Directorate, Defense Threat Reduction Agency, 400 Army Navy Drive, Arlington, VA 22202-2884. Categories of individuals covered by the system: Individuals who have volunteered to participate in the leave sharing program as either a donor or recipient of annual leave. Categories of records in the system: Leave recipient records contain the individual's name, organization, office telephone number, Social Security Number, position title, grade, pay level, leave balances, brief description of the medical or personal hardship which qualifies the individual for inclusion in the leave transfer program, the status of the hardship, and a statement that selected data elements may be used in soliciting donations. The file may also contain medical or physician certifications and DTRA approvals or denials. Donor records include the individual's name, organization, office, telephone number, Social Security Number, position title, grade, pay level, leave balances, number of hours being transferred (or donated leave), and, in the case of the transfer program, the designated leave recipient. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 6331 et seq (Leave); 10 U.S.C. 136; 5 CFR part 630; and E.O. 9397 (SSN). Purpose(s): The file is used in managing the DTRA Voluntary Leave Sharing Program. The recipient's name, and a brief description of the hardship, if authorized by the recipient, are published internally for solicitation purposes. The Social Security Number is obtained to ensure the transfer of leave from the donor's account to the recipient's account. 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 Department of Labor in connection with a claim filed by an employee for compensation due to a job-related injury or illness; where the leave donor and leave recipient are employed by different Federal agencies, to the personnel and finance offices of the Federal agency involved to effectuate the leave transfer. The ``Blanket Routine Uses'' set forth at the beginning of DTRA's 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: Records are stored in paper and computerized form. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are accessed by custodian of the records or by persons responsible for servicing the record system in the performance of their official duties. Records are stored in locked cabinets or rooms, and are controlled by personnel screening and computer software. Retention and disposal: Records are destroyed one year after the end of the year in which the file is closed. System manager(s) and address: Chief, Manpower and Personnel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written requests to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Individual should provide full name and Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written requests to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Individual should provide full name and Social Security Number. Contesting records Procedures: The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11B; 32 CFR part 318; or may be obtained from the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Record source categories: Information is provided primarily by the record subject; however, some data may be obtained from personnel and leave records. Exemptions claimed for the system: None. HDTRA 018 System name: Travel Management Program. System location: Primary location: Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Secondary location: Defense Threat Reduction Agency subordinate commands. Categories of individuals covered by the system: Any person, government or private, who travels on official business for the Defense Threat Reduction Agency or who submits a request for payments of a travel advance or travel claim to the Defense Special Weapons Agency. Categories of records in the system: Records relating to official travel of individuals, including travel orders, per diem vouchers, transportation requests, travel itinerary, and supporting documentation. Records contain individual's name, Social Security Number, home address and telephone number, employing office name and telephone number, and electronic banking identification codes. Authority for maintenance of the system: 5 U.S.C. 2105, 5561, 5564, 5701-5708, 5721-5730, 5742; 50 U.S.C., app. 2160; and E.O. 9397 (SSN). Purpose(s): To maintain an official travel record authorization and payment file system. Provides management information for control of travel expenditures, support documentation requirements, and provides reimbursement accounting for persons on official travel. 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: The ``Blanket Routine Uses'' set forth at the beginning of DTRA's compilation of system of records notices apply to this system. Disclosures 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); 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 are maintained in file folders. Receipts for travel/lodging will be maintained in a central location in the Office of the Comptroller. Electronic data is maintained on a networked computer system with access safeguards. The Travel Manager software Plus Program being utilized is operated under a Department of Defense Pilot and is connected to the DTRA Local Area Network. This automated system includes forms generation, electronic document routing, electronic document approval, enforcement of agency defined limits, automated funds availability verification and electronic interface to mainframe accounting. Retrievability: Files may be retrieved by name or Social Security Number of individual or by travel order number. Safeguards: Paper records are kept in filing cabinets and other storage places within these offices. Work areas are sight controlled during normal duty hours. Buildings are protected by security guards and an intrusion alarm system. Access to computer records is controlled by a user identification and password system. Personnel having access are limited to those having a need-to-know who have been trained in handling Privacy Act information. Additionally physical access to video display terminals is under strict supervisory control, access to computer peripheral equipment is controlled, reports are issued that are used to monitor use of the system, output products and storage media is labeled to warn individuals that they contain personal information subject to the Privacy Act. Retention and disposal: The automated record is retained 2 years following the final settlement of a travel claim. Records recorded on tapes or disks are disposed of by degaussing or erasing. A history hard copy file is maintained for 2 years and then retired to the Records Center. They are destroyed 7 years after retirement. System manager(s) and address: Director, Office of Logistics and Engineering, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. The individual should make reference to the office where assigned or affiliated, dates of travel and provide Social Security Number for positive identification. Record access procedures: Individuals seeking to access information about themselves contained in this system should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. The individual should make reference to the office where assigned or affiliated, dates of travel and provide Social Security Number for positive identification. Contesting record procedures: The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11B; 32 CFR part 318; or may be obtained from the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Record source categories: From the individual, the systems administrator, or the vendor of travel and related service. Supporting documentation is provided from the associated travel order, division, service providers and the Defense Finance and Accounting Agency. Exemptions claimed for the system: None. HDTRA 019 System name: Treaty Inspection Information Management System. System location: Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Categories of individuals covered by the system: Individuals affiliated with the Defense Threat Reduction Agency, either by military assignment, civilian employment, or contractual support agreement. Individuals are weapons inspectors, linguists, mission schedulers/planners, personnel assistants/specialists, portal rotation specialists, operation technicians, passport managers, clerical staff, and database management specialists. Categories of records in the system: Information includes individual's name, Social Security Number, date of birth, city/state/country of birth, education, marital status, gender, race, civilian or military member, rank (if military), security clearance, years of federal service, occupational category, job organization and location, and emergency locator information. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 302, 4103; Pub. L. 89-554 (September 6, 1966); and E.O. 9397 (SSN). Purpose(s): To manage the Treaty Monitoring and Inspection activities, including personnel resources, manpower/billet management, passport status, mission scheduling and planning, inspection team composition, inspector and transport list management, inspector training, and inspection notification generation. 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: The ``Blanket Routine Uses'' set forth at the beginning of DTRA's 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: Maintained on computer and computer output products. Retrievability: Records may be retrieved by name or Social Security Number. Safeguards: Records are stored in a computer system with extensive intrusion safeguards. Retention and disposal: Records are maintained for as long as the individual is assigned to DTRA. Upon departure from DTRA, records concerning that individual are removed from the active file and retained in an inactive file for ten years. Information that has been held in the inactive file for ten years is deleted. System manager(s) and address: TIIMS System Administrator, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. The inquiry should include full name and Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. The inquiry must include full name and Social Security Number. Contesting record procedures: The DTRA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DTRA Instruction 5400.11B; 32 CFR part 318; or may be obtained from the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Record source categories: Information is provided by the individual, obtained from other personnel record sources, and from the individual's superiors and assignment personnel. Exemptions claimed for the system: None. HDTRA 020 System name: Human Radiation Research Review. System location: Radiation Experiments Command Center, Special Weapons Technology Directorate, 6801 Telegraph Road, Alexandria, VA 22310-3398. Categories of individuals covered by the system: Individuals who were or may have been the subject of tests involving ionizing radiation or other human-subject experimentation; individuals who have inquired or provided information to the Department of Energy Helpline or the Department of Defense Human Radiation Experimentation Command Center concerning such testing. Military and DoD civilian personnel who participated in atmospheric nuclear testing between 1945 and 1962 or the occupation of Hiroshima and Nagasaki are already included in the Defense Threat Reduction Agency Privacy Act system of records notice HDTRA 010, Nuclear Test Participants and are not part of this effort. However, inquiries referred from the Helpline that later are determined to fall within this category will be included in the system. Categories of records in the system: Information in the system includes an individual's name, Social Security Number or service number, last known or current address, occupational information, dates and extent of involvement in an experiment, exposure data, medical data, medical history of subject and relatives, and other documentation of exposure to ionizing radiation or other agents. The system contains information abstracted from historical records, and information furnished to the Department of Defense, Department of Energy or other Federal Agencies by affected individuals or other interested parties. Records include human radiation experimentation conducted from 1944 to the present. However, experiments conducted after May 20, 1974 (the date of issuance of the Department of Health, Education and Welfare Regulations for the Protection of Human Subjects, 45 CFR part 46), may be covered by other systems of records. Common and routine medical practices, such as established diagnostic and treatment methods involving incidental exposures to ionizing radiation are not included within this system. Examples of such methods are panorex radiographs for dental evaluations and thyroid scans for the evaluation and treatment of hypo/hyperthyroidism. Authority for maintenance of the system: 10 U.S.C. 133, E.O. 12891 (January 15, 1994), E.O. 9397 (SSN). Purpose(s): For use by agency officials and employees, or authorized contractors, and other DoD components in the preparation of the histories of human radiation experimentation; to conduct scientific studies or medical follow-up programs; to respond to Congressional and Executive branch inquiries; and to provide data or documentation relevant to the exposure of individuals. 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: Information from this system of records may be disclosed to officials and contract personnel of the Human Radiation Experimentation Interagency Working Group as well as other designated government agencies, for the purposes described above. These agencies are the National Aeronautics and Space Administration; Department of Justice; Department of Energy; Department of Health and Human Services; Department of Veterans Affair; the White House Advisory Committee; Central Intelligence Agency; and Office of Management and Budget. The ``Blanket Routine Uses'' published at the beginning of DTRA's compilation of systems notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders, microfilm/fiche, computer magnetic tape disks, and printouts in secure computer facilities. Retrievability: Records are retrieved by case number, name, study control number, Social Security Number, or service number. Safeguards: Access to or disclosure of information is limited to authorized personnel. Paper records filed in folders, microfilm/fiche and computer printouts are stored in areas accessible only by authorized personnel. Buildings are protected by security guards and intrusion alarm systems. Magnetic tapes are stored in a controlled area within limited access facilities. Access to computer programs is controlled through software applications that require validation prior to use. Retention and disposal: Files will be retained permanently. They will be maintained in the custody of the command center until all claims have been settled and then transferred to the National Archives and Records Administration. System manager(s) and address: Radiation Experiments Command Center, Special Weapons Technology Directorate, 6801 Telegraph Road, Alexandria, VA 22310-3398. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Individual should provide full name, Social Security Number, or service number, and if known, case or study control number. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the General Counsel, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. Individuals should provide full name, Social Security Number, or service number, and if known, case or study control number. 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: Information will be collected directly from individuals, as well as extracted from historical records to include personnel files and lists, training files, medical records, legal case files, radiation and other hazard exposure records, occupational and industrial accident records, employee insurance claims, organizational and institutional administrative files, and related sources. The specific types of records used are determined by the nature of an individual's exposure to radiation. Exemptions claimed for the system: None. THE JOINT STAFF REQUESTING RECORDS Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. BLANKET ROUTINE USES Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. LAW ENFORCEMENT BLANKET ROUTINE USE In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. DISCLOSURE WHEN REQUESTING INFORMATION BLANKET ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. DISCLOSURE OF REQUESTED INFORMATION BLANKET ROUTINE USE A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. CONGRESSIONAL INQUIRIES BLANKET ROUTINE USE Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. PRIVATE RELIEF LEGISLATION BLANKET ROUTINE USE Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS BLANKET ROUTINE USE A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES BLANKET ROUTINE USE Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT BLANKET ROUTINE USE A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION BLANKET ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS BLANKET ROUTINE USE Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION BLANKET ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION BLANKET ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD BLANKET ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law. COUNTERINTELLIGENCE PURPOSES BLANKET ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. JS001MILPERS System name: Joint Staff Medals and Awards Files and Report System; Microfilmed Historical Awards. System location: Personnel Services Division, Manpower and Personnel Division, J- 1, The Joint Staff, The Pentagon, Washington, DC 20301-1000. Categories of individuals covered by the system: All military officer/enlisted personnel, regular and reserve, who are serviced by The Joint Staff. Categories of records in the system: File contains, but not limited to, recommendations and substantiating documents for awarding of the medals and awards; orders authorizing awards, certificates of eligibility, memoranda for the record, vote sheets, status sheets, board memberships lists, criteria and analysis, agency historical file, reports, reclama actions, recommendations for foreign awards, special category and exception to policy, bulletins, miscellaneous correspondence, Decorations and Awards Board memoranda, memoranda and records and microfilmed historical awards. Authority for maintenance of the system: 10 U.S.C. Chapter 5, Section 151-155. Purpose(s): This information is used by the Personnel Services Division, J-1, The Joint Staff to retrieve information for the Maintenance of the Awards Program. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of The Joint Staff's 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 records in file folders. Retrievability: Filed alphabetically by last name of individual. Safeguards: Building employs security guards. Access to space is limited to personnel office personnel during nonworking hours via locked door. During working hours the space is occupied by personnel office personnel at all times. Retention and disposal: Files are permanent. They are microfilmed and retained for historical purposes. System manager(s) and address: Staff Management Branch, J-1, The Joint Staff, The Pentagon, Washington, DC 20318-0300. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Personnel Services Division, Manpower and Personnel Division, J-1, The Joint Staff, The Pentagon, Washington, DC 20301- 1000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Personnel Services Division, Manpower and Personnel Division, J-1, The Joint Staff, The Pentagon, Washington, DC 20301-1000. Written requests for information should contain the full name of the individual, current address and telephone number. For personal visits, the individual should be able to provide some acceptable identification, that is, at least, his identification card. Contesting record procedures: The Joint Staff's rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; Joint Administrative Instruction 2530.09; 32 CFR part 313; or may be obtained from the system manager. Record source categories: Source of information is obtained from agencies which are serviced by the Organization of the Joint Chief of Staff. Exemptions claimed for the system: None. JS002MILPERS System name: Military Personnel Files. System location: Military Personnel Branch, Personnel Services Division, Manpower and Personnel Division, J-1, The Joint Staff, The Pentagon, Washington, DC 20318-1000. Categories of individuals covered by the system: All military personnel, assigned to, attached to or on temporary duty with The Joint Staff. Categories of records in the system: Files contain personnel information which has been extracted from the individual's official Military Personnel File. Files contain information pertaining to, but not limited to, name, grade, service number, service job title, expected date of arrival for duty with The Joint Staff, expected date of departure from The Joint Staff. Authority for maintenance of the system: 10 U.S.C. Chapter 5, Section 151-155. Purpose(s): To be used by Officials of Military Personnel Branch, Personnel Services Division, J-1, The Joint Staff, to perform administrative functions required prior to their assignment to, during their assignment to, and after their assignment to The Joint Staff. Uses include, but are not limited to, knowing when an individual will arrive, what agency they will be assigned to, who they will replace and when an individual will depart. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' published at the beginning of The Joint Staff's 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 records in file folders; paper card files; ringed binders. Retrievability: Filed alphabetically by last name of individual, filed by agency; filed by requisition number. Safeguards: Building employs security guards. Records are stored in file cabinets. The room(s) are locked when unattended. Retention and disposal: Files are retained in active file until individual departs The Joint Staff. Upon departure, the individual's file is placed in the inactive file. The file is retained for approximately one year and then destroyed. System manager(s) and address: Chief, Military Personnel Branch, Personnel Services Division, Manpower and Personnel Division, J-1, The Joint Staff, The Pentagon, Washington, DC 20318-1000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Military Personnel Branch, Personnel Services Division, Manpower and Personnel Division, J-1, The Joint Staff, The Pentagon, Washington, DC 20318-1000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Military Personnel Branch, Personnel Services Division, Manpower and Personnel Division, J-1, The Joint Staff, The Pentagon, Washington, DC 20318-1000. Written requests for information should contain full name of the individual, current address and telephone number. For personal visits, the individual should be able to provide some acceptable identifications. Contesting record procedures: The Joint Staff's rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; Joint Administrative Instruction 2530.09; 32 CFR part 313; or may be obtained from the system manager. Record source categories: Source of information is the individual and the individual's Official Military Personnel Files. Exemptions claimed for the system: None. JS003SMB System name: Manpower, Personnel and Security System (MPSS). System location: Staff Management Branch, Manpower and Personnel Division, J-1, The Joint Staff, The Pentagon, Washington, DC 20318-1000. Categories of individuals covered by the system: All individuals assigned to The Joint Staff; all persons with access into The Joint Staff restricted areas. Categories of records in the system: File contains individual's security clearance, home and office address, date of rank, date of birth, assignment and rotation dates, service, rank, grade, and Social Security Number. Authority for maintenance of the system: 10 U.S.C., Chapter 5, Section 151-155. Purpose(s): To be used by officials of the Personnel Services Division, J-1, and Security Division, DIRM in performing all administrative functions as appropriate with respect to personnel assigned to The Joint Staff; for monitoring and processing requests for manpower and organizational management services, security/access verification, performing organizational and manpower reviews for The Joint Staff. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' published at the beginning of The Joint Staff's 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: Disc, magnetic tape backup. Retrievability: Record ID made up of billet number, record type and Social Security Number. Safeguards: Building employs security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened and cleared. Access to data requires the proper users-ID and password. Retention and disposal: Personnel records are permanent. All records are maintained in an active file. Security-The Joint Staff records are permanent. Non- Joint Staff records are deleted upon termination/expiration of badges or passes. System manager(s) and address: Staff Management Branch, Manpower and Personnel Division, J-1, The Joint Staff, The Pentagon, Washington, DC 20318-1000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Staff Management Branch, Manpower and Personnel Division, J-1, The Joint Staff, The Pentagon, Washington, DC 20318- 1000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Staff Management Branch, Manpower and Personnel Division, J-1, The Joint Staff, The Pentagon, Washington, DC 20318-1000. Written requests for information should contain the full name, rank and service and agency while assigned to The Joint Staff, plus Social Security Number. For personal visits, the individual should be able to provide some acceptable identification, that is: Driver's license employing office identification card, and give some verbal information that could be verified with his `case' folder. Contesting record procedures: The Joint Staff's rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; Joint Administrative Instruction 2530.09; 32 CFR part 313; or may be obtained from the system manager. Record source categories: Information is obtained from various Joint Staff, DoD, and Standard Forms from the respective Services; from distributed documents routed to all personnel effected. Exemptions claimed for the system: None. JS004SECDIV System name: Joint Staff Security Clearance Files. System location: Joint Staff Security Office, Director for Management, 9300 Joint Staff Pentagon, Department of Defense, Washington, DC 20318-9300. Categories of individuals covered by the system: Civilian employees of the Joint Chiefs of Staff and the Joint Staff; Military personnel assigned to the Joint Chiefs of Staff and the Joint Staff; contractor personnel on contract with the Joint Staff; experts and consultants serving with or without compensation; individuals who are civilian applicants or military nominees for duty with the Joint Chiefs of Staff or the Joint Staff; all persons who have been authorized a pass for access to restricted areas of the Joint Chiefs of Staff and the Joint Staff. Categories of records in the system: Individual's Certificate of Security Clearance; security briefing and debriefing statements; materials relating to the adjudication of a security clearance; and other files pertinent to the security clearance and/or access status of an individual. Authority for maintenance of the system: 5 U.S.C. 301 and E.O. 12958, E.O. 10450, E.O. 9397. Purpose(s): For use by officials of the Joint Staff Security Office to issue the authorization of access to various categories of classified information; to document the issuance, denial, and revocation of security clearances; to document the Joint Staff Clearance Appeal Board's records with respect to appeals of clearance denials and revocations; and, to issue access badges permitting authorized individuals access to restricted areas of the Joint Chiefs of Staff/ Joint Staff. 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: The `Blanket Routine Uses' published at the beginning of The Joint Staff's 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 records in file folders; paper card files. Retrievability: Filed alphabetically by individual's last name. Safeguards: Building employs security guards. Records are maintained in an alarmed vault and are accessible only to authorized Security Division personnel who are properly screened, cleared and trained. Retention and disposal: Records are maintained for the duration of the individual's employment, assignment, or association with the Joint Chiefs of Staff/Joint Staff. With the exception of adjudication records, indoctrination (briefing), and debriefing records, which are placed in an inactive file and destroyed five years after departure, all other records are destroyed after the individual departs the Joint Chiefs of Staff/Joint Staff. System manager(s) and address: Joint Staff Security Office, Director for Management, 9300 Joint Staff Pentagon, Department of Defense, Washington, DC 20318-9300. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the 'Joint Staff Security Office, Director for Management, 9300 Joint Staff Pentagon, Department of Defense, Washington, DC 20318-9300.' Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Joint Staff Security Office, Director for Management, 9300 Joint Staff Pentagon, Department of Defense, Washington, DC 20318-9300. Requesters should provide full name and any former names used, date and place of birth, and Social Security Number. Requests must be signed and notarized or, if the individual does not have access to notary services, preceded by a signed and dated declaration verifying the identity of the requester, in substantially the following form: 'I certify that the information provided by me is true, complete, and accurate to the best of my knowledge and belief, and this request is made in good faith. I understand that a knowing and willful false, fictitious or fraudulent statement or representation can be punished by fine or imprisonment or both. (Signature).' Contesting record procedures: The Joint Staff's rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; Joint Administrative Instruction 2530.09; 32 CFR part 313; or may be obtained from the system manager. Record source categories: Applications and related forms from the individual; summaries of relevant facts and final determinations by security clearance adjudicators and Joint Staff Clearance Adjudication Board, and correspondence from any source relating to the security clearance and access of any individual affiliated with the Joint Chiefs of Staff or the Joint Staff. Exemptions claimed for the system: Portions of this system of records may be exempt from provisions of the Privacy Act pursuant to 5 U.S.C. 552a(k)(5), as applicable. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 311. For additional information contact the system manager. JS006CND System name: Department of Defense Counternarcotics C4I System. System location: Joint Staff, Chief, Counternarcotics C4 Division, ATTN: J-6F, Room 1D825, The Pentagon, Washington, DC 20318-6000. Categories of individuals covered by the system: Persons suspected of involvement in international narcotics trafficking, as determined by federal law enforcement agencies (e.g., Bureau of Alcohol, Tobacco and Firearms; Coast Guard; Customs; Drug Enforcement Administration; Defense; Federal Aviation Administration; Federal Bureau of Investigation; Immigration and Naturalization Service; Internal Revenue Service; Justice; Secret Service; State; U.S. Marshals; and, El Paso Intelligence Center (EPIC), a multi- agency tactical intelligence processing and analysis facility.) Categories of records in the system: Information consisting of name, Social Security Number (if applicable), date of birth, current or previous address, e.g., photographic), and investigative information supporting known or suspected narcotics trafficking activity. Authority for maintenance of the system: FY 1989 National Defense Authorization Act, Public Law 100-456; National Drug Control Strategy, January 1, 1990; Secretary of Defense Letter, January 6, 1989, SUBJECT: Policy Guidelines for Implementation of FY 1989 Congressionally Mandated DoD Counterdrug Responsibilities; and, E.O. 9397. Purpose(s): To manage a counternarcotics computer system to support DoD Components and Federal law enforcement agencies in identifying and apprehending persons involved in international trafficking of illegal drugs. To carry out the DOD mission of detecting and monitoring the production, trafficking, and use of illegal drugs. The Federal agencies identified will exchange investigative information contained in this database to carry out the counter narcotics mission. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To law enforcement components of the Drug Enforcement Administration; Bureau of Alcohol, Tobacco, and Firearms; Federal Bureau of Investigation; Customs Service; U.S. Secret Service; and, U.S. Marshals, for investigation and apprehension of drug traffickers, smugglers, or others aiding activities of the illegal narcotics trade. To law enforcement and drug interdiction task force units of the Coast Guard; Federal Aviation Administration; Immigration and Naturalization Service; Internal Revenue Service; and Department of Transportation for investigation of suspected narcotics trafficking activities. To the El Paso Intelligence Center, Operation Bahamas and Turks and Calicos (OPBAT); and Forward Locations (FLOCs) for processing and analysis of suspected trafficking activities. The `Blanket Routine Uses' published at the beginning of The Joint Staff's compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: All files are stored on computer magnetic tapes or disks in a secure computer facility. Retrievability: Computer files are retrieved by name or Social Security Number or any other identifying information. Safeguards: Access to the computer by authorized personnel is controlled by a login and password control system. In addition, all terminals capable of accessing the system are located in secure areas. Retention and disposal: Tapes and disks constituting the main data file are retained for ten years, after which they are erased and overwritten, or destroyed. System manager(s) and address: Joint Staff, Chief, Counternarcotics C4I Division, ATTN: J-6F, Room 1D825, The Pentagon, Washington, DC 20318-6000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to The Joint Staff, Chief, Counternarcotics C4I Division, ATTN: J-6F, Room 1D825, The Pentagon, Washington, DC 20318-6000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to The Joint Staff, Chief, Counternarcotics C4I Division, ATTN: J-6F, Room 1D825, The Pentagon, Washington, DC 20318-6000. Contesting record procedures: The Joint Staff's rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; Joint Administrative Instruction 2530.09; 32 CFR part 313; or may be obtained from the system manager. Record source categories: Bureau of Alcohol, Tobacco and Firearms; Coast Guard; Customs; Drug Enforcement Administration; Defense; Federal Aviation Administration; Federal Bureau of Investigation; Immigration and Naturalization Service; Internal Revenue Service; Justice; Secret Service; State; U.S. Marshals; and, El Paso Intelligence Center (EPIC). INTERPOL-U.S. National Central Bureau; Operation Bahamas and Turks and Calicos (OPBAT); and Department of State Forward Locations (FLOCs). Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(j)(2) as applicable. Intelligence and investigation portions of this system may be partially or totally subject to the general exemption. An exemption rule for this record system has been promulgated according to the requirements of 5 U.S.C. 553 (b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 313. For additional information contact the system manager. JS007MPD System name: Joint Manpower Automation System. System location: Primary system: the Joint Staff (J-1), The Pentagon, Room 1D957, Washington, DC 20318-1000. Decentralized Segments: National Defense University, Directorate of Resource Management, ATTN: RMD-M, Ft McNair, Washington, DC 20319- 6000. Headquarters, U.S. Space Command, ATTN: J1, Peterson Air Force Base, CO 80914-5001. Headquarters, U.S. Pacific Command, ATTN: J1, Camp H. M. Smith, HI 96861-5025. HQ U.S. Strategic Command, ATTN: J11, Offutt Air Force Base, NE 68113. Headquarters, U.S. European Command, ATTN: ECJ1, APO AE 09128- 4209. Headquarters, U.S. Southern Command, ATTN: SCJ1, APO AA 34003- 0100. Headquarters, U.S. Transportation Command, ATTN: J-1, Scott Air Force Base, IL 62225. Headquarters, U.S. Central Command, ATTN: CCJ1, MacDill Air Force Base, FL 33608-7001; and U.S. Joint Forces Command, 1562 Mitscher Avenue, Suite 200, Norfolk, VA 23511-2488. Categories of individuals covered by the system: All military and civilian personnel assigned to duty at each of the activities cited above. Categories of records in the system: Files contain personnel information which has been extracted from official personnel files, including name; grade/rank; Social Security Number; salary; family member information; home address and telephone number; security clearance and date; date of rank; date of birth; Service; sex; race; marital status; reporting/departure date; current assignment data; education; experience; language proficiency; schooling; rating chain; and physical fitness data such as height, weight, fitness test results, body fat percentage, HIV test date. Authority for maintenance of the system: 10 U.S.C., Chapter 5, sections 151-155 and Chapter 6, section 165; and E.O. 9397 (SSN). Purpose(s): To be used by officials of the personnel divisions of the decentralized segments noted above in performing all administrative functions as appropriate with respect to personnel assigned; for monitoring and processing requests for manpower; for performing organizational and manpower reviews for the CINC; and for processing personnel actions requested by or required for the individual. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The DoD ``Blanket Routine Uses'' set forth at the beginning of the Joint Staff compilation of records system notices apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records exist on magnetic tape, diskette, and other machine- readable media. Retrievability: Retrieved by name, Social Security Number, and/or any combination of the data fields described in ``Categories of Records.'' Safeguards: Access to this record system is restricted to authorized personnel in performance of official duties. Entry into the system is controlled by password. Retention and disposal: Records are deleted when no longer needed for current business. This is in accordance with Item 5, General Records Schedule 20. System manager(s) and address: Joint Manpower Automation System Project Manager, Manpower Management Division, Manpower and Personnel Directorate, J-1, the Joint Staff, Washington, DC 20318-1000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Joint Manpower Automation System Functional Manager, Manpower Management Division, Manpower and Personnel Directorate, J- 1, the Joint Staff, Washington, DC 20318-1000. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Joint Manpower Automation System Project Manager, Manpower Management Division, Manpower and Personnel Directorate, J-1, the Joint Staff, Washington, DC 20318-1000. Written requests should include full name, Social Security Number, address, and signature of the requester. Contesting record procedures: The Joint Staff rules for accessing records and for contesting contents and appealing initial determinations are contained in OSD Administrative Instruction 81; Joint Administrative Instruction 2530.9A; 32 CFR part 311; or may be obtained from the system manager. Record source categories: Source of information is the individual and the individual's Official Personnel File. Exemptions claimed for the system: None. DEFENSE INFORMATION SYSTEMS AGENCY How To Use the Index Guide To assist the reader in locating and reviewing the particular record system of interest, the various agency offices and the prefix letter symbols represented as part of the record system identification for that office are set forth below. Subject series System Identification Series General Counsel KCIV Defense Communications Engineering Center KDCE Defense Commercial Communications Office KDEC Defense Information System Agency-Europe KEUR Equal Employment Opportunity DISA KMIN National Communications System KNCS Defense Information Systems Agency-Pacific KPAC White House Communications Agency KWHC Confidential Statement of Employment and Financial Interest K105.01 Investigation of Complaint of Discrimination K107.1 Travel Orders Records System K232.01 Injury Record File K232.02 Security K240. Mishap Report K317.01 Claims Files K660.01 Civilian Personnel K700. Freedom of Information Act Files K890.01 Awards Case History File (Military) K890.03 Military Personnel Management/Assignment Files K890.04 Overseas Rotation Program Files K890.05 Card File for Forwarding Mail of Departed Personnel K890.06 Education, Training, and Career Development Data System K890.07 REQUESTING RECORDS Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. BLANKET ROUTINE USES Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. LAW ENFORCEMENT ROUTINE USE In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. CONGRESSIONAL INQUIRIES ROUTINE USE Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. PRIVATE RELIEF LEGISLATION ROUTINE USE Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law. COUNTERINTELLIGENCE PURPOSES ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. KCIV.01 System name: Records Relating to DISA Transactions under the Privacy Act of 1974. System location: Each office of the Defense Information Systems Agency (DISA) worldwide which is required to submit information it maintains for each system of records maintained under the provisions of the Privacy Act of 1974 and records of information released or withheld under the Act. Categories of individuals covered by the system: All military and civilian personnel currently assigned to or employed by DISA. Also limited historical records on personnel previously assigned or employed by DISA. Categories of records in the system: All types of records which relate to release or withholding of data relating to the rights of the privacy of an individual. Authority for maintenance of the system: Pub. L. 93-579, The Privacy Act of 1974 Purpose(s): Used by the Civilian Assistant to the Chief of Staff, Headquarters, DISA for periodic reporting under provisions of the Act. Used by the Comptroller, Headquarters, DISA for budgeting and manpower allocation within the Agency. Used by the Counsel, Headquarters, DISA in preparing for possible litigation. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Records kept in file cabinets or safes. Retrievability: By name or Social Security Number. Safeguards: Records are maintained in areas accessible only to authorized personnel. Retention and disposal: Retained for at least 5 years, then destroyed. System manager(s) and address: Civilian Assistant to the Chief of Staff, Code AD, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Civilian Assistant to the Chief of Staff, Code AD, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. The full name and organizational assignment, of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Office of the Civilian Assistant to the Chief of Staff, DISA, Code AD, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester should present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Civilian Assistant to the Chief of Staff, Code 104, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Accountings submitted by those DISA officials who are system managers of systems of records reportable under the Privacy Act of 1974. Exemptions claimed for the system: None. KD3D.01 System name: Continuity of Operations Plans. System location: Defense Information Systems Agency, Continuity of Operations Office (D3D), 701 South Courthouse Road, Arlington, VA 22204-2199. Categories of individuals COVERED BY THIS SYSTEM: Personnel at Defense Information Systems Agency locations designated to occupy ``key'' positions that directly support the plan when an emergency situation develops. Categories of records in the system: Individual's name, home address, office/home telephone numbers. It will also contain medical information on designated personnel requiring medication during Continuity of Operations Plan ``button up'' situations. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; E.O. 12656, Assignment of Emergency Preparedness Responsibilities; and DoD Directive 3020.26, Continuity of Operations Policy and Planning. Purpose(s): To apprise designated personnel on the Continuity of Operations Office staff of their responsibilities and relocation assignments in conditions of emergency. This system will incorporate the Continuity of Operations Office plans from agency field offices to create one consolidated agency-wide Continuity of Operations Plan. 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: The ``Blanket Routine Uses set forth at the beginning of the agency''s 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: Records are maintained on paper and on electronic media. Retrievability: Information is retrieved by individual's name. Safeguards: The building in which the plan is housed employs security guards. Records that are maintained are in areas that are accessible only to authorized personnel who are properly screened, cleared, and trained. Access to personal information is restricted to those who require the records in the performance of official duties and to the individuals who are the subjects of the record or their authorized representatives. Retention and disposal: Disposition pending. Records will be retained until final disposition authority has been established by the National Archives and Records Administration. System manager(s) and address: Chief, Defense Information Systems Agency, Continuity of Operations, D3D, 702 South Courthouse Road, Arlington, VA 22204-2199. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Administrator, Defense Information Systems Agency, Information Resources Management Division, Office of the Chief Information Officer, 3701 North Fairfax Drive, Arlington, VA 22203-1713. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Administrator, Defense Information Systems Agency, Information Resources Management Division, Office of the Chief Information Officer, 3701 North Fairfax Drive, Arlington, VA 22203- 1713. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the Privacy Administrator, Defense Information Systems Agency, Information Resources Management Division, Office of the Chief Information Officer, 3701 North Fairfax Drive, Arlington, VA 22203- 1713. Record source categories: Individual. Exemptions claimed for the system: None. KDCE.01 System name: Visit Notification/Clearance Verification Records NR501-11. System location: Reston Service Center, Code BR, Defense Information Systems Agency, Derey Engineering Building, 1860 Wiehle Avenue, Reston, VA 22090-5500. Categories of individuals covered by the system: Same plus industrial contractors requiring admittance to the facility on official business. Categories of records in the system: Form listing the name, date and place of birth, Social Security Number, clearance status, and basis for that clearance. Authority for maintenance of the system: E.O. 10450, as amended. Purpose(s): To identify official visitors to defense installations and organizations responsible for work on Defense Department contracts and verify the level of classification to which each is authorized access. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Destroyed one year after revocation of permit to enter premises. Storage: File folders. Retrievability: By folder identified by contractor or individual's name. Safeguards: Building security guards. Records maintained in area accessible only to authorized personnel who are appropriately cleared and trained. Retention and disposal: Records not permanent. Retained one year after revocation then destroyed. System manager(s) and address: Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification badge or drivers's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Contact the Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Military and Civilian Personnel whose names appear on the form. Exemptions claimed for the system: None. KDCE.02 System name: Parking Permit Control Files 501-07. System location: Reston Service Center, Code BR, Defense Information Systems Agency, Derey Engineering Building, 1860 Wiehle Avenue, Reston, VA 22090-5500. Categories of individuals covered by the system: Military and Civilian personnel employed by the Defense Communications Engineering Center and Command and Control Technical Center. Categories of records in the system: Owner's name and vehicle identification data and parking number assigned. Authority for maintenance of the system: Federal Property Management Regulations, Temporary Regulation D- 47, dated May 22, 1974, issued by the General Services Administration. Purpose(s): To assign specific parking spaces to personnel so authorized; and to identify parked vehicles when circumstances so dictate. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Destroyed upon departure of individual from employment with Defense Communications Engineering Center or Command and Control Technical Center or when no longer authorized to park. Storage: File folders. Retrievability: By parking number. Safeguards: Building security guards, records maintained in area accessible only to authorized personnel who are appropriately cleared and trained. Retention and disposal: Records are not permanent. Retained while individual is authorized reserved parking, then destroyed. System manager(s) and address: Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090 to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification badge or a driver's license. Record access procedures: Contact the Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Military and Civilian personnel whose names appear on the form. Exemptions claimed for the system: None. KDCE.03 System name: DA Form 727 Classified Container Information File 503-02. System location: Reston Service Center, Code BR, Defense Information Systems Agency, Derey Engineering Building, 1860 Wiehle Avenue, Reston, VA 22090-5500. Categories of individuals covered by the system: Classified container information listing the name, address, and telephone number of each person authorized access to the container. Categories of records in the system: This form records the name, grade, address, and home telephone numbers of the above individuals. Authority for maintenance of the system: E.O. 10450, as amended; E.O. 12958. Purpose(s): To identify, locate, and contact each person authorized access when the need arises. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Destroy when obsolete, i.e. when person departs, when combination changed, or when container no longer used. Storage: File folders. Retrievability: By capital property number. Safeguards: Building security guards, records maintained in area accessible only to authorized personnel who are appropriately cleared and trained. Retention and disposal: After becoming obsolete, file is destroyed. System manager(s) and address: Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Security Branch, Defense Communications Engineering Center (DCEC), 1860 Wiehle Avenue, Reston, VA 22090. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Military and Civilian Personnel whose names appear on the form. Exemptions claimed for the system: None. KDEC.02 System name: Authorization to Sign for Classified Material List. System location: Defense Commercial Communications Office, ATTN: Code RA, 2300 East Drive, Scott Air Force Base, IL 62225-5406. Categories of individuals covered by the system: Defense Information Technology Contracting Organization (DITCO) personnel who are authorized to review, sign for, receive, and distribute classified materials. Categories of records in the system: Records consist of a letter containing the name, Social Security Number, and grade of individuals authorized to review, sign for, receive, and distribute classified materials. Authority for maintenance of the system: E.O. 10450, as amended; E.O. 10865, as amended; E.O. 12356; and E.O. 9397 (SSN). Purpose(s): Information is used by the Chief, Mission Support Directorate, Code D1, Defense Information Technology Contracting Organization and the Commander, 375 Communications Squadron Communications Center to verify the identity of Defense Information Technology Contracting Organization personnel who review, sign for, receive, and distribute classified materials. 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: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records are stored in a locked file cabinet. Retrievability: Information is retrieved by name. Safeguards: Records are accessible only to authorized personnel who are properly screened, cleared, and their duties require them to be in the area where the records are kept. Retention and disposal: The records are destroyed 2 years after the authorization for individuals that have access to classified materials has expired. System manager(s) and address: Chief, Mission Support Directorate, Code DT1, Defense Information Technology Contracting Organization, Building 3600, Scott Air Force Base, IL 62225-5406. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Mission Support Directorate, Defense Information Technology Contracting Organization, Code DT1, 2300 East Drive, Building 3600, Scott Air Force Base, IL 62225-5406. Individual should furnish their full name, mailing address, and telephone number For personal visits, individual must present picture identification, such as a current DISA identification badge or a valid driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Mission Support Directorate, Defense Information Technology Contracting Organization, Code DT1, 2300 East Drive, Building 3600, Scott Air Force Base, IL 62225-5406. Individual should furnish their full name, mailing address, and telephone number For personal visits, individual must present picture identification, such as a current DISA identification badge or a valid driver's license. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Names of the individuals in the system are furnished by the Chief, Mission Support Directorate, Code DT1, Defense Information Technology Contracting Division, 2300 East Drive, Building 3600, Scott Air Force Base, IL 62225-5406. Exemptions claimed for the system: None. To maintain and provide immediate access to current and historical biographical data for official use. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Records are used by authorized Commission personnel whose official duties require access in preparation of introductions for speaking engagements, and news releases to announce appointments of Commissioners and key staff members. Records are also made available to the general public pursuant to the Freedom of Information Act, 5 U.S.C. 552. KDEC.06 System name: Nominations/Enrollments for Training Courses. System location: Defense Commercial Communications Office, ATTN: Code RA, 2300 East Drive, Scott Air Force Base, IL 62225-5406. Categories of individuals covered by the system: Records required on military and civilian members who enroll in government training courses. Categories of records in the system: Record indicates personnel data and is not revealed to anyone other than individuals involved in obtaining or allocating classroom spaces. Authority for maintenance of the system: 5 U.S. Code, Chapter 41 and E.O. 11348. Purpose(s): Records are used by Chief, Administrative Division to enroll students who have been selected by operating officials to attend government training courses. Information includes name, Social Security Number, office phone, home phone, home address, job title, grade, emergency phone, and emergency address, and name of individual to contact in case of emergency. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Records are kept in a locked file cabinet. Retrievability: Records are retrieved by name of trainee. Safeguards: Records are maintained in area which is accessible only to authorized personnel who are properly screened, and their duties require them to be in the area where the records are kept. Retention and disposal: Records are retained five years, then destroyed. System manager(s) and address: Chief, Administrative Division, Defense Commercial Communications Office, Code RA, Scott Air Force Base, IL. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Administrative Division, Defense Commercial Communications Office, Code RA, Scott Air Force Base, IL. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Administrative Division, Defense Commercial Communications Office, Code RA, Scott Air Force Base, IL. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Information provided by individuals. Exemptions claimed for the system: None. KDEC.07 System name: 601-11 Duty Rosters. System location: Defense Commercial Communications Office, ATTN: Code RA, 2300 East Drive, Scott Air Force Base, IL 62225-5406. Categories of individuals covered by the system: On a rotation basis all military and civilian Division Chiefs are on call after duty hours to take action on messages received at the 1918 Communications Center. Categories of records in the system: Records contain names and telephone numbers of DECCO personnel on call for duty after regular work hours. Authority for maintenance of the system: 10 U.S.C. 133(b). Purpose(s): Listing is used to provide names and home telephone numbers of individuals who may be called after duty hours. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Rosters are locked in a file cabinet. Retrievability: Records are retrieved by name of designated individuals. Safeguards: Records are stored in a locked file cabinet. Retention and disposal: Records are retained two years then destroyed. System manager(s) and address: Chief, Administrative Division, Code RA, Defense Commercial Communications Office, Scott Air Force Base, IL. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Administrative Division, Code RA, Defense Commercial Communications Office, Scott Air Force Base, IL. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Chief, Administrative Division, Code RA, Defense Commercial Communications Office, Scott Air Force Base, IL, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Administrative Division, Code RA, Defense Commercial Communications Office, Scott Air Force Base, IL. The full name of the requesting individual will be required to determine if the system contains a record about him or her. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Obtained from personnel records retained in D210/D220. Exemptions claimed for the system: None. KDEC.08 System name: 101-06 Request and Authorization for Temporary Duty Travel. System location: Defense Commercial Communications Office, ATTN: Code RA, 2300 East Drive, Scott Air Force Base, IL 62225-5406. Categories of individuals covered by the system: Military and civilian members who travel in performance of conducting DECCO business. Categories of records in the system: Provides traveler's name, Social Security Number, purpose, travel schedule, job title, days involved, cost, and fund citation to cover cost of travel. Authority for maintenance of the system: 10 U.S.C. 133(b). Purpose(s): Copies are provided to the Accounting and Finance Officer, Defense Commercial Communications Office, Code D532, to substantiate payment of travel voucher on return to duty. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Records are stored in a locked safe. Retrievability: Records are retrieved by name of traveller. Safeguards: Records are stored in a locked file cabinet and records are accessible to Administrative Division personnel only. Retention and disposal: Records are retained two years then destroyed. System manager(s) and address: Chief, Administrative Division, Defense Commercial Communications Office, Code D210, Scott Air Force Base, IL. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Defense Commercial Communications Office, Code D210, Scott Air Force Base, IL. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Administrative Division, Defense Commercial Communications Office, Code D210, Scott Air Force Base, IL. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Provided by traveler. Exemptions claimed for the system: None. KDTI.01 System name: Permanent Change of Station Records. System location: Research, Development and Acquisition Information Support Directorate, Defense Technical Information Center, 8725 John J. Kingman Road, Suite 0944, Fort Belvoir, VA 22060-6218. Categories of individuals covered by the system: All Air Force, Army, Coast Guard, Marine Corps, and Navy officer and enlisted personnel and their family members; DoD civilian employees and their family members. Categories of records in the system: Personnel employment/pay records consisting of name, Social Security Number, date of birth, compensation data, service history, and demographic information such as home town and duty station locations. Family member data (spouse and dependent children) such as name, date of birth, sex, Social Security Number, and residence address. Reassignment data to include change of duty station transactions; service member's entitlement for a move; new duty station location; travel authorization; move schedule; personally owned vehicle shipments; inventory of household goods; and passport information. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. Chapter 57; 10 U.S.C. 3013, Secretary of the Army; 10 U.S.C. 5013, Secretary of the Navy; 10 U.S.C. 8013, Secretary of the Air Force; and E.O. 9397 (SSN). Purpose(s): To provide an interactive electronic database which authorized personnel can access for purposes of conducting on-line permanent change of duty transactions, to include but not limited to entitlement calculations; electronic funds transfers; inventorying, shipment, storage, and delivery of household goods; transportation of the individual and family members; shipment of personally owned vehicles; and housing applications. To permit personnel to obtain the current status of each transaction and to update those records associated with specific moves. 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: The ``Blanket Routine Uses'' set forth at the beginning of the DISA's 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: Records will be stored in electronic storage media. Retrievability: Retrieval of records will be accomplished by name, Social Security Number, and/or PIN. Individuals will be provided a PIN to enable them to obtain the status of their duty station move and update individual move-related records. Safeguards: Information will be electronically protected by secure transmission and accessible only to authorized personnel. Access to personal information is restricted to those who require the records in performance of their official duties, and to individuals who are the subjects of the record or their authorized representatives. Access to personal information is further restricted by the use of a PIN. Retention and disposal: Disposition pending. Records will be retained until final disposition authority has been established by the National Archives and Records Administration. System manager(s) and address: Director, Research Development and Acquisition Information Support Directorate, Defense Technical Information Center, 8725 John J. Kingman Road, Suite 0944, Fort Belvoir, VA 22060-6218. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Administrator, Information Resources Management Division, Office of the Chief Information Officer, 3701 North Fairfax Drive, Arlington, VA 22203-1713. Record access procedures: Individuals seeking access to information about themselves, contained in this system should address written inquiries to the Privacy Administrator, Information Resources Management Division, Office of the Chief Information Officer, 3701 North Fairfax Drive, Arlington, VA 22203-1713. Written requests should contain the full name of the individual, Social Security Number, their current address, and telephone number. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the Privacy Administrator, Defense Information Systems Agency, Information Resources Management Division, Office of the Chief Information Officer, 3701 North Fairfax Drive, Arlington, VA 22203- 1713. Record source categories: The individual and Defense Manpower Data Center. Exemptions claimed for the system: None. KEUR.02 System name: DISA Form 605, Personnel Data Sheet. System location: Management Support Division, Code DER, Defense Information Systems Agency Europe, APO AE 09131-4103. Categories of individuals covered by the system: All personnel assigned to DISA Europe. Categories of records in the system: Records consist of information on each individual including name, grade, Social Security Number, date and place of birth, permanent home address, marital and dependent status, passport number, rotation date, forwarding address, date of rank, PAFSC/MOS/NEC, date reported, SAFC/MOS/NEC, civilian and military education, BASD/TAFMSD, residence and duty phone numbers, and emergency addressee. Authority for maintenance of the system: 10 U.S.C. 133(b). Purpose(s): Maintained for use by the Management Support Division as a reference file and routine or emergency locator file. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Records maintained in file folders Retrievability: Records filed alphabetically by last name of individuals. Safeguards: Records maintained in a locked container accessible to authorized personnel only. Military police are posted at entrance of the building. Retention and disposal: Record maintained for one year after departure of individual then destroyed. System manager(s) and address: Management Support Division, Defense Information Systems Agency- Europe, APO AE 09131-4103. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: All information is provided by the individual upon initial assignment. Exemptions claimed for the system: None. KEUR.03 System name: Incident Report File. System location: Management Support Division, Code DER, Defense Information Systems Agency-Europe, APO AE 09131-4103. Categories of individuals covered by the system: Any personnel (military or civilian) assigned to DISA Europe involved in a traffic, financial, criminal or other incident which is reported to the Commander DISA Europe for information or necessary action. Categories of records in the system: Copies of Reports of Investigation, Military Police Incident Reports, Traffic Tickets, Letters of Notification of Dishonored checks, and correspondence or documents concerning other matters brought to the attention of the Commander DISA Europe relating to personnel assigned to this Command. Authority for maintenance of the system: 10 U.S.C. 133(b). Purpose(s): Maintained as a reference file for use by the Commander DISA Europe to document required actions taken in response to reports and notification of incidents involving assigned personnel. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Records are stored in file folders. Retrievability: Information is retrieved by name of the individual. Safeguards: Records are maintained in a locked security file container and may be accessed only by the Commander, Deputy Commander, Chief, Management Support Division, or other persons specifically designated by the Commander. Retention and disposal: Records are maintained in an active file during the period of the individual's assignment to DISA Europe and destroyed on his or her departure. System manager(s) and address: Commander, Defense Information Systems Agency-Europe, APO AE 09131-4103. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Information is obtained from reports, documents, and correspondence received from Civilian and Military Police Service Investigative Agencies, Military Exchange and Commissary systems, or any other agency or individual that reports information of an incident nature to the Commander DISA Europe. Exemptions claimed for the system: None. KEUR.04 System name: Security Clearance File. System location: Management Support Division, Code DER, Defense Information Systems Agency Europe, APO AE 09131-4103. Categories of individuals covered by the system: All personnel assigned to DISA Europe. Categories of records in the system: File contains roster by name and Social Security Number which reflects the U.S. and NATO security clearances held by DISA Europe personnel. Authority for maintenance of the system: E.O. 10450, as amended. Purpose(s): Information is maintained as a centralized reference document for verification of security clearances held by DISA Europe personnel. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Clearances are certified to other U.S. government agencies as required The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Roster is stored in a locked file container. Retrievability: Information is retrieved by name. Safeguards: Roster is maintained in a locked file container with access limited to authorized personnel only. Retention and disposal: Records are maintained during the period of current employment with DISA EUR and noncurrent information is deleted from the file at the time of departure of individual. System manager(s) and address: Management Support Division, Code DER, Defense Information Systems Agency-Europe, APO AE 09131-4103. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Information maintained on the roster is obtained from the original clearance certification by HQ DISA and documents signed by the individual which acknowledge receipt of additional access. Exemptions claimed for the system: None. KEUR.05 System name: Classified Container Information Forms. System location: Office of Security Officer, Headquarters, Defense Information Systems Agency-Europe, APO AE 09131-4103. Categories of individuals covered by the system: Persons who have been designated for access to the containers and who may be contacted for access in case of emergency. Categories of records in the system: Retained copies of DA Forms 727, which contain name, home address, and phone number of individual. Authority for maintenance of the system: E.O. 10450, as amended; E.O. 12958. Purpose(s): Used to maintain current designation of persons who may be contacted for access to the container. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Forms maintained in locked file cabinet. Retrievability: Information is retrieved by name of individual. Safeguards: Containers are located in locked or controlled access areas. Military police are posted at entrance of the building. Retention and disposal: Forms are renewed every six months or when any individual having access to the container departs, and then destroyed. System manager(s) and address: Security Officer, Defense Information Systems Agency-Europe, APO NY 09131-4103. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Individuals designated by Division Supervisors. Exemptions claimed for the system: None. KEUR.07 System name: Postal Directory File. System location: Management Support Division, Code DER, Defense Information Systems Agency Europe, APO AE 09131-4103, and Field Offices. Categories of individuals covered by the system: All individuals currently assigned to DISA Europe and those who departed within preceding 12 months. Categories of records in the system: Records consist of change of address recorded on DA Form 3955 (change of address and directory record). Authority for maintenance of the system: U.S.A. Postal Manual, Chapter 1, Part 158. Purpose(s): Information is used by system manager to direct mail delivery to the proper address. Card files are maintained by the Commander APO 09131-4103 Post Office, and the APO Mail Distribution Center for the Stuttgart, Germany area located at Wallace Barracks. Files are also maintained at Postal Facilities servicing the Field Offices: Worms - APO 09056, UK - APO 09378, Naples - FPO 09524, Athens - APO 09223. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Records are stored in card file boxes in the mail room. Retrievability: Information is retrieved by name of individual and organizational assignment. Safeguards: Records are maintained in rooms approved for the storage of U.S. mail and are accessible only to authorized personnel. Military police are posted at the entrance of the building. Retention and disposal: Records are maintained in an active file during period of current assignment to DISA Europe and for one year after departure, at which time they are destroyed. System manager(s) and address: Management Support Division, Code DER, Defense Information Systems Agency-Europe, APO AE 09131-4103. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Management Support Division, Code DER, Defense Information Systems Agency-Europe, APO AE 09131-4103. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Code DER, Defense Information Systems Agency-Europe, APO AE 09131-4103. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Information is provided by individuals upon initial assignment to DISA Europe. Exemptions claimed for the system: None. KEUR.08 System name: Travel Order and Voucher File. System location: Management Support Division, Code DER, Defense Information Systems Agency-Europe, APO AE 09131-4103. Categories of individuals covered by the system: All personnel who perform official travel under orders issued by DISA Europe. Categories of records in the system: Records in the system consist of travel orders, transportation requests, commercial carrier transportation tickets, travel advance vouchers, records of travel claims and payments. Data in the system includes the individual's name, Social Security Number, home phone and address, and other pertinent travel information. Authority for maintenance of the system: 10 U.S.C. 133(b). Purpose(s): Records maintained by system manager for budget and accounting purposes to verify amounts actually spent for travel, and for control of an accountability for travel orders issued by DISA Europe. Used by prosecution authorities in case of fraud. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Records maintained in file folders. Retrievability: Records filed sequentially by travel order number. Safeguards: Records maintained in locked file containers accessible only to authorized personnel. Military police are posted at building entrance during duty hours. Retention and disposal: Records are maintained for two calendar years and then destroyed. System manager(s) and address: Management Support Division, Code DER, Defense Information Systems Agency-Europe, APO AE 09131-4103. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE, 09131-4103. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Personal information is obtained from individual travelers and entered on the travel order form. Exemptions claimed for the system: None. KEUR.09 System name: Noncombatant Information Card, AEZ Form 6-106. System location: Management Support Division, Code DER, Defense Information Systems Agency-Europe, APO AE 09131-4103. Categories of individuals covered by the system: All legal dependents of United States Forces personnel. United States civilian employees of DOD Agencies and their dependents. DOD or a military service department sponsored United States technical representatives. Bonafide members of households of United States Forces personnel and of persons in paragraphs 2 and 3 above. United States personnel who are special invitees possessing current DOD or a military service department invitational travel orders. Dependents of United States personnel assigned to United States elements of any North Atlantic Treaty Organization military headquarters or agency when common facilities are used and that the Secretary of Defense has authorized to receive United States support. Other United States nongovernmental, nonmilitary individuals and agencies in overseas military commands for whom military logistical support is authorized in joint military regulations (e.g., USO, American Red Cross). Categories of records in the system: AEZ Form 6-106, Noncombatant Information Card. It contains information on the following: Sponsor. Name, grade, date arrived in theater, data of return from overseas; Social Security Number; organization and duty section; occupation specialty; branch of service or agency; military post or base name and city location; building number; room number; duty phone; ZIP Code; and APO or FPO. Noncombatant. Local residence street number and name and city; area; building number; apartment number; home phone; ZIP Code; date assigned; Continental United States residence street number and name or Post Office Box number; city; state or territory; and ZIP Code. Vehicle. Vehicle number(s) and make(s); year(s); and capacity. Names of all noncombatants. For each: Passport number; Social Security Number; relationship; month and year of birth; whether or not has an identification tag; immunization record; and if or if not a driver of vehicle. Briefings. Briefing by supervisor to sponsor; warden to noncombatant; route reconnaissance; and noncombatant Evacuation Operations rehearsal. For each of the above items, dates information given; by whom given; frequency of review items; date and signature of sponsor and supervisor for each of the items to authenticate that all above items reviewed as required. Authority for maintenance of the system: 10 U.S.C. 3012. Routine uses of records maintained by the system, including categories of users and the purposes of such uses: Used by the Chief, Management Support Division, to determine preparedness of noncombatants for evacuation, if required. The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Information is recorded on 8 x 10 1/2 cardboard cards and filed in notebook binder. Retrievability: Information is retrieved manually by name. Safeguards: Records are filed in file cabinet and maintained in a restricted area which is accessible only to authorized personnel who are required to be in the area where records are kept. Retention and disposal: Records are not permanent. Records are updated as changes occur and destroyed on departure of the sponsor from DISA-Europe. System manager(s) and address: Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103. The full name of the requesting individual will be required to determine if the system contains a record of the requester. As proof of identity, the requester, if assigned to DISA European Area, must present a current DISA identification badge or current motor vehicle operator's license. If not assigned to the DISA European Area but still in the military service the requester must provide a current motor vehicle driver's license or Social Security Number. If no longer affiliated with the DOD must provide Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Information is furnished by the individual concerned; or from official records provided by personnel offices of the 1141st U.S. Air Force Special Activities Squadron; Headquarters, European Command, Army, Navy, Air Force and Marine Corps Elements; Stuttgart Area Civilian Personnel Office; and the U.S. Finance and Accounting Office, Europe. Exemptions claimed for the system: None. KEUR.10 System name: Personnel File. System location: Management Support Division, Code DER, Defense Information Systems Agency-Europe, APO AE 09131-4103. Categories of individuals covered by the system: DISA Europe Military and Civilian Personnel. Categories of records in the system: Records consist of security clearance data (Air Force Form 47: Certificate of Eligibility and Record of Personnel Security Clearance, and DISA Form 548: Status of Clearance); record of requests for changes to assignment; job title and position (Air Force Form 2095: Assignment/Personnel Action, and Standard Form 52: Request for personnel action); leave data; special orders published by the DISA European Area pertaining to additional duties; and sponsorship information. Authority for maintenance of the system: 10 U.S.C. 136(b). Purpose(s): Used by the Chief, Management Support Division, to verify security clearance status, initiate personnel actions such as effectiveness reports, changes in position, title or assignment; record of additional duties, and related routine personnel and administrative matters. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records filed in folder. Retrievability: Information is retrieved by name. Safeguards: Records are maintained in a safe accessible only to personnel authorized in the performance of their official duties. Retention and disposal: Records are maintained one year after departure of the individual from the DISA-European Area and then destroyed. System manager(s) and address: Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103. The full name of the requesting individual will be required to determine if the system contains a record of the requester. As proof of identity, the requester, if assigned to DISA-Europe, must present a current DISA identification badge or current motor vehicle driver's license or Social Security Number. If no longer affiliated with the DOD must provide Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Europe, APO AE 09131-4103, for assistance. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Information is furnished by the individual concerned; or from official records provided by personnel offices of the 1141st U.S. Air Force Special Activities Squadron; Headquarters, European Command, Army, Navy, Air Force and Marine Corps Elements; Stuttgart Area Civilian Personnel Office; and the U.S. Finance and Accounting Office, Europe. Exemptions claimed for the system: None. KMIN.01 System name: Minority Identification File List. System location: Office of the Director of Equal Employment Opportunity, Code AO, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Categories of individuals covered by the system: Each civilian employee of DISA. Categories of records in the system: Employee's name; Social Security Number; grade and step; salary, job title; race or national origin; sex; DISA office code; and occupation code. Authority for maintenance of the system: Federal Personnel Manual Chapter 713, Section 3-4(c), Use of Statistical Data; Agency Self-Evaluation; 10 U.S.C. 136. Purpose(s): Used exclusively by the Director of Equal Employment Opportunity in studies and analyses that contribute affirmatively to achieving the objectives of the Equal Employment Opportunity Program. That is, the list is used to identify whether or not any bias patterns may exist in hiring, advancement, and training opportunities and also to provide information to the Office of Personnel Management in affirmative action plans. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: The record is stored in a locked file cabinet. Retrievability: Retrieved by the grade, job title, race or sex of employees, and Social Security Number. Safeguards: Building employs security guards. List locked in file cabinet. Only the Director of Equal Employment Opportunity has access. Retention and disposal: The record is destroyed annually. System manager(s) and address: Director of Equal Employment Opportunity, Headquarters, Defense Information Systems Agency, ATTN: Code 107, 701 South Courthouse Road, Arlington, VA 22204-2199. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director of Equal Employment Opportunity, Headquarters, Defense Information Systems Agency, Code 107, 701 South Courthouse Road, Arlington, VA 22204-2199. The individual's full name and organization will be required to determine if the system contains a record about him or her. The requester may visit the Office of Equal Employment Opportunity, Headquarters, Defense Information Systems Agency, Code 107, to obtain information on whether the system contains records pertaining to him or her. Proof of identity will be by presentation of current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director of Equal Employment Opportunity, Headquarters, Defense Information Systems Agency, Code 107, 701 South Courthouse Road, Arlington, VA 22204-2199. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Personnel Processing Clerks and personnel records. Exemptions claimed for the system: None. KNCS.01 System name: National Communications System Continuity of Operations Plan (NCS COOP) Automated Support. System location: Office of the Manager, National Communications System, 701 South Courthouse Road, Arlington, VA 22204-2199 and the NCS Regional Offices. Categories of individuals covered by the system: All members of the National Communications Systems Staff. Selected individuals of the National Communications System/ Defense Information Systems Agency Operations Center (NCS DISAOC). Selected telecommunications officials of the NCS Member Entities and selected personnel of Federal agencies in the Washington Metropolitan Area. Selected key personnel of the commercial communications carriers, represented in the National Coordinating Center (NCC). Categories of records in the system: File contains a plan which provides the guidance and procedures for insuring the continuity of operations of the Office of the Manager, NCS, and the NCS/DISAOC in the event of enemy attack, periods of international crisis, tension, or national catastrophe. It provides a roster giving the residence addresses and office and residence phone numbers of personnel to contact as an emergency situation develops. Authority for maintenance of the system: E.O. 12472 Subject: Assignment of National Security and Emergency Preparedness Telecommunications Functions, April 3, 1984. Purpose(s): Office of the Manager, NCS - To apprise individuals on the staff and the regional staffs of their responsibilities and emergency relocation assignments in conditions of emergency. Selected telecommunications officials of the Federal Government - Certain designated personnel of the Office of Science and Technology Policy (OSTP), Executive Office of the President, the Executive Agent of the NCS (who is the Secretary of Defense), the Department of State, DOD, Federal Aviation Administration, General Services Administration, National Aeronautics and Space Administration, the Central Intelligence Agency, and all other Government agencies with a National Security Emergency Preparedness (NSEP) responsibility who use this plan as their guidance for procedures to follow under conditions of emergency. Provides them the focal point for contacts and coordination on short notice. Certain telecommunications officials of the Office of Science and Technology Policy (OSTP), Executive Office of the President, the Executive Agent of the NCS (who is the Secretary of Defense), the Department of State, the DOD, Federal Aviation Administration, General Services Administration, Central Intelligence Agency, the Department of Commerce, Department of the Interior and all other Government agencies with an NSEP responsibility, to be informed of their responsibilities in the face of worsening emergency conditions and to know where to report. Selected personnel of the major commercial carriers represented in the NCC - to be knowledgeable of current telecommunications problems so that certain priorities for support and services can be coordinated with designated Federal officials. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: This is a classified plan filed in standard secure safes. The automated portions are housed in a classified computer system. Retrievability: Filed by category of plan. The automated portion is filed by communication network. Safeguards: Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained. Retention and disposal: This is a permanent plan. It will be an active file indefinitely and will be updated periodically by the Manager, NCS and the Regions. System manager(s) and address: The Manager, National Communications System, 701 South Courthouse Road, Arlington, VA 22204-2199. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Manager, National Communications System, 701 South Courthouse Road, Arlington, VA 22204-2199. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Manager, National Communications System, 701 South Courthouse Road, Arlington, VA 22204-2199. Written requests should contain the full name of the individual, current address and telephone number. For personal visits, the individual should be able to provide some acceptable identification. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Informal coordination with representatives of the agencies concerned. Informal telephonic coordination with personnel of the major telecommunication carriers represented in the National Coordinating Center (NCC). Exemptions claimed for the system: None. KNCS.02 System name: National Communications System (NCS) Plan for Emergencies and Major Disasters. System location: Office of the Manager, National Communications System, 701 South Courthouse Road, Arlington, VA 22204-2199. Categories of individuals covered by the system: Federal Disaster Assistance Administration (FDAA) Regional Directors. General Services Administration (GSA) Regional Emergency Communications Coordinators. Selected members of the National Communications System Staff. Federal Emergency Management Agency (FEMA) Regional Directors. Categories of records in the system: File contains a plan which prescribes procedures for providing communication support in Presidentially declared emergency and major disaster operations. It provides the names, office and residence phone numbers of the key Federal personnel nationwide to contact and coordinate communications support in emergencies and major disasters. Authority for maintenance of the system: Presidential Memorandum, Subject: Establishment of the National Communications System, August 21, 1963. Purpose(s): Office of the Manager, NCS - To ensure that Federal agencies and certain telecommunications officials understand what their responsibilities and functions are in pre-disaster planning. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Regional representatives of FDAA, GSA, and FEMA - To know under which conditions of emergency they are to function and what roles they perform under each phase. Personnel assigned to States' Emergency Operations Center - To know where the focal points are to contact for assistance. Quasi-government agencies - (i.e., American National Red Cross) - To know where the focal points are to contact for assistance. Major U.S. telephone companies - To be informed on the plan and which regional representative will be contacting the telephone companies for assistance in conditions of disaster. All Federal departments and agencies of the U.S. Government in the Washington Metropolitan area - To be knowledgeable of the provisions made in the plan to assist their agencies located outside the Washington Metropolitan area. The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: The plan is filed in the office bookcases. Retrievability: Filed by category of plan. Safeguards: Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained. Retention and disposal: This is a permanent plan. It will be an active file indefinitely and will be updated periodically by the Manager, NCS. System manager(s) and address: The Manager, National Communications System, 701 South Courthouse Road, Arlington, VA 22204-2199. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of NCS Plans and Operations, 701 South Courthouse Road, Arlington, VA 22204-2199. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Manager, National Communications Systems, 701 South Courthouse Road, Arlington, VA 22204-2199. Written requests should contain the full name of the individual, current address and telephone number. For personal visits, the individual should be able to provide some acceptable identification. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Names of regional representatives, state officials, and Federal agency representatives secured through an Interagency Task Group established for the purpose of publishing the plan with this information. Information on major U.S. telephone companies secured from an American Telephone and Telegraph Company Washington office representative. Exemptions claimed for the system: None. KNCS.03 System name: National Communications System Emergency Action Group (NEAG). System location: Office of the Manager, National Communications System (NCS), 701 South Courthouse Road, Arlington, VA 22204-2199. Categories of individuals covered by the system: Selected communications officials of the major operating agencies of the National Communications System who are designed by name as members of an interagency telecommunications group (NEAG) which is convened under national communications emergencies. Selected personnel on the National Communications System Staff. Categories of records in the system: This file contains the objectives, membership and activation procedures for the National Communications System Emergency Action Group (NEAG) which is an on-call interagency telecommunications group whose purpose is to assist the Manager, NCS, in dealing with national communications emergencies. This NCS Instruction 45-1 lists the members of the group by name and gives the office and residence phone numbers. Presidential Memorandum, Subject: Establishment of the National Communications System, August 21, 1963. Purpose(s): Office of the Manager, NCS, - To inform the NCS staff of its responsibilities under conditions of a worsening emergency and who to contact in the Federal agencies to keep them apprised. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Selected telecommunications officials of the Major Operating Agencies of the NCS which are: Department of State, DOD, Federal Aviation Administration, General Services Administration, National Aeronautics and Space Administration, and the Central Intelligence Agency -- To be informed on the conditions of emergency under which the NEAG convenes and the total membership thereof for purposes of immediate coordination. The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: This is a classified directive which is filed in standard secure safes. Retrievability: Filed by category of plan. Safeguards: Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained. Retention and disposal: This is a permanent directive. It will be an active file indefinitely and will be up-dated periodically by the Manager, NCS. System manager(s) and address: The Manager, National Communications System, 701 South Courthouse Road, Arlington, VA 22204-2199. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of NCS Plans and Operations, 701 South Courthouse Road, Arlington, VA 22204-2199. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Manager, National Communications System, 701 South Courthouse Road, Arlington, VA 22204-2199. Written requests should contain the full name of the individual, current address and telephone number. For personal visits, the individual should be able to provide some acceptable identification. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Informal coordination with representatives of the NCS member agencies concerned. Exemptions claimed for the system: None. KPAC.01 System name: Classified Container Information Form DA 727. System location: Headquarters, Defense Information Systems Agency-Pacific, Wheeler AFB, HI 96854-5000. Categories of individuals covered by the system: Any DISA-PAC employee who is responsible for the combination of a vault or container used for the storage of classified material. Categories of records in the system: DA Form 727 which contains name, address, and phone number. Authority for maintenance of the system: E.O. 10450, as amended; E.O. 12958. Purpose(s): Used to obtain the names of persons who have direct knowledge of the combination of a safe or vault. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records in safe. Retrievability: Filed numerically by divisions. Safeguards: Records are maintained in a locked vault. Retention and disposal: Destroyed when obsolete. System manager(s) and address: Security Officer, Defense Information Systems Agency-Pacific, APO AP, CA 96515. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Security Officer, Defense Information Systems Agency-Pacific, APO AP, CA 96515. The full name of the individual will be required to determine if the system contains a record about him or her. The requestor may visit the Security Officer, DISA-PAC, APO AP 96515, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Security Officer, Defense Information Systems Agency-PAC, APO AP, CA 96515. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Security Officer, DISA-PAC, APO AP, CA 96515. Exemptions claimed for the system: None. KPAC.02 System name: Authorization To Sign For Classified Material Lists. System location: Primary Systems Management. Headquarters, Defense Information Systems Agency-Pacific, Wheeler AFB, HI 96854-5000. Decentralized Segments - Individual divisions of DISA-PAC. Categories of individuals covered by the system: All employees of DISA-PAC authorized to receipt for, have custody of or access to classified material by level and type of classification. Categories of records in the system: Records include lists of individuals authorized to receipt for or have access to classified material, appointing letters as primary and alternate custodians, control officers, etc., and other miscellaneous documents. Authority for maintenance of the system: E.O. 10450, as amended; E.O. 12958. Purpose(s): Information from these files is used to determine who has authority to receipt for and maintain custody of classified material. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Records are paper records stored in file folders. Retrievability: Records are filed by the type of material the individual is authorized access. Safeguards: Records are stored in locked vault or with copies maintained in locked file cabinets in the office of the division to which the file is applicable. Retention and disposal: Records are maintained during the period the employee is authorized access to the particular material, then destroyed. System manager(s) and address: Security Officer, Defense Information Systems Agency-Pacific, APO AP, CA 96515. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Security Officer, Defense Information Systems Agency-Pacific, APO AP, CA 96515. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Security Officer, DISA-PAC, APO AP, CA 96515, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification Badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Security Officer, Defense Information Systems Agency-Pacific, APO AP, CA 96515. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Information obtained from the Army, Navy, Air Force, Civil Service Commission files or security files of DISA Headquarters. Exemptions claimed for the system: None. KPAC.03 System name: 420-20 Permanent Change of Station and Temporary Duty Travel Order File. System location: Primary System, Management Support Division, Headquarters, Defense Information Systems Agency-Pacific, Wheeler AFB, HI 96854- 5000. Decentralized segments: NCS PEARL Harbor, FPO AP, California 96610; CCPD WBO, NAS Barbers Point, FPO AP, California 96611, and appropriate offices of the Army, Navy, and Air Force. Categories of individuals covered by the system: Those DISA-PAC personnel who are required to perform temporary travel and individuals who are transferred from this headquarters on permanent change of station orders issued by competent authority. Categories of records in the system: Records would include copies of original travel order, travel claims and substantiating documents, i.e., receipts for car rental, air line tickets, travel requests, laundry services, lodging, records of advance travel payments and other miscellaneous vouchers. Authority for maintenance of the system: 10 U.S.C. 133(b). Purpose(s): Copies of temporary duty and permanent change of station orders issued by Headquarters, DISA-PAC are used by Chief, Management Support Division to obligate funds for payment of claims, obtain transportation requests and to account for the movement of assigned personnel. Permanent change of station orders are filed in order to forward mail. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records in file folders. Retrievability: Information is accessed and retrieved by name, Social Security Number and/or order number. Safeguards: Records are stored in file cabinets in offices locked during non- duty hours. Retention and disposal: Permanent change of station and temporary duty orders issued by Headquarters, DISA-PAC are temporary. They are retained in the active files for one year, held for three additional years, then destroyed. Permanent change of station orders issued by other commands/agencies are maintained for one year and subsequently destroyed. System manager(s) and address: Chief, Management Support Division, P200, Headquarters, Defense Information Systems Agency-Pacific. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, P200, Headquarters, Defense Information Systems Agency-Pacific. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Management Support Division, P200, Headquarters, DISA-PAC, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, P200, Headquarters, Defense Information Systems Agency-Pacific. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Information supplied by Headquarters, DISA-PAC, Army, Navy or Air Force as appropriate plus individual travel claims filed in conjunction with a particular permanent change of station temporary duty movement. Exemptions claimed for the system: None. KPAC.04 System name: Time and Attendance Cards and Labor Distribution Cards. System location: Primary Systems Management, Headquarters, Defense Information Systems Agency-Pacific, Wheeler AFB, HI 96854-5000. Decentralized segments - Individual Division of Defense Information Systems Agency-Pacific. Categories of individuals covered by the system: All civilian employees assigned to Headquarters, DISA-PAC. Categories of records in the system: Forms included in this file are: NAVCOMPT FM 911A (REV 7-55) and Labor Distribution Card. 14ND NSC 5230/28 (9-69). Authority for maintenance of the system: Federal Personnel Manual Supplement 293-11, Subchapter 57-2. Purpose(s): Information from these files is used to compute payrolls, compute the amount of annual/sick leave accumulated and used as set forth in Civil Service Regulations. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Records are stored on paper cards maintained in file folders. Retrievability: Files individually identified by name and Social Security Number. Safeguards: Records are stored in locked file cabinets located in offices locked during non-duty hours. Retention and disposal: Records are maintained during the period the employee is attached to DISA-PAC, then destroyed. System manager(s) and address: Chief, Management Support Division, Headquarters, Defense Information Systems Agency-Pacific, APO AP, CA 96515. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, Headquarters, Defense Information Systems Agency-Pacific. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Management Support Division, Headquarters, DISA-PAC, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Headquarters, Defense Information Systems Agency-Pacific. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Records prepared from individual's attendance (duty) compiled by Headquarters, DISA-PAC in accordance with Civil Service Commission Regulations. Exemptions claimed for the system: None. KPAC.05 System name: 403-03 Injury Records. System location: Management Support Division, Headquarters, Defense Information Systems Agency-Pacific, Wheeler AFB, HI 96854-5000. Categories of individuals covered by the system: Those DISA-PAC employees, both military and civilian, who sustain an injury in the performance of their duties. Categories of records in the system: Records would include copies of investigative reports compiled by police, either military or civilian, statements from witnesses, medical records, insurance claims, and other miscellaneous documents relating to specific accident. Authority for maintenance of the system: 10 U.S.C. 133(b). Purpose(s): To maintain records on industrial safety and make periodic reports to higher headquarters. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records in file folders. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are stored in locked file cabinets. Retention and disposal: Records are temporary. They are retained in active files for one year, held one additional year and destroyed. System manager(s) and address: Chief, Management Support Division, Defense Information Systems Agency-Pacific, APO AP, CA 96515. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Pacific, APO AP, CA 96515. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Management Support Division, DISA-PAC, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Management Support Division, Defense Information Systems Agency-Pacific, APO AP 96515. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Information supplied by the individual, witnesses, investigative and medical agencies. Exemptions claimed for the system: None. KWHC.01 System name: Agency Training File System. System location: Primary System-Adjutant, Defense Information Systems Agency Administrative Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Decentralized Segments-Defense Communications Operations Unit, White House Communications Defense Communications Support Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Categories of individuals covered by the system: Any military employee undergoing formal, informal, on the job, or MOS training. Categories of records in the system: File contains individual training cards and information on training progress and testing during the course of instruction and application. Authority for maintenance of the system: 5 U.S. Code Chapter 41. Purpose(s): Provide agency and individual training for job efficiency and advancement. Used to increase efficiency and individual production. Qualify individuals in all occupations and details within agency. Meet service requirements for annual occupation testing. Instill confidence and motivation for self-improvement and enhance promotion potential. Establish clear path for increase in qualification throughout career development. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records and cards in file folders. Retrievability: Filed alphabetically by last name of individual. Safeguards: Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained. Retention and disposal: Records are permanent. They are retained in active file during active career, retired to service transfer point on release from active duty. System manager(s) and address: Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374 Written requests for information should contain the full name of the individual, current address and telephone number and category information requested. For personal visits, the individual should be able to provide some acceptable identification, that is driver's license, employee identification or military identification card. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Application and related forms from individual, performance tests, recommendations, service departments, written tests, previous commands and records custodians. Exemptions claimed for the system: None. KWHC.02 System name: Military Personnel Files System. System location: Primary System - Adjutant, Defense Information Systems Agency Administrative Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Decentralized Segments - Defense Communications Operations Unit, White House Communications, Defense Communications Support Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Categories of individuals covered by the system: All assigned or attached military personnel. Categories of records in the system: Files contain individual's enlistment contract, MOS evaluation data, Serviceman Life Insurance Elections, Emergency Data, Record of Induction, Qualification Record, Oath of Office, Recommendation for Promotion, Medical Examination, Retirement Application, Correction of Records, Report of Transfer or Discharge, Review for Correction of Discharge, Language Proficiency, Police Records Check, Statement of Personal History, Application for ID Cards, Recommendations for Awards, Awards, Certificate of Security Clearance, Cryptographic Training and Experience Record, Defense National Agency Check Request, Oath of Enlistment, Certificate of Achievement, Reports of Change to Qualification Record, In/Out Processing Check Sheet, Installation Clearance Record, Hold Letters, Personnel Data Card, Assignment, Waiver of Enlistment, Enlisted Evaluation Report, Change in Reporting Official, Career Counseling Record, Training Upgrade, Passport Application, Letters of Recommendation and Appreciation, Commendation, Special Orders, TDY Orders, Personnel Action requests, Certificates of Appreciation and Commendation, Extension Certificates, Officer Evaluation Reports, Application for Appointment, Application for Active Duty, Application for Social Security Number, Suspension of Favorable Personnel Action, Sign In/ Out Register, Morning Reports, Leave Request, Suspense File, Duty Roster. Authority for maintenance of the system: 10 U.S.C. 3012, 6011, 8012. Purpose(s): Provide management and control of military personnel and monitor and assist in personnel actions affecting their entire career. Used to classify and reclassify personnel and monitor testing, assign and reassign personnel, process and assign overseas and Continental United States (CONUS), provide port call instructions, provide rosters, promotion and reduction, training schooling, special assignments, details, disciplinary action rotation, fix personnel authorization, determine authorizations, submit personnel requisitions, monitor utilization, identify personnel for elimination, proficiency testing, report promotion eligible, process retirement, enlistments, branch transfers, extensions, curtailments, Awards, foreign service decorations, special correspondence, security clearance, photographs, appointment, emergency leave, report casualties, dependent travel, marriage, adoption, readiness files, travel clearance, passports, visa, service benefits, life insurance, voting, control of identification cards and tags, maintain historical record of service, strength, prepare rosters and reports for personnel information systems, process incoming and out going personnel, prepare personnel data cards, obtain security clearance. Transfer information to Department of the Army, Air Force, and Navy, Washington, DC 20310. Disclosure to investigate Authorities on possible prosecution Action. Department of Service, Staff Agencies and commands, to coordinate and control and accomplish assigned mission of military personnel. Develop requirements and training of military personnel world-wide. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records and cards in file folders. Retrievability: Filed alphabetically by last name of individual. Safeguards: Buildings employ securities are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained. Retention and disposal: Records are permanent. They are retained in active file during active career, retired to service transfer point on release from active duty. System manager(s) and address: Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current Defense Information Systems Agency identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374. Written request for information should contain the full name of the individual, current address and telephone number and category information requested. For personal visits, the individual should be able to provide some acceptable identification, that is drivers license, employee identification or military identification card. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Application and related forms from the individuals, service departments, Defense investigative service, previous commands, Federal and State Agencies and records custodians. Exemptions claimed for the system: None. KWHC.03 System name: Personnel Locator File System. System location: Primary System-Adjutant, Defense Information Systems Agency Administrative Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Decentralized Segments-Defense Communications Operations Unit, White House Communications, Defense Communications Support Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Categories of individuals covered by the system: All assigned, attached or controlled personnel. Categories of records in the system: Files contain individual information categories of states, occupation, MOS, marital status, dependents, active service dates, separation, rank, home telephone, duty title, station, home of record, unit, emergency contact and location, and rotation. Authority for maintenance of the system: 10 U.S.C. 133(b). Purpose(s): Provides individual and supervisors a purely internal management tool designed to be used when individuals do not have immediate access to military personnel files. Used for Emergency location and notification of personnel under unusual circumstances. Used in normal notification and forwarding of information, messages and mail. Used in event of loss of individual military records and in preparation of recommendations for promotion, awards, reduction, discipline and personnel actions. Used on leave approval, travel, enlistments, training and security clearances. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records and cards in file folders. Retrievability: Filed alphabetically by last name of individual. Safeguards: Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained. Retention and disposal: Records are retained during individual assignment and destroyed upon transfer. System manager(s) and address: Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374. Written requests for information should contain the full name of the individual, current address and telephone number and category information requested. For personal visits, the individual should be able to provide some identification or military identification card. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Military Personnel Files and individual submission. Exemptions claimed for the system: None. KWHC.04 System name: Military Financial File System. System location: Primary System - Adjutant, Defense Information Systems Agency Administrative Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Decentralized Segments - Defense Communications Operations Unit, White House Communications, Defense Communications Support Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Categories of individuals covered by the system: All assigned or attached military personnel Categories of records in the system: File contains individual's military pay records, substantiating documents, such as certificates for deduction's and retained pay orders, records of travel and dislocation pay, record data folder, miscellaneous vouchers, leave records, withholding exemption certificate, civilian clothing voucher and various collection vouchers. Authority for maintenance of the system: 10 U.S.C. 133(b). Purpose(s): Maintain historical record of all pay. Administer military pay and allowance in a accurate and legal manner. Provide maximum benefits, provide input data, substantiate pay, process morning reports, provide pay allowances, provide income tax information, referrals to Department of Justice and DoD, prompt processing miscellaneous pay, post travel cards, audit leave record, process adjustments, notice of exemptions and levy, provide copies to individual, verify VA benefits, audits, reimburse travel, maintain accuracy. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records and cards in file folders. Retrievability: Filed alphabetically by last name of individual. Safeguards: Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained. Retention and disposal: Records are permanent. They are retained in active file during active career, retired to service transfer point on release from active duty. System manager(s) and address: Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20370 Notification procedure: Requests from individuals should be addressed to Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20370. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20370. Written requests for information should contain the full name of the individual, current address and telephone number and category information requested. For personal visits, the individual should be able to provide some acceptable identification, that is, driver's license, employee identification or military identification card. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Application and related forms from the individual requesting pay action, service departments and command document, state and federal agencies and records custodians, birth certificates, marriage licenses, previous employees, and financial institutions. Exemptions claimed for the system: None. KWHC.05 System name: Personnel Information System. System location: Primary System - Adjutant, Defense Information Systems Agency Administrative Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Decentralized Segments-Defense Communications Operations Unit, White House Communications, Defense Communications Support Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Categories of individuals covered by the system: All assigned or attached personnel. Categories of records in the system: Files contain individual information categories of procurement, positions, duty, hold, location, address, suspense actions, passports, separation, birthdays, service badges, medal eligibility, survivor benefits, promotion, photographs, physicals, projected loss, orders, MOS testing, information change, rotation, state, age dependents, travel and duty status change. Authority for maintenance of the system: 10 U.S.C. 133(b). Purpose(s): Provide verification and notification to individual on accuracy of military personnel file. Used to verify, correct and update procurement summaries, locator files, address, suspense items, passports, separation dates, service badge eligibility, medal eligibility, clothing allowance eligibility, survivor benefits, promotion eligibility, photograph and physical completion, personnel rosters, loss reports, issuance of orders, MOS testing, notification change and new dependents. Used by individual to insure accuracy of Agency information. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records and cards in file folders. Retrievability: Filed by information category. Safeguards: Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained. Retention and disposal: Records are destroyed after verification by individual and posting in military personnel files. System manager(s) and address: Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374. Written requests for information should contain the full name of the individual, current address and telephone number and category of information requested. For personal visits, the individual should be able to provide some acceptable identification, that is, drivers license, employee identification or military identification card. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Military Personnel File, application from individual, service departments, previous commands, Federal and State Agencies and record custodians. Exemptions claimed for the system: None. KWHC.06 System name: Personnel Security Files. System location: Primary System-Adjutant, Defense Information Systems Agency Administrative Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Decentralized Segments-Defense Communications Operations Unit, White House Communications, Defense Communications Support Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Categories of individuals covered by the system: Active duty military personnel, DOD Civilian employees, and DOD Contractor Personnel nominated and approved for assignment to the White House Communications Agency (WHCA). Categories of records in the system: Files contain individual nominations for assignment to the WHCA. Files include retained copies of individuals' Statements of Personal History; periodic updates of statement of personal history data; individual building pass and identification security badge requirements; security briefing certificates; reports of involvements in accidents and incidents; retained copies of application for off- duty employment; notification of security clearance indoctrination/ debriefing; notification of completion of spouse National Agency Checks; individual certificates of clearances; personal interview results. Authority for maintenance of the system: E.O. 10450, as amended; E.O. 10865. Purpose(s): Nomination files for assignment to WHCA are initiated to transmit completed background investigations to the following activities (in the order listed): The Office of the Special Assistant to the Secretary and Deputy Secretary of Defense. The Office of the Military Assistant to the President. Nomination files are used to evaluate the background, character, and qualifications of persons for assignment to the agency. Individual pass and security identification requirements records are collected to control or limit access of personnel to sensitive facilities. Individual reports of involvements in accidents or incidents are used to monitor the security and security-related conduct of personnel who are assigned to a Presidential support activity and who have access to classified information. Individual requests for approval of off-duty employment of active duty military personnel. The formal request documents that a determination has been made that the off-duty employment does not involve any conflict of interest. Retained copies of notifications of the indoctrination of personnel for various security clearances and special access programs. Notifications are used to insure that only properly indoctrinated personnel are permitted access to these security clearances and records. Retained copies of correspondence advising the Commander, Naval Support Facility, Camp David, Maryland, of the completion of a National Agency Check on the spouses of WHCA personnel assigned to Camp David. Notifications are used as the basis for the preparation of access lists to Camp David. Individual certificates of security clearances issued by the Defense Information Systems Agency. These certify that personnel assigned to the agency have met all requirements for access to classified material. Interview notes dealing with the personal interview of individuals tentatively accepted for assignment to the White House Communications Agency, pending completion of the background investigation. Notes are used to assess the overall qualifications of personnel tentatively selected for assignment to the agency. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Nomination files for assignment to WHCA are initiated to transmit completed background investigations to the following activities (in the order listed): The Staff Assistant for Security, Office of the Counsel to the President; Special Agent in Charge, Technical Security Division, United States Secret Service. Statements of Personal History, as well as the periodic update of personal history data, is used to furnish the Defense Information Systems Agency, the White House Office, and other Federal Agencies personal data on applicants for assignment or duty with the agency. Statements of Personal History serve as the basis for initiation of background investigations and assessing the eligibility of individual for special access programs. The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records and cards in file folders. Retrievability: Filed alphabetically by last name of individual. Safeguards: Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel properly screened, cleared and trained. Retention and disposal: Records are permanent. They are retained in active status during period of access and retired to records storage facility. System manager(s) and address: Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requestor must present a current Defense Information Systems Agency (DISA) identification badge or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374. Written requests for information should contain the full name of the individual, current address and telephone number and category information requested. For personal visits, the individual should be able to provide some acceptable identification, that is driver's license, employee identification or military identification card. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Statements of Personal History and related personal information forms and reports from each individual; Notification of personal (security) clearance from the Defense Information Systems Agency and other appropriate Federal Agencies; incident and accident reports from the investigating agency. Card files are originated in the Security Office, White House Communications Agency, extracting pertinent information from the Statement of Personal History and related personal information forms which the individual provides. Exemptions claimed for the system: None. KWHC.07 System name: Agency Access/Pass File System. System location: Primary System - Adjutant, Defense Information Systems Agency Administrative Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Decentralized Segments-Defense Communications Operations Unit, White House Communications, Defense Communications Support Unit. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Categories of individuals covered by the system: Assigned and attached personnel, contractors, visitors and civilian employees, whose trustworthiness has been established (in accordance with appropriate regulations), who applies for and are granted access to classified records, sites, equipment, containers, or areas within agency's scope of responsibilities. Categories of records in the system: File contains registers for recording pertinent information on persons authorized entry or access to classified records, sites, equipment, containers and areas. Authority for maintenance of the system: E.O. 10450, as amended; E.O. 10865. Purpose(s): Used to record names, signatures and identity of those authorized access. Used to obtain and grant clearance or extension of clearance for access to classified information, equipment, sites or containers. Used to prevent unauthorized access or disclosure of classified material or information. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records and cards in file folders. Retrievability: Filed alphabetically by last name of individual. Safeguards: Buildings employ security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared and trained. Retention and disposal: Records are permanent. They are retained in active status during period of access and retired to records holding facility. System manager(s) and address: Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requestor must present a current DISA identification badge or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Adjutant, Defense Communications Administrative Unit, Building 94, Anacostia Naval Station, Washington, DC 20374. Written requests for information should contain the full name of the individual, current address and telephone number and category of information requested. For personal visits, the individual should be able to provide some acceptable identification, that is a driver's license, employee identification or military identification card. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Application and related forms from the individual requesting access, personnel security clearance from Defense Investigative Service, service staffs, commands and other Federal agencies. Records of custodians. Exemptions claimed for the system: None. K105.01 System name: 208.10 Confidential Statement of Employment and Financial Interest. System location: Office of the Counsel, Headquarters, Defense Information Systems Agency, Code AL. Categories of individuals covered by the system: Those DISA military personnel, on duty, in the rank of Lieutenant Colonel, Commander, or above and those DISA civilian personnel, on duty, in the grade of GS-13 and above whose duties require them to exercise judgment in actions relating to contracting or procurement. Categories of records in the system: The completed DD Form 1555, Confidential Statement of Employment and Financial Interests - DOD Personnel; lists of those DISA employees who must fill out the form. The responsibility for determining the list of which employees must fill out the form is vested in: (1) The Director, DISA, for the Office of the Director; (2) the Deputy Directors, the Comptroller, and the Assistants to the Director for Administration and Personnel for their respective organizations; (3) the Chairman or Chief responsible individual for source selection boards, committees, etc., or bid or proposal evaluation groups, formally designated; and (4) the Chief of Staff, Headquarters, DISA, for any other positions not covered in (1) through (4) above. Authority for maintenance of the system: 18 U.S.C. 208. Purpose(s): Office of Counsel, DISA - To assure that the applicable DISA personnel refrain from any private business or professional activity or refrain from having any direct or indirect financial interest which would put them in a position where there is a conflict between their private interest and the public interests of the United States, particularly those related to their duties and responsibilities as DISA personnel. And even though a technical conflict may not exist, the Counsel, DISA, must assure that DISA personnel avoid the appearance of such a conflict from a public confidence point of view. The resolution of a conflict or appearance of a conflict may be accomplished by one or more means, such as changes in assigned duties, divestment of a conflicting interest, disqualification for a particular assignment, disciplinary action, or criminal action. A DISA employee who falls within the applicable categories will have his OF8 (the covering form with his position description) stamped with the notation, `Requires confidential statement of employment and financial interest as required by DOD Directive 5500.7'. DISA Management - To review where there is an unresolved conflict of interest and an adverse action is to be taken. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records in file folders. Retrievability: Information is accessed and retrieved by name and organizational assignment. Safeguards: Building employs security guards. Records are stored in locked safe and are accessible only to the Office of Counsel, DISA. Retention and disposal: Records are temporary. They are destroyed when 6 years old except that documents needed in an ongoing investigation will be retained until no longer needed in the investigation. System manager(s) and address: Counsel, Code 105, Headquarters, Defense Information Systems Agency. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Counsel, Defense Information Systems Agency, Code 105, The full name and organizational assignment of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Office of Counsel, DISA, Code 105, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Counsel, Defense Information Systems Agency, Code 105. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Completed DD Form 1555 supplied by the individual. Exemptions claimed for the system: None. K107.01 System name: Investigation of Complaint of Discrimination. System location: Office of the Director of Equal Employment Opportunity, Code AO, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Categories of individuals covered by the system: Employees of, or applicants for employment with, DISA who have filed formal, written complaints alleging that they had been discriminated against. Categories of records in the system: Signed affidavits; copies of personnel documents; copies of official personnel promotion records; report of investigator; EEO Counselor's report; inter-office memoranda; employee's complaint of discrimination; employee career appraisal reports; letters from complainant's representative. Authority for maintenance of the system: Federal Personnel Manual, Part 713, Equal Opportunity. Purpose(s): Used by the Director of Equal Employment Opportunity in making a recommendation to the Director, DISA regarding the formulation of a finding with regard to whether or not a complaining employee has been discriminated against. The Director, DISA also examines the system in writing his decision. Civil Service Commission's Appeal Review Board uses file if appeal is filed with the Board. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Stored in file folders in locked file cabinet. Retrievability: Retrieved by the name of the complaining employee or applicant. Safeguards: Building employs security guards. Files locked in file cabinet. No one has direct access except for the Director, Equal Employment Opportunity. Retention and disposal: Record is retained until three years after a final decision in the complaint involved and retired to the Washington National Records Center. System manager(s) and address: Director, Equal Employment Opportunity, Defense Information Systems Agency, Code 107, 701 South Courthouse Road, Arlington, VA 22204-2199. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Equal Employment Opportunity, Defense Information Systems Agency, Code 107, 701 South Courthouse Road, Arlington, VA 22204-2199. The individual's full name and organization will be required to determine if the system contains a record about him or her. The requester may visit the Office of Equal Employment Opportunity, Headquarters, DISA, Code 107, to obtain information on whether the system contains records pertaining to him or her. Proof of identity will be by presentation of current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Equal Employment Opportunity, Defense Information Systems Agency, Code 107, 701 South Courthouse Road, Arlington, VA 22204- 2199. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Previous employers and supervisory officials; present supervisor; present and previous co-workers; officials in personnel office; personnel records; payroll records; promotion files; and training and education records. Exemptions claimed for the system: None. K232.01 System name: Travel Orders Records System. System location: Arlington Service Center, Code BL, Center for Agency Services, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Categories of individuals covered by the system: Those DISA military and civilian personnel who have performed official travel in connection with DISA business or employment. Categories of records in the system: Records in the system would cover authorized official travel for civilian, military, and contractor personnel and be comprised of travel orders, transportation requests, commercial carrier transportation and excess baggage tickets, travel advance vouchers, records of travel claims and payments, DD Form 1056, Authorization to Apply for a `No Fee' Passport. Also supporting documentation including messages, correspondence, and coordination papers. Data in the system would include names, Social Security Numbers, office assignments, rank/grade, DISA office code number, DISA telephone number, home addresses, transportation and per diem allowances and actual amounts paid, and itineraries. Authority for maintenance of the system: 10 U.S.C. 133(b). Purpose(s): Used by personnel in the Services Branch, Code 232, and personnel in the Travel Branch, Code 234, Headquarters, DISA, in maintaining appropriate and accountable records for individuals performing official travel on DISA business and to ensure individual travel advances are liquidated. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Disclosures may be made from this system to `consumer reporting agencies' as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). Credit Bureaus and Debt Collection Agencies - Records may be referred to private contract organizations to comply with the provisions of the Debt Collection Act of 1982 (10 U.S.C. 136) for non-payment of an outstanding debt. Other Federal Agencies - Records of debtors obligated to DOD, but currently employed by another Federal agency may be referred to the employing agency under the provisions of the Debt Collection Act of 1982 for the purpose of the debt. The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Records are stored in file folders. Retrievability: Information is accessed and retrieved by the name of the individual. Safeguards: Building employs security guards. Records are kept in security file (MP combination lock) and are accessible only to authorized personnel that are properly screened, cleared and their duties require them to be in the area where records are maintained. Retention and disposal: Records maintained in the Travel Branch, Code 234 are not permanent. They are retained in active file until travel advances are liquidated and then transferred to completed files and held for one fiscal year and subsequently retired to the appropriate Washington National Records Center. Records maintained in the Services Branch, Code 232, are retained for two years, then destroyed. System manager(s) and address: Chief, Supply and Services Division, Code 230, Headquarters, DISA. Decentralized Segment - Chief, Management Services Office, Defense Communications Engineering Center, Code R120. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Supply and Services Division, Code 230, Headquarters, Defense Information Systems Agency. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the Services Branch, Code 232, Headquarters, DISA, to obtain information whether the system contains records pertaining to him or her for local travel. For other than local travel, the requester may visit the Travel Branch, Code 234, Headquarters, DISA, to obtain information on whether the system contains records pertaining to him or her. In either instance, as proof of identity, the requestor must present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Supply and Services Division, Code 230, Headquarters, Defense Information Systems Agency. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Names and other personnel information on those individuals in the system are obtained/gathered from authorized and approved travel orders issued to the individual concerned. Exemptions claimed for the system: None. K232.02 System name: Injury Record File. System location: Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Headquarters, Defense Information Systems Agency. Categories of individuals covered by the system: Those DISA civilian employees who are treated for an occupational injury or illness by the Dispensary located on the Headquarters DISA Compound. Categories of records in the system: Records in the system are Injury Records, Civilian Employee Health Service (CEHS) Form CH-4 (Rev 10 Jun 64) which shows the date form was completed, name of employee injured, the Department, Agency, Branch, building, room and telephone numbers, date and time of injury, brief description of injury, disposition of case and the signature of the CEHS representative submitting the report. Authority for maintenance of the system: 10 U.S. Code 133(b); 5 U.S.C., chapters 11, 31, 61, 63, and 83; E.O.s 12107 and 12196. Purpose(s): Used by personnel in the Services Branch, Code 232, Headquarters, DISA, to ensure that causes of occupational injuries or illnesses are corrected. Also serves as a tickler file to ensure that a more detailed report (Employees Compensation Forms CA 1 and 2) are due in from the employee. After screening the CA 1 and 2, they are forwarded to the Civilian Personnel Division, Code 720, Headquarters, DISA, for file in official file folder. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Records are stored in a 5' x 8' card file box. Retrievability: Information is accessed and retrieved by the name of the individual. Safeguards: Building employs security guards. Records are kept in security file (MP combination lock) and are accessible only to authorized personnel that are properly screened, cleared, and their duties require them to be in the area where records are maintained. Retention and disposal: Records are not permanent. They are retained for two years following the date of execution, at which time they are destroyed. System manager(s) and address: Chief, Supply and Services Division, Code 230, Headquarters, Defense Information Systems Agency. Notification procedure: Requests from individuals should be addressed to Chief, Supply and Services Division, Code 230, Headquarters, Defense Information Systems Agency. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Services Branch, Code 232, Headquarters, DISA, to obtain information on whether the system contains records pertaining to him or her. As proof of identity, the requester must present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Supply and Services Division, Code 230, Headquarters, DISA. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: The CEHS Representative operating the Dispensary located on the Headquarters, DISA Compound. Exemptions claimed for the system: None. K240.01 System name: Personnel Security Investigative Dossier File (PSIDF). System location: Security Branch, Arlington Service Center, Code BLS, Center for Agency Services, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Categories of individuals covered by the system: This file includes individual personnel security investigative dossiers on: U.S. military personnel who have been selected for assignment to, are now, or have been assigned to the DISA; U.S. Government civilian personnel who are being processed for employment, are now or have been employed by the DISA; U.S. military or civilian personnel who are being processed for, or have been granted, access to sensitive compartmented information (SCI) by the DISA at the request of their parent organization; industrial employees who are performing, expect to perform, or have performed duties under DISA SCI cognizance as a result of a U.S. Government contract; or personnel who are or have been, affiliated with the DISA. Categories of records in the system: File contains individual personnel security investigative dossiers. Individual dossiers may contain submissions by the individual such as Statement of Personal History/personnel security questionnaire, appropriate release statements and related personal documentation, i.e., educational diplomas, marriage and divorce records, etc.; information obtained as a result of a National Agency Check, investigative action and/or volunteer sources. Information may consist of acquisitions from listed or developed character references, co-workers, supervisors, present and past employers, financial or trade institutions, credit bureaus, personnel of the legal, medical, educational or religious professions, educational institutions, present and former neighbors, courts, U.S. federal, state or local agencies and departments; foreign law agencies, private investigative sources, active and retired U.S. military or civilian personnel records, interview of the individual, his spouse, relatives or associates, fingerprint identification check. This information normally covers the period of the individual's life for a fifteen year period immediately preceding the investigation or from the date of his eighteenth birthday. However, if derogatory information is developed or if the individual has a long tenure of U.S. Government service, the file may cover a greater period of time; information on the individual's spouse, relatives or associates; correspondence between the individual and DISA or other U.S. Government activity or correspondence related to the individual between his employer, organization of assignment and DISA (Code BZS) or other U.S. Government activity; correspondence related to National Agency Checks, investigations, evaluations, clearance or special accesses for the individual; certificates of clearance, security determination or special access authorizations and terminations thereof; content, adjudicative and clearance action sheets; certificates of release or review of personnel security investigative dossiers; results of review of personnel and/or medical files; photographic likeness with identifying data such as name. Authority for maintenance of the system: E.O. 10450, as amended; E.O. 10865. Purpose(s): Information is collected and used for the purposes of determining the suitability, eligibility or qualification of personnel previously defined for assignment, employment or qualification for access to various levels of U.S. Government classified and sensitive compartmented information and to certify clearances and accesses as required. Counterintelligence and Security Division (DIA): The personnel security investigative dossier for each individual previously defined who has, or had, a valid requirement for access to compartmented intelligence information is reviewed to determine, for the responsible United States Intelligence Board Member, the individual's eligibility for such access. Also released to law enforcement and investigatory authorities of the U.S. Government for conduct of official investigations. 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: Any component or official of the U.S. Government having established a need-to-know: Used as a basis for gaining access to classified information upon reassignment employment, etc. The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records, microfiche, in file folders; ADP cards or magnetic tapes. Retrievability: Information is retrieved by the individual's name. Safeguards: Building employs security guards. Records are maintained in areas accessible only by authorized personnel that are properly cleared and trained. Records, during non-duty hours, are additionally protected by storage in locked electrical filing cabinets. Retention and disposal: Individual records are maintained from the date of initial nomination for assignment, employment or affiliation with the DISA until at least one year but not more than two years, following his departure. Individual records which contain information upon which an adverse determination was based are maintained permanently. System manager(s) and address: Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency. Decentralized Segment - Chief, Security Branch, Defense Communications Engineering Center, Code R121, 1860 Wiehle Avenue, Reston, VA 22090. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Branch, Code BZS, Headquarters, Defense Information Systems Agency. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Security Division, Code BLS, Headquarters, Defense Information Systems Agency. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Information is placed into the system by the system manager after an individual has been nominated for assignment, employment or affiliation with the DISA as previously defined. Information may be obtained from the individual's submissions, listed or developed character references, co-workers, supervisors, present and past employers, financial or trade institutions, credit bureaus, personnel of the legal, medical, educational or religious professions, educational institutions, present and former neighbors, courts, U.S. federal, state or local law agencies/departments, active and retired U.S. military or civilian personnel records, interview of the individual, his spouse, relatives or associates, any component of the U.S. Government having an identifiable record on the individual or volunteer sources. Exemptions claimed for the system: None. K240.02 System name: Sensitive Compartmented Info (SCI) Posn/Pers Accountability System. System location: Primary System--Chief, Special Security Officer (SSO), Headquarters, Defense Information Systems Agency, Code BZS, 701 South Courthouse Road, Arlington, VA 22204-2199. Categories of individuals covered by the system: Any individual who requires access to Special Intelligence (SI), Special Activities Office (SAO) information and/or Single Integrated Operational Plan--Extremely Sensitive Information (SIOP-ESI) in order to perform their duties are identified which includes: U.S. military personnel assigned to the DISA or certified to the DISA by their parent organization; U.S. Government civilian personnel employed by the DISA or certified to the DISA by their parent organization; U.S. military or civilian personnel who are being processed for access to SCI by the DISA at the request of their parent organization; industrial employees who are visiting DISA or performing duties under DISA cognizance as a result of a U.S. Government contract, or who are certified to the DISA as authorized representatives of industrial firms concerned with matters related to contractual, advisory or consultant support, or whose functions are such that visits to the DISA, or to facilities under DISA cognizance, are required. Categories of records in the system: File contains the SI/SAO Billet Roster which is a compilation by name, military grade or civilian counterpart, military service or Social Security Number, position number and title and parent organization. The roster identifies those positions (billets) which have been approved for specific SI/SAO access and lists the incumbents of those billets with the categories of access for which they have been briefed; the SIOP-ESI Billet Roster which contains the same identifying elements described above but pertains exclusively to SIOP-ESI accesses; the Contractor Facility Control Record which lists all contractor facilities for which the Special Security Branch has security cognizance. Facilities are listed by name and location, with a separate section for each facility. Within each section the contractor employees assigned to that facility are listed by name, clearance and categories of SCI to which they are authorized access; the Special Security Control Card which is an alphabetical card file of all personnel previously defined listing the individual's name, date and place of birth, military service or Social Security Number, billet number, organization of assignment or employment, job title, the status of clearance and access actions, dates National Agency Checks were completed, dates Background Investigations were completed and identification of the agency which conducted them, record of clearances and special accesses granted and dates of briefings. The record also contains, if applicable, the name, date and place of birth and Social Security Number of the individual's spouse and indicates the date of completion of the required partial National Agency Check for compilation of all incoming and outgoing notifications of clearance and access status made in connection with visits of non-DISA personnel to DISA and visits of personnel previously identified to facilities which require request clearance/ access notification. Individuals are identified by name, grade, military service number or Social Security Number, position title, and the organization of assignment or employment. The clearance and categories of special access authorized are also listed; Billet Request Records which are a compilation of all requests for establishment of SCI billets received by the Special Security Branch. Proposed incumbents are normally identified by name, grade, position military service number or Social Security Number and organizational affiliation; Special Access Suspense Record which contains the names of individuals on whom actions are in progress; ADP Record consisting of ADP punch cards and magnetic tape as the input and storage media for publication of the SI/SAO Billet Roster All information described above for the SI/SAO Billet Roster is included. Authority for maintenance of the system: E.O. 10450, as amended; E.O. 10865. Purpose(s): Special Security Branch-Information is collected and used for management and control of access to SCI by personnel previously identified. Individuals are accounted for by name grade, military service number or Social Security Number, position and organization. Also used for the certification of SCI accesses for which an individual has been granted access. Counterintelligence and Security Division and Systems Operations Division, Defense Intelligence Agency (DIA)-the SI/SAO Billet Roster, previously defined, is used for integration into the DIA Security Management Information System (SMIS). Strategic Operations Division and Office of the Directorate of Administrative Services, the Joint Staff, Organization of the Joint Chiefs of Staff-the SIOP-ESI Billet Roster, previously defined, is used for integration into the master SIOP-ESI Billet Roster. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Any component of the U.S. Government having an official need-to- know used to verify that an individual has been granted access to a specific category of SCI and verification of information contained in the record as previously defined. The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Computer magnetic tapes; visible file cards; computer paper printouts; paper record in three-ring binders; IBM cards; paper records in file folders. Retrievability: Information on computer magnetic tapes retrieved by a unique ten digit billet number Information on all other media retrieved by the unique ten digit billet number or by the individual's name. Safeguards: Records are maintained in safes and vaults and are routinely accessible only by personnel of the Office of the Chief, Security Division, Code 240, and by personnel of the Special Security Branch, Code 241, Headquarters, DISA. Retention and disposal: Individual records are maintained from date of initial nomination for access to SCI until 3 years following the individual's debriefing, which is when the individual no longer has a need-to-know for SCI, then records are destroyed. System manager(s) and address: Chief, Special Security Branch, Code 241, Headquarters, Defense Information Systems Agency. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Security Division, Code 240, Headquarters, DISA, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Information is placed into the system by the system manager after an individual is nominated for access to SCI by his organization or employer or after an individual has been certified to the DISA by his cognizant security officer as having such access. System manager obtains required information from the nomination or certification document, individual's personnel/employment records, forms submitted by the individual, formal briefing actions accomplished by personnel of the Special Security Branch, Code 241, Headquarters, DISA, and from information developed during the personnel security investigation conducted on the individual. Exemptions claimed for the system: None. K240.03 System name: Clearance File for Defense Information Systems Agency (DISA) Personnel. System location: Chief, Security Branch, Arlington Service Center, Code BLS, Center for Agency Services, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Categories of individuals covered by the system: This file includes all DISA personnel requiring a security clearance. Since all positions in DISA are sensitive requiring at least a Secret clearance, all DISA military and civilian personnel world-wide are covered. The file also includes those persons previously assigned to or employed by DISA since 1962. Categories of records in the system: The Clearance Card File is an alphabetical card file (5' x 8', DISA Form 136) of all personnel requiring a security clearance, listing the individual's name, service or Social Security Number, grade or rank, job title, date and place of birth, date entered on duty with DISA, and date departed DISA if applicable. The file also includes the date requested, date received, and indicated results of each check within the National Agency Check (NAC), and for Background Investigation (BI) requests. Dates interim and final security clearances were granted and some special accesses are indicated. Authority for maintenance of the system: E.O. 10450, as amended, Security Requirements for Government Employment, April 27, 1953. Purpose(s): Information is used by personnel of the Security Branch, Code 240, Headquarters, DISA, as a convenience or ready reference file to determine the security clearances and dates of issue for personnel assigned to or employed by DISA world-wide. Used to certify security clearances of individuals in writing or telephonically for attendance at classified conferences at other U.S. Government agencies and at private industry organizations having an industrial clearance and generally engaged in classified contract work for DISA. Information is available to the individual and to DISA supervisors of the individual to verify that the individual has the necessary security clearances for attendance at meetings and conferences where classified information is discussed. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: This is a manual system consisting of 5' x 8' card records maintained in two rotary file cabinets. Retrievability: Information is retrieved by the individual's name. Safeguards: Records are maintained in two rotary file cabinets equipped with key locks. The file cabinets are locked during non-duty hours. Building employs security guards. Records are maintained in area which is accessible only to authorized personnel who are properly screened, their duties require them to be in the area where the records are kept. Retention and disposal: Records have been maintained since 1962 for all DISA personnel presently or previously assigned or employed. Records are destroyed when no longer needed. System manager(s) and address: Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency. Decentralized Segment - Chief, Security Branch, Defense Communications Engineering Center, Code R121, 1860 Wiehle Avenue, Reston, VA 22090. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Division Code 240, Headquarters, DISA. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. For the Decentralized Segment requests should be addressed to - Chief, Security Branch, Defense Communications Engineering Center, Code R121, 1860 Wiehle Avenue, Reston, VA 22090. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Information is placed into the record system by the system manager after an individual is nominated for assignment to or employment by DISA. Information is obtained from National Agency Checks which may include: Federal Bureau of Investigation (FBI), Civil Service Commission (CSC), Department of State, Central Intelligence Agency (CIA), Immigration and Naturalization Service (INS), Defense Intelligence Agency (DIA), Defense Investigative Service (DIS), investigative offices of the military Department (Army, Navy, Air Force), and the Credit Bureau Incorporated. Exemptions claimed for the system: None. K240.04 System name: Identification Badge System. System location: Security Branch, Arlington Service Center, Code BLS, Center for Agency Services, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Categories of individuals covered by the system: Civilian and military personnel assigned to Headquarters, DISA and collocated field activities. Civilian contractors; civilian and military members of the U.S. Government whose official duties require frequent and continuing access to Headquarters, DISA and collocated field activities. Categories of records in the system: The DISA Permanent Badge, (DISA Form 21), issued to civilian and military personnel assigned to Headquarters, DISA and collocated field activities, contains a photograph of the individual with his or her surname, first name and middle initial, and a badge number. The badge is signed on the reverse side by the individual and countersigned by a representative of the Office of the Chief, Physical Security Branch (Code 243). A duplicate photograph is mounted on a 3' x 5' control card, containing the individual's name, grade or rank, badge number, office code and date of issue, and filed alphabetically. The DISA Visitor Badge, (DISA Form 80 or 184), is issued to civilian contractors and U.S. Government civilian and military personnel, whose security clearance is on file with the Office of the Chief, Physical Security Branch, Code 243, Headquarters, DISA and who is sponsored by a Headquarters, DISA official. The badge contains a photograph of the individual with his surname, first name, middle initial, badge number, expiration date (not to exceed one year from date of issue) and is signed by the individual and countersigned by the issuing official of the Physical Security Branch (Code). Duplicate photographs are retained in an envelope and filed alphabetically, and are used for renewal of badges. Authority for maintenance of the system: 10 U.S.C. 133(b). Purpose(s): Security Branch, DISA - This system is established for the purpose of issuing identification badges to authorized DISA employees and for maintaining proper processing controls in the authorizations for issuance, the production of, and recall and controlled destruction of, security badges. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Control card or envelope containing duplicate photograph is filed in a locked container. Retrievability: Control card or envelope containing duplicate photograph is filed alphabetically by name. Safeguards: Building employs security guards. Records are maintained in an area which is accessible only to authorized personnel who are properly screened, and their duties require them to be in the area where the records are kept. Retention and disposal: Badge and control card with extra photographs are destroyed upon termination of the individual's assignment to or need for access to the DISA. System manager(s) and address: Chief, Security Branch, Code 243, Headquarters, Defense Information Systems Agency. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Division, Code BLS, Headquarters, Defense Information Systems Agency. The full name of requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Security Division, Code BLS, Headquarters, Defense Information Systems Agency. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: For DISA assigned personnel notification is received from the Office of the Chief, Personnel Security Division, Code 242, Security Division, Headquarters, Defense Information Systems Agency. Information is obtained from application forms submitted by the individuals. For civilian contractors and civilian or military personnel from other U.S. government agencies the notification is received from the Headquarters, DISA or collocated field activity sponsor. Exemptions claimed for the system: None. K240.05 System name: Visitor Clearance File. System location: Security Branch, Arlington Service Center Code BLS, Center for Agency Services, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Categories of individuals covered by the system: All civilian personnel cleared under the Defense Industrial Security Program and all civilian or military members of the U.S. Government cleared by their respective components for access to classified material, whose official duties require them to have access to classified information in the performance of contractual obligations, or participation in defense projects with the DISA, or whose functions, services, logistics support are required by the DISA or to facilities under the cognizance of the DISA. Categories of records in the system: This card records, as applicable, name, Social Security Number, date of birth, place of birth, citizenship, alien registration number, clearance and date, authority, organization, persons or offices to be visited, date visit authorized of the individual requesting access to the DISA and classified information. All data is supplied in letter form by the Security Officer of the individual's company or organization. The file also includes a remarks section which is used to record the DISA's sponsor's request for a badge; badge number, if assigned; a file number cross-indexed to the letter; and disposition instructions. The file is updated as requested by the individual's organization or company, usually once annually. Authority for maintenance of the system: E.O. 10450, as amended. Purpose(s): Physical Security Branch, DISA - Information is collected and used for management use and control of access to classified information; daily certification of clearances to DISA project officers; certification of clearance on travel orders; request for DISA badges. Department of Army, Military District of Washington - Identifying data (name, date and place of birth, sex, height, weight and organization) used on DOD and Pentagon Building passes (DD Form 1466 and 1467). Joint Staff (JS) - Identifying data (name, grade, height, weight, color of hair and eyes, date and place of birth, security clearance) used on JS passes or badges and is submitted on JS Form 8. Provost Marshal, Fort Ritchie, MD - Identifying data (name, grade, rank, title, branch of service, Social Security Number, date and place of birth, weight, height, color of hair and eyes, sex, organization or employer, security clearance) used on Fort Ritchie badges and is submitted on Fort Ritchie ACCN Form 19. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Certification of clearances to any U.S. government agency or DOD component participating in DISA projects, or where the DISA is a participant in another agency or component project. The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Visible file cards (5'x8') in rotary power file; correspondence in file folders, in safe. Retrievability: Information on file cards filed alphabetically by name. Correspondence filed with sequential number cross-indexed to file card. Safeguards: Building employs security guards. Records are maintained in area which is accessible only to authorized personnel who are properly screened, and their duties require them to be in the area where the records are kept. Retention and disposal: File cards are maintained indefinitely as long as recertification is received annually from the individual's organizational or company security officer. Inactive cards are removed and destroyed periodically, usually within six months from the expiration of the visit request. Correspondence files are removed and destroyed annually and as replaced by new certification. System manager(s) and address: Chief, Physical Security Branch, Code BLS, Headquarters, Defense Information Systems Agency. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Division, Code BLS, Headquarters, Defense Information Systems Agency. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: All information maintained on the individual is furnished by the Security Officer of the individual's organization, company, or institution. Exemptions claimed for the system: None. K240.06 System name: Classified Container Information on Form (SF 700). System location: Security Branch, Arlington Service Center, Code BLS, Center for Agency Services, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Categories of individuals covered by the system: Civilian and military personnel assigned to Headquarters, DISA and collocated field activities who have been designated responsible officials of a classified container, or who are to be notified if the container is found open and unattended. Categories of records in the system: This form records the name, grade, address and telephone number of the above individuals. Authority for maintenance of the system: E.O. 10450, as amended. Purpose(s): Security Branch, DISA - Used to record, in duplicate, each container used for storage of classified material and identify individuals who have knowledge of the combination. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: The original copy is posted on the inside of the container in the DISA office concerned; the carbon copy is attached to the outside of a sealed envelope which contains a smaller envelope containing the classified combination and is stored in an approved classified container in the Office of the Chief, Security Branch, Code BLS, Headquarters, DISA. Retrievability: Filed numerically by container number. Safeguards: Building employs security guards. Carbon copy records are maintained in area which is accessible only to authorized personnel who are properly screened, and their duties require them to be in the area where the records are kept. Retention and disposal: This form is retained only as long as the information remains accurate, but not to exceed one year, at which time it is destroyed by burning. The original copy on the safe is removed, discarded and replaced by an updated copy. System manager(s) and address: Chief, Security Branch, Code BLS, Headquarters, Defense Information Systems Agency. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Branch, name of staff element, Code BLS, Headquarters, Defense Information Systems Agency. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Names of the individuals in the system are submitted on the form which is completed by the DISA office concerned. Exemptions claimed for the system: None. K240.07 System name: Vehicle and Parking Registration Card. System location: Security Branch, Arlington Service Center, Code BLS, Center for Agency Services, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Categories of individuals covered by the system: All civilian and military personnel assigned to Headquarters, DISA and collocated field activities, and who register their vehicles for parking on base. Civilian contractor personnel assigned desk space at Headquarters, DISA and who apply for parking privileges on base. Categories of records in the system: This file records name, address, office code, office telephone number, Social Security Number, make, year, body style, and color of vehicle, license plate number and state, insuring company and policy number, amount of liability insurance, expiration date of insurance policy carpool members and their address, place of employment and Social Security Number. The card also includes a certification statement signed and dated by the individual that he has read and understands the DISA Parking Regulations and attests to the accuracy of the information the individual provided. The amount of liability insurance is restricted to the term 'minimum required by the State of Virginia'. No dollar amounts are requested or required by the DISA. Authority for maintenance of the system: E.O. 10450, as amended. Purpose(s): Physical Security Branch, DISA - Information is used to report to the GSA statistical data on DISA parking: The total number of parking spaces; the number used for Government-owned or leased vehicle parking; other official parking; visitor vehicle parking; employee parking; number of a assigned to physically handicapped employees; number and percentage of employee parking spaces assigned to executive personnel and persons assigned unusual hours; number of employee parking spaces used by carpools; and total number of persons using carpool spaces. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Visible file cards (5' x 8') in metal file cabinet. Retrievability: Filed alphabetically by name and parking status, that is, Handicap Area, Carpool Area, Executive Area, and Open Area. Safeguards: Building employs security guards. Records are maintained in area which is accessible only to authorized personnel who are properly screened, and their duties require them to be in the area where the records are kept. Retention and disposal: File cards are maintained during the period of the incumbent's assignment, then removed and destroyed when assignment is terminated. System manager(s) and address: Chief, Physical Security Branch, Code 243, Headquarters, Defense Information Systems Agency. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Completed form filled out by individual. Exemptions claimed for the system: None. K240.08 System name: Security Violation Case File. System location: Security Plans, Programs and Oversight Office, Code BZ, Center for Agency Services, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Categories of individuals covered by the system: Civilian and military personnel assigned to Headquarters, DISA and collocated field activities, who committed or contributed to a security violation involving classified defense information. Civilian and military personnel assigned to Headquarters, DISA and collocated field activities, who discovered the violation, were witnesses in connection with the violation, or were interviewed to determine whether they were involved. Civilian contractors under contractual obligation to the DISA and who were witnesses in connection with the violation, or were interviewed to determine whether they were involved. Any individual in the civilian community, government employ, military or civilian, who reported a security violation, or who could furnish information relative to the violation, or who may have been involved in the violation. Categories of records in the system: This file contains the results of an investigation involving classified defense information which has been compromised or subjected to compromise through loss, unauthorized disclosure, improper handling or transmission, or failure to safeguard. It contains the facts and circumstances surrounding the violation, the personnel involved, the findings, affixes responsibility, and recommendations for remedial, administrative or disciplinary actions. Authority for maintenance of the system: E.O. 10450, as amended. Purpose(s): Security Division, Headquarters, DISA - This file which consists of a Report of Security Violation, and an Investigation Officer's Report of Investigation, is used to determine the adequacy of the investigation, a review of the circumstances which led to the violation, and a review of the security policies and procedures established by the DISA and the office concerned with the aim of improving the procedures to preclude further violations. It is also used, when compromise cannot be precluded, to notify the original classification authority for the specific classification involved, and to request an impact statement on national security, and whether the information can be downgraded or declassified. A copy may also be furnished to an appropriate military service or government agency involved in prosecution proceedings. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: The correspondence is stored in case folders and secured in a safe. Retrievability: Each case folder is filed in numerical sequence by calendar year and cross-referenced to an index sheet containing case number, code, date of violation and name(s) of individuals involved. Safeguards: Building employs security guards. Records are maintained in area which is accessible only to authorized personnel who are properly screened, and their duties require them to be in the area where the records are kept. Retention and disposal: Case files that preclude compromise are considered administrative and destroyed upon departure of the individual. Case files that reflect compromise are retained for two years then retired to the Federal Records Center for an additional eight years, then destroyed. System manager(s) and address: Chief, Security Branch, Code BZ, Headquarters, Defense Information Systems Agency. Decentralized Segments - Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090, and Chief, Security Branch, CCTC, Code C122, Washington, DC 20301. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Security Division, Code BZ, Headquarters, Defense Information Systems Agency. The full name of the requesting individual will be required to determine if the system contains a record about him or her. As proof of identity, the requester must present a current DISA identification badge or driver's license. For the Decentralized Segments requests should be addressed to - Chief, Security Branch, Defense Communications Engineering Center, 1860 Wiehle Avenue, Reston, VA 22090 or Chief, Physical Security Branch, Command and Control Technical Center, Code C122, Washington, DC 20301. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Security Division, Code 240, Headquarters, Defense Information Systems Agency. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Information developed by the Investigating Officer investigating the violation includes, interviews with the individual(s) involved in the violation; witnesses to or having knowledge of the violation; co- workers and supervisor; it may include sworn statements, depositions, photographs or sketches of the area or equipment involved in the violation; office security procedures or instructions; and, in some cases, a copy of the classified document involved. Exemptions claimed for the system: None. K270-01, System name: DoD Digital Certificate Records. System location: Defense Enterprise Computing Center-Chambersburg, Letterkenny Army Depot, Building 3, Chambersburg, PA 17201-4186; and Defense Enterprise Computing Center-C-DE, 6760 East Irvington Place, Denver, CO 80279-8000. Categories of individuals covered by the system: DoD military and civilian personnel, selected reservists; eligible DoD contractor personnel who have been assigned a digital certificate or have had their existing certificates renewed, replaced, revoked, or denied. Categories of records in the system: The system contains information needed to establish accountability and audit control of digital certificates that have been assigned to DoD personnel who transmit electronic data that requires protection by enabling the use of public key cryptography. Records include operator's/user's name, organization, work telephone number, Social Security Number, date of birth, Electronic Identification Number, work e-mail address, username and password. Records on the creation, renewal, replacement, or revocation of digital certificates under the DoD Public Key Infrastructure, including evidence provided by applicants for proof of identity and authority, sources used to verify an applicant's identity and authority, and the certificates issued, denied, and revoked, including reasons for denial, and revocation. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; The Electronic Signatures in Global and National Commerce Act, Pub. L. 106-229; Presidential Directive on Electronic Commerce, July 1, 1997; OASD(C3I) Policy Memorandum dated August 12, 2000, subject: Department of Defense (DoD) Public Key Infrastructure (PKI) and, OASD(C3I) Memorandum dated Jan 2001, subject: Common Access Card (CAC), and Government Paperwork Elimination Act; and E.O. 9397 (SSN). Purpose(s): This system of records is being maintained in order to issue digital certificates to DoD personnel who transmit electronic data that requires protection by enabling the use of public key cryptography. 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: The DoD `Blanket Routine Uses' set forth at the beginning of DISA's 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: Records are stored on paper files and electronic media. Retrievability: Name, Social Security Number, date of birth, and the electronic identification number. Safeguards: Facilities where the systems are maintained are locked when not occupied. Paper records are kept in filing cabinets and other storage places that are locked when office is not occupied. Computerized records maintained in a controlled area are accessible only to authorized personnel. Physical and electronic access is restricted to individuals having a need for the record in the performance of their official duties. Retention and disposal: Disposition pending (until NARA has approved the retention and disposition schedule for these records, treat records as permanent). System manager(s) and address: DoD Public Key Infrastructure and Directory Service Project Officer, 5111 Leesburg Pike, Suite 900, Falls Church, VA 22041-3205. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the DoD Public Key Infrastructure and Directory Service Project Officer, 5111 Leesburg Pike, Suite 900, Falls Church, VA 22041-3205. Requests should contain the individual's full name, Social Security Number, and date of birth. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the DoD Public Key Infrastructure and Directory Service Project Officer, 5111 Leesburg Pike, Suite 900, Falls Church, VA 22041-3205. Requests should contain the individual's full name, Social Security Number, and date of birth. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: The information is obtained from the subject individual, the Defense Manpower Data Center, and other official personnel documents. Exemptions claimed for the system: None. K317.01 System name: Mishap Report. System location: Installations and Logistics Policy, Plans, and Oversight Office, Code BI, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Categories of individuals covered by the system: Those DISA civilian and military employees who receive a job- related injury or illness. Categories of records in the system: Name, Social Security Number, age and sex of employee injured, the Department, Agency, Branch, date and time of injury, nature of injury/illness, brief description of injury and corrective action taken. Authority for maintenance of the system: 29 CFR 1960.2; Pub. L. 91-596; EOs 12196 and 9397, DOD Instruction 6055.1 Purpose(s): The Mishap Report establishes the requirements and responsibilities for reporting all mishaps which result in injury, occupational illness, and/or property damage, or which interrupt or interfere with the orderly progress of normal DISA activities. The information contained in the report will be used for mishap prevention purposes only. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Currently paper records are stored in file folders, however in the future computer storage will also be used. Retrievability: Information is retrieved by the name, Social Security Number, and date of injury. Safeguards: Records are filed in a secure file system, accessible only to authorized personnel who clearly have a need to know the information. Doors are locked at night and the building has security guards. Retention and disposal: Records are not permanent. They are retained for at least five years following the end of the calendar year to which they relate and then destroyed. System manager(s) and address: Defense Information Systems Agency Safety and Occupational Health Manager, Facilities Engineering and Building Services Branch, Code H317, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Facilities Engineering and Building Services Branch, Code H317, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. The full name of the injured person and the date of injury will be required to determine if the system contains a record. The requestor may visit the Facilities Engineering and Building Services Branch, Code H317 during normal working hours to obtain information on whether the system contains records pertaining to him or her. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Facilities Engineering and Building Services Branch, Code H317, Headquarters, Defense Information Systems Agency. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Names and other personal information on those individuals in the system are obtained/gathered by supervisors of injured employees, recorded on DISA Form 73 and 74, and forwarded to the Safety and Health Manager, Facilities Engineering and Building Services Branch, Code H317. Exemptions claimed for the system: None. K660.01 System name: 303-41-42 Claims Files, Requests for Waiver of Pay and Allowances. System location: Accounting and Finance Division, Code CPA, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Categories of individuals covered by the system: Civilian employees or former civilian employees of DISA who submit requests for waiver of claims of the U.S. arising from erroneous overpayment of pay and allowances. Categories of records in the system: The initial request for waiver of claim. The report of investigation, including copies of all documentation, affidavits, statements, vouchers, and other papers containing information bearing on the case. A summary of the report of investigation and a register of requests for waiver. Correspondence with the General Accounting Office concerning claims waivers. Correspondence with the individual who submitted the waiver request. Decisions concerning waivers of the Comptroller, DISA or the Comptroller General of the United States. Authority for maintenance of the system: 5 U.S.C. 5584, Claims for Overpayment of Pay and Allowances, Other Than Travel and Transportation Expenses and Allowances and Relocation Expenses. Purpose(s): Records residing in these files represent the history of a request for waiver of claim and the action taken thereon, including disposition. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by Comptroller, DISA or Comptroller General of the United States to reach a decision concerning requests for waiver. Records are used to administer and process requests for waivers of claims. The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: The record is stored in a locked safe. Retrievability: Retrieved by the name of the individual who submits a request for a waiver of claim. Safeguards: Records are stored in a locked safe. Access is limited to Code 660, DISA, the investigating officer if other than from Code 660, and the individual concerned, if he so desires, as well as the DISA Counsel, the Director and personnel of the Claims Division of the GAO. Retention and disposal: Records are retained by Code 660, HQ DISA for 2 years, then retired to Federal Records Center for permanent storage. System manager(s) and address: Chief, Financial Services Division, Code 660, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Financial Services Division, Code 660, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Individual must provide his full name and Social Security Number to determine whether or not the system contains a record on him. For personal visits the individual must present proof of identity to include his full name and Social Security Number as well as positive identification, such as identification card or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Financial Services Division, Code 660, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199 for assistance. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Official Personnel Records of Individuals; Finance and Accounting Offices for financial records; individuals having knowledge concerning the subject of the claim, for statements and affidavits; and any other source from which pertinent information may be drawn. Exemptions claimed for the system: None. K700.01 System name: Employee-Management Relations and Services Files. System location: Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency. Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area. Categories of individuals covered by the system: DISA civilian employees in the Washington Metropolitan Area who have a requirement for the employee-management service except the grievance file which is applicable to all DISA civilian employees. Categories of records in the system: Blood donor program records, grievance file containing all documents related to a grievance, reconsideration file containing all documents relating to a negative determination of within-grade salary increase and the request for reconsideration of the determination, DISA Form 169, Exit Interview. Authority for maintenance of the system: Federal Personnel Manual, Supplement 990-1, Book III, Part 531, Section 531.407 Work of an Acceptable Level of Competence, Part 771, Employee Grievances, Part 715, Subpart B. Voluntary Separations; 10 U.S.C 136. Purpose(s): Used by the Civilian Personnel Office staffs and supervisors of employees to process and record actions pertinent to employee- management relations and services. Used by the Director/Deputy Director and heads of major staff elements DISA Headquarters and Commanders of DISA field activities in the Washington Metropolitan Area to render decisions concerning individual employees and as a basis for future management action. Used by DOD and Office of Personnel Management inspectors to review records for compliance with applicable Federal Personnel Manual policies. Used by the Office of Personnel Management to review agency records concerning grievances and negative determinations of within- grade salary increase. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records stored in file folders and card files. Retrievability: Information is retrieved by name. Safeguards: Building employs security guards. Records are maintained by operating officials in area accessible only to authorized personnel who are properly screened and cleared and whose duties require them to be in the area where records are maintained. Files are locked in secure file cabinets during non-duty hours. Retention and disposal: Records are retained for four years and subsequently destroyed, except for blood donor records which are retained until the employee terminates his/her employment with DISA after which time they are destroyed. System manager(s) and address: Primary System - Office of the Assistant to the Director for Personnel, Code BC, Headquarters, Defense Information Systems Agency. Decentralized Segments - Directors of DISA field activities in the Washington, DC, metropolitan area. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code BC, Headquarters, Defense Information Systems Agency or from the decentralized segments at Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code BC, Headquarters, Defense Information Systems Agency or from the decentralized segments at Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Official personnel folder, individual employees, employee representatives, supervisors of employees, civilian personnel staff, hearing examiners reports and other reports of investigation, statements of witnesses and management representatives. Exemptions claimed for the system: None. K700.02 System name: Civilian Awards Program File. System location: Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency. Decentralized Segments - DISA field activities. Categories of individuals covered by the system: DISA civilian employees who merit special recognition for performance either within or outside the employee's job responsibilities and length of service to the Government. Suggestions from civilian and military personnel assigned to Defense Information Systems Agency, DOD and other government agencies. Categories of records in the system: File contains copies of minutes of DISA Awards Board meetings, action by approving officials, record of individuals receiving awards, DISA Form 89, Service Award Work Sheet and Record, suggestions and report of evaluation of suggestions, and related correspondence. Authority for maintenance of the system: Federal Personnel Manual, Chapters 430 Performance Evaluation, 450 Incentive Awards, 531 Pay Under the General Schedule DOD Directive 5120.15, DOD Incentive Awards Program; Assignment of responsibility. DOD Instruction 5120.16, DOD Incentive Awards Program: Policies and Standards. Purpose(s): Used by the civilian personnel office staff to process and record actions for individuals who merit special recognitions. Used by suggestion evaluators in the Defense Information Systems Agency, DOD and other government agencies to recommend adoption or non-adoption of suggestions. Used by the DOD and Civil Service Commission to process and approve nominations for awards. Used by DISA Awards Boards to review nominations for awards and recommend approval/disapproval to the Director, DISA. Used by the Director DISA to approve/disapprove recommendation for awards. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records in file folders. Retrievability: Information is accessed and retrieved by name and type of award. Safeguards: Building employs security guards. Records are maintained in file cabinets with a combination locks and are accessible only to authorized personnel who are properly screened and cleared and whose duties require them to be in the area where records are maintained. Retention and disposal: Records are not permanent. They are retained in active file for two calendar years and subsequently destroyed except for minutes of Awards Boards which are retained for five years and subsequently destroyed. System manager(s) and address: Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency. Decentralized Segments - Directors, Commanders and Chiefs of DISA field activities. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Directors, Commanders and Chiefs of DISA field activities. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code, Headquarters, Defense Information Systems Agency or to the Director, Commander or Chief of the appropriate DISA field activity. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Official Personnel Folder, supervisors of employees, individuals submitting suggestions, evaluators of suggestions, DISA Awards Boards, civilian personnel office staff, DOD, Civil Service Commission. Exemptions claimed for the system: None. K700.03 System name: Manpower and Personnel System (MAPS). System location: Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency. Decentralized Segments - DISA Field Activities. Categories of individuals covered by the system: All civilian and military personnel currently or formerly employed by or assigned to the DISA. Categories of records in the system: System contains personal information in several categories: Biographical data (Name, Social Security Number, Sex, Minority Group Indicator, birth date, citizenship, DISA employment (DISA start date recruitment source, DISA service computation date, geographic location, Submitting Office Number, DISA Area, Office Code, Salary, appointment type, work schedule, pay plan, grade, step, date of grade, pay determinant, pay basis, date of last within-grade, competitive level, tenure-excepted, reemployed employee code, position code, position description number, job title, career field, civilian job code, function code for scientists and engineers, rotation date, not-to-exceed code, not-to-exceed date, nature of action code, performance rating date, performance rating code, supervisor code, reason for departure code, type of promotion, Vietnam era indicator; military service information; service component, branch of service, date of commission, primary job code, secondary job code, tertiary job code, added job code, permanent grade, date of permanent grade, military education level, rating official, military performance rating, military job code, office assignment of military rater, endorsing Official, Office Assignment of Military Indorser, MOS Prefix, MOS Suffix); civilian federal employment (Service Computation Date, Date Entered Federal Service, Veterans Preference, Reduction In Force code, Tenure group, Probation start date, Career start date, Leave Category, Handicap Code, Position Occupied Code); education (education level, academic specialty, year of degree), (Type of training, purpose of training, training facility, course number, course name, on-duty training hours, off-duty training hours, direct training costs, indirect training costs, Date of Training, Training Status, Training Sponsor, Special Interest Training, Degree Program School, Type of Degree Program, academic specialty of degree Total training, - Total training hours, - Type of competitive training; Awards and recognition (Type of award, date of award, amount of award. Intangible awards); Benefits (Federal Employees Group Life Insurance Coverage, Federal Employees Health Benefits Plan, Federal Employees Health Benefits Carrier; Locator Information); (Home Phone Number, Office Phone Number, DISA Building Number, Room Number). Note: This information is being retained as a result of court order. Authority for maintenance of the system: 10 U.S.C. 133(b). Purpose(s): DISA and DISA Field Activities - collect and maintain personal data for internal management purposes and to meet external report requirements. Data is used by the Director, DISA and those DISA officials to whom the Director has delegated authority to command, organize, direct, and manage the DISA and DISA Field Activities. Civil Service Commission and DOD - data is used for statistical and by name reports. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Computer magnetic tapes/disks/drums and/or punched cards. Retrievability: Retrieved by Social Security Number or random access. Safeguards: System is in areas accessible only to authorized personnel who are properly screened, cleared and trained. Building employs security guards to control access. Computer software restricts access by use of a series of passwords and levels of security codes for each data element. Retention and disposal: Records are permanent. They are retained in the active system during the individuals employment/assignment to DISA. Upon departure from DISA, individual records are transferred to a history file within DISA. System manager(s) and address: Assistant Deputy Director for Civilian Personnel, Code 306, Personnel and Administration Directorate, HQ Defense Information Systems Agency. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Headquarters DISA or the Personnel and Administration Directorate, Defense Information Systems Agency, 701 S. Courthouse Road, Arlington, VA 22204. Personnel currently assigned to/employed by DISA Field Activities may obtain information by contacting the Commander of their organization. For personal visits, requests for information concerning an individual must contain name and Social Security Number. Proof of identity is either an employee ID card or driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Personnel and Administration Directorate, Defense Information Systems Agency. The official mailing address is in the DOD directory in the appendix to the DISA systems notice. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Information in the system is obtained from the individual either verbally or in writing and from source documents found in individual Official Personnel Folders/Files or submitted by employee supervisors, personnel office employees, EEO officials, and security office employees. Exemptions claimed for the system: None. K700.04 System name: Priority Reassignment Eligible File. System location: Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency. Categories of individuals covered by the system: DISA civilian employees who are assigned to DISA activities located at the Headquarters DISA compound and the Military Communications-Electronics Board whose positions have been declared excess to current or planned Joint Table of Distribution (JTD) authorizations. Categories of records in the system: File contains a Reassignment List comprised of employees who are in positions which are not authorized by current or planned JTD's, positions for which the employee qualifies for reassignment and a record of the action taken for each employee. Authority for maintenance of the system: Federal Personnel Manual, Chapter 351, Reduction in Force. Purpose(s): Used by personnel in the Civilian Personnel Division, Headquarters, DISA to screen the Reassignment List to identify employees who are qualified for vacant positions and to maintain a record of action taken for each referred employee. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records filed in loose leaf folder. Retrievability: Information is accessed and retrieved by name Safeguards: Building employs security guards. Records are maintained in area accessible only to authorized personnel who are properly screened, cleared and trained and whose duties require them to be in the area where records are maintained. Retention and disposal: Records are not permanent. They are retained until the individual is reassigned to an authorized DISA JTD position or terminates his/ her employment with DISA and subsequently destroyed. System manager(s) and address: Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency. The individual's full name and office code to which assigned will be required to determine if the system contains a record about him or her. The requestor may visit the Civilian Personnel Division, Code 720, Headquarters, DISA to obtain information on whether the system contains records pertaining to him or her. As proof of identity, the requestor must present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: DISA Comptroller - Joint Table of Distribution; Qualifications Statement in the Official Personnel Folder as analyzed by a personnel specialist; and selecting officials. Exemptions claimed for the system: None. K700.05 System name: Executive Level Position Files. System location: Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency. Categories of individuals covered by the system: Current and former DISA civilian employees assigned to an executive level position (GS-16,17,18 and 10 U.S.C. 1581 positions) and GS-15 employees proposed for the executive level position category. Categories of records in the system: Executive Level Position Files contain the names of the individuals, Official Position Description, Civil Service Commission Form 915 Notification of Executive Personnel Vacancy, Civil Service Commission Form 916 Request for Executive Personnel Action, Civil Service Commission Form 917 Request for Approval of Executive Selection, Standard Form 171 Personal Qualifications Statement and a record of correspondence pertinent to the established/proposed super grade position. Executive Level Position Report contains the name of the individual assigned to an established or proposed executive level position, type of executive level authorization, and a summary of projected actions required to obtain DOD and Civil Service Commission approval of executive level positions. Authority for maintenance of the system: Federal Personnel Manual Chapter 305, Employment Under the Executive Assignment System. Purpose(s): Used by the staff of the Office of the Assistant to the Director for Personnel to compile supporting data for authorized and projected super grades and to provide DISA management with a monthly report of the status of executive level positions. Used by the Director, Vice-Director, Chief of Staff, Deputy Directors, Deputy Manager, National Communications System, Comptroller; Office of the Counsel, Assistant to the Director for Administration and Commanders, DISA Field Activities located in the Washington Metropolitan Area to determine executive level position needs of the Agency and to keep abreast of the status of current and projected executive level positions. Used by the DOD to review DISA requests for establishment of super grade positions and approval of selections for executive level positions. Used by the Civil Service Commission to approve/disapprove the agency request for classification of executive level positions and selection for executive level positions. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records stored in file folders. Retrievability: Information is accessed and retrieved by name, position title/ series/grade and organizational location. Safeguards: Building employs security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared, trained and their duties require them to be in the area where records are maintained. Retention and disposal: Records are permanent. System manager(s) and address: Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the Civilian Personnel Division, Code 720, Headquarters, DISA to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Official Personnel Folder Files; DISA Joint Table of Distribution; correspondence originating in DISA staff organizations, DOD and the Civil Service Commission. Exemptions claimed for the system: None. K700.06 System name: Report of Defense Related Employment. System location: Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency. Categories of individuals covered by the system: Civilian employees of DISA who were previously employed by or performed services for defense prime contractor. Categories of records in the system: DOD Form 1787, Report of Defense Related Employment as Required by Pub. L. 91-121 and lists of civilian employees who were previously employed by or performed services for a defense prime contractor. Authority for maintenance of the system: Pub. L. 91-121, section 410. Purpose(s): Used by the Civilian Personnel Division staff to assure that applicable DISA civilian employees submit a completed DD Form 1787 to review information as submitted for the possibility of a violation of the law or DOD Directive, and to transmit a composite listing by employee name and defense contractor together with completed DD Forms 1787 to the Assistant Secretary of Defense (Manpower and Reserve Affairs). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Used by the Assistant Secretary of Defense (Manpower and Reserve Affairs) to prepare and transmit reports to the President of the Senate and the Speaker of the House of Representatives. The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records in file folders. Retrievability: Retrieved by employee name. Safeguards: Building employs security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared, trained and their duties require them to be in the area where records are maintained. Retention and disposal: Records are retained for two calendar years and subsequently destroyed. System manager(s) and address: Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency. Notification procedure: Requests should be addressed to the Chief, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency. The individual's full name and office code to which assigned will be required to determine if the system contains a record about him or her. The requestor may visit the Civilian Personnel Division, Code 720, Headquarters, DISA to obtain information on whether the system contains records pertaining to him or her. As proof of identity, the requestor must present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Individual employees submitting the DD Form 1787. Exemptions claimed for the system: None. K700.07 System name: Employee Record File. System location: These cards are maintained by all supervisors of civilian employees. Categories of individuals covered by the system: Civilian employees of DISA organizations in the Washington Metropolitan Area. Categories of records in the system: Standard Form 7B, Employee Record Card. Authority for maintenance of the system: Federal Personnel Manual, Supplement 293-31, Subchapter S7-2, Employee Record. Purpose(s): Used by operating officials as a source of data to initiate requests for personnel actions, to plan and schedule employee training to counsel employees on their performance, to establish a basis for proposing commendations or disciplinary actions and to carry out their personnel management responsibilities in general. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Vertical File Cards. Retrievability: Information is accessed and retrieved by employee name. Safeguards: Building employs security guards. Records are maintained in area accessible only to authorized personnel who are properly screened and cleared and whose duties require them to be in the area where records are maintained. Retention and disposal: Records are not permanent. Cards for employees who are moving within the Agency are sent to the new operating office. Cards of employees who terminate employment with DISA are destroyed. System manager(s) and address: Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the employee's supervisor. The individual's full name will be required to determine if the system contains a record about him or her. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to his/her supervisor to gain access to the record. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Official Personnel Folder, individual employees, supervisors of employees, official personnel actions, civilian personnel staff. Exemptions claimed for the system: None. K700.09 System name: 603-02 Service Record Card Files. System location: Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency. Decentralized Segments - Defense Information Systems Agency field activities in the Washington, DC, metropolitan area. Categories of individuals covered by the system: Civilian employees or former civilian employees of DISA organizations. Categories of records in the system: File contains Standard Form 7, Service Record; Standard Form 7A, Service Record Continuation; and Standard Form 7D, Position Identification Strip. Authority for maintenance of the system: Federal Personnel Manual, Supplement 293-31, Subchapter S2, The Service Control File. Purpose(s): Used as prescribed by Civil Service Commission regulations. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Vertical file cards in metal and cardboard containers. Retrievability: Information is accessed and retrieved by name and organizational location. Safeguards: Records are maintained in area accessible only to authorized personnel who are properly screened, cleared and trained and whose duties require them to be in the area where records are maintained. Retention and disposal: Records are not permanent. They are retained in an active file until the individuals terminate their employment with DISA; held for five additional years in an inactive file in DISA and then transferred to Washington National Records Center where they are held for an additional ten years and subsequently destroyed. System manager(s) and address: Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency. Decentralized Segments - Directors of Defense Information Systems Agency field activities in the Washington, DC, metropolitan area. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Official Personnel Folder Files. Exemptions claimed for the system: None. K700.10 System name: 603-08 Annual Classification Maintenance Review File. System location: Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency. Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area. Categories of individuals covered by the system: DISA civilian employees. Categories of records in the system: File contains a report of the annual classification maintenance review by individual employee, position description number, position title/series/grade. Authority for maintenance of the system: Section 1310 of the Supplemental Appropriation Act, 1952 as amended (5 U.S.C. 3101, Note) Whitten Amendment. Purpose(s): Civilian Personnel organizations -- used to identify positions subject to the annual maintenance classification review and to take appropriate position classification action for positions which require adjustments. Civilian employees and supervisors--used to identify the need for each position and to certify the accuracy and completeness of each officially classified position. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records in file folders. Retrievability: Retrieved by employee name and position description number. Records are maintained in area accessible only to authorized personnel who are properly screened, cleared and trained and whose duties require them to be in the area where records are maintained. Retention and disposal: Records are not permanent. They are retained in active file for two calendar years and then destroyed. System manager(s) and address: Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency. Decentralized Segments - Directors of Defense Information Systems Agency field activities in the Washington, DC, metropolitan area. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Information in the system is obtained from the Personnel Management Information System, Official Position Descriptions, civilian employees and their supervisors, and civilian personnel employees. Exemptions claimed for the system: None. K700.11 System name: 602-18 Promotion Register and Record Files. System location: Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency. Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area. Categories of individuals covered by the system: Candidates who apply for job vacancies under the DISA Civilian Merit Promotion Program. Categories of records in the system: The file contains the Job Opportunity Announcement; list of candidates; rating sheets; evaluation instrument; supervisory appraisals; DISA Form 237, Eligibility List; SF 171, Personal Qualifications Statements; DISA Form 326, Applicants Card Record; and other supporting documentation generated in the evaluation of candidates. Authority for maintenance of the system: Federal Personnel Manual, Chapter 335, Promotion and Internal Placement. Purpose(s): Used by the Civilian Personnel Office staffs to prepare and issue Job Opportunity Announcements; evaluate candidates' qualifications and develop promotion certificates in coordination with promotion panels and supervisors, notify candidates of selection or nonselection, monitor the DISA Civilian Merit Promotion Program, and to otherwise complete and document merit promotion actions. Used by supervisors and members of promotion panels to evaluate candidates, interview candidates and to notify the Civilian Personnel Office staffs when selections are made. Used by DOD and Civil Service Commission inspectors to review promotion actions for compliance with merit promotion policy. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records in file folders. Retrievability: Information is accessed and retrieved by employee name and Job Opportunity Announcement Number. Safeguards: Records are maintained in area accessible only to authorized personnel who are properly screened, cleared and trained and whose duties require them to be in the area where records are maintained. Retention and disposal: Records are not permanent. They are retained in active file for two calendar years and subsequently destroyed. System manager(s) and address: Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency. Decentralized segments - Directors of DISA field activities in the Washington, DC, metropolitan area. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Job application from individuals, current and former supervisory appraisals, Official Personnel Folder, promotion panels and civilian personnel office staff, selecting officials. Exemptions claimed for the system: None. K700.12 System name: 602-10 Civil Service Certificate Files. System location: Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency. Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area. Categories of individuals covered by the system: Applicants who are eligible for competitive appointments from Civil Service Commission registers to positions in DISA organizations. Categories of records in the system: File contains copies of Standard Form 39, Request for Certification, Civil Service Commission Form 1844, Certificates of Eligible, Civil Service Commission Form 2934, Statement of Reasons for Passing Over and Preference Eligible and Selecting a Nonpreference Eligible, Civil Service Commission Form 775, Authority to Examine and Appoint Under Open Examination, and related correspondence supporting the action. Authority for maintenance of the system: Federal Personnel Manual, Chapter 332, Recruitment and Selection Through Competitive Examination. Purpose(s): Used as prescribed by Civil Service Commission regulations. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records in file folders. Retrievability: Information is accessed and retrieved by position title and position description number. Safeguards: Records are maintained in area accessible only to authorized personnel who are properly screened, cleared and trained and whose duties require them to be in the area where records are maintained. Retention and disposal: Records are not permanent. They are retained for two calendar years and subsequently destroyed. System manager(s) and address: Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency. Decentralized Segments - Directors of DISA field activities in the Washington, DC, metropolitan area. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Civil Service Commission certificates of eligible and reports of action taken on certificates of eligible. Exemptions claimed for the system: None. K700.13 System name: 602-26 Retention Register Files (Reduction-in- Force). System location: Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency. Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area. Categories of individuals covered by the system: Civilian employees of organizations who compete during a Reduction-In-Force (RIF); civilian employees who receive a RIF notice and are eligible for registration in the Department of Defense Program for Stability of Civilian Employment and the Civil Service Commission Displaced Employee Program and the Reemployment Priority List. Categories of records in the system: File contains copies of Retention Registers and Reduction-in- Force Notices, Civil Service Commission Displaced Employee Program Registration; DOD Form 1817, Program for Stability of Civilian Employment Registration; Reemployment Priority List, Qualifications Appraisal. Authority for maintenance of the system: Federal Personnel Manual, Chapter 351, Reduction-in-Force DOD Directive 1400.20, Program for Stability of Civilian Employment in the DOD. DOD Program for Stability of Civilian Employment Policies, Procedures and Programs Manual, DOD 1400.20-1-m. Purpose(s): Used as prescribed by Civil Service Commission and DOD regulations. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records in file folders and computer printout of Retention Registers. Retrievability: Information is accessed and retrieved by name. Safeguards: Records are maintained in area accessible only to authorized personnel who are properly screened and cleared and whose duties require them to be in the area where records are maintained. Retention and disposal: Records are not permanent. They are retained for five years and subsequently destroyed. System manager(s) and address: Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency. Decentralized Segments - Directors of DISA field activities in the Washington, DC, metropolitan area. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Official Personnel Folder, computer printout of retention register, DISA management, individual employees and supervisors, civilian personnel office staff, official position description, Civil Service Commission, DOD. Exemptions claimed for the system: None. K700.15 System name: 603-05 Chronological Journal Files. System location: Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency. Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area. Categories of individuals covered by the system: Civilian employees or former civilian employees of DISA organizations for whom a personnel action affecting their employment with DISA was processed within the last two calendar years. Categories of records in the system: File contains copies of Standard Form 50, Notification of Personnel Action, Standard Form 50A, Notice of Short Term Employment and list forms used in lieu of Standard Form 50. Authority for maintenance of the system: Federal Personnel Manual, Supplement 239-31, Subchapter S3, The Chronological Journal File. Purpose(s): Used as prescribed by Civil Service Commission regulations. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records filed in three-ring binders. Retrievability: Information is accessed and retrieved by name or type of personnel action. Safeguards: Records are maintained in area accessible only to authorized personnel who are properly screened, cleared and trained and whose duties require them to be in the area where records are maintained. Retention and disposal: Records are not permanent. They are retained for two calendar years and subsequently destroyed. System manager(s) and address: Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency. Decentralized Segments - Directors of DISA field activities in the Washington, DC, metropolitan area. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Official Personnel Folder Files, official position description, individual employees, supervisors of employees, civilian personnel staff members, and Civil Service Commission. Exemptions claimed for the system: None. K700.16 System name: Classification Appeals File. System location: Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency. Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area. Categories of individuals covered by the system: Civilian employees of DISA who appeal a position classification action to the Agency; civilian employees who appeal a classification action to the Civil Service Commission and Agency appeals to the Civil Service Commission. Categories of records in the system: Official position description of the employee and the supervisor evaluation statements, organizational charts, employee/supervisor statements concerning completeness and accuracy of the position description and related correspondence. Authority for maintenance of the system: Federal Personnel Manual, Chapter 511, Classification Under the General Schedule; Chapter 532, Coordinated Federal Wage System. Purpose(s): Used by the civilian personnel office staff to process classification appeals and render classification decisions; to advise employees of classification decisions; to submit information concerning employee and agency appeals to the Civil Service Commission; and as a reference document for future classification actions. Used by the Civil Service Commission to process classification appeals and to notify the agency and employees of classification decisions. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records in file folders. Retrievability: Information is accessed and retrieved by employee name. Safeguards: Building employs security guards. Records are maintained in area accessible only to authorized personnel who are properly screened and cleared and whose duties require them to be in the area where records are maintained. Retention and disposal: Records are not permanent. They are destroyed when obsolete. System manager(s) and address: Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency. Decentralized Segments - Directors of DISA field activities in the Washington, DC, metropolitan area. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Civilian personnel office employees, DISA management officials appellant and their supervisors, and Civil Service Commission. Exemptions claimed for the system: None. K700.17 System name: 603-01 Official Personnel Folder Files (Standard Form 66). System location: Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency. Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area. Categories of individuals covered by the system: Civilian employees of DISA organizations. Categories of records in the system: Standard Form 171 Personal Qualifications Statement Standard Form 172 Supplemental Experience and Qualifications Statement Standard Form 50 Notification of Personnel Action Standard Form 50A Notice of Short Term Employment Standard Form 52 Request for Personnel Action Standard Form 15 Claim for Veteran's Preference Standard Form 51 Request for Insurance Standard Form 176 Election, Declination, or Waiver of Life Insurance Coverage, FEGLI Standard Form 176A The Federal Employees Group Life Insurance Program Standard Form 54 Designation of Beneficiary, Group Life Insurance Standard Form 61 Appointment Affidavits Standard Form 61B Declaration of Appointee Standard Form 70 Proof of Residence Standard Form 78 Health Qualification Placement Record Standard Form 144 Prior Federal and Military Service Standard Form 2809 Health Benefits Registration Form Standard Form 2810 Notice of Change in Health Benefits Enrollment Standard Form 39 Request for Certification Standard Form 39A Request for FSEE Certification Standard Form 59 Request for Approval of Noncompetitive Action Standard Form 75 Request for Preliminary Employment Data Standard Form 144 Statement of Prior Federal and Military Service Standard Form 161 Executive Inventory Record Standard Form 161A SF 161 Continuation Sheet DA Form 2515 Payroll Change Slip Standard Form 1126 Payroll Change Slip Standard Form 1152 Designation of Beneficiary, Unpaid Compensation of Deceased Employee CA1/CA-1d Notice of Injury of Occupational Disease DA2515 Notice of Within Grade/Pay Adjustment WA18, WA8 Direct Hire Authority Optional Form 8 Position Description DD Form 214 Armed Forces of the United States Report of Transfer or Discharge DD Form 1559/1917 Employee Career Appraisal (Test) DD Form 1617 Transportation Agreement - Overseas Employee DD Form 1618 Transportation Agreement - Transfer of DOD Civilian Employees to and within Continental United States CSC Form 2800A Proof of Selection for Career/Career Conditional Appointment CSC Form 813 Request for Verification of Military Service DISA Form 89 Service Award Work Sheet and Record DISA Form 103 Notice of Performance Rating DISA Form 104 Recommendation for Outstanding Performance Rating DISA Form 222 Quality Salary Increase Recommendation and Approval DISA Form 105 Recommendation for Performance Award Records of Training Civil Service Commission Letters authorizing waivers and exceptions Official Letters of Commendation Debt Correspondence Official Disciplinary Actions Reduction-in-Force Letters. Authority for maintenance of the system: Federal Personnel Manual, Supplement 293-31, Subchapter S5, The Official Personnel Folder File. Purpose(s): Used as prescribed by Civil Service Commission Regulations and to provide data for the automated Defense Information Systems Agency Manpower and Personnel System (MAPS). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records stored in file folders. Retrievability: Information is accessed and retrieved by name. Safeguards: Records are maintained in Lektriever with combination lock and are accessible only to authorized personnel who are properly screened, cleared and trained and whose duties require them to be in the area where records are maintained. Retention and disposal: Temporary Records - Must be retained in the Official Personnel Folder (left side) for a minimum period of one year or until the employee transfers or separates, whichever occurs first, except that official letters of admonishment, warning, caution, reprimand, and similar disciplinary action papers may be removed at any time if it is decided later that the action was unwarranted. Otherwise, most temporary records may remain in an employee's personnel folder as long as he remains with the same agency, except that letters of caution, warning, admonishment, reprimand, and similar disciplinary action papers must not be kept in the folder longer than three years, unless the agency has received an exception from the Civil Service Commission. Permanent Records - Personnel action reports and other documents filed on the right side of the folder are permanent records and `travel' with the employee throughout his or her entire Federal career. Records are maintained in DISA until the individuals terminate their employment with DISA and subsequently are transferred to another government agency or if the employee is separated from the Federal service the records are transferred to the National Personnel Records Center (Civilian), St. Louis, MO. System manager(s) and address: Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency. Decentralized Segments - Directors of DISA field activities in the Washington, DC, metropolitan area. Administrative grievance, disciplinary and adverse action files are maintained for four years and then destroyed. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Former government agencies with which the individual was employed, individual employees, supervisors of employees, official personnel actions, military service records, Civil Service Commission records, and information listed in the records category and civilian personnel staff. Exemptions claimed for the system: None. K700.035 System name: 602-11 Active Application Files (Applicant Supply Files). System location: Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency. Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area. Categories of individuals covered by the system: Applicants for employment with DISA organizations in the Washington Metropolitan Area for positions which the organizations have been authorized by the Civil Service Commission to make temporary or term appointments outside Civil Service Commission registers. Categories of records in the system: File contains copies of Standard Form 170, Application for Federal Employment, Standard Form 171, Personal Qualifications Statement, Standard Form 172 Supplemental Experience and Qualifications Statement, Qualifications evaluations of the applicants, positions for which application is made, opening date for acceptance of applications and date that recruitment for the position is closed, priority groupings, alphabetic index of applications on file, index to the eligible applicants by occupational area, priority group and grade, name of individual selected and date of selection for appointment, qualifications standard used, written record of the positive efforts made to recruit preference eligible for any appointment of a non-preference eligible to a restricted position and correspondence relating to the file. Authority for maintenance of the system: Federal Personnel Manual, Chapter 333, Appendix A, Mechanics of the Applicant Supply System. Purpose(s): Used as prescribed by Civil Service Commission regulations. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records in file folders. Retrievability: Information is accessed and retrieved by name. Safeguards: Building employs security guards. Records are maintained in areas accessible only to authorized personnel that are properly screened, cleared, trained and their duties require them to be in the area where records are maintained. Retention and disposal: Records are not permanent. They are retained for two years or after receipt of a Civil Service Commission report of inspection of the agency's civilian personnel program, whichever occurs first, and then destroyed. System manager(s) and address: Primary System - Office of the Assistant to the Director for Personnel, Code 700, Headquarters, Defense Information Systems Agency. Decentralized Segments - Directors of DISA field activities in the Washington, DC, metropolitan area. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency. Decentralized Segments - Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requestor may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requestor must present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code 720, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Individuals submitting applications for employment, civilian personnel office staff, selecting officials, Office of Personnel Management. Exemptions claimed for the system: None. K890.01 System name: Freedom of Information Act File (FOIA). System location: Office of the Chief of Staff, Code AD, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Decentralized - DISA Field Activities World-wide. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Categories of individuals covered by the system: Persons who request information under FOIA. Categories of records in the system: Consists of (1) Policy File which contains DOD Directive 5400.7, Availability to the Public of DOD Information, February 14, 1975; DISA Instruction 210-225-1, Availability to the Public of DISA Information March 31, 1975; USAF Regulation 12-30, Disclosure of Air Force Records to the Public, February 19, 1975; Department of Health, Education and Welfare, Public Information, contained in Federal Register Vol 39, Number 248, Part II, December 24, 1974; Commanders Digest, Vol 17, Number 8, Freedom of Information Actions, February 18, 1975; DOD Directive 5400.9, Publication of Proposed and Adopted Regulations Affecting the Public, December 23, 1974; and DISA Messages to Field Activities implementing the FOIA. (2) Log File which consists of a record of all written requests for information under the FOIA which have been processed within DISA since January 1, 1975. (3) Correspondence received in DISA relating to FOIA, including replies thereto. Authority for maintenance of the system: 5 U.S.C. 552, as amended by Pub. L. 93-502, Freedom of Information Act; DOD Directive 5400.7, February 14, 1975, Availability to the Public of DOD Information. Purpose(s): For making available to the public the maximum amount of information concerning the operations and activities of DISA. DISA Management - to receive, process, and respond to requests for information under FOIA. Director, DISA - to review and deny requests for information under provisions of FOIA and to forward applicable correspondence to DOD when the denial may be contested or appealed. DOD and Department of Justice - for review and in event of judicial action. 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: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: The paper records in file folders. Retrievability: Retrieved by the control number and the name of the individual who requested the information. Safeguards: Records are stored in a locked safe. Records pertaining to policy are permanent. Correspondence maintained for two years, then destroyed. Records are maintained in areas accessible only to authorized personnel. Retention and disposal: All records (except the Authorities which are permanent) are retained by Code 104, Headquarters, DISA, for two years. Logs are kept until reference need expires. System manager(s) and address: Civilian Assistant to the Chief of Staff, Headquarters, Defense Information Systems Agency, Code 104, 701 South Courthouse Road, Arlington, VA 22204-2199. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Information Systems Agency Headquarters or Defense Information Systems Agency Field Activities in the Washington Metropolitan area should be addressed to the Civilian Assistant to the Chief of Staff, Code 104, Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Requests from individuals relating to information from DISA Field Activities outside the Washington Metropolitan area should be addressed to the Commanders of those activities. Individual must provide his full name, a detailed description of the record desired. For personal visits, the individual must present proof of identity to include full name and e full name and Social Security Number as well as positive identification, i.e., such as driver's license, etc., and fully identify record desired. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Civilian Assistant to the Chief of Staff, Headquarters, Defense Information Systems Agency, Code 104, 701 South Courthouse Road, Arlington, VA 22204-2199. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: From individuals concerned. Exemptions claimed for the system: None. K890.03 System name: Awards Case History File. System location: Military Personnel Division, Code BP, HQ, Defense Information Systems Agency. Categories of individuals covered by the system: Records are maintained on military personnel of the Army, Air Force, Navy and Marine Corps, assigned to the Defense Information Systems Agency, that have been recommended for an award while assigned/received an award that was presented by the Director/Vice Director/or received a promotion and the ceremony was conducted by the Director/Vice Director. Categories of records in the system: Records contain recommendation for an award, citation, memorandum and copy of ceremony announcement and the Director's brief sheet, biographical summary sheet and minutes of the awards board meetings. Categories of information are: Personnel identification and narrative justification for an award. Authority for maintenance of the system: 10 U.S.C. 1121. Purpose(s): Used by the DISA awards personnel to manage the awards program of this Agency. Department of the Army uses to grant or deny service awards. Department of the Navy uses to grant or deny service awards. Department of the Air Force uses to grant or deny service awards. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Records are stored in file folders and locked in filing cabinets. Retrievability: Information is accessed and retrieved by name. Safeguards: Building employs security guards. Records are maintained in area which is accessible only to authorized personnel that are properly screened, cleared, and their duties require them to be in the area where the records are maintained. Retention and disposal: Records are not permanent. They are destroyed 2 years after individual has departed from this Agency/or upon approval of the award whichever is later. System manager(s) and address: Assistant to the Director for Personnel, Code BP, Headquarters, Defense Information Systems Agency. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Assistant to the Director for Personnel, Code BP, HQ, Defense Information Systems Agency. The full name, rank, and Social Security Number of the requesting individual will be required to determine if the system has a record about the individual. The requester may visit the Military Personnel Division, Code, HQ, DISA to obtain information on whether the system contains records pertaining to the individual. As proof of identity the requester will present his U.S. Armed Forces ID Card. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Assistant to the Director for Personnel, Code, HQ, Defense Information Systems Agency. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Activity/Area Commanders, Deputy Directors, Vice Director, Director, Comptroller, Assistant to the Director for Administration and Assistant to the Director for Personnel, who submit recommendations for awards on individuals assigned to their activity. Source data documents are: DA Form 638, Recommendation for Award (Army), AF Form 642, Recommendation for Decoration (Air Force), NAVPERS Form 1650/6, Recommendation for Award (Navy). Letter recommendations following the format prescribed in DISA Instruction 220-15-39. Exemptions claimed for the system: None. K890.04 System name: Military Personnel Management/Assignment Files. System location: Military Personnel Division, Code BP, Headquarters, Defense Information Systems Agency. Categories of individuals covered by the system: Records are maintained on military personnel of the Army, Air Force, Navy and Marine Corps currently assigned to the Defense Information Systems Agency. Categories of records in the system: Records contain qualification records, duty status, special orders, assignment actions, personnel action requests, and suspense items for individuals to update Military Personnel Records maintained by the Military Department's Personnel Office. The category of data maintained is: Personnel identification, assignment history and eligibility, medical profile status and military and civilian education history. Authority for maintenance of the system: 10 U.S. Code 3012, 6011, 8012. Purpose(s): DISA uses this information to manage the military personnel assigned. The majority of the information is furnished by the Military Departments. This information is used: To determine acceptance/non-acceptance for assignment to this Agency, to determine requisition base, to determine qualifications for requirements peculiar to the Agency, performance evaluations, position manning reports, strength accountability, data upon which to base individual requests for personnel actions, and biographical and statistical reports to top DISA management. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Records are stored in file folders in filing cabinets. Retrievability: Information is accessed and retrieved by name. Safeguards: Building employs security guards. Records are maintained in area which is accessible only to authorized personnel who are properly screened, cleared, and their duties require them to be in the area where the records are maintained. Retention and disposal: Records are not permanent. They are destroyed upon reassignment from DISA. System manager(s) and address: Assistant to the Director for Personnel, Code BP, Headquarters, Defense Information Systems Agency. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Assistant to the Director for Personnel, Code BP, Headquarters, Defense Information Systems Agency. The full name, rank, and Social Security Number of the requesting individual will be required to determine if the system has a record about the individual. The requester may visit the Military Personnel Division, Code, HQ, DISA to obtain information on whether the system contains records pertaining to the individual. As proof of identity the requester will present his U.S. Armed Forces Identification Card. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Assistant to the Director for Personnel, Code BC, HQ, Defense Information Systems Agency. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Basic sources of data are the Military Departments: Army, Air Force and Navy. Qualification records furnished when the individual is nominated for assignment to the Agency. The types of forms that are used as source data are: Army DA Form 2475-2 (Personnel Data- SIDPERS), DA Form 31 (Request and Authority for Leave), DA Form 2/2-1 (Qualification Record), PERSINCOM Form 260 Officers Record Brief), Special Orders; Air Force AF Form 47 (Personnel Security Certificate), AF Form 298-1 (Career Brief Officer), AF Form 1074 (Career Brief Enlisted), AF Form 899 (Reassignment Orders), AF Form 152/988 (Leave Forms), AF Forms 2095/2096/2097/2098 (Personnel Actions Forms); Navy Career Brief Officers, NAVPERS 1070/602 (Dependency Application/Record of Emergency Data), Orders, OPNAV Form 5521-420 (Certificate of Clearance), NAVPERS 601-3 (Enlisted Classification Record). NAVPERS 601-4 (Navy Occupation and Training History), NAVPERS 601-9 (Enlisted Performance Record), NAVPERS Form 1616/18 (Performance Evaluation Report); Marine Corps, Career Brief. All services file letters, messages and general correspondence, DA Form 2490 (Disposition Form), relative to the individuals assigned to the Agency. Exemptions claimed for the system: None. K890.05 System name: Overseas Rotation Program Files. System location: Primary System - Civilian Personnel, Plans, Programs, and Oversight Office, Code BC, Center for Agency Services, Headquarters, Defense Information Systems Agency. Decentralized Segments - DISA field activities in the Washington, DC, metropolitan area. Categories of individuals covered by the system: Civilian employees of DISA organizations in the Continental United States (CONUS) assigned to a position with a government organization outside the CONUS. Categories of records in the system: File contains copies of Standard Form 30, Notification of Personnel Action; Standard Form 55, Notice of Conversion Privilege, Group Life Insurance; Standard Form 56, Agency Certification of Insurance Status; Standard Form 171, Personnel Qualifications Statement; Standard Form 172, Supplemental Experience and Qualifications Statement; Standard Form 2810, Notice of Change in Health Benefits Enrollment; DD Form 1617, Transportation Agreement- Overseas Employees; DA Form 2515, Payroll Change Slip; Statement of Agreement; Position Description; Request for Extension of Reemployment Rights; General correspondence pertaining to the overseas assignment. Authority for maintenance of the system: Federal Personnel Manual, Chapter 301, Overseas Employment. DOD Instruction 1404.3, Standardized Overseas Tours of Duty for United States Citizens Employees of the DOD; DOD Instruction 1404.8, Rotation of Employees from Foreign Areas and the Canal Zone. DOD Directive 1400.6, Statement of Personnel Policy for Civilian Personnel of the DOD in Overseas Areas; DOD Program for Stability of Civilian Employment Policies, Procedures and Programs Manual, DOD 1400.20-1-M. Purpose(s): Used by the personnel office staff as a source document to resolve questions concerning overseas employees who have reemployment rights to DISA/CONUS activities, to determine placement rights and to process actions for the exercise of reemployment rights. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records in file folders. Retrievability: Information is accessed and retrieved by name and occupational location. Safeguards: Records are maintained in area accessible only to authorized personnel who are properly screened, cleared and trained and whose duties require them to be in the area where records are maintained. Retention and disposal: Records are not permanent. They are retained until the employee exercises reemployment rights within the CONUS and are subsequently destroyed. System manager(s) and address: Primary System - Office of the Assistant to the Director for Personnel, Code BC, Headquarters, Defense Information Systems Agency. Decentralized Segments - Directors of DISA field activities in the Washington, DC, metropolitan area. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code BC, Headquarters. Defense Information Systems Agency or the Civilian Personnel Offices of the appropriate DISA field activity in the Washington, DC, metropolitan area. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the applicable civilian personnel office to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present either a current DISA identification badge or a driver's license. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the Assistant to the Director for Personnel, Civilian Personnel Division, Code BC, Headquarters, Defense Information Systems Agency or to the Civilian Personnel Office at the appropriate DISA field activity in the Washington, DC, metropolitan area. Decentralized Segments - Commander, DISA-Western Hemisphere, Building 6286, Fort Carson, Colorado 80913; Commander, Defense Commercial Communications Office, Scott Air Force Base, IL 62225. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Official personnel folder; individual employees; personnel office staff. Exemptions claimed for the system: None. K890.06 System name: Card File for Forwarding Mail of Departed Personnel. System location: Correspondence and Mail Processing Branch, Code BLA, Headquarters, Defense Information Systems Agency. Categories of individuals covered by the system: Records system contains the names of personnel who have been reassigned who had been receiving their mail through the correspondence and Mail Processing Branch, Code 212, Headquarters, DISA. Categories of records in the system: Card file consisting of individual's name and forwarding address for mail. Authority for maintenance of the system: Post Office Department, U.S.A., Postal Manual, Chapter 1, Part 158. Purpose(s): Used by personnel of the Correspondence and Mail Processing Branch, Code BLA, Headquarters, DISA for forwarding mail to personnel of Headquarters, DISA; Headquarters, National Communications System; and the Defense Information Systems Agency Operations Center, who have departed. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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: Records are stored in a card file box. Retrievability: Information is accessed and retrieved by name. Safeguards: Building employs security guards. Records are maintained in area which is alarmed and is accessible only to authorized personnel that are properly screened, cleared, and their duties require them to be in the area where the records are maintained. Retention and disposal: Records are not permanent. They are retained for one year after an individual's departure and are then destroyed. System manager(s) and address: Chief, Administrative Division, Code 210, Headquarters, Defense Information Systems Agency. Decentralized Segment - Chief, Management Services Office, Defense Communications Engineering Center, R120. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Administrative Division, Code 210, Headquarters, Defense Information Systems Agency. The full name of the requesting individual will be required to determine if the system contains a record about him or her. The requester may visit the Correspondence and Mail Processing Branch, Code 212, Headquarters, DISA, to obtain information on whether the system contains records pertaining to him or her. As proof of identity the requester must present a current DISA identification badge or a driver's license. Decentralized Segment - Chief, Management Services Office, Defense Communications Engineering Center, R120. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Administrative Division, Code 210, Headquarters, Defense Information Systems Agency. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Names and addresses of individuals in the system are furnished by the individuals who have been reassigned who had been receiving their mail through the Correspondence and Mail Processing Branch, Code 212, Headquarters, DISA. Exemptions claimed for the system: None. K890.07 System name: Education, Training, and Career Development Data System. System location: Primary System - Human Resource Development Plans, Programs, and Oversight Office, Code BH, Center for Agency Services, Headquarters, Defense Information Systems Agency. Decentralized Segments - DISA Field Activities. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Categories of individuals covered by the system: All military and civilian personnel currently or formerly assigned to or employed by the DISA. Categories of records in the system: System contains individual career development plans (for civilians only); education and training historical data; applications for training funded, sponsored, or arranged by DISA; evaluations (by the trainee) of education or training received; applications for programs for which candidates are competitively selected; for example senior military service schools and other long-term training; agreements to continue government service in return for training received; and supervisor evaluations of the results of training given to their employees. Authority for maintenance of the system: Federal Personnel Manual, Chapter 410, Training. Purpose(s): Used by supervisors and by training specialists for career development planning and for determining appropriate training for individuals. Also used to determine an individual's eligibility for training and to justify education and training courses and their associated expenditures. Used by managers in the DISA and by training specialists to determine agency training needs and the ability of specific courses to satisfy those needs. Also used to determine results and accomplishments of the DISA training programs (often presented in statistical form for this purpose). Used by Career Development Specialists to prepare reports of training for the Civil Service Commission and for DOD. Used by DISA procurement personnel and DISA legal staff as the basis for supporting or enforcing legal obligations, such as payment of tuition and fees, reimbursement of trainee's expenses, contractual obligations, or continued-service agreement. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DISA's 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 records in file folders and punched cards. Retrievability: Retrieved by name or Social Security Number. Safeguards: System is in building which uses security guards to control access to the building. Only authorized personnel are allowed access to the building. Files are kept in standard drawer-type filing cabinets. Retention and disposal: Individual records are maintained as long as the individual is employed by or assigned to the DISA. After a person leaves the DISA, his/her individual files are destroyed within one year of the departure. Consolidated reports may be maintained for as long as five (5) years before they are destroyed. System manager(s) and address: Assistant to the Director for Personnel, Code 700, HQ, Defense Information Systems Agency. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Assistant to the Director for Personnel, Defense Information Systems Agency, 701 S. Courthouse Road, Arlington, VA 22204. Personnel currently assigned to or employed by DISA Field Activities outside the Washington Metropolitan Area may obtain information from the commander of their activity. Requests for information must contain name, Social Security Number, DISA activity to which assigned, and dates employed by or assigned to DISA. Proof of identity for those appearing in person is an employee's ID card, driver's license, passport, or similar identification which contains both the name and a photograph of the individual. Proof of identity for individuals not appearing in person will be a notarized statement certifying that the person requesting the information has been identified by the notary public by means of an employee ID card, driver's license, passport, or other identification containing both the name and a photograph of the individual. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Assistant to the Director for Personnel, Defense Information Systems Agency. Official mailing addresses are published as an appendix to DISA's compilation of systems of records notices. Contesting record procedures: DISA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DISA Instruction 210-225-2; 32 CFR part 316; or may be obtained from the system manager. Record source categories: Data in this system is obtained from individual Official Personnel Folders/Files or is supplied by the individual or by his/ her supervisor. Exemptions claimed for the system: None. DEFENSE INFORMATION SYSTEMS AGENCY STATION LIST DIRECTORY* (Alphabetically by state) Alaska Defense Commercial/Communications Office-Alaska, ATTN: RT, Elmendorf AFB, AK 99506-5000. Arizona Joint Interoperability Test Center (JITC), Ft Huachuca, AZ 85613- 7020. California DISA Guam Field Office, Box 141, NAVCAMS WEST PAC, FPO AP 96630- 1837. DISA Northwest Pacific Region, APO AP 96328-5000. DISA Korea Field Office, APO AP 96301-0069. DISA Southwest Pacific Region, APO AP 96274-5000. Colorado Headquarters, Defense Information Technology Services Organization, 6760 East Irvington Place, Denver, CO 80279-1000. District of Columbia Commander, White House Communications Agency, Building 399, Anacostia Naval Station, Washington, DC 20374-5000. Florida DISA Field Office, Building 540, MacDill AFB, FL 33608-7001. Georgia DISA Field Office, ATTN: FCDJ-DISA, Ft McPherson, GA 30330-6000. Hawaii DISA-Pacific Area, Wheeler AFB, HI 96854-5000. Defense Commercial Communications Office-Pacific, Ft Shafter, HI 96858-5490. DISA-Camp Smith Field Office, Box 29, Camp H. M. Smith, HI 96861- 5025. Illinois Defense Commercial Communications Office, ATTN: Code RA, 2300 East Drive, Building 3600, Scott AFB, IL 62225-5406. Telecommunications Management Services Office, ATTN: Code QA, 2300 East Drive, Building 3600, Scott AFB, IL 62225-5406. New Jersey Joint Interoperability Engineering Organization (JIEO), Ft Monmouth, NJ 07703-5513. New York DISA-European Area, APO AE 09131-4103. DISA Field Office Turkey, JUSTMMAT, APO AE 09254-5365. Defense Commercial Communications Office-Europe, ATTN: RS, APO AE 09130-5000. Virginia Headquarters, Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. National Communications System/Defense Information Systems Agency, 701 South Courthouse Road, Arlington, VA 22204-2199. Defense Network System Organization, 701 South Courthouse Road, Arlington, VA 22204-2199. Defense Systems Support Organization, 701 South Courthouse Road, Arlington, VA 22204-2199. Joint Interoperability Engineering Organization, 11440 Isaac Newton Square North, Reston, VA 22090-5006. Washington DISA-Okinawa Field Office, Box 959, FPO AP 98773-5001. Addendum to DISA Station List Directory The Director, DISA is also the Manager, National Communications Systems (NCS), and the Director, Worldwide Military Command and Communications System (WWMCCS) Systems Engineering. To the extent that the Director, DISA performs these other functions, the records systems described herein pertain to and are available to employees of these organizations and may be corrected by means of the same process described for DISA files systems, unless specified otherwise herein. *The official military personnel records of military personnel assigned to DISA are maintained by the parent department and that department has the only complete official copies of the military members personnel records file. Responsibility for the completeness and accuracy of these files is invested in the military department. While the DISA commander or office chief may assist the military members in obtaining access or making corrections, DISA does not have the authority either to grant access or make corrections. The documents maintained by DISA on military personnel are nomination process, copies of personnel correspondence generated during the members tenure in DISA, promotion rosters furnished by the military departments, and copies of orders published by the departments. A few documents are maintained as a result of requirements imposed by the departments (leave forms for Army, Navy and Air Force personnel and SIDPERS for Army personnel). DEFENSE INTELLIGENCE AGENCY REQUESTING RECORDS Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. BLANKET ROUTINE USES Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. LAW ENFORCEMENT ROUTINE USE In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. CONGRESSIONAL INQUIRIES ROUTINE USE Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. PRIVATE RELIEF LEGISLATION ROUTINE USE Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law. COUNTERINTELLIGENCE PURPOSES ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. LDIA 0005 System name: Personnel Management Information System (PMIS). System location: Defense Intelligence Agency, Washington, DC 20340-0001. Categories of individuals covered by the system: Current and former military and civilian employees of DIA, to include military and civilian personnel as well as their dependents nominated for assignment to the Defense Attache System (DAS). Categories of records in the system: This system consists of a variety of personnel and directory data, security, education, training, financial and health information, location, telephone and employment related records. Authority for maintenance of the system: Pursuant to the authority contained in the National Security Act of 1947, as amended, the Secretary of Defense issued Department of Defense Directive 5105.21 which created the Defense Intelligence Agency (DIA) as a separate Department of Defense and charged the Agency's Director with the responsibility for the maintenance of necessary and appropriate records. Purpose(s): The PMIS collects employment information on current and former military and civilian employees of DIA, to include military and civilian personnel as well as their dependents nominated for assignment to the Defense Attache System. The system contains a variety of personnel and directory data, security, education, training, financial and health information, location, telephone and employment related records which are required by the Agency to facilitate its day-to-day operations. Records are used by staff, administrative and operating officials to: Prepare individual administrative transactions; make decisions on the rights, benefits, entitlements and the utilization of individuals; provide a data source for the production of reports, statistical surveys, rosters, documentation and studies required for the orderly personnel administration within DIA. Information will be disclosed to such other Federal agencies, state and local governments, as may have a legitimate use for such information and which agree to apply appropriate safeguards to protect data so provided collected or obtained. Information collected concerning home phone, address and emergency notification data is used to provide postal and locator service, to identify next-of-kin for emergency notification and as a source document to prepare recall and special rosters required for the Agency's day-to-day operation and emergency functions. At overseas locations information may be provided to host country officials, Department of State, Department of Justice, Department of Treasury and the Central Intelligence Agency. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DIA's 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: Automated, maintained on magnetic tape and manual in paper files and cards, and on microfilms. Retrievability: By name or Social Security Number. Safeguards: Records are maintained in a building protected by security guards and are stored in vaults, safes or locked cabinets and are accessible only to authorized personnel who are properly screened, cleared and trained in the protection of privacy information. Retention and disposal: Paper files are destroyed when employment with the Agency ceases. Temporary microfilm records are destroyed when replaced with an updated film and magnetic tape files are retained indefinitely as a permanent record. Directory Service files are destroyed 1 year after the individual departs the Agency. Defense Attache System records are maintained for 1 year beyond the individual's tour completion date and then destroyed. System manager(s) and address: Assistant Deputy Director for Human Resources, Defense Intelligence Agency, Washington, DC 20340-3191. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: Agency officials, Ambassadors, employees, educational institutions, parent Service of individual and immediate supervisor on station, and other Government officials. Exemptions claimed for the system: None. LDIA 0008 System name: Vehicle Registration Information Files. System location: Defense Intelligence Agency, Washington, DC 20340-3299. Categories of individuals covered by the system: DIA employees and civilian contractors who register vehicles in order to gain entrance to DoD installations and those who may apply for a parking permit. Categories of records in the system: Individual's name, Social Security Number, home address, office symbol, work telephone number, vehicle identification, and related information. Authority for maintenance of the system: The Federal Property and Administrative Services Act of 1949; l0 U.S.C. 8012; 44 U.S.C. 3101; and E.O. 9397. Purpose(s): To provide a record for control of privately-owned vehicles which are authorized to operate on DoD installations; to assign parking permits to eligible military and civilian personnel and to maintain a record of parking permits and vehicle registration data; to identify vehicles and their owners in the event of an emergency or traffic problem. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DIA's 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: Application cards, forms, and accountability logs. Data is also stored and maintained on a microcomputer. Retrievability: By Name, Social Security Number, decal number, state vehicle number, or carpool number. Safeguards: Access to records in this system are limited to personnel authorized to handle vehicle registrations and issue parking permits. Building access is controlled and office door is locked during non- duty hours. Retention and disposal: Paper records are maintained for one year after departure or loss of eligibility and then destroyed. In the case of automated files, they are erased, over-printed, or destroyed, as appropriate. System manager(s) and address: Building Manager, Defense Intelligence Agency, Washington, DC 20340-3216. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Requests should contain individual's full name, current address, telephone number, Social Security Number and date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing the Social Security Number is voluntary and will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Requests should contain individual's full name, current address, telephone number, Social Security Number and date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing the Social Security Number is voluntary and will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: Individual concerned, agency officials, Ambassadors, educational institutions, parent service of individual and immediate supervisor on station, and other Government officials. Exemptions claimed for the system: None. LDIA 0010 System name: Requests for Information. System location: Defense Intelligence Agency, Washington, DC 20340-0001. Categories of individuals covered by the system: Individuals who make requests to DIA for information. Categories of records in the system: Correspondence from requester, and documents related to the receipt, processing and final disposition of the request. Authority for maintenance of the system: Pursuant to the authority contained in the National Security Act of 1947, as amended, the Secretary of Defense issued Department of Defense Directive 5105.21 which created the Defense Intelligence Agency as a separate agency of the Department of Defense and charged the Agency's Director with the responsibility for the maintenance of necessary and appropriate records. Purpose(s): To provide records and documentation in response to requests from the public sector for information which is originated by or contained in the files of the Defense Intelligence Agency in accordance with public disclosure statutes. To provide information for compiling reports required by public disclosure statutes and to assist the Department of Justice in preparation of the Agency's defense in any law suit arising under these statutes. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DIA's 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 records in file folders. Retrievability: Alphabetically by surname of individual. Safeguards: Records are maintained in a building protected by security guards and are stored in vaults, safes or locked cabinets and are accessible only to authorized personnel who are properly screened, cleared and trained in the protection of privacy information. Retention and disposal: Granted access: Destroy 2 years after date of Agency reply. Denied access, but no appeals by requester: Destroy 6 years after date of Agency reply. Contested records: Destroy 4 years after final denial by Agency, or 3 years after final adjudications by courts, whichever is later. System manager(s) and address: Deputy Assistant Director for Technical Services and Support, Defense Intelligence Agency, Washington, DC 20340-3190. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. You must include full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. You must include full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: Individual requesters and Agency officials. Exemptions claimed for the system: None. LDIA 0011 System name: Student Information Files. System location: Defense Intelligence Agency, Washington, DC 20340-0001. Categories of individuals covered by the system: Current and former students of the Defense Intelligence College. Categories of records in the system: Student's biographic data and administrative/academic documents related to the student's enrollment. Authority for maintenance of the system: Pursuant to the authority contained in the National Security Act of 1947, as amended, the Secretary of Defense issued Department of Defense Directive 5105.21 which created the Defense Intelligence Agency as a separate agency of the Department of Defense and charged the Agency's Director with the responsibility for the maintenance of necessary and appropriate records. Purpose(s): Information pertaining to personnel, past, present and projected assignments, educational background, academic/fitness reports, letters of course completion, rosters, grades and academic transcripts. This information is collected to provide data for managing the student population at the Defense College and for historical documentation. Information is used to document, monitor, manage, and administer the student's performance at the College. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DIA's 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: Automated on magnetic disc and tape and manual in paper files. Retrievability: Alphabetically by surname of individual. Safeguards: Records are maintained in a building protected by security guards and are stored in vaults, safes or locked cabinets and are accessible only to authorized personnel who are properly screened, cleared and trained in the protection of privacy information. Retention and disposal: Registration cards are held 2 years and then retired to the Washington National Records Center. They are destroyed when 25 years old. System manager(s) and address: Commandant, Defense Intelligence College, Washington, DC 20340- 5485. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: Individual, parent Service, educational institutions, previous employees and other Federal agencies. Exemptions claimed for the system: None. LDIA 0014 System name: Employee Grievance Files. System location: Defense Intelligence Agency, Washington, DC 20340-0001. Categories of individuals covered by the system: Current and former civilian employees of DIA who have submitted grievances in accordance with DIA Regulation 22-12. Categories of records in the system: Files contain all records and documents relating to grievances filed by Agency employees to include statements of witnesses, reports of interviews and hearings and examiner's findings, recommendations, decisions and related correspondence or exhibits. Authority for maintenance of the system: Pursuant to the authority contained in the National Security Act of 1947, as amended, the Secretary of Defense issued Department of Defense Directive 5105.21 which created the Defense Intelligence Agency as a separate agency of the Department of Defense and charged the Agency's Director with the responsibility for the maintenance of necessary and appropriate records. Purpose(s): To record all information collected in the course of a formal grievance including statements, findings, exhibits, recommendations and decisions. Files may be used as part of subsequent administrative or judicial proceedings concerning central or peripheral issues. To disclose information to any source from which additional information is requested in the course of processing a grievance to the extent necessary to identify the individual, inform the source of the purpose(s) of the request and identify the type of information requested; to another Federal agency or to a court when the Government is party to a judicial proceeding before the court; by the Agency in the production of summary descriptive statistics, analytical studies and training in support of the function for which the records are collected and maintained or for related work force studies; to officials of the Merit Systems Protection Board including the Office of the Special Counsel, or the Equal Employment Opportunity Commission when requested in performance of their authorized duties; to disclose in response to a request for discovery or for appearance of a witness, information that is relevant to the subject matter involved in a pending judicial or administrative proceeding. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DIA's 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 records in file folders. Retrievability: Alphabetically by surname of individual. Safeguards: Records are maintained in a building protected by security guards and are stored in vaults, safes or locked cabinets and are accessible only to authorized personnel who are properly screened, cleared and trained in the protection of privacy information. Retention and disposal: Record is destroyed 3 years after closing of the case. System manager(s) and address: Assistant Deputy Director for Human Resources, Defense Intelligence Agency, Washington, DC 20340-3191. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: By the individual, testimony of witnesses, Agency officials and from related correspondence from organizations or persons. Exemptions claimed for the system: None. LDIA 0015 System name: Biographic Sketch. System location: Defense Intelligence Agency, Washington, DC 20340-0001. Categories of individuals covered by the system: Individuals who interface with the DIA on a fee or non-fee basis. Categories of records in the system: Contains biographic data to include name, date and place of birth, educational background, lists of published works or notable achievements in the intelligence, scientific or academic community, intelligence experience, etc. Authority for maintenance of the system: Pursuant to the authority contained in the National Security Act of 1947, as amended, the Secretary of Defense issued Department of Defense Directive 5105.21 which created the Defense Intelligence Agency as a separate agency of the Department of Defense and charged the Agency's Director with the responsibility for the maintenance of necessary and appropriate records. Purpose(s): Information is collected on Agency higher ranking civilian and military personnel assigned to offices in the Washington, DC area and the DAOs world-wide to provide managers of branches, divisions and higher levels of management with a capsule summary of biographic type information on assigned personnel so as to acquaint the managers, quickly, with an individual's background prior to visits, informal discussions, counseling sessions and other types of personnel actions. Biographic sketches are also collected on speakers at the Defense Intelligence College. To establish an individual's bona fide as a noted authority in a specialized area for the purpose of utilizing that expertise to fill a gap in the Defense Intelligence Agency's resources. Information will be disclosed to such other Federal agencies, state and local governments, as may have a legitimate use for such information and which agree to apply appropriate safeguards to protect data so provided and which is consistent with the conditions or reasonable expectations of use and disclosure under which the information was provided, collected or obtained. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DIA's 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 records in file folders. Retrievability: Alphabetically by surname of individual. Safeguards: Records are maintained in a building protected by security guards and are stored in vaults, safes or locked cabinets and are accessible only to authorized personnel who are properly screened, cleared and trained in the protection of privacy information. Retention and disposal: Records are destroyed when no longer required. System manager(s) and address: Assistant Deputy Director for Technical Services and Support, Defense Intelligence Agency, Washington, DC 20340-3190. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: Individual, academic institutions or the individual's employer. Exemptions claimed for the system: None. LDIA 0140 System name: Passports and Visas. System location: Defense Intelligence Agency, Washington, DC 20340-0001. Categories of individuals covered by the system: All DIA personnel requiring passports. Categories of records in the system: Files contain passports and related correspondence. Authority for maintenance of the system: Pursuant to the authority contained in the National Security Act of 1947, as amended, the Secretary of Defense issued Department of Defense Directive 5105.21 which created the Defense Intelligence Agency as a separate agency of the Department of Defense and charged the Agency's Director with the responsibility for the maintenance of necessary and appropriate records. Purpose(s): Information is collected to obtain and safekeep official passports until needed for travel and to obtain necessary visas from appropriate Embassies; to notify individuals to reapply when passports expire and to return passports to the Department of State upon departure of the individual from DIA. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DIA's 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: Automated in computer and manual in paper files. Retrievability: Alphabetically by surname of individual in file folders and by name of individual, date of birth, and/or Social Security Number in computer. Safeguards: Records are maintained in a building protected by security guards and are stored in vaults, safes or locked cabinets and are accessible only to authorized personnel who are properly screened, cleared and trained in the protection of privacy information. Records maintained in computer system require special access code to retrieve information. Retention and disposal: Passports are returned to Department of State upon departure of the individual from DIA and computer records are transferred into an archive file for 1 year. System manager(s) and address: Assistant Deputy Director for Technical Services and Support, Defense Intelligence Agency, Washington, DC 20340-3190. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: Individual applicant and Department of State, Passport Office. Exemptions claimed for the system: None. LDIA 0150 System name: Official Traveler Profile. System location: Defense Intelligence Agency, Washington, DC 20340-0001. Categories of individuals covered by the system: All DIA employees traveling on official business. Categories of records in the system: Individual's name, Social Security Number, office designation, telephone numbers, and airline reservation preferences. Authority for maintenance of the system: 10 U.S.C. 133s and E.O. 9397. Purpose(s): To secure commercial and military flight reservations for official DIA travelers. Access is limited to personnel who are authorized to make such arrangements. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DIA's 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: American Airline Reservation Computer (SABRE). Retrievability: Information is retrieved by individual's name. Safeguards: Records are maintained in SABRE computer and accessible only to authorized personnel who have proper access codes and are properly screened, cleared and trained in the protection of privacy information. Computer is located in a secure building with controlled access and the office door is locked during non-duty hours. Retention and disposal: Upon departure from DIA, files are deleted from the system. System manager(s) and address: Assistant Deputy Director for Logistics and Engineering Services, Defense Intelligence Agency, Washington, DC 20340-3210. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Requests should contain individual's full-name, current address, telephone number, Social Security Number and date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing the Social Security Number is voluntary and will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Requests should contain individual's full name, current address, telephone number, Social Security Number and date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing the Social Security Number is voluntary and will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: Individual applicant. Exemptions claimed for the system: None. LDIA 0209 System name: Litigation and Disposition Documentation. System location: Defense Intelligence Agency, Washington, DC 20340-0001. Categories of individuals covered by the system: Files involving legal and administrative matters involving individuals. Categories of records in the system: Correspondence or legal documentation relating to individuals. Authority for maintenance of the system: Pursuant to the authority contained in the National Security Act of 1947, as amended, the Secretary of Defense issued Department of Defense Directive 5105.21 which created the Defense Intelligence Agency as a separate agency of the Department of Defense and charged the Agency's Director with the responsibility for the maintenance of necessary and appropriate records. Purpose(s): Information is collected pertaining to litigation, disciplinary matters and administrative actions concerning civilian and military personnel. Information is compiled to support various legal-related activities of the Department of Justice, the Office of Personnel Management and the Military Services or adjudicative agencies of the U.S. Government as may be necessary or required in the disposition of an individual case. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DIA's 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 records in file folders. Retrievability: Alphabetically by surname of individual. Safeguards: Records are maintained in a building protected by security guards and are stored in vaults, safes or locked cabinets and are accessible only to authorized personnel who are properly screened, cleared and trained in the protection of privacy information. Retention and disposal: Some records are retired to the Washington National Records Center where they are held for 10 years and then destroyed and others are destroyed when no longer needed for current operations. System manager(s) and address: The General Counsel, Defense Intelligence Agency, Washington, DC 20340-1029. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: Other offices within the DIA and the DoD, the individual involved and other departments and agencies of the Executive Branch. Exemptions claimed for the system: None. LDIA 0271 System name: Investigations and Complaints. System location: Defense Intelligence Agency, Washington, DC 20340-0001. Categories of individuals covered by the system: Current and former civilian and military personnel who filed a complaint acted upon by the Inspector General, DIA, or who were the subject of an Inspector General, DIA, investigation or inquiry. Categories of records in the system: Documents relating to the organization, planning and execution of internal/external investigations and records created as a result of investigations conducted by the Office of the Inspector General, including reports of investigations, records of action taken and supporting papers. These files include investigations of both organizational elements and individuals. Authority for maintenance of the system: Pursuant to the authority contained in the National Security Act of 1947, as amended, the Secretary of Defense issued Department of Defense Directive 5105.21 which created the Defense Intelligence Agency as a separate agency of the Department of Defense and charged the Agency's Director with the responsibility for the maintenance of necessary and appropriate records. Purpose(s): Information is collected to determine the facts and circumstances surrounding a complaint filed with the office of the Inspector General by a Defense Intelligence Agency employee or to determine the facts and circumstances of matters under Inspector General inquiry of investigation. Information collected by the Inspector General is for the purpose of providing the Director, DIA, with a sound basis for just and intelligence action. Records are used as a basis for recommending actions to the Command Element and other DIA elements. Depending upon the nature of the information it may be passed to appropriate elements within the DoD, the Department of State, Department of Justice, Central Intelligence Agency and to other appropriate Government agencies. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DIA's 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 records in file folders (manual). Retrievability: Filed by subject matter and case number. Safeguards: Records are maintained in a building protected by security guards and are stored in vaults, safes or locked cabinets and are accessible only to authorized personnel who are properly screened, cleared and trained in the protection of privacy information. Retention and disposal: Records are held in current files for 5 years after completion and adjudication of all actions and retired to the Washington National Records Center. Investigations will be offered to the National Archives and complaints destroyed when 20 years old. System manager(s) and address: Inspector General's Office, Defense Intelligence Agency, Washington, DC 20340-1028. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: Personal interviews, personal history statements, abstracts or copies of pertinent medical records, abstracts from personnel records, results of tests, physician's notes, observations from employee's behavior, related notes, papers from counselors and/or clinical directors. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(2), (k)(5), or (k)(7), as applicable. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 319. For more information contact the system manager. LDIA 0275 System name: DoD Hotline Referrals. System location: Defense Intelligence Agency, Washington, DC 20340-0001. Categories of individuals covered by the system: Current and former civilian and military personnel who were the subject of Inspector General, DIA, actions as a result of DoD/IG Hotline referrals. Categories of records in the system: Materials relating to the referral by DoD/IG Hotline and the follow-on of documentation created as a result of actions conducted by the IG, including reports, records of action taken and supporting papers. Authority for maintenance of the system: National Security Act of 1947, as amended, DoD Directive 5105.21, Defense Intelligence Agency, and DoD Directive 7050.1, DoD Hotline, as implemented by DIAM 40-1, Investigations and Inspections, Inspector General Activities and Procedures, Chapter 2, paragraph 8. Purpose(s): Information is collected to determine the facts and circumstances surrounding allegations made to the DoD/IG Hotline and referred by them to DIA/IG concerning DIA employees. Records are used as a basis for recommending actions to the Command Element and other DIA elements. Results are reported back to the DoD/IG. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DIA's 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 records in file folders. Retrievability: Filed by subject matter and case number. Safeguards: Records are maintained in a building protected by security guards and are stored in an alarmed secure area. Records are accessible only by authorized DIA/IG personnel who are properly cleared and trained, and who require access in connection with their official duties. Retention and disposal: Records are held in current files for 3 years after completion and adjudication of all actions and then destroyed. System manager(s) and address: Inspector General's Office, Defense Intelligence Agency, Washington, DC 20340-1028. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: Personal interviews, personal history statements, abstracts from personnel records and security records, observations from employee's behavior, related notes, papers from counselors and/or supervisors. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(2), (k)(5), or (k)(7), as applicable. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 319. For more information contact the system manager. LDIA 0335 System name: Alcohol and Drug Abuse Reporting Program. System location: Defense Intelligence Agency, Washington, DC 20340-0001. Categories of individuals covered by the system: Any civilian employee of the Defense Intelligence Agency who has been diagnosed as an alcohol/drug abuser by a physician and subsequently enrolled in an alcohol/drug abuse treatment program. Former employees who were undergoing treatment at time of termination are retained in the file for 2 years and other former employees who were enrolled in a program less than 2 years before their termination may also be included. Categories of records in the system: File contains employee intake and follow-up records, initial interviews forms, counselor observations and impressions of employee's behavior and rehabilitation progress, copies of medical consultation and procedures performed, results of bio-chemical urinalysis for drug abuse, and similar or related documents. Authority for maintenance of the system: Pursuant to the authority contained in the National Security Act of 1947, as amended, the Secretary of Defense issued Department of Defense Directive 5105.21 which created the Defense Intelligence Agency as a separate agency of the Department of Defense and charged the Agency's Director with the responsibility for the maintenance of necessary and appropriate records. Purpose(s): Information is collected and maintained to provide the Agency an accurate accountability of individuals involved in alcohol and drug abuse activities, education and training, and rehabilitation programs. Quarterly and annual program reports are generated based on the systems maintained in the DIA. Records concerning the identity, medical diagnosis, prognosis, or treatment of any person irrespective of whether or when the individual ceased treatment, maintained in connection with the performance of any alcohol or drug abuse prevention and treatment function conducted, regulated, or directly or indirectly assisted by any department or agency of the United States, are confidential and may be disclosed only for the purposes and under the circumstances expressly authorized in 21 U.S.C. 1175 (as amended) and 42 U.S.C., Section 4582 (as amended). Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The records in the system may be disclosed outside DIA: To Government personnel for the purpose of obtaining benefits to which the person undergoing treatment is entitled; to qualified personnel for the purpose of conducting scientific research, management or financial audits, or program evaluation; to appropriate elements within the Department of State, Department of Justice and Office of Personnel Management when required for actions relative to the employees' employment, access to classified material or areas; to a court of competent jurisdiction upon authorization by an appropriate order. Any safeguards against unauthorized disclosure imposed by the court in its order shall be honored. The `Blanket Routine Uses' set forth at the beginning of the DIA's compilation of systems of records notices do not apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records maintained in file folders (manual). Retrievability: By name and Social Security Number. Safeguards: Records are maintained in a building protected by security guards and are stored in vaults, safes or locked cabinets and are accessible only to authorized personnel who are properly screened, cleared, and trained in the protection of this information and have a need for access in connection with their official duties. Retention and disposal: Records are destroyed 2 years after the individual leaves the treatment program or the case is terminated. System manager(s) and address: Special Assistant for Equal Employment Opportunity, Defense Intelligence Agency, Washington, DC 20340-3375. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: Personal interviews, personal history statements, abstracts or copies of pertinent medical records, abstracts from personnel records, results of tests, physician's notes, observations from employee's behavior, related notes, papers from counselors and/or clinical directors. Exemptions claimed for the system: None. LDIA 0435 System name: DIA Awards Files. System location: Defense Intelligence Agency, Washington, DC 20340-0001. Categories of individuals covered by the system: Military personnel recommended for an award while assigned to DIA. Categories of records in the system: This file contains supporting documents for the awards nomination and the results of actions or recommendations of endorsing and approving officials. Authority for maintenance of the system: Pursuant to the authority contained in the National Security Act of 1947, as amended, the Secretary of Defense issued Department of Defense Directive 5105.21 which created the Defense Intelligence Agency as a separate agency of the Department of Defense and charged the Agency's Director with the responsibility for the maintenance of necessary and appropriate records. Purpose(s): Information is collected and submitted to determine eligibility for awards and decorations to individuals and units while assigned or attached to the DIA. Information is required for preparation of orders and for inclusion in individual's Service record. Records are used to obtain the approval for the awarding of the decoration, for the compilation of required statistical data and provided to the Military departments when appropriate. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DIA's 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 records in file folders (manual). Retrievability: Alphabetically by surname of individual. Safeguards: Records are maintained in a building protected by security guards and are stored in locked cabinets and are accessible only to authorized personnel who are properly screened cleared and trained in the protection of privacy information. Retention and disposal: Records are maintained for approximately 2 years within the Agency and then retired to the Washington National Records center where they are destroyed when 5 years old. System manager(s) and address: Assistant Deputy Director for Human Resources, Defense Intelligence Agency, Washington, DC 20340-3191. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: Agency officials, parent Service and personnel records. Exemptions claimed for the system: None. LDIA 0450 System name: Drug-Free Workplace Files. System location: Defense Intelligence Agency, Washington, DC 20340-0001. Categories of individuals covered by the system: Employees of, and applicants for positions in, the Defense Intelligence Agency. Categories of records in the system: Records relating to the selection, notification, and testing of employees and applicants, tests results information, and related reports. Authority for maintenance of the system: 5 U.S.C. 7301 and 7361; Pub. L. 100-71; and E.O.s 12564, Drug- Free Federal Workplace and 9397. Purpose(s): The system is used to maintain Drug Testing Program Coordinator records relating to the implementation of the program, administration, selection, notification and testing of DIA employees and applicants for employment for use of illegal drugs. Records are used by the employee's of the Deputy Director for Human Resources who have the authority to recommend or make offers of employment; the administrator or any employee counseling services program in which the employee is receiving counseling; a supervisory or management official having authority to take or recommend adverse personnel actions against a subject employee. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: In order to comply with the provisions of 5 U.S.C. 7301, the DIA `Blanket Routine Uses' do not apply to this system of records. To a court of competent jurisdiction where required by the United States Government to defend against any challenge against any adverse personnel action. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records maintained in file folders. Automated records may exist on magnetic tape, diskette, or other machine-readable media. Retrievability: Test results are retrieved by surname of applicant or employee or by Social Security Number. Other retrieval fields include agency name, collection site and date of testing. Safeguards: File folders are stored in cabinets that are locked when not being used. Electronic records are accessed on computer terminals in supervised areas. All personnel having access to this record system have been trained for proper handling of Privacy Act information. Retention and disposal: Files on applicants for positions are maintained for a period not to exceed twelve months. Employee files are retained for two years. In instances of a positive test finding resulting in the reassignment or separation of an employee, retention is for a period of two years after the case is closed. Destruction of paper records is accomplished by shredding or burning. Electronic records are erased and overwritten. System manager(s) and address: Drug Testing Program Coordinator (DPH-4), Defense Intelligence Agency, 3100 Clarendon Boulevard, Arlington, VA 22201-5322. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Requests should contain individual's full name, current address, telephone number, Social Security Number, and date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing the Social Security Number is voluntary and will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in the system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Requests should contain individual's full name, current address, telephone number, Social Security Number, and date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing the Social Security Number is voluntary and will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA rules for access to records and for contesting and appealing initial agency determination are contained DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: The test subject, medical review officials, collection personnel and others on a case-by-case basis. Exemptions claimed for the system: None. LDIA 0480 System name: Reserve Training Records. System location: Defense Intelligence Agency, Washington, DC 20340-0001. Categories of individuals covered by the system: Military Reserve personnel who have performed active duty training with the DIA or corresponded with the DIA regarding reserve matters. Categories of records in the system: Files contain correspondence with the reservist and documentation related to the reservist periods of active duty with DIA. Authority for maintenance of the system: Pursuant to the authority contained in the National Security Act of 1947, as amended, the Secretary of Defense issued Department of Defense Directive 5105.21 which created the Defense Intelligence Agency as a separate agency of the Department of Defense and charged the Agency's Director with the responsibility for the maintenance of necessary and appropriate records. Purpose(s): The Reserve Affairs Office is required to maintain current biographical information on all personnel who are assigned to a DIA Reserve billet or perform Reserve duty with the Agency. The data is used to help provide productive tours for the Reservists. It is also used by DIA staff personnel and the Reserve Affairs Officer to evaluate the Reservists for Reserve billets or assignments. Biographical information will be maintained in the Reserve Affairs Office if person is accepted for assignment; otherwise, it will be destroyed. Records are used by Agency officials for the administrative, control and utilization of reservists and may be provided to the Military Departments when appropriate. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DIA's 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 records in file folders (manual). Retrievability: Alphabetically by surname of individual. Safeguards: Records are maintained in a building protected by security guards and are stored in safes or locked cabinets and are accessible only to authorized personnel who are properly screened, cleared and trained in the protection of privacy information. Retention and disposal: Records are destroyed 1 year after reservists become inactive. System manager(s) and address: Assistant Deputy Director for Human Resources, Defense Intelligence Agency, Washington, DC 20340-3191. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: Individual reservists requesting assignment and/or active duty training, Agency officials and parent Service of Reservists. Exemptions claimed for the system: None. LDIA 0590 System name: Defense Intelligence Special Career Automated System (DISCAS). System location: Defense Intelligence Agency, Washington, DC 20340-0001. Categories of individuals covered by the system: DoD civilian positions and employee grades GS-05 and above in the GS-0132 intelligence series, scientific and technical series and other related professional series which are assigned to an organizational component performing an intelligence function. Cryptologic personnel and those enrolled in the National Security Agency (NSA) career system are excluded. Categories of records in the system: Data on employment history, qualification and skills and performance appraisals. Authority for maintenance of the system: Pursuant to the authority contained in the National Security Act of 1947, as amended, the Secretary of Defense issued Department of Defense Directive 5105.21 which created the Defense Intelligence Agency as a separate agency of the Department of Defense and charged the Agency's Director with the responsibility for the maintenance of necessary and appropriate records and Department of Defense Directive 5010.10, Intelligence Career Development Program. Purpose(s): Information is collected in order to register all eligible DoD civilian employees in the DISCAS. The information provides for verification and in some cases updates previous provided information. It is used for automatic referral for position vacancies throughout the DoD Intelligence Community and includes the individual's own (local) organization. The DISCAS forwards inquiries to employees regarding their availability for specific position vacancies when requested by the DoD component. DISCAS will maintain files and records for historical or user research purposes such as annual reports for DoD components or management information furnished to appropriate DoD users. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DIA's 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: Automated, maintained on magnetic tape and manual in paper files. Retrievability: By name or Social Security Number. Safeguards: Records are maintained in a building protected by security guards and are stored in vaults, safes or locked cabinets and are accessible only to authorized personnel who are properly screened, cleared and trained in the protection of privacy information. Retention and disposal: Records are temporary. They are retained until the employee concludes his DoD intelligence career at which time they are retired to an inactive file for 1 year and then destroyed. System manager(s) and address: Office of Training, Defense Intelligence Agency, Washington, DC 20340-5194. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: Source data for DISCAS is provided by the employees, the employee's supervisor and the servicing civilian personnel office. Exemptions claimed for the system: None. LDIA 0660 System name: Security Files. System location: Defense Intelligence Agency, Washington, DC 20304-0001. Categories of individuals covered by the system: Military/civilian applicants and nominees to DIA; current and former DIA and Defense Attache System personnel; and other DoD- affiliated personnel under the security cognizance of DIA. Categories of records in the system: Records associated with personnel security functions, nomination notices, statement of personal history, indoctrination/debriefing memoranda, secrecy and nondisclosure agreements, certificates of clearance, adjudication memoranda and supporting documentation and in-house investigations, security violations, identification badge records, retrieval indices, clearance status records, and access control records and Social Security Number. Authority for maintenance of the system: Pursuant to the authority contained in the National Security Act of 1947, as amended, the Secretary of Defense issued Department of Defense Directive 5105.21 which created the Defense Intelligence Agency as a separate agency of the Department of Defense and charged the Agency's Director with the responsibility for the maintenance of necessary and appropriate records and Executive Order 9397. Purpose(s): Information is collected in order to accomplish those administrative and personnel security functions relating to initial and continued assignment/employment and eligibility for access to classified information. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information may be disclosed to other Federal agencies, state and local governments, as may have a legitimate use for such information and agree to apply appropriate safeguards to protect the data in a manner consistent with the conditions or expectations under which the information was provided, collected or obtained. The `Blanket Routine Uses' set forth at the beginning of the DIA's 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: Automated in computer, manual in paper files, or on microform. Retrievability: Alphabetically by surname of individual or by Social Security Number. Safeguards: Records are maintained in a building protected by security guards and are stored in vaults, safes or locked cabinets and are accessible only to authorized personnel who are properly screened, cleared and trained in the protection of privacy information. Retention and disposal: Records of civilian and military applicants not hired by or assigned to DIA and favorable files of employees departing DIA are maintained up to 1 year and then destroyed. Out-processing interviews will be retained for 5 years and then destroyed. Indoctrination/ debriefing memoranda and non-disclosure agreements pertaining to access to Secret Compartmentalized Information are retained for 70 years or until notification of the death of the signer, whichever is sooner. Files containing information which may conceivably result in litigation and non-Secret Compartmentalized Information security agreements are destroyed when no longer required. System manager(s) and address: Chief, Office of Security, Defense Intelligence Agency, Washington, DC 20340-1248. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your inquiry should include your full name, current address, telephone number, Social Security Number and date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number is voluntary and it will be used solely for verification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your inquiry should include your full name, current address, telephone number, Social Security Number and date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number is voluntary and it will be used solely for verification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: The individual, other Federal agencies, firms contracted to the DoD and Agency officials. Exemptions claimed for the system: Portions of this system of records may be exempt from the provisions of 5 U.S.C. 552a(k)(2) and (k)(5), as applicable. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 319. For more information contact the system manager. LDIA 0800 System name: Operation Record System. System location: Defense Intelligence Agency, Washington, DC 20340-0001. Categories of individuals covered by the system: Individuals involved in foreign intelligence and/or training activities conducted by the Department of Defense, who are of interest either because of the actual, apparent, or potential use. Categories of records in the system: Files include operational, biographic, policy, management, training, and administrative matters related to the foreign intelligence activities of the Department of Defense. Authority for maintenance of the system: Pursuant to the authority contained in the National Security Act of 1947, as amended, the Secretary of Defense issued Department of Defense Directive 5105.21 which created the Defense Intelligence Agency as a separate agency of the Department of Defense and charged the Agency's Director with the responsibility for the maintenance of necessary and appropriate records. Purpose(s): Information is collected to support the administration, operation, and management of foreign intelligence and/or training activities conducted by the Department of Defense. To provide information within the Department of Defense and other Federal agencies for the conduct of foreign intelligence operations and to provide staff management over foreign intelligence training conducted by the Department of Defense. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DIA's 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: Automated on magnetic tapes and discs, microfilm and aperture cards and manual in paper files. Retrievability: Alphabetically by surname of individual. Safeguards: Records are maintained in a building protected by security guards and are stored in vaults, safes or locked cabinets and are accessible only to authorized personnel who are properly screened, cleared and trained in the protection of privacy information. Retention and disposal: Master files are retained indefinitely. Temporary records are destroyed. System manager(s) and address: Directorate for Attaches and Operations, Defense Intelligence Agency, Washington, DC 20340-5339. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: DoD, other intelligence agencies, educational institutions, Federal agencies, research institutions, foreign governments and open source literature. Exemptions claimed for the system: Parts of this system may be exempt under 5 U.S.C. 552a(k)(2) and (k)(5), as applicable. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 319. For more information contact the system manager. LDIA 0813 System name: Bibliographic Data Index System. System location: Defense Intelligence Agency, Washington, DC 20340-0001. Categories of individuals covered by the system: Individuals who have published works of general interest to the Agency, and individuals involved in foreign intelligence activities. Categories of records in the system: An index of names of authors, title of published works, subject matter of writing and the location of source documents of open source literature and intelligence reports. Authority for maintenance of the system: Pursuant to the authority contained in the National Security Act of 1947, as amended, the Secretary of Defense issued Department of Defense Directive 5105.21 which created the Defense Intelligence Agency as a separate agency of the Department of Defense and charged the Agency's Director with the responsibility for the maintenance of necessary and appropriate records. Purpose(s): File is used for basic reference purposes for open source and classified documents. Information is used by Agency analysts, other authorized Federal agencies and contractor personnel for research on intelligence subjects related to foreign intelligence activities. Serves as a traditional library reference service for open source literature and intelligence reports. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DIA's 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: Automated on magnetic tape and disc, and manual in paper files and cards. Retrievability: Alphabetically by surname of individual. Safeguards: Records are maintained in a building protected by security guards and are stored in vaults, safes or locked cabinets and are accessible only to authorized personnel who are properly screened, cleared and trained in the protection of privacy information. Retention and disposal: Open source literature is destroyed once material is out dated. Intelligence reports are retained for 3 years and retired to the Washington National Records Center for permanent retention. They will be offered to the National Archives when they are 40 years old. System manager(s) and address: Assistant Deputy Director for Technical Services and Support, Defense Intelligence Agency, Washington, DC 20340-3190. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. Your request must include your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: DoD, other intelligence agencies, educational institutions, Federal agencies, research institutions, foreign governments and open source literature. Exemptions claimed for the system: None. LDIA 0900 System name: Accounts Receivable, Indebtedness and Claims. System location: Defense Intelligence Agency, Washington, DC 20340-0001. Categories of individuals covered by the system: Current and former active duty military personnel, current and former civilian employees, Reserve and National Guard personnel, dependents of employees and military personnel exchange officers and other individuals who may be indebted to the Defense Intelligence Agency or another Government agency or have a claim pending against the Defense Intelligence Agency. Categories of records in the system: Records maintained in this system include but are not limited to documentation pertaining to telephone bills; dishonored checks; reports of survey; erroneous payments; property losses and damages; administratively determined indebtedness; losses of funds; records of travel payments, travel orders, travel vouchers, statements of nonavailability of quarters and mess, paid receipts, and certifications of payment; delinquent accounts receivable from other Federal agencies including returned checks, medical service billings and collection records; summaries of reports from investigative activities such as the military investigative services, the U.S. Secret Service of the Federal Bureau of Investigation, reports from probate courts and bankruptcy courts; credit reports, promissory notes; individual financial statements; correspondence from and to the debtor or claimant; applications for waiver of erroneous payments or for remission of indebtedness with support documentation; claims of individuals requesting additional payments with supporting documentation such as time and attendance records and leave and earning statements. Authority for maintenance of the system: 5 U.S.C. 5512; 5 U.S.C. 5513; 5 U.S.C. 5514; 5 U.S.C. 5584; 5 U.S.C. 5705; 10 U.S.C. 2274; 10 U.S.C. 2276l; 31 U.S.C. 3322; 31 U.S.C. 3527; 31 U.S.C. 3702; 31 U.S.C. 3711; 31 U.S.C. 3716; 31 U.S.C. 3717; 31 U.S.C. 3718; 37 U.S.C. 1007; 40 U.S.C. 721-729. Purpose(s): Information is collected to determine eligibility for waiver of erroneous payments or additional payments for service rendered. Information is also used to support customer billings and collection of claims of the United States for money or property arising out of the activities of the Defense Intelligence Agency or other Federal agencies. Information from this system may be disclosed to credit bureaus and credit reporting activities, the Comptroller General and the General Accounting Office, the Defense Investigative Service, the Internal Revenue Service, the Federal Bureau of Investigation, U.S. Secret Service, state and local law enforcement authorities, trustees in bankruptcy and probate courts and other Federal agencies (for possible collection by offset). Disclosures may also be made to the Department of Justice for criminal prosecution, civil litigation, or investigation. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DIA's 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 records in file folders. Retrievability: Alphabetically by surname of individual. Safeguards: Records are accessible only to authorized personnel who are properly screened, cleared and trained in the protection of privacy information. Records are stored in locked cabinets when not in use. Retention and disposal: Records are retained in office files through the fiscal year following the fiscal year in which final action was taken on the accounts receivable, indebtedness or claim. Records are then transferred to the Washington National Records Center where they are retained for up to 9 years and then destroyed. System manager(s) and address: Comptroller, Defense Intelligence Agency, Washington, DC 20340- 3121. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. You must include in your request your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Office (PL/FOIA), Defense Intelligence Agency, Washington, DC 20340-3299. You must include in your request your full name, current address, telephone number and Social Security Number or date of birth. Requests submitted on behalf of other persons must include their written, notarized authorization. Providing of the Social Security Number under E.O. 9397 is voluntary and it will be used solely for identification purposes. Failure to provide the Social Security Number will not affect the individual's rights. Contesting record procedures: DIA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DIA Regulation 12-12; 32 CFR part 319; or may be obtained from the system manager. Record source categories: Information is obtained from DoD and other Federal financial records systems; financial, educational and medical institutions; automated system interfaces; police and investigative officers; state bureaus of motor vehicles; Internal Revenue Service; Social Security Administration; Department of Veterans Affairs; the Office of Personnel Management and commercial credit reporting agencies. Exemptions claimed for the system: None. NATIONAL RECONNAISSANCE OFFICE National Reconnaissance Agency Requesting Records Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. Blanket Routine Uses Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. Law Enforcement Blanket Routine Use In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. Disclosure When Requesting Information Blanket Routine Use A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. Disclosure of Requested Information Blanket Routine Use A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. Congressional Inquiries Blanket Routine Use Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. Private Relief Legislation Blanket Routine Use Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. Disclosures Required by International Agreements Blanket Routine Use A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. Disclosure to State and Local Taxing Authorities Blanket Routine Use Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5 U.S.C., Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. Disclosure to the Office of Personnel Management Blanket Routine Use A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. Disclosure to the Department of Justice for Litigation Blanket Routine Use A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. Disclosure to Military Banking Facilities Overseas Blanket Routine Use Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. Disclosure of Information to the General Services Administration Blanket Routine Use A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. Disclosure of Information to the National Archives and Records Administration Blanket Routine Use A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. Disclosure to the Merit Systems Protection Board Blanket Routine Use A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law. Counterintelligence Purposes Blanket Routine Use A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. QNRO-1 System name: Health and Fitness Evaluation Records. System location: Management Services and Operations, Environmental Safety Health and Fitness Office, Fitness Unit, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Categories of individuals covered by the system: National Reconnaissance Office (NRO) civilian, military, and contractor personnel who have chosen to participate in a wellness and fitness program. Categories of records in the system: Name, Social Security Number, employer, date of birth, parent organization, and health history to include such items as blood pressure and cholesterol levels, orthopedic problems, and exercise restrictions, participants' program goals from which the health staff design individual fitness programs, a physician's referral when it has been required for participation in the program. Authority for maintenance of the system: National Security Act of 1947, as amended, 50 U.S.C. 401 et seq; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; and E.O. 9397 (SSN). Purpose(s): The Environmental Safety Health and Fitness staff use these records to provide fitness assessments and design wellness programs for participants. Each participant is given a paper copy of the assessment and program goals. 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: The `Blanket Routines Uses' published at the beginning of the NRO 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: Automated information system, maintained in computers and computer output products. Retrievability: Name, Social Security Number, and parent organization. Safeguards: Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records are limited to fitness staff whose official duties require such access. Records are stored on a standalone computer; paper files are stored in a locked filing cabinet. Office access is restricted to a limited number of personnel. Retention and disposal: Records are destroyed six years after date of the last entry. Electronic records are deleted; paper records are shredded. System manager(s) and address: Chief, Environmental Safety Health and Fitness Division, Management Services and Operations, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the NRO Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Record source categories: Information is supplied by the participants; the ESFH staff, and occasionally the participant's physician. Exemptions claimed for the system: None. QNRO-2 System name: Patient Medical Records. System location: Management Services and Operations, Environmental Safety Health and Fitness Office Medical Unit, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Categories of individuals covered by the system: National Reconnaissance Office (NRO) civilian, military, and contractor personnel who choose to seek medical assistance. Categories of records in the system: Name, Social Security Number, employer, date of birth, work telephone number, at times the home telephone number, reason for the office visit, and a health history summary. Charts may include immunization records, tuberculosis testing, and a patient-provided general health history as needed. Authority for maintenance of the system: National Security Act of 1947, as amended, 50 U.S.C. 401 et seq; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; and E.O. 9397 (SSN). Purpose(s): Medical staff maintain patient charts recording the purpose of each visit and treatment as administered. 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: The `Blanket Routines Uses' published at the beginning of the NRO 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: Medical files are in hardcopy only while patient registration information is maintained on a computer. Retrievability: Patient name. Safeguards: Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records are limited to medical staff whose official duties require such access. Records are kept in a filing cabinet in a locked room. The computer's logon capability is terminated when the visiting room is unsupervised. Retention and disposal: Patient charts are retained for the duration of a patient's employment plus 30 years; records are then shredded. Inactive records may be stored in an archive center. The electronic records are to be destroyed at three-month intervals. System manager(s) and address: Chief, Environmental Safety Health and Fitness Office, Management Services and Operations, Medical Unit, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the NRO Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Record source categories: Information is supplied by patients seeking medical assistance and by the medical staff. Exemptions claimed for the system: None. QNRO-3 System name: Diet and Nutrition Evaluation Records. System location: Management Services and Operations, Environmental Safety Health and Fitness Office, Fitness Unit, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Categories of individuals covered by the system: National Reconnaissance Office (NRO) civilian, military, and contractor personnel who choose to participate in a nutrition program. Categories of records in the system: Name, Social Security Number, date of birth, work telephone number, and health history information such as blood pressure and cholesterol levels, height, weight, and activity level. A computer nutrition analysis is generated after the participant supplies a three day diet log. Authority for maintenance of the system: National Security Act of 1947, as amended, 50 U.S.C. 401 et seq; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; and E.O. 9397 (SSN). Purpose(s): The Environmental Safety Health and Fitness staff use these records to provide a diet analysis and design a nutrition regime for the program participants. Each participant is given a copy of the analysis. 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: The `Blanket Routines Uses' published at the beginning of the NRO 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: Automated information system, maintained in computers and computer output products. Retrievability: Name and Social Security Number. Safeguards: Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of the records are limited to fitness staff whose official duties require such access. Information is stored in a commercial-off-the-shelf application loaded on a standalone computer that is kept in a locked room with restricted access. Retention and disposal: Records are maintained only as long as individuals participate in the nutrition program. Inactive records are deleted from the system. System manager(s) and address: Cheif, Environmental Safety Health and Fitness Office, Fitness Unit, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the NRO Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Record source categories: Information is supplied by the program participants and by fitness staff. Exemptions claimed for the system: None. QNRO-5 System name: Freedom of Information Act Reading Room Visitors Log. System location: Management Services and Operations, Information Access and Release Center, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Categories of individuals covered by the system: National Reconnaissance Office (NRO) Freedom of Information Act (FOIA) Reading Room visitors, to include requesters, researchers, historians, and news media personnel. Visitors may be U.S. citizens or foreign nationals. Categories of records in the system: Visitor name, Social Security Number, number of hours spent in the reading room, number of photocopies made, and visitors' duplication charges, if any. Authority for maintenance of the system: 5 U.S.C. 552, Freedom of Information Act; National Security Act of 1947, as amended, 50 U.S.C. 401 et seq; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; E.O. 12958; E.O. 12968; and E.O. 9397 (SSN). Purpose(s): Information is used to compile data needed in the annual statistical report to Congress, and to assess duplication charges, if any. 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: The fact of a FOIA requester's visit can be disclosed in a subsequent FOIA release; however, no other personal information will be released. The DoD `Blanket Routines Uses' published at the beginning of the NRO 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 files and automated information system, maintained in computers and computer output products. Retrievability: Visitor's name and Social Security Number, and date of visit. Safeguards: Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records are limited to Information Access and Release Center (IARC) staff whose official duties require such access. Computer file access is electronically limited; paper files are stored in the reading room which is locked when unattended by IARC staff. Retention and disposal: Records are temporary, destroyed when two years old or sooner if no longer needed for administrative use. System manager(s) and address: Chief, Information Access and Release Center, Management Services and Operations, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Record source categories: Information is supplied by the reading room visitors and by Information Access and Release Center staff. Exemptions claimed for the system: None. QNRO-7 System name: Cub Run Elementary School Volunteers Database. System location: Cub Run Outreach Program, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Categories of individuals covered by the system: National Reconnaissance Office (NRO) civilian, military, and contractor personnel who have chosen to participate in the school sponsorship program. Categories of records in the system: Name, work telephone number, government or contractor affiliation, number of hours worked at the school or on school projects, the volunteers' interest areas or fields of expertise, and community service awards for volunteer activities Authority for maintenance of the system: National Security Act of 1947, as amended, 50 U.S.C. 401 et seq; 5 U.S.C. Departmental Regulations; E.O. 12820; and E.O. 12333. Purpose(s): This database records the hours of community service and provides a list of volunteers and their specialties from which the coordinator fills the requests from the school. The system also records the community service awards that volunteers have earned. 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: Information will be shared with the Cub Run Elementary School personnel for the assignment of volunteers and for the school's recognition of their contributions. The DoD `Blanket Routines Uses' published at the beginning of the NRO 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: Automated information system, maintained in computers and computer output products. Retrievability: Name, area of expertise, dates of service, and type of award. Safeguards: Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records are electronically limited by password to staff whose official duties require such access. Retention and disposal: Records are temporary, deleted when obsolete or no longer needed. The system will not be maintained should the program be discontinued. System manager(s) and address: Cub Run Outreach Program Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Record source categories: Information is supplied by each volunteer; the school provides a sign-in log which tracks the hours of service of each volunteer. Exemptions claimed for the system: None. QNRO-10 System name: Inspector General Investigative Records. System location: Office of the Inspector General, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Categories of individuals covered by the system: Persons who are interviewed by or provide information to the National Reconnaissance Office (NRO) Office of Inspector General, and persons involved with or who have knowledge about a matter being investigated or reviewed by the Office of the Inspector General. These persons include NRO civilian and military personnel assigned or detailed to the NRO, persons with a contractual relationship with the NRO or who perform work under NRO contracts. Categories of records in the system: Reports of investigations, reports of interviews, signed statements, correspondence, government forms, internal NRO memoranda. Authority for maintenance of the system: National Security Act of 1947, as amended, 50 U.S.C. 401 et seq.; 5 U.S.C. 301, Departmental Regulations; NRO Directive 22-3A; E.O. 12333; E.O. 12958; E.O. 12968; and E.O. 9397 (SSN). Purpose(s): Records are used to investigate allegations of misconduct or wrongdoing by NRO personnel related to violations of laws, rules, or regulations or to mismanagement, gross waste of funds, fraud or mismanagement on the part of persons assigned or detailed to the NRO, and to provide information to NRO management regarding personnel matters and for evaluating current and proposed programs, policies and activities, assignments, and requests for awards or promotions. Records are used by the NRO Inspector General and his/her staff, the NRO Director, the Director of the Central Intelligence Agency, and the Secretary of Defense to effect corrective personnel or other administrative action; to provide facts and evidence upon which to base prosecution; to provide information to other investigative elements of the Department of Defense, other Federal, State, or local agencies having jurisdiction over the substance of the allegations or a related investigative interest; to provide information upon which determinations may be made for individuals' suitability for various personnel actions including but not limited to retention, promotion, assignment, retirement in grade or selection for sensitive or critical positions in the Armed Forces or Federal service. 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 appropriate officials within the Intelligence Community (Central Intelligence Agency, other Federal departments, agencies, inspectors generals and elements thereof) to the extent that the records concern NRO funds, personnel, property programs, operations, or contracts or when relevant to the official responsibilities of those organizations and entities; regarding personnel matters; and to evaluate current and proposed programs policies and activities, selected assignments and requests for awards or promotions. To Federal, state, local, foreign or international agencies, or to an individual or organization, when necessary to elicit information relevant to an NRO Inspector General investigation, inquiry, decision or recommendation. To the Department of Justice or any other agency responsible for representing NRO interests in connection with a judicial, administrative, or other proceeding. To the Department of Justice or other Intelligence Community Inspector General or agency to the extent necessary to obtain information or advice on any matter relevant to an Office of Inspector General investigation; To the President's Foreign Intelligence Advisory Board, and the Intelligence Oversight Board, and any successor organizations, when requested by those entities, or when the Inspector General determines that disclosure will assist in the performance of their oversight functions; and The DoD ``Blanket Routines Uses'' published at the beginning of the NRO 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 files and automated information system, maintained in computers and computer output products. Retrievability: Name or Social Security Number. Safeguards: Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records are limited to the Inspector General staff whose official duties require such access. Retention and disposal: Records are permanently maintained by NRO. System manager(s) and address: Inspector General, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name and any aliases or nicknames, address, Social Security Number, current citizenship status, date and place of birth, and other information indentifiable from 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 without the United States: `I declare (or certify, verify, or state) under penalty or perjury under the laws of the United States of America that are 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 or perjury that the foregoing is true and correct. Executed on (date). (Signature)' Record access procedures: Individuals seeking to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, and any aliases or nicknames, address, Social Security Number, current citizenship status, date and place of birth, and other information identifiable from 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 without 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 NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3A and NRO Instruction 110-5A; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Record source categories: Information is supplied by the individual, parties other than the individual, as well as by personal records and documentation; subjects and suspects of NRO investigations; interview of witneses, victims, and confidential sources. All types of records and information maitnained by all levels of government, private industry, and non-profit organizations reviewed during the course of the investigation or furnished the NRO; and any other type of record deemed necessary to complete the NRO investigation. Exemptions claimed for the system: Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j) (2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection (j) (2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 326. For additional information contact the system manager. QNRO-12 System name: Technical Library Administration System. System location: Technical Library, Management Services and Operations, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Categories of individuals covered by the system: National Reconnaissance Office (NRO) civilian, military, and contractor personnel who are entitled to use the NRO's technical library services Categories of records in the system: Name, work telephone number, office address, patron identification number and the last four digits of the patron's Social Security Number. Authority for maintenance of the system: National Security Act of 1947 as amended, 50 U.S.C. 401 et seq; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; and E.O. 9397 (SSN). Purpose(s): The collected information supports administrative, circulation, and inventory functions of the Technical Library. 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: The DoD `Blanket Routines Uses' published at the beginning of the NRO 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: Automated information system, maintained in computers and computer output products Retrievability: The Library staff retrieves patron information by name and patron identification number. A patron may check his own circulation data by using the last four digits of his Social Security Number. A patron, however, may substitute any non-used four digit numbers rather than those of his Social Security Number. Safeguards: Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records are limited to library staff whose official duties require such access. The automated information system is on a protected network and the system itself is password protected. Retention and disposal: Patron information is retained for the duration of NRO assignment and is electronically deleted as part of out-processing. Information regarding the status of an individual's library material(s) is retained for the checkout period only, normally three weeks. Circulation data is retained beyond return of the item(s) only for administrative purposes; at this point the data can be retrieved only by item title. System manager(s) and address: Chief, Technical Library, Management Services and Operations, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151- 1715. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Record source categories: Employee names are initially populated from an employee database; library users subsequently provide information when checking out library materials. Exemptions claimed for the system: None. QNRO-13 System name: Training and Enrollment Support System (TESS). System location: Office of Security, Office of Security Training and Education Division, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Categories of individuals covered by the system: National Reconnaissance Office (NRO) civilian, military, and contractor personnel who have chosen to participate in the security training and education program. Categories of records in the system: Name, Social Security Number, employer, date and place of birth, work addresses, work telephone numbers, facsimile numbers, company, organization, job position, activities (courses) with dates and status, sponsor, program access status, and (occasionally) security investigation date. Authority for maintenance of the system: National Security Act of 1947, as amended, 50 U.S.C. 401 et seq; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; and E.O. 9397 (SSN). Purpose(s): The Training and Enrollment Support System is used to manage the nomination and enrollment administrative process for training in security-related courses. 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: Some records may be released to employing organizations to document training. The DoD `Blanket Routines Uses' published at the beginning of the NRO 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: Automated information system, maintained in computers and computer output products Retrievability: Name and Social Security Number. Safeguards: Records are stored in secure, a gated facility, guard, badge, and password access protected. Access to the automated information system is limited to a small number of staff members. The system is restricted access and password protected. Use of the data in the records is limited to those of the training staff whose official duties require such access. Retention and disposal: Records are temporary, to be destroyed when three years old. Earlier disposal is authorized if records are superseded, obsolete, or no longer needed. Records relating to training courses sponsored by other agencies or organizations are also temporary, destroyed when superseded, obsolete, or no longer needed. System manager(s) and address: Chief, Office of Security Training and Education Division National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151- 1715. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Record source categories: Information is supplied by the individual on the course nomination forms. Some information is supplied from the Super Message Case Personnel data base. Exemptions claimed for the system: None. QNRO-14 System name: Automated Travel Information Processing System. System location: Management Services and Operations, Travel Reservation and Accounting Center, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Categories of individuals covered by the system: National Reconnaissance Office (NRO) military, and civilian personnel who make arrangements for official travel and training, or who have the responsibility to approve such travel and training arrangements. Categories of records in the system: Name, Social Security Number, date of birth, employer, employee number, parent organization, office room number, work telephone number, grade or rank, accounting number, and travel orders to include travel dates, times, and locations Authority for maintenance of the system: National Security Act of 1947, as amended, 50 U.S.C. 401 et seq; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; and E.O. 9397 (SSN). Purpose(s): Records are used for automated travel preparation, approval, and accounting. Data occasionally may be used for the compilation of statistics and financial audits and accountability. 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: Records may, on occasion, be released to other government agencies for travel audits or oversight accountability. The DoD `Blanket Routines Uses' published at the beginning of the NRO 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: Automated information system, maintained in computers and computer output products Retrievability: Name, organization, travel order number, and accounting number. Safeguards: Records are stored in a secure, gated facility, guard, badge, and password access protected. Although all NRO personnel may access the Automated Travel Information Processing System to make their own individual travel arrangements, access to and use of different categories of records are partitioned and limited to Travel Reservation and Accounting Center staff whose official duties require such access. Retention and disposal: Records are temporary and may be destroyed six years after the period of the account. System manager(s) and address: Chief, Travel Reservation and Accounting Center, Management Services and Operations, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Contesting record procedures: The NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Record source categories: Information is supplied by the users of the system. Exemptions claimed for the system: None. QNRO-15 System name: Facility Security Files. System location: Management Services and Operations, Customer Security Services/ Headquarters Security Services Group National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Categories of individuals covered by the system: National Reconnaissance Office (NRO) civilian, military, and contractor personnel who have been issued an NRO badge for entry onto the gated compound and into the facility; all other visitors who do not possess an NRO recognized badge but have been granted access to the NRO compound and facility; and any individuals who make unsolicited contact with the NRO. Categories of records in the system: For badged personnel information includes: Name, Social Security Number, grade or rank, employer, organization, office location, work telephone number, vehicle license plate number, auto emissions compliance (yes or no), date and place of birth, home address and telephone number, point of contact and emergency phone number, badge status, type, number, and issue date, government sponsor, start and expiration dates, approving officer, access and access status, access approval identification, access request date and approval date, access briefing and debriefing dates, investigation and re- indoctrination dates, polygraph date and status, communication message designator and tracking number; For visit requests information includes: Name, Social Security Number, organization (affiliation), employer of visitor, cleared or uncleared status, the visit point of contact's name and telephone number, visit date, type of badge to be issued, person issuing badge, date issued, location of visit, visit message, visit group identifier, access or certification access date, and any special accommodation or needs, such as handicap parking or wheelchair access; For unsolicited contacts information may include: Name, Social Security Number, date and place of birth, home address and telephone number, vehicle license plate number, the correspondence received, and occasionally comments on the contact; information may be limited to that which the person making contact is willing to offer; and For access control information includes: Name, Social Security Number, employment status, access expiration date, picture of employee, work telephone number, vehicle license plate number, date of visit, point of contact, and the times and locations of access to the secure areas of the facility; fields of information for an NRO employee may differ from those for a visitor. Authority for maintenance of the system: National Security Act of 1947 as amended, 50 U.S.C. 401 et seq.; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; E.O. 12958; and E.O. 9397 (SSN). Purpose(s): The NRO collects and maintains the records (a) To maintain and provide reports for and on personnel and badge information of the current tenants of authorized facilities; also to create and track the status of visit requests and the issuance of visitor badges; (b) To identify employees and visitors at the entrances of the gated facility; tracking inside the NRO facility the NRO employee and visitor badges as they are used to pass through turnstiles and access office suites and other work areas; (c) To track any unsolicited contacts with the NRO, whether by correspondence or personal contact; to provide a threat assessment program for the Facility Security Services; and to track the investigation and determination of any wrongdoing or criminal activities by NRO employees or facility visitors. 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: The DoD ``Blanket Routines Uses'' published at the beginning of the NRO 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 files and automated information systems, maintained in computers and computer output products. Retrievability: Name, organization (or affiliation), dates of visit, type of badge issued, and active or inactive badge status, Social Security Number, badge expiration date, vehicle license plate number, home address and phone number, date and place of birth, and work address and telephone number. Safeguards: Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these files are limited to security staff whose official duties require such access. The automated systems in some cases are partitioned and users of the systems may access only those records for which they have access privileges. Retention and disposal: Records are temporary, retained for 3 months to 5 years depending on the type of record; unsolicited contact records are retained for 25 years before being destroyed. System manager(s) and address: Chief, Customer Security Services/Headquarters Security Services Group, Management Services and Operations, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name and any aliases or nicknames, address, Social Security Number, current citizenship status, date and place of birth, and other information identifiable from 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 without 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 to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name and any aliases or nicknames, address, Social Security Number, current citizenship status, date and place of birth, and other information identifiable from 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 without 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 NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3A and NRO Instruction 110-5A; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Record source categories: Information is supplied by the individuals (NRO employee, visitor, or person making the unsolicited contact) and by the security staff. Exemptions claimed for the system: Investigatory material compiled for law enforcement purposes, other than material within the scope of subsection (j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this exemption has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 326. For additional information contact the system manager. QNRO-17 System name: NRO Alumni Database. System location: Office of Policy, Center for the Study of National Reconnaissance, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Categories of individuals covered by the system: Current and former government, military, and contractor personnel, who have participated in certain National Reconnaissance Office (NRO) programs and projects. Categories of records in the system: Name, Social Security Number, employer, work telephone number, home address and telephone number, date of birth, e-mail address, program association, organization or affiliation, dates of participation, and security-briefed status. Authority for maintenance of the system: National Security Act of 1947, as amended, 50 U.S.C. 401 et seq; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; E.O. 9397 (SSN). Purpose(s): The database will track the contributing alumni of national reconnaissance programs, particularly those programs retired or declassified. Data will be used for the activities of the declassification of post-Corona programs; the NRO's 40th Anniversary celebration; and as a resource for the NRO Historian's research. 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: Certain limited information concerning the alumni may be shared with other government agencies, the alumni's parent organizations, or with private persons, foundations or companies in order to recognize alumni contributions and achievements or, in some cases, to seek advice. The DoD `Blanket Routines Uses' published at the beginning of the NRO 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: Automated information system, maintained in computers and computer output products Retrievability: Data is retrieved by individual's name and program name. Safeguards: Records are stored in secure, gated facility, guard, badge, and password access protected. Access to and use of these records are limited to NRO staff who are involved with the projects for which the database is maintained. Retention and disposal: Records are historical and are permanent. System manager(s) and address: Director, Center for the Study of National Reconnaissance, Office of Policy, National Reconnaissance Office, 4675 Lee Road, Chantilly, VA 20151-1715. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Record source categories: Information is supplied by the individual, by award nominators and fellow alumni, and by source documentation. Exemptions claimed for the system: None. QNRO-18 System name: Document On-line Control System. System location: Management Services and Operations, Information Services Center, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151- 1715. Categories of individuals covered by the system: National Reconnaissance Office (NRO) civilian, military, and contractor personnel who have custodianship of classified materials Categories of records in the system: Name, office and document data such as title, (including series, revision, volume and copy number), security classification, type of media, origin date, security control channels, project codes, manifest information, package information and statistics Authority for maintenance of the system: National Security Act of 1947, as amended, 50 U.S.C. 401 et seq; 5 U.S.C. 301, Departmental Regulations; E.O. 12333; E.O. 12958; E.O. 12968. Purpose(s): The Document On-line Control System accounts for the accountable documents and tracks the non-accountable documents, and controls the record of the NRO personnel to whom the document is assigned. 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: Information may be shared with other government agencies to track a specific document or identify the custodian of a particular document. The DoD `Blanket Routines Uses' published at the beginning of the NRO 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: Automated information system, maintained in computers and computer output products. Retrievability: Name, office, document title, control number, classification, type of media, transmittal package number, manifest number, date project codes, control channels, and statistics, as well as by scanning the document barcode. Safeguards: Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records are limited to Information Services Center staff whose official duties require such access. System access is pre-determined and restricted. Retention and disposal: Records are permanent. System manager(s) and address: Chief, Information Services Center, Management Services and Operations, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, address, Social Security Number, and other information identifiable from 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 without 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 NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Record source categories: Information entered into the system is supplied from the documents themselves and from the transmittal process of which the custodian's name is a part. Exemptions claimed for the system: None. NRO-23 System name: Counterintelligence Issue Files. System location: Office of Counterintelligence, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Categories of individuals covered by the system: National Reconnaissance Office civilian, military, and contractor personnel who have had foreign travel contacts, incidents, or concerns, and any persons relating to a counterintelligence concern, incident or inquiry, as well as the points of contact. Categories of records in the system: Name, Social Security Number, organization, company, date and place of birth, country, action officer, date received, point of contact, and status of the case including investigatory materials and files. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 424; National Security Act of 1947, as amended, 50 U.S.C. 401 et seq.; E.O. 12333; E.O. 12958; E.O. 12968; and E.O. 9397 (SSN). Purpose(s): Information is used to assign, categorize and administratively track foreign travel, contacts, and incidents or concerns; monitor, analyze, and track counterintelligence activities; and prepare and pursue investigations involving counterintelligence activities. 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: The DoD `Blanket Routines Uses' published at the beginning of the NRO 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 files and on automated information systems. Retrievability: Name, Social Security Number, organization, company, country, date received, action officer, point of contact and case status. Safeguards: Records are stored in a secure, gated facility, guard, badge, and password access protected. Access to and use of these records are limited to the Counterintelligence staff whose official duties require such access. Electronic data is stored on a networked (Local Area Network) PC, password restricted to the use of the Counterintelligence Staff. Retention and disposal: Records are permanent. System manager(s) and address: Director, Office of Counterintelligence, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name and any aliases or nicknames, address, Social Security Number, current citizenship status, date and place of birth. 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 without 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 to access information about themselves contained in this system should address written inquiries to the National Reconnaissance Office, Information Access and Release Center, 14675 Lee Road, Chantilly, VA 20151-1715. Request should include the individual's full name, and any aliases or nicknames, address, Social Security Number, current citizenship status, date and place of birth. 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 without 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 NRO rules for accessing records, for contesting contents and appealing initial agency determinations are published in NRO Directive 110-3 and NRO Instruction 110-5; 32 CFR part 326; or may be obtained from the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Record source categories: Information is supplied by the individual, by parties other than the individual, and by government agencies. Exemptions claimed for the system: Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this exemption has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 505. For additional information contact the system manager. DEFENSE CONTRACT AUDIT AGENCY REQUESTING RECORDS Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. BLANKET ROUTINE USES Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. LAW ENFORCEMENT ROUTINE USE In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. CONGRESSIONAL INQUIRIES ROUTINE USE Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. PRIVATE RELIEF LEGISLATION ROUTINE USE Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law. COUNTERINTELLIGENCE PURPOSES ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. RDCAA 152.1 System name: Security Information System (SIS). System location: Security Office, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Categories of individuals covered by the system: All DCAA employees. Categories of records in the system: Records contain name, Social Security Number, date and place of birth, citizenship, position sensitivity, accession date, type and number of DCAA identification, position number, organizational assignment, security adjudication, clearance, eligibility, and investigation data. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; E.O. 10450, Security Requirements for Government Employees, as amended; E.O. 12958, Classified National Security Information; and E.O. 9397 (SSN). Purpose(s): To provide the DCAA Security Office with a ready reference of security information on DCAA personnel. To submit data on a regular basis to the Defense Clearance and Investigations Index (DCII). To provide the DCAA Drug Program Coordinator with a listing of individuals who hold security clearances for the purpose of creating the drug testing pool, from which individuals are randomly chosen for drug testing. 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: The `Blanket Routine Uses' that appear at the beginning of DCAA's 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: Records are maintained in automated data systems. Retrievability: Records are retrieved by Social Security Number or name of employee. Safeguards: Automated records are protected by restricted access procedures. Records are accessible only to authorized personnel who are properly cleared and trained and who require access in connection with their official duties. Retention and disposal: Records are retained in the active file until an employee separates from the agency. At that time, records are moved to the inactive file, retained for five years, and then deleted from the system. Hard copy listings and tapes produced by this system are destroyed by burning. System manager(s) and address: Security Officer, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Security Office, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Individuals must furnish name, Social Security Number, and approximate date of their association with DCAA. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Security Office, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Individuals must furnish name, Social Security Number, and approximate date of their association with DCAA. Contesting record procedures: DCAA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DCAA Regulation 5410.10; 32 CFR part 317; or may be obtained from the system manager. Record source categories: Information, other than data obtained directly from individual employees, is obtained by DCAA Headquarters Security and Regional Office Personnel Divisions, and Federal Agencies. Exemptions claimed for the system: None. RDCAA 152.2 System name: Personnel Security Data Files. System location: Headquarters, Defense Contract Audit Agency, 725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Categories of individuals covered by the system: All applicants for employment with Defense Contract Audit Agency (DCAA); all DCAA employees; all persons hired on a contractual basis by, or serving in an advisory capacity to DCAA. Categories of records in the system: Section One (152.2) contains copies of individual's employment applications, requests for, and approval or disapproval of, emergency appointment authority; requests for security clearance; interim and final security clearance certificates. Section Two (152.3) contains security investigative questionnaires and verification of investigations conducted to determine suitability, eligibility or qualifications for Federal civilian employment, eligibility for assignment to sensitive duties, and access to classified information. Section Three (152.4) contains summaries of reports of investigation, internal Agency memorandums and correspondence furnishing analysis of results of investigations in so far as their relationship to the criteria set forth in the E.O. 10450, in the Code of Federal Regulations and in Department of Defense and DCAA Directives and Regulations; comments and recommendations of the WHS/ CAF adjudication authority with related documents, former DCAA adjudicative authority documents, and determinations by the Director, DCAA. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; E.O. 10450, 10865, and E.O. 12958, Classified National Security Information; and DoD Directive 5105.36 (32 CFR part 387). Purpose(s): To provide a basis for requesting appropriate investigations; to permit determinations on employment or retention; to authorize and record access to classified information. 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: The `Blanket Routine Uses' that appear at the beginning of DCAA's 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: All sections are on paper records stored in file folders. Retrievability: Folders are filed by file series then by organizational element (DCAA headquarters or DCAA field activities) and then alphabetically by last name of individual concerned. Safeguards: Records are stored in locked filing cabinets after normal business hours. Records are accessible only to authorized personnel who are properly cleared and trained and who require access in connection with their official duties. Retention and disposal: Records contained in Sections One and Two pertaining to Federal employees and persons furnishing services to DCAA on a contract basis are destroyed upon separation of employees, and upon termination of the contracts for contractor personnel. Records pertaining to applicants are destroyed within one year if an appointment to DCAA is not made. Records contained in Section Three are maintained after separation only if it contains a DCAA unfavorable personnel security determination, or a DCAA favorable personnel security determination, where the investigation or information upon which the determination was made included significant derogatory information of the type set forth in Section 2-200 and Appendix I, DCAAM 5210.1. This information shall be maintained for five years from the date of determination. System manager(s) and address: Security Officer, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Records Administrator, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to the Records Administrator, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Written requests for information should contain the full name of the individual, current address and telephone number and current business address. Acceptable identification, that is, driver's license or employing offices' identification card. Visits are limited to Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir VA 22060-6219. Contesting record procedures: DCAA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DCAA Regulation 5410.10; 32 CFR part 317; or may be obtained from the system manager. Record source categories: Security Officer and the Director of Human Resources Management Division at Headquarters, DCAA; Chiefs of Human Resources Management Divisions, Chiefs of Field Audit Offices and the DCAA Regional Offices and the individual concerned. Exemptions claimed for the system: None. RDCAA 152.7 System name: Clearance Certification. System location: Primary location: Security Control Officers at DCAA Regional Offices and Field Audit Offices; Field Detachment and Defense Contract Audit Institute (DCAI). Official mailing addresses are published as an appendix to DCAA's compilation of systems of records notices. Categories of individuals covered by the system: All DCAA personnel employed by the Agency. Categories of records in the system: Files contain interim and final security clearance and eligibility certificates attesting to type of investigation conducted and degree of access to classified information which is authorized. Authority for maintenance of the system: 5 U.S.C. 301, Department Regulations; E.O. 10450, 10865, and E.O. 12958, Classified National Security Information; and DoD Directive 5105.36 (32 CFR part 387). Purpose(s): To maintain a record of the security clearance and eligibility status of all DCAA personnel. To DoD contractors to furnish notice of security clearance and access authorization of DCAA 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, 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 `Blanket Routine Uses' that appear at the beginning of the DCAA's 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 records in file folders. Retrievability: Retrieved by last name of individual concerned. Safeguards: Records are stored in locked filing cabinets after normal business hours and stored in locked rooms or buildings. Records are accessible only to those authorized personnel required to act upon a request for access to classified defense information. Retention and disposal: Records pertaining to Federal employees and persons furnishing services to DCAA on a contract basis are destroyed upon separation or transfer of employees and upon termination of contractor personnel. Records of individuals transferring within DCAA are transferred to security control office of gaining element for maintenance. System manager(s) and address: Security Control Officers in DCAA Regional Offices and Field Audit Offices. Official mailing addresses are published as an appendix to DCAA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Records Administrator, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Records Administrator, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. The request should contain the full name of the individual, current address and telephone number, and current business address. Personal visits may be made but are limited to those offices (Regional Offices) listed in DCAA's official mailing addresses published as an appendix to DCAA's compilation of systems of records notices. In personal visits, the individual should be able to provide acceptable identification, that is, driver's license or employing offices' identification card. Contesting record procedures: DCAA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DCAA Regulation 5410.10; 32 CFR part 317; or may be obtained from the system manager. Record source categories: Regional Resource Managers at the DCAA Regional Offices; Chiefs of DCAA Field Audit Offices; the Manager, Defense Contract Audit Institute and the individual. Exemptions claimed for the system: None. RDCAA 152.17 System name: Security Status Master List. System location: Headquarters, Defense Contact Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Categories of individuals covered by the system: All employees of DCAA; all persons hired on a contractual basis by or serving in an advisory capacity to DCAA. Categories of records in the system: Record contains type of investigation, date completed, file number, agency which conducted investigation, security clearance data information, name, Social Security Number, date and place of birth, organizational assignment, dates interim and final clearance issued, position sensitivity and related data. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; E.O. 10450, 10865, and E.O. 12958, Classified National Security Information; and DoD Directive 5105.36 (32 CFR part 387). Purpose(s): To maintain a ready reference of security clearances on DCAA personnel, to include investigative data and position sensitivity. To provide security clearance data to DoD contractors and other Federal agencies on DCAA employees assigned to or visiting a contractor facility or visiting or applying for employment with another Federal agency. 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: The `Blanket Routine Uses' that appear at the beginning of DCAA's 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: Stored in a card file. Retrievability: Cards are filed alphabetically by last name of individual concerned for all DCAA regional personnel. Separate file maintained alphabetically by last name of individual concerned for DCAA Headquarters elements. Safeguards: Cards are accessible only to those authorized personnel required to prepare, process, and type necessary documents; and answer authorized inquiries for information contained therein. Cards are stored in locked filing cabinets after normal business hours and are stored in a locked room and building which is protected by a guard force system after normal business hours. Retention and disposal: These cards are destroyed two years after an individual is separated from DCAA. System manager(s) and address: Security Officer, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Records Administrator, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Records Administrator, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Written requests for information should contain the full name of the individual, current address and telephone number, and current business address. Personal visits are limited to the Headquarters listed in the appendix to DCAA's compilation of systems of records notices. For personal visits, the individual should be able to provide some acceptable identification, that is driver's license or employing office's identification card. Contesting record procedures: DCAA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DCAA Regulation 5410.10; 32 CFR part 317; or may be obtained from the system manager. Record source categories: Security Officer, Headquarters, DCAA; Director of Human Resources Management Division, Headquarters, DCAA; Chiefs of Human Resources Management Offices, DCAA Regional offices; Regional Security Officers, DCAA Regional Offices; Manager, DCAI; the individual concerned; and reports of investigation conducted by Federal investigative agencies. Exemptions claimed for the system: None. RDCAA 201.01 System name: Individual Access Files. System location: Headquarters, Defense Contract Audit Agency, Human Resources Management Division, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Categories of individuals covered by the system: DCAA personnel, contractor employees, and individuals granted or denied access to DCAA activities. Categories of records in the system: Documents relating to the request for authorization, issue, receipt, surrender, withdrawal and accountability pertaining to identification cards, to include application forms, photographs, and related papers. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; DoD Directives 5200.8 and 5105.36 which assign to the Director, DCAA the responsibility for protection of property and facilities under his control. Purpose(s): Information is maintained and used to adequately control access to and movement on DCAA activities. 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: The `Blanket Routine Uses' that appear at the beginning of the DCAA's 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 records in file folders, application cards, and index cards. Retrievability: Retrieved alphabetically by name. Safeguards: Records are maintained in areas accessible only to authorized DCAA personnel. Retention and disposal: Records are destroyed one year after termination or transfer of person granted access, except that individual identification cards and photographs will be destroyed upon revocation, expiration or cancellation. System manager(s) and address: Headquarters, Defense Contract Audit Agency, Human Resources Management Division, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Headquarters, Defense Contract Audit Agency, Human Resources Management Division, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Headquarters, Defense Contract Audit Agency, Human Resources Management Division, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Written requests for information should contain the full name, current address and telephone numbers of the individual. For personal visits, the individual should be able to provide some acceptable identification, that is, driver's license, employing office identification card, and give some verbal information that could be verified with the file. Contesting record procedures: DCAA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DCAA Regulation 5410.10; 32 CFR part 317; or may be obtained from the system manager. Record source categories: Individuals applying for identification cards and security personnel. Exemptions claimed for the system: None. RDCAA 215.1 System name: Voluntary Leave Transfer Program. System location: Records are maintained by the Human Resources Management Offices of the Defense Contract Audit Agency (DCAA). Official mailing addresses are published as an appendix to DCAA's compilation of systems of records notices. Categories of individuals covered by the system: Individuals who have volunteered to participate in the leave transfer program as either a donor or a recipient. Categories of records in the system: Leave recipient records contain the individual's name, organization, office telephone number, Social Security Number, position title, grade, pay level, leave balances, number of hours requested, brief description of the medical or personal hardship which qualified the individual for inclusion in the program, the status of that hardship, and a statement that selected data elements may be used in soliciting donations. The file may also contain medical/physician certifications and agency approvals or denials. Donor records include the individual's name, organization, office telephone number, Social Security Number, position title, grade, and pay level, leave balances, number of hours donated and the name of the designated recipient. Authority for maintenance of the system: 5 U.S.C. 6331 et seq. (Leave); 10 U.S.C. 136 (Assistant Secretaries of Defense); E.O. 9397 (SSN); and 5 CFR part 630. Purpose(s): The file is used in managing the DCAA Voluntary Leave Transfer program. The recipient's name, position data, organization, and a brief hardship description are published internally for passive solicitation purposes. The Social Security Number is sought to effectuate the transfer of leave from the donor's account to the recipient's account. 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. 552(b)(3) as follows: To the Department of Labor in connection with a claim filed by an employee for compensation due to a job-connected injury or illness. Where leave donor and leave recipient are employeed by different Federal agencies, to the personnel and pay offices of any Federal agency involved to effectuate the leave transfer The `Blanket Routine Uses' set forth at the beginning of DCAA's compilation of systems or records notices apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored in paper and computerized form. Retrievability: Records are retrieved by name or Social Security Number. Safeguards: Records are accessed by custodian of the records or by persons responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms and are controlled by personnel screening and computer software. Retention and disposal: Records are destroyed one year after the end of the year in which the file is closed. System manager(s) and address: Voluntary Leave Transfer Program Coordinator, Human Resources Management Offices of the Defense Contract Audit Agency. Official mailing addresses are published as an appendix to DCAA's compilation of systems of records notices. Notification procedures: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer of the particular DCAA activity involved. Official mailing addresses are published as an appendix to DCAA's compilation of systems of records notices. Individual should provide full name and Social Security Number. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy act Officer of the particular DCAA activity involved. Official mailing addresses are published as an appendix to DCAA's compilation of systems of records notices. Individuals should provide full name and Social Security Number. Contesting record procedures: The DCAA rules for accessing records and for contesting contents and appealing initial agency determinations are published in DCAA Regulation 5410.10; 32 CFR part 317; or may be obtained from the Privacy Act Officer. Record source categories: Information is provided primarily by the record subject; however, some data may be obtained from personnel and leave records. Exemptions claimed for the system: None. RDCAA 240.3 System name: Legal Opinions. System location: Office of General Counsel, Headquarters, Defense Contact Audits Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Categories of individuals covered by the system: Any DCAA employee who files a complaint, with regard to personnel issues, that requires a legal opinion or legal representation for resolution. Categories of records in the system: Fraud files contain interoffice memorandums, citations used in determining legal opinion, in some cases copies of investigations (FBI), copies of Agency determinations. EEO files contain initial appeal, copies of interoffice memorandums, testimony at EEO hearings, copy of Agency determinations. Citations used in determining legal opinions. Grievance files contain correspondence relating to DCAA employees filing grievances regarding leave, removals, resignations, suspensions, disciplinary actions, travel, citations used in determining legal opinion, Agency determinations. MSPB Appeal files contain interoffice memorandums, citations used in determining the legal position, statements of witnesses, pleadings, briefs, MSPB decisions, notices of judicial appeals, litigation reports and correspondence with the Department of Justice. Award files contain correspondence relating to DCAA employee awards, suggestion elevations, citations used for legal determinations, Agency determination. Security Violation files contain interoffice correspondence relating to DCAA employee security violations, citations used in determinations, Agency determination. Authority for maintenance of the system: 5 U.S.C. chapters 43, 51, and 75; 5 U.S.C. 301, Departmental Regulations; and the Civil Service Reform Act of 1978. Purpose(s): To maintain a historical reference for matters of legal precedence within DCAA to ensure consistency of action and the legal sufficiency of personnel actions. 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: The ``Blanket Routine Uses'' that appear at the beginning of DCAA's 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 records in file folders. Retrievability: Primary filing system is by subject; within subjects, files are alphabetical by subject, corporation, name of individual. Safeguards: Under staff supervision during duty hours; security guards are provided during nonduty hours. Retention and disposal: These files are for permanent retention. They are retained in active files for six years and retired to Washington National Records Center. System manager(s) and address: Counsel, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Records Administrator, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Records Administrator, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Written requests for information should contain the full name of the individual, current address and telephone number. Personal visits are limited to those offices (Headquarters and Regional offices) listed in the appendix to the agency's compilation of systems of records notices. For personal visits, the individual should be able to provide some acceptable identification, that is driver's license or employing office's identification card and give some verbal information that could be verified with ``case'' folder. Contesting record procedures: DCAA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DCAA Regulation 5410.10; 32 CFR part 317; or may be obtained from the system manager. Record source categories: Correspondence from individual's supervisor, DCAA employees, former employers, between DCAA staff members, and between DCAA and other Federal agencies. Exemptions claimed for the system: None. RDCAA 240.5 System name: Standards of Conduct, Conflict of Interest. System location: Office of General Counsel, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Categories of individuals covered by the system: Any DCAA employee who has accepted gratituties from contractors or who has business, professional or financial interests that would indicate a conflict between their private interests and those related to their duties and responsibilities as DCAA personnel. Any DCAA employee who is a member or officer of an organization that is incompatible with their official government position, using public office for private gain, or affecting adversely the confidence of the public in the integrity of the Government. Any DCAA employee who has requested an ethics opinion regarding the propriety of future actions on their part. Categories of records in the system: Office of the General Counsel--Files contain documents and background material on any Office of the General Counsel Files contain documents and background material on any apparent or potential conflict of interest or acceptance of gratuities by DCAA personnel. Correspondence may involve interoffice memorandums, correspondence between former DCAA employees and Headquarters staff members, citations used in legal determinations and Agency determinations. Authority for maintenance of the system: 5. U.S.C. 301, Departmental Regulations: DoD 5500.7-R, Joint Ethics Regulation (JER); and E.O. 12731. Purpose(s): To provide a historical reference file of cases that are of precedential value to ensure equality of treatment of individuals in like circumstances. 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: The ``Blanket Routine Uses'' that appear at the beginning of DCAA's 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 records in file folders. Retrievability: Primary filing system is by subject, within subject, files are alphabetical by subject, corporation, name of individual. Safeguards: Under staff supervision during duty hours; buildings have security guards during nonduty hours. Retention and disposal: These files are for permanent retention. They are retained in active files for six years and then retired to Washington National Records Center. System manager(s) and address: General Counsel Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquires to the Records Administrator, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Records Administrator, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. The request should contain the full name of the individual, current address and telephone number. Personal visits may be made to the above address. In personal visits, the individual should be able to provide acceptable identification, that is, driver's license or employing offices' identification card, and give some verbal information that can be verified with ``case'' folder. Contesting record procedures: DCAA's rules for accessing records, for contesting contents and appealing initial agency determination are published in DCAA Regulation 5410.10; 32 CFR part 317; or may be obtained from the system manger. Record source categories: Correspondence from individual's supervisor, DCAA employees, former employees, between DCAA staff members, and between DCAA and other Federal agencies. Exemptions claimed for the system: None. RDCAA 358.3 System name: Grievance and Appeal Files. System location: Grievant's servicing Human Resources Management Offices in Headquarters or DCAA Regional Offices. Official mailing addresses are published as an appendix to DCAA's compilation of systems of records notices. Categories of individuals covered by the system: Employees or former employees who have filed formal grievances that may be adjudicated under either Chapter 58, DCAA Personnel Manual or a negotiated grievance procedure. Categories of records in the system: The written grievance; assignment of examiner; or selection of an arbitrator or referee; statements of witnesses; written summary of interviews; written summary of group meetings; transcript of hearing if one held; correspondence relating to the grievance and conduct of the inquiry; exhibits; evidence; transmittal; memorandums and letters; decision. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and DoD Directive 5105.36 (32 CFR part 387). Purpose(s): To record the grievance, the nature and scope of inquiry into the matter being grieved, and the treatment accorded the matter by management. 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 arbitrators, referees, or other third party hearing officers selected by management and/or the parties to the grievance to serve as fact finders or deciders of the matter grieved. The `Blanket Routine Uses' that appear at the beginning of DCAA's 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 records in file folders. Retrievability: Grievance files are filed by subject matter, contract clause, or by name alphabetically. Safeguards: During nonduty hours the Human Resources Management Office and/or filing cabinet is locked. Grievance files are under the control of the Human Resources Management Office staff during duty hours. Retention and disposal: Files are destroyed four years after the grievance has been decided or after the transfer or separation of the employee. System manager(s) and address: Each servicing Human Resources Management Officer in Headquarters or DCAA Regional Offices. Official mailing addresses are published as an appendix to DCAA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Human Resources Management Office in the region in which the grievance originated. Official mailing addresses are published as an appendix to the agency's compilation of systems of records notices. Written requests should contain individual's full name, current address, telephone number and office of assignment. Individuals may visit the Human Resources Management Office of the region in which the grievance was filed/originated. For personal visits, individual must furnish positive identification. Record access procedures: Individuals may obtain information on access to records by communicating in writing or personally with the servicing Human Resources Management Officer in DCAA Headquarters or DCAA Regional Offices. Official mailing addresses are published as an appendix to DCAA's compilation of systems of records notices. The request should contain the full name of the individual, current address and telephone number. Personal visits may be made to the servicing Human Resources Management Officer in Headquarters or DCAA Regional Offices or the system manager. Official mailing addresses are published as an appendix to the agency's compilation of systems of records notices. Contesting record procedures: DCAA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DCAA Regulation 5410.10; 32 CFR part 317; or may be obtained from the system manager. Record source categories: The grievant; witnesses; exhibits furnished in evidence by grievant and witnesses; grievance examiner; and persons interviewed by the grievance examiner; deciding official arbitrator, referee, or other third party fact finder or decider. Exemptions claimed for the system: None. RDCAA 367.5 System name: Employee Assistance Program (EAP) Counseling Records. System location: Human Resources Management Division, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. DCAA regional servicing Human Resources Management Offices; and offices of EAP contractors who perform employee assistance and counseling services. Official mailing addresses are published as an appendix to DCAA's compilation of systems of records notices. Categories of individuals covered by the system: DCAA Federal employees assigned to DCAA activities who are referred by management for, or voluntarily request, employee assistance counseling, referral, and rehabilitation. Categories of records in the system: Records relating to patients which are generated in the course of professional counselling, e.g., records on the patient's condition, status, progress and prognosis of personal, emotional, alcohol or drug dependency problems, including admitted or urinalysis-detected illegal drug abuse. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 7301 and 7904; 42 U.S.C. 290dd-2; Pub. L. 100-71; E.O. 12564; and E.O. 9397 (SSN). Purpose(s): The system is established to maintain records relating to the counselor's observations concerning patient's condition, current status, progress, prognosis and other relevant treatment information regarding patients in an employee assistance treatment program facility. 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: Substance abuse records in this system may not be disclosed without prior written consent of such patient, unless the disclosure would be: (a) To medical personnel to the extent necessary to meet a bona fide medical emergency; (b) To qualified personnel for the purpose of conducting scientific research, management audits, financial audits, or program evaluation, but such personnel may not identify, directly or indirectly, any individual patient in any report of such research, audit, or evaluating, or otherwise disclose patient identities in any manner; and (c) Authorized by an appropriate order of a court of competent jurisdiction granted after application showing good cause therefor. The results of drug testing in this system may not be disclosed without prior written consent of such patient, unless the disclosure would be pursuant to a court of competent jurisdiction where required by the U.S. Government to defend against any challenge against any adverse personnel action. The DCAA `Blanket Routine Uses' do not apply to this system of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are maintained and stored in automated data systems, secured filing cabinets, and electronic secured files. Extracts of treatment records are also entered into electronic database on microcomputers. Retrievability: Records are retrieved manually and automatically by patient's last name, client's case number, Social Security Number, organization, office symbol and counseling area offices or any other combination of these identifiers. Safeguards: Records are stored in locked filing cabinets, and secured working environments. Automated records are protected by restricted access procedures, e.g., password-protected coding system. Access to records is strictly limited to Agency or contractor officials with a bona fide need for the records. Only individuals on a need-to-know basis and trained in the handling of information protected by the Privacy Act have access to the system. All patient records are maintained and used with the highest regard for patient privacy. Safeguarding procedures are in accordance with the Privacy Act and required in Employee Assistance Program contractual service agreements. Retention and disposal: Patient records are destroyed three years after termination of counseling and then destroyed by shredding, burning, or pulping. Electronic records are purged of identifying data five years after termination of counseling. Aggregate data without personal identifiers is maintained for management/statistical reporting purposes until no longer required. System manager(s) and address: Employee Assistance Program Administrator, Human Resources Management Division, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Employee Assistance Program Administrator, Human Resources Management Division, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Individuals must furnish the following for their records to be located and identified: Name, Date of Birth, Social Security Number, Identification Number (if known), approximate date of record, geographic area in which consideration was requested. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Employee Assistance Program Administrator, Human Resources Management Division, Headquarters, Defense Contract Audit Agency, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Individuals must furnish the following for their records to be located and identified: Name, Date of Birth, Social Security Number, approximate date of record, geographic area in which consideration was requested. Contesting record procedures: DCAA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DCAA Regulation 5410.10; 32 CFR part 317; or may be obtained from the system manager. Record source categories: The patient to whom the records pertain, Employee Assistance Program counselors, supervisory personnel, co-workers; other agency personnel, outside practitioners; or private individuals to include family members of the patient. Exemptions claimed for the system: None. RDCAA 590.8 System name: DCAA Management Information System (DMIS). System location: Defense Contract Audit Agency, Information Technology Division, 4075 Park Avenue, Memphis, TN 38111-7492. Categories of individuals covered by the system: DCAA employees and contractors. Categories of records in the system: Records relating to audit work performed in terms of hours expended by individual employees, dollar amounts audited, exceptions reported, and net savings to the government as a result of those exceptions; records containing contractor information; records containing reimbursable billing information; name, Social Security Number, pay grade and (optionally) address information. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and E.O. 9397 (SSN). Purpose(s): To provide managers and supervisors with timely, on-line information regarding audit requirements, programs, and performance. 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: The `Blanket Routine Uses' that appear at the beginning of DCAA's 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: Records are maintained in an on-line database and on magnetic tape at secure offsite storage. Retrievability: Records are retrieved by organizational levels, name of employee, Social Security Number, office symbol, audit activity codes, or any other combination of these identifiers. Safeguards: Automated records are protected by restricted access procedures. Access to records is strictly limited to authorized officials with a bona fide need for the records. Retention and disposal: Records are retained indefinitely. System manager(s) and address: Chief, Information Technology Division, Defense Contract Audit Agency, 4075 Park Avenue, Memphis, TN 38111-7492. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Information Technology Division, Defense Contract Audit Agency, 4075 Park Avenue, Memphis, TN 38111-7492. Individuals must furnish name, Social Security Number, approximate date of record, and geographic area in which consideration was requested for record to be located and identified. Official mailing addresses are published as an appendix to the DCAA's compilation of systems notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Information Technology Division, Defense Contract Audit Agency, 4075 Park Avenue, Memphis, TN 38111-7492. Individuals must furnish name, Social Security Number, approximate date of record, and geographic area in which consideration was requested for record to be located and identified. Contesting record procedures: DCAA's rules for accessing records, for contesting contents and appealing initial agency determinations are published in DCAA Regulation 5410.10; 32 CFR part 317; or may be obtained from the system manager. Record source categories: Individual employees, supervisors, audit reports and working papers. Exemptions claimed for the system: None. DEFENSE CONTRACT AUDIT AGENCY OFFICES (Alphabetically by State and City) California DCAA Western Regional Office, Attention: RCI-4, 16700 Valley View Avenue, Suite 300, La Mirada, CA 90638-5833. Georgia DCAA Eastern Regional Office, Attention: RCI-1, 2400 Lake Park Drive, Suite 300, Smyrna, GA 30080-7644. Massachusetts DCAA Northeastern Regional Office, Attention: RCI-2, 59 Composite Way, Suite 300, Lowell, MA 01851-5150. Pennsylvania DCAA Mid-Atlantic Regional Office, Attention: RCI-6, 615 Chestnut Street, Suite 1000, Philadelphia, PA 19106-4498. Texas DCAA Central Regional Office, Attention: RCI-3, 6321 East Campus Circle Drive, Irving, TX 75063-2745. Virginia DCAA Headquarters, Attention: CMR, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. DEFENSE LOGISTICS AGENCY How Systems of Records Are Arranged Each DLA Privacy Act system of records is assigned a unique alphanumeric number. The numbers and letters assigned to each system reveal the functional area or general type of information maintained in the system and identify the DLA activity with responsibility for that functional area. A typical system identifier looks like this: S300.10 DLA-K. The letter `S' denotes the Defense Logistics Agency; the next three digits, `300' in our example, represent the primary functional area of Civilian Personnel; the decimal `.10' is a sequential number used to differentiate one 300-series system from another; the suffix letters `DLA-K' designate the DLA organization with general responsibility for the functional area. We are in the process of renumbering our Privacy Act systems notices to include new functional areas. Thus, some notices must be retrieved based on our old numbering system while those republished since June 1992 bear the new numbering system. How To Use the Index Guide Identify the functional area of interest to you using the listings below. Notices are arranged in numeric sequence based on the numbering system assigned to each functional area. If you are looking for a system notice which was published since June 1992, use the new numbering scheme to identify the functional area. If you do not know the date of notice was last published, you will need to look under both the old numbering scheme and the new. NEW NUMBERING SYSTEM Subject Series System Identification Series Legal, Legislative and Public Affairs S100 Military Personnel S200 Civilian Personnel S300 Morale, Welfare and Recreation S400 Security S500 Health and Safety S600 Comptrollership S700 Contracting and Logistics S800 Administration and Management S900 OLD NUMBERING SYSTEM Subject Series System Identification Series Administration S100 Planning and Management S200 Personnel S300 Finance S400 Transportation S600 Contracting S800 REQUESTING RECORDS Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. BLANKET ROUTINE USES Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. LAW ENFORCEMENT ROUTINE USE In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. CONGRESSIONAL INQUIRIES ROUTINE USE Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. PRIVATE RELIEF LEGISLATION ROUTINE USE Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law. COUNTERINTELLIGENCE PURPOSES ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. S100.10 GC System name: Whistleblower Complaint and Investigation Files. System location: Office of General Counsel, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. General Counsel Offices at the Defense Logistics Agency Primary Level Field Activities (DLA PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Individuals who have filed complaints of whistleblower reprisal. Categories of records in the system: Records contain complainant's name, address, Social Security Number, telephone number, and information on the nature of the complaint. The system may also contain investigative reports. Authority for maintenance of the system: 5 U.S.C. 1211-1219 (Whistleblower Protection Act of 1989); 10 U.S.C. 136 (Assistant Secretaries of Defense); 10 U.S.C. 2409a (Defense Appropriations Act); E.O. 9397 (SSN); and DLA Regulation 5500.9. Purpose(s): To provide a record of whistleblower complaints and their disposition. 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: The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are maintained in a combination of paper and automated form. Retrievability: Records are retrieved by complainant's name. Safeguards: Records are maintained in areas accessible only to DLA personnel who must access the records to perform their duties. The computer files are password protected with access restricted to authorized users. Retention and disposal: Records will be retained until final disposition authority has been established by the National Archives and Records Administration. System manager(s) and address: General Counsel, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. General Counsel Office at the DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer of the DLA activity involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer of the DLA activity involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is provided by the record subject, witnesses, and investigators. Exemptions claimed for the system: Portions of this system may be exempt under 5 U.S.C. 552a(k)(2), as applicable. An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c), and (e) and is published at 32 CFR part 323. For more information, contact DASC-RP, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. S100.50 DLA-GC System name: Fraud and Irregularities. System location: Office of the General Counsel, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the offices of counsel of the Defense Logistics Agency Primary Level Field Activities (DLA PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Any individual or group of individuals or other entity, involved in or suspected of being involved in any fraud, criminal conduct or antitrust violation relating to DLA procurement, property disposal, or contract administration, or other DLA activities. Categories of records in the system: Investigative reports, complaints, pleadings and other court documents, litigation reports, working papers, documentary and physical evidence, contractor suspensions and debarments. Authority for maintenance of the system: 10 U.S.C. 136, Assistant Secretaries of Defense; Pub. L 95-521, Ethics in Government Act; DoD Directive 7050.5, Coordination of Remedies for Fraud and Corruption Related to Procurement Activities; and DLA Regulation 5500.10, Combating Fraud in DLA Operations. Purpose(s): Information is used in the investigation and prosecution of criminal or civil actions involving fraud, criminal conduct and antitrust violations and is used in determinations to suspend or debar individuals or other entities from DLA procurement and sales. 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: The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Maintained in combination of paper and automated files. Retrievability: Filed alphabetically by the name of the subject individual or other entity. Safeguards: Records, as well as computer terminals, are maintained in areas accessible only to DLA personnel. In addition, access to and retrieval for computerized files is limited to authorized users and is password protected. Retention and disposal: Records are destroyed six years after all aspects of the case are closed. System manager(s) and address: General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221; and the offices of counsel at the DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the system manager of the particular DLA activity involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the system manager of the particular DLA activity involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Federal, state and local investigative agencies; other federal agencies; DLA employees; and individuals. Exemptions claimed for the system: Portions of this system may be exempt under the provisions of 5 U.S.C. 552a(k)(2) and (k)(5), as applicable. An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and is published at 32 CFR part 323. For more information, contact the system manager. S100.60 GC System name: Claims and Litigation. System location: Office of the General Counsel, Headquarters Defense Logistics Agency, ATTN: GC, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the offices of counsel of the Defense Logistics Agency Primary Level Field Activities (DLA PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Individuals or entities who have filed claims or litigation against DLA or against whom DLA has initiated such actions. The system may also include claims and litigation filed against or on behalf of other agencies that are serviced by or receive legal support from DLA. Categories of records in the system: The system contains name, home or business address, telephone numbers, Social Security Number, details of the claim or litigation, and settlement, resolution, or disposition documents. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 133, Under Secretary of Defense for Acquisition and Technology; 10 U.S.C. Chapter 163, Military Claims; 10 U.S.C. 2386, Copyrights, Patents, Designs; 28 U.S.C. 514, Pending Claims; 28 U.S.C. 1498, Patents and Copyrights; 31 U.S.C. Chapter 37, Claims; 35 U.S.C., Chap. 28, Patent Infringement; and E.O. 9397 (SSN). Purpose(s): The records are used to evaluate, adjudicate, defend, prosecute, or settle claims or lawsuits. 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 federal and local agencies authorized to investigate, audit, act on, negotiate, adjudicate, or settle claims or issues arising from litigation. To federal agencies or other third parties who have or are expected to have information to verify or refute the claim at issue. To the Internal Revenue Service for address verification or for matters under their jurisdiction. To Federal and local government agencies or other parties involved in approving, licensing, auditing, or otherwise having an identified interest in intellectual property issues. To Defense contractors that have an identified interest in the intellectual property at issue. The ``Blanket Routine Uses'' set forth at the beginning of DLA's 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: Maintained in combination of paper and automated files. Retrievability: Records are retrieved by name or Social Security Number. Safeguards: Records are maintained in areas accessible only to DLA personnel who must use the records to perform their duties. The computer files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during nonduty hours. Retention and disposal: Claim records are destroyed 6 years and 3 months after final settlement; however, claims for which the government's right to collect was terminated under 4 CFR part 104 are destroyed 10 years and 3 months after the year in which the government's right to collect first accrued. Litigation files are destroyed 6 years after case closing except that patent infringement litigation files are destroyed after 26 year and copyright infringement files are destroyed after 56 years. System manager(s) and address: Office of General Counsel, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Individuals must provide name of litigant, year of incident, and should contain court case number in order to ensure proper retrieval in those situations where a single litigant has more than one case with the Agency. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221, and Privacy Act offices of the DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Written request for information should contain the full name, current address and telephone number of the individual. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Claimants, litigants, investigators, and through legal discovery under the Federal Rules of Civil Procedure. Exemptions claimed for the system: None. S153.20 DLA-I System name: Personnel Security Information Subsystem of COSACS. System location: Primary System-Central computer programs and files are maintained at the Defense Logistics Agency Administrative Support Center (DASC) which is located at 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Ready reference on-line access is furnished to Defense Logistics Agency Primary Level Field Activities (PLFAs), to Principal Staff Elements (PSEs) at Headquarters, DLA and to Department of Defense Management Support Activities (DODMSAs) supported by DASC, concerning personnel under their jurisdiction. Official mailing addresses of the PLFAs are published as an appendix to DLA's compilation of systems of records notices. For mailing addresses of the DODMSAs, contact the system manager. Categories of individuals covered by the system: All DLA civilian and military personnel who have been found eligible for employment in a sensitive position or eligible for or granted a security clearance or access to information classified in the interests of national security. Categories of records in the system: Computer record on each individual in the Personnel Security Information Subsystem of COSACS (Command Security Automated Control System) Master File. Computer listings are generated from this master, in the form of a Master File Archival Record and Record Activity Clearance Eligibility Listing (RACEL), and identify those DLA personnel who are assigned to or who are eligible to occupy sensitive positions and those DLA personnel who have been either authorized access to classified information or found eligible for such access. Authority for maintenance of the system: E.O. 9397, 10450, 10865, 12333, 12958. Purpose(s): Provide a computerized, centralized source of security eligibility and clearance information for all DLA security officers and appropriate supervisors. The purpose for soliciting and using the Social Security Number is for positive identification and retrieval of records. These records are used by DLA Security Officers at all levels as well as by other appropriate DLA supervisors to determine whether or not DLA civilian employees are eligible for or occupy sensitive positions; whether they or assigned military personnel have been cleared for or granted access to classified information; and the level of such clearance of access, if granted. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Clearance status and other clearance related information of individual DLA employees may be provided to the appropriate officials of other Federal Government agencies and Federal Government contractors when necessary in the course of official business. The `Blanket Routine Uses' set forth at the beginning of the DLA's 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: Records are maintained in a combination of paper and automated files. Retrievability: Records are contained in the data base and are retrievable by name, Social Security Number, job series, security eligibility, security clearance, organization, and type of investigation. Safeguards: Records, as well as on-line input and computer terminals, are maintained in areas that conform to applicable DLA security policy. Access to and retrieval from computerized files are limited to authorized users and are password protected/restricted. Retention and disposal: New listings are published quarterly and prior microfiche and listings are destroyed as soon as the new lists are verified but in no case beyond 90 days. Magnetic records are purged one year after the individual departs DLA. System manager(s) and address: Staff Director, Office of Command Security, ATTN: DLA-I, Headquarters DLA, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and Command Security Officers of all DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Staff Director, Office of Command Security, ATTN: DLA-I, Headquarters DLA, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and Command Security Officers of all DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Staff Director, Office of Command Security, ATTN: DLA-I, Headquarters DLA, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221, and Command Security Officers of all DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Individuals should provide information that contains the full name, Social Security Number, current address and telephone number of the individual. For personal visits, the individual should be able to provide some acceptable identification, such as driver's license or employing office identification card, and give some verbal information that can be verified from his or her file. DLA users may utilize an Audio Response Unit (ARU) accessed by Social Security Number to retrieve the individual's security clearance only. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Certificates of clearance or personnel security investigation previously completed by the Office of Personnel Management, the Federal Bureau of Investigation, the Defense Investigative Service, investigative units of the Army, Navy and Air Force, and other Federal agencies. Personnel security files maintained on individual. Exemptions claimed for the system: None. S161.50 DLA-I System name: Traffic Violations File. System location: Defense Logistics Agency Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: All persons who commit a traffic violation on DLA controlled property. Categories of records in the system: Traffic tickets, documents relating to withdrawal of driving privileges, and reports of corrective or disciplinary action taken. Authority for maintenance of the system: National Highway Safety Act of 1966 (23 U.S.C. 401, et seq.) and National Highway Safety Program Standards, which direct such programs as vehicle traffic supervision, periodic motor vehicle inspections, pedestrian safety, police traffic services and records, accident investigation and reporting. Purpose(s): Information is maintained to identify traffic offenders, to enforce applicable traffic regulations and to promote safety. Information is used by: DLA Security Officers and DOD to identify traffic violations, to enforce applicable traffic regulations, to promote safety and to initiate corrective or disciplinary action against the offenders. DLA supervisors and managers - to take corrective or disciplinary action against offenders under their supervision. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the DLA's 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 records, ticket books, card index files. Computer magnetic tapes or discs, computer paper printouts. Retrievability: Filed alphabetically by last name of the offender and cross- indexed by ticket number. Safeguards: Records are maintained in areas accessible only to DLA Security personnel. Manual records are either secured locked storage and/or file cabinets or under the constant observation of security personnel during both duty and non-duty hours. The computer terminal utilized for access to, input and changes to the automated system is maintained in an area under constant observation of security personnel. Access to the automated system through the computer terminal is protected by password identification. Magnetic tapes and discs are kept in the computer room, which itself is a security container with locked doors and access limited persons appropriately used in processing, and are logged in and out only to cleared personnel with an official need. Reports with personal data are closely controlled. Computer personnel who process these reports are appropriately cleared and maintain continuous observation of reports during all processing phases. Individuals requesting information must identify themselves and their relationship to the individual on whom the record information is being requested. Individuals other than the individual of record must specify what information is requested and the purposes for which it would be used, if disclosed. Retention and disposal: Destroy after 2 years. System manager(s) and address: Heads of PLFAs which have responsibility for managing traffic on the installation. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Heads of PLFAs which have responsibility for managing traffic on the installation. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Individual must provide full name and name of DLA activity at which violation occurred; or if individual is or was a DLA employee, name of employing activity is also required. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Heads of PLFAs which have responsibility for managing traffic on the installation. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Individuals should provide information that contains the full name, current address and telephone numbers of the individual. For personal visits, the individual should be able to provide some acceptable identification, that is, driver's license, employing office identification card, and give some verbal information that could be verified from his file. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: DLA, DOD Security Police and traffic offenders. Exemptions claimed for the system: None. S180.10 CA System name: Congressional, Executive, and Political Inquiry Records. System location: Records are maintained by the Office of Congressional and Public Affairs, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA, 22060-6221, and the DLA Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Individuals, organizations, and other entities who have asked the Congress, White House officials, or political figures to make inquiries on their behalf. Categories of records in the system: Records contain representative's name, constituent's name, details surrounding the issue being researched, and case 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: 5 U.S.C. 301, Departmental regulations; 5 U.S.C. 302, Delegation of authority; 10 U.S.C. 133, Under Secretary of Defense for Acquisition and Technology; E.O. 9397 (SSN); and DoD Directive 5400.4, Provision of Information to Congress. Purpose(s): Information is collected in order to reply to queries and to determine the need for and course of action to be taken for resolution. Information may be used by the DLA Director, field commanders, and decision makers as a basis to institute policy or procedural changes. Routine uses of records maintained in the system, including categories of users and the purpose 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: Information is furnished to individuals or organizations who wrote to DLA on behalf of the complainant and who use it to respond to the complainant, or for other related purposes. To Federal and local government agencies having cognizance over or authority to act on the issues involved. The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are stored in paper and electronic form. Retrievability: Retrieved by constituent name, representative name, or case number. Safeguards: Records are maintained in a secure, limited access, or monitored work area. Physical entry by unauthorized persons is restricted by the use of locks, guards, or administrative procedures. Access to personal information is restricted to those who require the records in the performance of their official duties. Access to computer records is further restricted by the use of passwords which are changed periodically. All personnel whose official duties require access to the information are trained in the proper safeguarding and use of the information. Retention and disposal: Records are destroyed after eight years. System manager(s) and address: Staff Director, Congressional and Public Affairs, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Commanders of the DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, HQ DLA-CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to the Privacy Act Officer, HQ DLA-CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is provided by constituent, the constituent's representative, and from agency files. Exemptions claimed for the system: None. S180.20 CA System name: Biography File. System location: Office of Congressional and Public Affairs, Headquarters Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Public Affairs Offices of the Defense Logistics Agency Primary Level Field Activities (DLA PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices Categories of individuals covered by the system: Selected civilian and military personnel currently and formerly assigned to DLA and other persons affiliated with DLA and the Department of Defense (DoD). Categories of records in the system: Biographical information provided by the individual. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and 10 U.S.C. 133, Under Secretary of Defense for Acquisition and Technology. Purpose(s): Information is maintained as background material for news and feature articles covering activities, assignments, retirements, and reassignments of key individuals; for use in introductions; in the preparation of speeches for delivery at change of command, retirement, award ceremonies, community relations events; for congressional functions; and for site visits. 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 officials of federal, state, and local agencies and private sector entities for use as background information for introductions, briefings, Congressional testimony, or meetings. The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are maintained in paper and computerized form. Retrievability: Retrieved alphabetically by last name of individual. Safeguards: Records are maintained in a secure, limited access, or monitored area. Physical entry by unauthorized persons is restricted by the use of locks, guards, or administrative procedures. Access to personal information is limited to those who require the records to perform their official duties. All personnel whose official duties require access to the information are trained in the proper safeguarding and use of the information. Retention and disposal: Files are retained in current files area and destroyed 2 years after retirement, transfer or death, or termination of affiliation with DLA or DoD. System manager(s) and address: Staff Director, Office of Congressional and Public Affairs, Headquarters Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, Virginia 22060-6221, and the Commanders of the PLFAs. Official mailing addresses are published as an appendix to DLA s compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Headquarters Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the PLFA involved. Official mailing addresses are published as an appendix to DLA s compilation of systems of records notices. Record access procedures: Individuals seeking to access records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Headquarters Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221, or the Privacy Act Officer of the PLFA involved. Official mailing addresses are published as an appendix to DLA s compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Record subject and record subject's employing agency or organization. Exemptions claimed for the system: None. S200.10 CAH System name: Individual Military Personnel Records. System location: Staff Director, Human Resources, Military Personnel (CAHM), 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and DLA Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Active duty personnel assigned to DLA. Categories of records in the system: Files include name; rank; Social Security Number; home and address of record; general and special orders; evaluations; and details pertaining to classification, duties, assignment, promotion, proposed disciplinary actions, advancement, performance, training, education, qualifications, readiness, personal affairs, and benefits/ entitlements. Authority for maintenance of the system: 10 U.S.C. Part II, Personnel; 5 U.S.C. 302(b)(1), Delegation of authority; and E.O. 9397 (SSN). Purpose(s): The records are maintained as a local repository of documents generated during the service member's assignment at DLA. The files are used to manage, administer, and document the service member's assignment; to provide career advice to service members; and to advise local Commanders and the Director of incidents. 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: The `Blanket Routine Uses' set forth at the beginning of DLA's compilation of systems of records notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records: Storage: Records are stored in paper and computerized form. Retrievability: Retrieved alphabetically by last name. Safeguards: Records are maintained in areas accessible only to DLA personnel who must access the records to perform their duties. The computerized files are password protected with access restricted to authorized users. Retention and disposal: Upon reassignment from DLA, records are offered to the military service concerned. System manager(s) and address: Staff Director, Human Resources, Military Personnel (CAHM), 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and DLA Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or to the Privacy Act Officer of the DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or to the Privacy Act Officer of the DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is provided by the individual, rating officials, and taken from orders, service records, in/out processing documents, and computer listings. Exemptions claimed for the system: None. S200.20 DLA-M System name: Active Duty Military Personnel Data Bank System. System location: Staff Director, Human Resources, Military Personnel (CAHM), 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the DLA Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: All military personnel assigned to the Defense Logistics Agency. Categories of records in the system: The system contains name, grade, Social Security Number, organization, position data, branch of service and specialty, dates of rank, civilian and professional education, position requirements, dates of assignment and rotation, and retirement and separation data. The system also contains the rater's name, grade, service, Social Security Number, and rotation date. Authority for maintenance of the system: 10 U.S.C. Part II, Personnel; 5 U.S.C. 302(b)(1), Delegation of authority; and E.O. 9397 (SSN). Purpose(s): The records are maintained to ensure effective personnel management and to assist assigned personnel in their career management. The data is also used for statistical studies and reports on force effectiveness, contingency planning, training requirements, and manpower deficiencies. Rating official data is included in the database for management oversight purposes; however, the files are not retrieved or retrievable by rater name, social security number, or other rater attributes 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: The `Blanket Routine Uses' set forth at the beginning of DLA's compilation of systems of records notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records: Storage: Records are stored in paper and computerized form. Retrievability: Retrieved alphabetically by last name. Safeguards: Records are maintained in areas accessible only to DLA personnel who must access the records to perform their duties. The computerized files are password protected with access restricted to authorized users. Retention and disposal: Upon reassignment from DLA, records are offered to the military service concerned. System manager(s) and address: Staff Director, Human Resources, Military Personnel (CAHM), 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the heads of the DLA Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or to the Privacy Act Officer of the DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or to the Privacy Act Officer of the DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is provided by the individual and taken from military personnel records and position distribution reports. Exemptions claimed for the system: None. S200.30 CAP System name: Reserve Affairs. System location: Executive Director, Plans and Operations, Corporate Administration, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the heads of the DLA Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: All Ready Reserve, Army, Air Force, Navy and Marine personnel assigned to DLA Individual Mobilization Augmentee (IMA) positions. Categories of records in the system: The files contain name, grade, Social Security Number, service, career specialty, position title, date of birth, commission date, promotion date, release date, security clearance, education, home address and civilian occupation of the individuals involved. Authority for maintenance of the system: 10 U.S.C. Part II, Personnel; 10 U.S.C. 133, Under Secretary of Defense for Acquisition and Technology; and E.O. 9397 (SSN). Purpose(s): The files are maintained to provide background information on individuals assigned to DLA and to document their assignment. Data is used in preparation of personnel actions such as reassignments, classification actions, promotions, scheduling, and verification of active duty and inactive duty training. The data is also used for management and statistical reports and studies. 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: The ``Blanket Routine Uses'' set forth at the beginning of DLA's compilation of systems of records notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records: Storage: Records are stored in paper and electronic form. Retrievability: Retrieved by last name and Social Security Number. Safeguards: Records are maintained in area accessible only to DLA personnel who must use the records to perform their duties. The computer files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked officer, or locked cabinets during nonduty hours. Retention and disposal: Records are destroyed 2 years after separation or release from mobilization designation, or after supersession or obsolescence, or after 5 years, as appropriate. System manager(s) and address: Executive Director, Plans and Operations, Corporate Administration Military, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221 and the heads of the DLA PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an Appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Data is provided by the Military Services and the individual. Exemptions claimed for the system: None. S200.50 CAH System name: Individual Weight Management File. System location: Records are maintained by the heads of the DLA Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. For members assigned to Headquarters DLA, records are maintained by the Staff Director, Human Resources, Military Personnel (CAHM), 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Categories of individuals covered by the system: Military active duty and reserve personnel assigned to DLA. Categories of records in the system: Member's name, Social Security Number, weight management record, and physical readiness data. Authority for maintenance of the system: 5 U.S.C. 302(b)(1), Delegation of authority; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; E.O. 9397 (SSN); and DoD Directive 1308.1, DoD Physical Fitness and Body Fat Program. Purpose(s): The system will be used to record the weight and physical readiness of military members assigned to DLA. It will also be used to monitor the progress of those entered into the weight management program. Records may be used by member's service for remedial, corrective, or administrative separation actions. 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: None. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records: Storage: Records are stored in paper and computerized form. Retrievability: Records are retrieved by name. Safeguards: Records are maintained in areas accessible only to DLA personnel who must access the records to perform their duties. The computer files are password protected with access restricted to authorized users. Access to paper and computerized files is restricted to member's commander, the weight control officer, medical personnel, the director of the military personnel function at the activity where assigned, and the military personnel function of the member's service. Retention and disposal: Records are retained until the member departs, at which time the member collects the record for forwarding to his or her next duty assignment. System manager(s) and address: The Staff Director, Human Resources, Military Personnel (CAHM), 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the heads of the DLA Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221; or to the Privacy Act Officer of the DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221; or to the Privacy Act Officer of the DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is taken from the record subject, individual weigh- ins, medical personnel, and medical records. Exemptions claimed for the system: None. S200.60 DD System name: Chaplain Care and Counseling Records. System location: Office of the Command Chaplain, Defense Logistics Agency, ATTN: DDAC, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 220606221. Categories of individuals covered by the system: Individuals who have received spiritual counseling, guidance, or ministration from the DLA Command Chaplain; individuals who have participated in Chaplain sponsored activities. Categories of records in the system: The records contain the individual's name, home address and telephone number, Social Security Number, religion, and details for which the individual sought counseling or assistance. Authority for maintenance of the system: 5 U.S.C. 302(b)(1) (Delegation of authority); 10 U.S.C. 136, Assistant Secretaries of Defense; 10 U.S.C. 3547, Duties: Chaplains, assistance required of commanding officers; 10 U.S.C. 5142 Chaplain Corps and Chief of Chaplains; 10 U.S.C. 8067(h), Designation: officers to perform certain professional functions (chaplains); and E.O. 9397 (SSN). Purpose(s): To document spiritual counseling or assistance provided to individuals. The records will be used in the course of scheduling counseling sessions, conducting and evaluating training, and recording participation in spiritual activities. 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. 553a(b) of the Privacy Act, these records and information contained therein may specifically be disclosed outside DoD as a routine use pursuant to 5 U.S.C. 55a(b)(3) as follows: The `Blanket Routine Uses' set forth at the beginning DLA's compilation of systems of records notices do not apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored in paper and electronic form. Retrievability: Records are retrieved by name or Social Security Number. Safeguards: Records are stored in locked cabinets or rooms and are controlled by personnel screening and computer software. Retention and disposal: Information is retained in the system until superseded or no longer needed. System manager(s) and address: Office of the Command Chaplain, Defense Logistics Agency, ATTN: DDAC, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 220606221. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, HQ DLA, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 220606221. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, HQ DLA, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 220606221. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 220606221. Record source categories: Information is provided by the record subject or subject's family members. Exemptions claimed for the system: None. S253.10 DLA-G System name: Invention Disclosure. System location: Office of the General Counsel, HQ DLA-G, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the offices of counsel of the DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Employees and military personnel assigned to DLA who have submitted invention disclosures to the DLA General Counsel. Categories of records in the system: Files documenting invention disclosures and investigation as to patentability thereof. Authority for maintenance of the system: E.O. 10096, January 23, 1950 as amended by E.O. 10930, March 24, 1961, and Defense Logistics Acquisition Regulation, 4105.1. Purpose(s): Used by DLA Patent Counsel for determinations regarding acquisition of patents and right of inventor. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information may be referred to other government agencies or to non-government agencies or to non-government personnel (including contractors or prospective contractors) having an identified interest in a particular invention and the Government's rights therein. The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are maintained in paper and computerized form. Retrievability: Field by names of inventors. Safeguards: Accessible only to DLA personnel. Retention and disposal: Destroy 26 years after file is closed. System manager(s) and address: Office of General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the General Counsel, HQ DLA-G, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the offices of counsel of the DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of the General Counsel, HQ DLA-G, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the offices of counsel of the DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Individuals should provide information that contains full name, current address and telephone numbers of requester. For personal visits, each individual shall provide acceptable identification, e.g., driver's license or identification card. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: DLA Patent Counsel's investigation of published and unpublished records and files both within and without the Government, consultation with Government and non-Government personnel, information from other Government agencies and information submitted by Government officials or other persons having a direct interest in the subject matter of the file. Exemptions claimed for the system: None. S253.30 DLA-G System name: Royalties. System location: Office of the General Counsel, HQ DLA-G, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the offices of counsel of the DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Individual and firms to whom patent royalties are paid by Defense Logistics Agency contractors. Categories of records in the system: Reports from DLA procurement centers of patent royalties submitted pursuant to Defense Acquisition Regulation (DAR) forwarded to Defense Logistics Agency Headquarters, Office of General Counsel for approval, and included in pricing of respective contracts. Authority for maintenance of the system: 10 U.S.C. 2304(g), DLA Procurement Regulation 9-110 and Defense Acquisition Regulation 9-100. Purpose(s): Reviewed by DLA Patent Counsel for approval of royalties on continuing basis. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information may be referred to other government agencies or to non-government personnel (including contractors or prospective contractors) having an identified interest in the allowance of royalties on DLA contracts. The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are maintained in paper and computerized form. Retrievability: Filed by patent number. Names of inventors and patent owners are retrievable from these numbers. Safeguards: Accessible only to DLA personnel with an official need to know. Retention and disposal: Destroyed after 26 years. System manager(s) and address: Office of the General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of the General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Individuals should provide information that contains full name, current address and telephone numbers of requester. For personal visits, each individual shall provide acceptable identification, e.g., driver's license or identification card. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: DLA Patent Counsel's investigation of published and unpublished records and files both within and without the government, consultation with government and non-Government personnel, information from other Government agencies and information submitted by Government officials or other persons having a direct interest in the subject matter of the file. Exemptions claimed for the system: None. S253.31 DLA-G System name: Patent Licenses and Assignments. System location: Office of the General Counsel, HQ DLA-G, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the offices of counsel of the DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Individuals and firms which have granted patent licenses or assignments to DLA. Categories of records in the system: Files including patent license and assignment agreements and accounting records indicating basis for Government payment of royalties during life of agreements. Authority for maintenance of the system: 10 U.S.C. 2386, Defense Acquisition Regulation 9, Part 4; and Defense Logistics Acquisition Regulation 4105.1. Purpose(s): Used by DLA Patent Counsel for acquisition and administration of patent license and assignment agreements. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information may be referred to other Government agencies or to non-Government personnel (including contractors or prospective contractors) having an identified interest in the potential or actual infringement of particular patents. The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records maintained in paper and computerized form. Retrievability: Filed by name of individual or firm granting rights. Safeguards: Accessible only to DLA personnel with official need to know. Retention and disposal: Destroyed 26 years after file is closed. System manager(s) and address: Office of General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Individuals should provide information that contains full name, current address and telephone numbers of requester. For personal visits, each individual shall provide acceptable identification, e.g., driver's license or identification card. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: DLA Patent Counsel's investigation of published and unpublished records and files both within and without the government, consultation with government and non-government personnel, information from other government agencies and information submitted by Government officials or other persons having a direct interest in the subject matter of the file. Exemptions claimed for the system: None. S255.01 DLA-G System name: Fraud and Irregularities. System location: Office of the General Counsel, HQ DLA-G, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the offices of counsel of the DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Any individual or group of individuals or other entity, involved in or suspected of being involved in any fraud, criminal conduct or antitrust violation relating to DLA procurement, property disposal to DLA procurement, property disposal or contract administration, or other DLA activities. Categories of records in the system: Investigative reports, complaints, pleadings and other court documents, litigation reports, working papers, documentary and physical evidence, contractor suspensions and debarments. Authority for maintenance of the system: 28 U.S.C. Chs. 31 and 32. Purpose(s): Information is used in the investigation and prosecution of criminal or civil actions involving fraud, criminal conduct and antitrust violations and is used in determinations to suspend or debar individuals or other entities from DLA procurement and sales. Information may be referred to and used by DOD investigators and Government attorneys in DLA and other activities of the Department of Defense. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Information may be referred to and used by Federal investigators, Department of Justice, and other contracting, audit, inspection, investigative, and legal activities of other agencies to include State and local law enforcement agencies, as appropriate. The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Maintained in combination of paper and automated files. Retrievability: Filed alphabetically by the name of the subject individual or other entity. Safeguards: Records, as well as computer terminals, are maintained in areas accessible only to DLA personnel. In addition, access to and retrieval for computerized files is limited to authorized users and is password protected. Retention and disposal: Records are destroyed ten years after all aspects of the case are closed. System manager(s) and address: General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Individuals should provide information that contains name of subject and sufficient identification of the incident in order to ensure correct retrieval. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Individuals should provide information that contains the full name, current address and telephone number of the individual. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Federal, state and local investigative agencies; other federal agencies; DLA employees; and individuals. Exemptions claimed for the system: None. S257.10 DLA-G System name: Standards of Conduct. System location: Office of the General Counsel, HQ DLA-G, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the offices of counsel of the DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Includes DLA employees whose official duties require the exercise of judgment in making government decisions or taking actions which may have a significant economic impact on any non-federal entity. Categories of records in the system: Includes Standard Forms 278 and DD Forms 1555 or allegation of a violation of standards of conduct, investigatory reports by the Government, recommendations and determinations as to whether a violation of the standards of conduct occurred and what sanction may be appropriate and/or was imposed. Authority for maintenance of the system: E.O. 11222; The Ethics in Government Act of 1978, Pub. L. 95-521; and DLA Regulation 55000.1 Purpose(s): Information is used by the DLA General Counsel's Office in its efforts to preclude DLA employees from making determinations in areas where such decisions might be or appear to be in conflict with personal interests. Information is used by the General Counsel's Office to determine if DLA personnel are observing the highest standards of business ethics. Records may be forwarded to Director, DLA or DLA Field Activity Commanders for appropriate action. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are maintained in paper and computerized form. Retrievability: Records are retrievable by surname of employee or by date. Safeguards: Records are retained in areas accessible only to authorized personnel in Office of General Counsel or others as determined by General Counsel, DLA. DD Forms 1555 are retained in locked file cabinets. Retention and disposal: Incidents of violation of standards of conduct, indefinitely; DD Forms 1555, until employee leaves employment of DLA. System manager(s) and address: Office of General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Individuals should provide information that contains name, subject matter of information requested, and date of form or (alleged) violation. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Individuals, other employees, and non-employees having knowledge of the alleged violation of the standards of conduce. Exemptions claimed for the system: None. S259.05 DLA-G System name: Legal Assistance. System location: Office of the General Counsel, HQ DLA-G, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the offices of counsel of the DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Authorized military personnel and dependents who have requested legal assistance. Categories of records in the system: Wills, Powers of Attorney and other legal documents prepared in response to requests for legal advice. Also background information supplied by requester to prepare the documents. Authority for maintenance of the system: 5 U.S.C. 301 and 302. Purpose(s): Documents are used to provide copies for individuals requesting the assistance, their representative or where otherwise appropriate, members of their immediate families. Documents may also be used as models or examples for preparing future documents. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are maintained in paper and computerized form. Retrievability: Attorney operating folders are kept in a file cabinet or other storage devices accessible only to authorized personnel of the Office of Counsel or as determined by Counsel. Safeguards: Attorney operating folders are kept in a file cabinet or other storage devices accessible only to authorized personnel of the Office of Counsel or as determined by Counsel. Retention and disposal: Destroy 2 years after completion of case, except documents withdrawn for use as precedents may be held by topics until no longer required for references purposes. System manager(s) and address: Office of General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and Offices of Counsel, Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and Offices of Counsel, Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Individual must provide full name and, if appropriate, date assistance was requested. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of General Counsel, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and Offices of Counsel, Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Individual requesting assistance. Exemptions claimed for the system: None. S300.10 CAH System name: Voluntary Leave Transfer Program Records. System location: Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6221, and the Human Resources Offices of the Defense Logistics Agency (DLA) Primary Level Field Activities (PLFAs). Categories of individuals covered by the system: Individuals who have volunteered to participate in the leave transfer program as either a donor or a recipient. Categories of records in the system: Leave recipient records contain the individual's name, organization, office telephone number, Social Security Number, position title, grade, pay level, leave balances, number of hours requested, brief description of the medical or personal hardship which qualifies the individual for inclusion in the program, the status of that hardship, and a statement that selected data elements may be used in soliciting donations. The file may also contain medical or physician certifications and agency approvals or denials. Donor records include the individual's name, organization, office telephone number, Social Security Number, position title, grade, and pay level, leave balances, number of hours donated and the name of the designated recipient. Authority for maintenance of the system: 5 U.S.C. 6331 et seq. (Leave); 10 U.S.C. 136 (Under Secretary of Defense for Personnel and Readiness); E.O. 9397 (SSN); and 5 CFR part 630. Purpose(s): The file is used in managing the DLA Voluntary Leave Transfer program. The recipient's name, position data, organization, and a brief hardship description are published internally for passive solicitation purposes. The Social Security Number is sought to effectuate the transfer of leave from the donor's account to the recipient's account. 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 Department of Labor in connection with a claim filed by an employee for compensation due to a job-connected injury or illness; where leave donor and leave recipient are employed by different Federal agencies, to the personnel and pay offices of the Federal agency involved to effectuate the leave transfer. The `Blanket Routine Uses' set forth at the beginning of DLA's compilation of systems of records notices apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored in paper and electronic form. Retrievability: Records are retrieved by name or Social Security Number. Safeguards: Records are maintained in areas accessible only to DLA personnel who must use the records to perform their duties. The computer files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during nonduty hours. Retention and disposal: Records are destroyed one year after the end of the year in which the file is closed. System manager(s) and address: Executive Director, Human Resources Office, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Human Resources Officers of the DLA PLFAs. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Individual should provide full name and Social Security Number. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Individual should provide full name and Social Security Number. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Record subject; personnel and leave records; and medical certification and similar data. Exemptions claimed for the system: None. S322.01 DMDC System name: Defense Outreach Referral System (DORS). System location: Primary location: Naval Postgraduate School Computer Center, Naval Postgraduate School, Monterey, CA 93943-5000. Back-up location: Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771. Categories of individuals covered by the system: Current and former Defense military and civilian personnel and their spouses; U.S. Coast Guard personnel and their spouses; and participating Federal department's and/or agencies' civilian employees and their spouses who have applied to take part in this job placement program. Individuals covered under Pub. L. 102-484 and 103-337, who have applied for public employment. Categories of records in the system: Computerized records consisting of name, Social Security Number, correspondence address, branch of service, date of birth, separation status, travel availability, U.S. citizenship, occupational interests, geographic location work preferences, pay grade, rank, last unit of assignment, educational levels, dates of military or civilian service, language skills, flying status, security clearances, civilian and military occupation codes, and self reported personal comments for the purpose of providing prospective employers with a centralized system for locating potential employees. Authority for maintenance of the system: 10 U.S.C. 136, 1143, 1144, 2358; 31 U.S.C. 1535; Pub.L. 101-510, 102-484 and 103-337; and E.O. 9397 (SSN). Purpose(s): The purpose of this system is to facilitate the transition of current and former Defense military and their spouses; U.S. Coast Guard personnel and their spouses; and participating Federal department's and/or agencies' civilian employees and their spouses to private industry and public employment in the event of a downsizing of the Department of Defense and the Federal Government. For former military members covered under Pub. L. 102-484 and Pub. L. 103-337, the information will be used to track the participants public employment and to verify the participant's public employment history for DoD and DoT retirement and pay eligibility. 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: The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Electronic storage. Retrievability: Retrieved by Social Security Number or occupational or geographic preference of the individual. Safeguards: Access to data at all locations is restricted to those who require the records in the performance of their official duties. Access is further restricted by the use of passwords which are changed periodically. Physical entry is restricted by the use of locks, guards, and administrative procedures. Retention and disposal: Disposition pending. System manager(s) and address: Director, Defense Manpower Data Center, 1600 Wilson Boulevard, Suite 400, Arlington, VA 22209-2593. Notification procedure: Individuals seeking to determine if information about themselves is contained in this record system should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Record access procedures: Individuals seeking access to information about themselves contained in this record system should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Written requests for information should contain the full name, Social Security Number, date of birth, and current address and telephone number of the individual. For personal visits, the individual should be able to provide some acceptable identification such as driver's license, or military or other identification card. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: The Military Services, DoD Components, the U.S. Coast Guard, participating Federal departments and/or agencies, and from the subject individual via application into the program. Exemptions claimed for the system: None. S322.05 DMDC System name: Noncombatant Evacuation and Repatriation Data Base. System location: Defense Manpower Data Center, DoD Center, Oracle/UNIX Computer Center, 400 Gigling Road, Seaside, CA 93955-6771. Information may be accessed by remote terminals at the repatriation centers. The location of the repatriation centers can be obtained from the Headquarters Department of the Army, Office of Deputy Chief of Staff for Personnel, DAPE-PR, Washington, DC 20310-0300. Categories of individuals covered by the system: All noncombatant evacuees including service members, their dependents, DoD and non-DoD employees and dependents, U.S. residents abroad, foreign nationals and corporate employees and dependents. Categories of records in the system: Social Security Number, name, date of birth, passport number, country of citizenship, marital status, sex, employer, destination address and type of assistance needed. Authority for maintenance of the system: E.O. 12656, Assignment of Emergency Preparedness Responsibilities, November 18, 1988; DoD Directive 3025.14, Protection and Evacuation of U.S. Citizens and Designated Aliens in Danger Areas Abroad and E.O. 9397 (SSN). Purpose(s): The records are maintained for the purposes of tracking and accounting for individuals evacuated from emergency situations in foreign countries, securing relocation and assistance services, and assessing and recovering relocation costs. 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 individuals who have been evacuated but who have been separated from their family and/or spouse. Information will be released to the individual indicating where the family member was evacuated from and final destination. To Department of State to plan and monitor evacuation effectiveness and need for services and to verify the number of people by category who have been evacuated. To the American Red Cross so that upon receipt of information from a repatriation center that a DoD family has arrived safely in the U.S., the Red Cross may notify the service member (sponsor) still in the foreign country that his/her family has safely arrived in the United States. To the Immigration and Naturalization Service to track and make contact with all foreign nationals who have been evacuated to the U.S. To the Department of Health and Human Services for purposes of giving financial assistance and recoupment of same. To identify individuals who might arrive with an illness which would require quarantine. The `Blanket Routine Uses' set forth at the beginning of DLA's compilation of systems of records notices apply to this system. Policies and practices for storing, retrieving, accessing and disposing of records in the system: Storage: Electronic and hard copy storage. Retrievability: Retrieved by name, Social Security Number, or location of evacuation point or repatriation center. Safeguards: Computerized records are maintained in a controlled area accessible only to authorized personnel. At Defense Manpower Data Center (DMDC), entry to these areas is restricted by the use of locks, guards, and administrative procedures. Access to personal information is limited to those who require the records in the performance of their official duties. Access to personal information is further restricted by the use of passwords which are changed periodically. Retention and disposal: Disposition pending. System manager(s) and address: Director, Defense Manpower Data Center, 1600 Wilson Boulevard, Suite 400, Arlington, VA 22209-2593. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record access procedures: Individuals seeking access to records about themselves contained in this record system should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Written inquiry should contain the full name, Social Security Number, date of birth, and current address and telephone number of the individual. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: The Military Services, DoD Components, from individuals via application. Exemptions claimed for the system: None. S322.09 DMDC System name: Joint Duty Assignment Management Information System. System location: Defense Manpower Data Center, DoD Center, Oracle/UNIX Computer Center, 400 Gigling Road, Seaside, CA 93955-6771. Categories of individuals in the system: All active duty officers who are serving or have served in billets designated as joint duty assignment positions; are attending or have completed joint professional military education schools; are joint specialty officers or nominees. Categories of records in the system: The information on billets includes service, unit identification code, normal tour length, rank, job title, skill and critical billet. Information on individuals includes social security number, joint duty qualification, departure reason, joint professional military education status, service, occupation, sex, date of rank and duty station. Authority for maintenance of the system: 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 667, Joint Officer Management; Annual Report to Congress; and E.O. 9397 (SSN). Purpose(s): To allow the Department of Defense to monitor Joint Duty Assignment positions and personnel and to report to the Congress as required by Title IV, Chapter 38, Section 667 (Annual Report to Congress) of the DoD Reorganization Act of 1986; Pub. L. 99-433. 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: The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are stored on disk. Retrievability: Records may be retrieved by individual identifier such as social security number or by demographic characteristic. Safeguards: Computerized records are maintained in a controlled area accessible only to authorized personnel. Entry to these areas is restricted by the use of locks, guards, and administrative procedures. Access to personal information is limited to those who require the records in the performance of their official duties. Access to personal information is further restricted by the use of passwords which are changed periodically. Retention and disposal: Disposition pending. System manager(s) and address: Director, Defense Manpower Data Center, 1600 Wilson Boulevard, Suite 400, Arlington, VA 22209-2593. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Individuals should provide information that contains the full name, social security number, current address and telephone number of the individual. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: The military services and Office of the Joint Chiefs of Staff. Exemptions claimed for the system: None. S322.10 DMDC System name: Defense Manpower Data Center Data Base. System location: Primary location: Naval Postgraduate School Computer Center, Naval Postgraduate School, Monterey, CA 93943-5000. Back-up Location: Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771. Categories of individuals covered by the system: All Army, Navy, Air Force and Marine Corps officer and enlisted personnel who served on active duty from July 1, 1968, and after or who have been a member of a reserve component since July 1975; retired Army, Navy, Air Force, and Marine Corps officer and enlisted personnel; active and retired Coast Guard personnel; active and retired members of the commissioned corps of the National Oceanic and Atmospheric Administration; participants in Project 100,000 and Project Transition, and the evaluation control groups for these programs. All individuals examined to determine eligibility for military service at an Armed Forces Entrance and Examining Station from July 1, 1970, and later. Current and former DoD civilian employees since January 1, 1972. All veterans who have used the GI Bill education and training employment services office since January 1, 1971. All veterans who have used GI Bill education and training entitlements, who visited a state employment service office since January 1, 1971, or who participated in a Department of Labor special program since July 1, 1971. All individuals who ever participated in an educational program sponsored by the U.S. Armed Forces Institute and all individuals who ever participated in the Armed Forces Vocational Aptitude Testing Programs at the high school level since September 1969. Individuals who responded to various paid advertising campaigns seeking enlistment information since July 1, 1973; participants in the Department of Health and Human Services National Longitudinal Survey. Individuals responding to recruiting advertisements since January 1987; survivors of retired military personnel who are eligible for or currently receiving disability payments or disability income compensation from the Department of Veteran Affairs; surviving spouses of active or retired deceased military personnel; 100% disabled veterans and their survivors; survivors of retired Coast Guard personnel; and survivors of retired officers of the National Oceanic and Atmospheric Administration who are eligible for or are currently receiving Federal payments due to the death of the retiree. Individuals receiving disability compensation from the Department of Veteran Affairs or who are covered by a Department of Veteran Affairs' insurance or benefit program; dependents of active duty military retirees, selective service registrants. Individuals receiving a security background investigation as identified in the Defense Central Index of Investigation. Former military and civilian personnel who are employed by DoD contractors and are subject to the provisions of 10 U.S.C. 2397. All Federal Civil Service employees. All non-appropriated funded individuals who are employed by the Department of Defense. Individuals who were or may have been the subject of tests involving chemical or biological human-subject testing; and individuals who have inquired or provided information to the Department of Defense concerning such testing. Categories of records in the system: Computerized personnel/employment/pay records consisting of name, Service Number, Selective Service Number, Social Security Number, compensation data, demographic information such as home town, age, sex, race, and educational level; civilian occupational information; performance ratings of DoD civilian employees and military members; reasons given for leaving military service or DoD civilian service; civilian and military acquisition work force warrant location, training and job specialty information; military personnel information such as rank, assignment/deployment, length of service, military occupation, aptitude scores, post-service education, training, and employment information for veterans; participation in various inservice education and training programs; date of award of certification of military experience and training; military hospitalization and medical treatment, immunization, and pharmaceutical dosage records; home and work addresses; and identities of individuals involved in incidents of child and spouse abuse, and information about the nature of the abuse and services provided. CHAMPUS claim records containing enrollee, patient and health care facility, provided data such as cause of treatment, amount of payment, name and Social Security or tax identification number of providers or potential providers of care. Selective Service System registration data. Department of Veteran Affairs disability payment records. Credit or financial data as required for security background investigations. Criminal history information on individuals who subsequently enter the military. Office of Personnel Management (OPM) Central Personnel Data File (CPDF), an extract from OPM/GOVT-1, General Personnel Records, containing employment/personnel data on all Federal employees consisting of name, Social Security Number, date of birth, sex, work schedule (full-time, part-time, intermittent), annual salary rate (but not actual earnings), occupational series, position occupied, agency identifier, geographic location of duty station, metropolitan statistical area, and personnel office identifier. Extract from OPM/ CENTRAL-1, Civil Service Retirement and Insurance Records, including postal workers covered by Civil Service Retirement, containing Civil Service Claim number, date of birth, name, provision of law retired under, gross annuity, length of service, annuity commencing date, former employing agency and home address. These records provided by OPM for approved computer matching. Non-appropriated fund employment/personnel records consist of Social Security Number, name, and work address. Military drug test records containing the Social Security Number, date of specimen collection, date test results reported, reason for test, test results, base/area code, unit, service, status (active/ reserve), and location code of testing laboratory. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. App. 3 (Pub.L. 95-452, as amended (Inspector General Act of 1978)); 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 1562, Database on Domestic Violence Incidents; 10 U.S.C. 2358, Research and Development Projects; and E.O. 9397 (SSN). Purpose(s): The purpose of the system of records is to provide a single central facility within the Department of Defense to assess manpower trends, support personnel and readiness functions, to perform longitudinal statistical analyses, identify current and former DoD civilian and military personnel for purposes of detecting fraud and abuse of pay and benefit programs, to register current and former DoD civilian and military personnel and their authorized dependents for purposes of obtaining medical examination, treatment or other benefits to which they are qualified, and to collect debts owed to the United States Government and state and local governments. Information will be used by agency officials and employees, or authorized contractors, and other DoD Components in the preparation of the histories of human chemical or biological testing or exposure; to conduct scientific studies or medical follow-up programs; to respond to Congressional and Executive branch inquiries; and to provide data or documentation relevant to the testing or exposure of individuals All records in this record system are subject to use in authorized computer matching programs within the Department of Defense and with other Federal agencies or non-Federal agencies as regulated by the Privacy Act of 1974, as amended, (5 U.S.C. 552a). Military drug test records will be maintained and used to conduct longitudinal, statistical, and analytical studies and computing demographic reports on military personnel. No personal identifiers will be included in the demographic data reports. All requests for Service-specific drug testing demographic data will be approved by the Service designated drug testing program office. All requests for DoD-wide drug testing demographic data will be approved by the DoD Coordinator for Drug Enforcement Policy and Support, 1510 Defense Pentagon, Washington, DC 20301-1510. 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: 1. To the Department of Veteran Affairs (DVA): a. To provide military personnel and pay data for present and former military personnel for the purpose of evaluating use of veterans benefits, validating benefit eligibility and maintaining the health and well being of veterans and their family members. b. To provide identifying military personnel data to the DVA and its insurance program contractor for the purpose of notifying separating eligible Reservists of their right to apply for Veteran's Group Life Insurance coverage under the Veterans Benefits Improvement Act of 1996 (38 U.S.C. 1968). c. To register eligible veterans and their dependents for DVA programs. d. To conduct computer matching programs regulated by the Privacy Act of 1974, as amended (5 U.S.C. 552a), for the purpose of: (1) Providing full identification of active duty military personnel, including full-time National Guard/Reserve support personnel, for use in the administration of DVA's Compensation and Pension benefit program. The information is used to determine continued eligibility for DVA disability compensation to recipients who have returned to active duty so that benefits can be adjusted or terminated as required and steps taken by DVA to collect any resulting over payment (38 U.S.C. 5304(c)). (2) Providing military personnel and financial data to the Veterans Benefits Administration, DVA for the purpose of determining initial eligibility and any changes in eligibility status to insure proper payment of benefits for GI Bill education and training benefits by the DVA under the Montgomery GI Bill (Title 10 U.S.C., Chapter 1606--Selected Reserve and Title 38 U.S.C., Chapter 30-- Active Duty). The administrative responsibilities designated to both agencies by the law require that data be exchanged in administering the programs. (3) Providing identification of reserve duty, including full-time support National Guard/Reserve military personnel, to the DVA, for the purpose of deducting reserve time served from any DVA disability compensation paid or waiver of VA benefit. The law (10 U.S.C. 12316) prohibits receipt of reserve pay and DVA compensation for the same time period, however, it does permit waiver of DVA compensation to draw reserve pay. (4) Providing identification of former active duty military personnel who received separation payments to the DVA for the purpose of deducting such repayment from any DVA disability compensation paid. The law requires recoupment of severance payments before DVA disability compensation can be paid (10 U.S.C. 1174). (5) Providing identification of former military personnel and survivor's financial benefit data to DVA for the purpose of identifying military retired pay and survivor benefit payments for use in the administration of the DVA's Compensation and Pension program (38 U.S.C. 5106). The information is to be used to process all DVA award actions more efficiently, reduce subsequent overpayment collection actions, and minimize erroneous payments. e. To provide identifying military personnel data to the DVA for the purpose of notifying such personnel of information relating to educational assistance as required by the Veterans Programs Enhancement Act of 1998 (38 U.S.C. 3011 and 3034). 2. To the Office of Personnel Management (OPM): a. Consisting of personnel/employment/financial data for the purpose of carrying out OPM's management functions. Records disclosed concern pay, benefits, retirement deductions and any other information necessary for those management functions required by law (Pub. L. 83-598, 84-356, 86-724, 94-455 and 5 U.S.C. 1302, 2951, 3301, 3372, 4118, 8347). b. To conduct computer matching programs regulated by the Privacy Act of 1974, as amended (5 U.S.C. 552a) for the purpose of: (1) Exchanging personnel and financial information on certain military retirees, who are also civilian employees of the Federal government, for the purpose of identifying those individuals subject to a limitation on the amount of military retired pay they can receive under the Dual Compensation Act (5 U.S.C. 5532), and to permit adjustments of military retired pay by the Defense Finance and Accounting Service and to take steps to recoup excess of that permitted under the dual compensation and pay cap restrictions. (2) Exchanging personnel and financial data on civil service annuitants (including disability annuitants under age 60) who are reemployed by DoD to insure that annuities of DoD reemployed annuitants are terminated where applicable, and salaries are correctly offset where applicable as required by law (5 U.S.C. 8331, 8344, 8401 and 8468). (3) Exchanging personnel and financial data to identify individuals who are improperly receiving military retired pay and credit for military service in their civil service annuities, or annuities based on the `guaranteed minimum' disability formula. The match will identify and/or prevent erroneous payments under the Civil Service Retirement Act (CSRA) 5 U.S.C. 8331 and the Federal Employees' Retirement System Act (FERSA) 5 U.S.C. 8411. DoD's legal authority for monitoring retired pay is 10 U.S.C. 1401. (4) Exchanging civil service and Reserve military personnel data to identify those individuals of the Reserve forces who are employed by the Federal government in a civilian position. The purpose of the match is to identify those particular individuals occupying critical positions as civilians and cannot be released for extended active duty in the event of mobilization. Employing Federal agencies are informed of the reserve status of those affected personnel so that a choice of terminating the position or the reserve assignment can be made by the individual concerned. The authority for conducting the computer match is contained in E.O. 11190, Providing for the Screening of the Ready Reserve of the Armed Services. 3. To the Internal Revenue Service (IRS) for the purpose of obtaining home addresses to contact Reserve component members for mobilization purposes and for tax administration. For the purpose of conducting aggregate statistical analyses on the impact of DoD personnel of actual changes in the tax laws and to conduct aggregate statistical analyses to lifestream earnings of current and former military personnel to be used in studying the comparability of civilian and military pay benefits. To aid in administration of Federal Income Tax laws and regulations, to identify non-compliance and delinquent filers. 4. To the Department of Health and Human Services (DHHS): a. To the Office of the Inspector General, DHHS, for the purpose of identification and investigation of DoD employees and military members who may be improperly receiving funds under the Aid to Families of Dependent Children Program. b. To the Office of Child Support Enforcement, Federal Parent Locator Service, DHHS, pursuant to 42 U.S.C. 653 and 653a; to assist in locating individuals for the purpose of establishing parentage; establishing, setting the amount of, modifying, or enforcing child support obligations; or enforcing child custody or visitation orders; and for conducting computer matching as authorized by E.O. 12953 to facilitate the enforcement of child support owed by delinquent obligors within the entire civilian Federal government and the Uniformed Services work force (active and retired). Identifying delinquent obligors will allow State Child Support Enforcement agencies to commence wage withholding or other enforcement actions against the obligors. Note 1: Information requested by DHHS is not disclosed when it would contravene U.S. national policy or security interests (42 U.S.C. 653(e)). Note 2: Quarterly wage information is not disclosed for those individuals performing intelligence or counter-intelligence functions and a determination is made that disclosure could endanger the safety of the individual or compromise an ongoing investigation or intelligence mission (42 U.S.C. 653(n)). c. To the Health Care Financing Administration (HCFA), DHHS for the purpose of monitoring HCFA reimbursement to civilian hospitals for Medicare patient treatment. The data will ensure no Department of Defense physicians, interns or residents are counted for HCFA reimbursement to hospitals. d. To the Center for Disease Control and the National Institute of Mental Health, DHHS, for the purpose of conducting studies concerned with the health and well being of active duty, reserve, and retired personnel or veterans, to include family members. 5. To the Social Security Administration (SSA): a. To the Office of Research and Statistics for the purpose of (1) conducting statistical analyses of impact of military service and use of GI Bill benefits on long term earnings, and (2) obtaining current earnings data on individuals who have voluntarily left military service or DoD civil employment so that analytical personnel studies regarding pay, retention and benefits may be conducted. Note 3: Earnings data obtained from the SSA and used by DoD does not contain any information which identifies the individual about whom the earnings data pertains. b. To the Bureau of Supplemental Security Income for the purpose of verifying information provided to the SSA by applicants and recipients/beneficiaries, who are retired members of the Uniformed Services or their survivors, for Supplemental Security Income (SSI) or Special Veterans' Benefits (SVB). By law (42 U.S.C. 1006 and 1383), the SSA is required to verify eligibility factors and other relevant information provided by the SSI or SVB applicant from independent or collateral sources and obtain additional information as necessary before making SSI or SVB determinations of eligibility, payment amounts, or adjustments thereto. 6. To the Selective Service System (SSS) for the purpose of facilitating compliance of members and former members of the Armed Forces, both active and reserve, with the provisions of the Selective Service registration regulations (50 U.S.C. App. 451 and E.O. 11623). 7. To DoD Civilian Contractors and grantees for the purpose of performing research on manpower problems for statistical analyses. 8. To the Department of Labor (DOL) to reconcile the accuracy of unemployment compensation payments made to former DoD civilian employees and military members by the states. To the Department of Labor to survey military separations to determine the effectiveness of programs assisting veterans to obtain employment. 9. To the U.S. Coast Guard (USCG) of the Department of Transportation (DOT) to conduct computer matching programs regulated by the Privacy Act of 1974, as amended (5 U.S.C. 552a), for the purpose of exchanging personnel and financial information on certain retired USCG military members, who are also civilian employees of the Federal government, for the purpose of identifying those individuals subject to a limitation on the amount of military pay they can receive under the Dual Compensation Act (5 U.S.C. 5532), and to permit adjustments of military retired pay by the U.S. Coast Guard and to take steps to recoup excess of that permitted under the dual compensation and pay cap restrictions. 10. To the Department of Housing and Urban Development (HUD) to provide data contained in this record system that includes the name, Social Security Number, salary and retirement pay for the purpose of verifying continuing eligibility in HUD's assisted housing programs maintained by the Public Housing Authorities (PHAs) and subsidized multi-family project owners or management agents. Data furnished will be reviewed by HUD or the PHAs with the technical assistance from the HUD Office of the Inspector General (OIG) to determine whether the income reported by tenants to the PHA or subsidized multi-family project owner or management agent is correct and complies with HUD and PHA requirements. 11. To Federal and Quasi-Federal agencies, territorial, state, and local governments to support personnel functions requiring data on prior military service credit for their employees or for job applications. To determine continued eligibility and help eliminate fraud and abuse in benefit programs and to collect debts and over payments owed to these programs. To assist in the return of unclaimed property or assets escheated to states of civilian employees and military member and to provide members and former members with information and assistance regarding various benefit entitlements, such as state bonuses for veterans, etc. Information released includes name, Social Security Number, and military or civilian address of individuals. To detect fraud, waste and abuse pursuant to the authority contained in the Inspector General Act of 1978, as amended (Pub. L. 95-452) for the purpose of determining eligibility for, and/or continued compliance with, any Federal benefit program requirements. 12. To private consumer reporting agencies to comply with the requirements to update security clearance investigations of DoD personnel. 13. To consumer reporting agencies to obtain current addresses of separated military personnel to notify them of potential benefits eligibility. 14. To Defense contractors to monitor the employment of former DoD employees and members subject to the provisions of 41 U.S.C. 423. 15. To financial depository institutions to assist in locating individuals with dormant accounts in danger of reverting to state ownership by escheatment for accounts of DoD civilian employees and military members. 16. To any Federal, state or local agency to conduct authorized computer matching programs regulated by the Privacy Act of 1974, as amended, (5 U.S.C. 552a) for the purposes of identifying and locating delinquent debtors for collection of a claim owed the Department of Defense or the United States Government under the Debt Collection Act of 1982 (Pub. L. 97-365) and the Debt Collection Improvement Act of 1996 (Pub. L. 104-134). 17. To state and local law enforcement investigative agencies to obtain criminal history information for the purpose of evaluating military service performance and security clearance procedures (10 U.S.C. 2358). 18. To the United States Postal Service to conduct computer matching programs regulated by the Privacy Act of 1974, as amended (5 U.S.C. 552a), for the purposes of: a. Exchanging civil service and Reserve military personnel data to identify those individuals of the Reserve forces who are employed by the Federal government in a civilian position. The purpose of the match is to identify those particular individuals occupying critical positions as civilians and who cannot be released for extended active duty in the event of mobilization. The Postal Service is informed of the reserve status of those affected personnel so that a choice of terminating the position on the reserve assignment can be made by the individual concerned. The authority for conducting the computer match is contained in E.O. 11190, Providing for the Screening of the Ready Reserve of the Armed Forces. b. Exchanging personnel and financial information on certain military retirees who are also civilian employees of the Federal government, for the purpose of identifying those individuals subject to a limitation on the amount of retired military pay they can receive under the Dual Compensation Act (5 U.S.C. 5532), and permit adjustments to military retired pay to be made by the Defense Finance and Accounting Service and to take steps to recoup excess of that permitted under the dual compensation and pay cap restrictions. 19. To the Armed Forces Retirement Home (AFRH), which includes the United States Soldier's and Airmen's Home (USSAH) and the United States Naval Home (USNH) for the purpose of verifying Federal payment information (military retired or retainer pay, civil service annuity, and compensation from the Department of Veterans Affairs) currently provided by the residents for computation of their monthly fee and to identify any unreported benefit payments as required by the Armed Forces Retirement Home Act of 1991, Pub. L. 101-510 (24 U.S.C. 414). 20. To Federal and Quasi-Federal agencies, territorial, state and local governments, and contractors and grantees for the purpose of supporting research studies concerned with the health and well being of active duty, reserve, and retired personnel or veterans, to include family members. DMDC will disclose information from this system of records for research purposes when DMDC: a. Has determined that the use or disclosure does not violate legal or policy limitations under which the record was provided, collected, or obtained; b. Has determined that the research purpose (1) cannot be reasonably accomplished unless the record is provided in individually identifiable form, and (2) warrants the risk to the privacy of the individual that additional exposure of the record might bring; c. Has required the recipient to (1) establish reasonable administrative, technical, and physical safeguards to prevent unauthorized use or disclosure of the record, and (2) remove or destroy the information that identifies the individual at the earliest time at which removal or destruction can be accomplished consistent with the purpose of the research project, unless the recipient has presented adequate justification of a research or health nature for retaining such information, and (3) make no further use or disclosure of the record except (A) in emergency circumstances affecting the health or safety of any individual, (B) for use in another research project, under these same conditions, and with written authorization of the Department, (C) for disclosure to a properly identified person for the purpose of an audit related to the research project, if information that would enable research subjects to be identified is removed or destroyed at the earliest opportunity consistent with the purpose of the audit, or (D) when required by law; d. Has secured a written statement attesting to the recipient's understanding of, and willingness to abide by these provisions. 21. To the Educational Testing Service, American College Testing, and like organizations for purposes of obtaining testing, academic, socioeconomic, and related demographic data so that analytical personnel studies of the Department of Defense civilian and military workforce can be conducted. Note 4: Data obtained from such organizations and used by DoD does not contain any information which identifies the individual about whom the data pertains. The DoD `Blanket Routine Uses' set forth at the beginning of the DLA compilation of record system notices apply to this record system. Note 5: Military drug test information involving individuals participating in a drug abuse rehabilitation program shall be confidential and be disclosed only for the purposes and under the circumstances expressly authorized in 42 U.S.C. 290dd-2. This statute takes precedence over the Privacy Act of 1974, in regard to accessibility of such records except to the individual to whom the record pertains. The DoD `Blanket Routine Uses' do not apply to these types of records. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Electronic storage media. Retrievability: Retrieved by name, Social Security Number, occupation, or any other data element contained in system. Safeguards: Access to personal information at both locations is restricted to those who require the records in the performance of their official duties. Access to personal information is further restricted by the use of passwords which are changed periodically. Physical entry is restricted by the use of locks, guards, and administrative procedures. Retention and disposal: Disposition pending. System manager(s) and address: Deputy Director, Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Written requests should contain the full name, Social Security Number, date of birth, and current address and telephone number of the individual. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Written requests should contain the full name, Social Security Number, date of birth, and current address and telephone number of the individual. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: The military services, the Department of Veteran Affairs, the Department of Education, Department of Health and Human Services, from individuals via survey questionnaires, the Department of Labor, the Office of Personnel Management, Federal and Quasi-Federal agencies, and the Selective Service System. Exemptions claimed for the system: None. S322.11 DMDC System name: Federal Creditor Agency Debt Collection Data Base. System location: Primary location: Primary location: Naval Postgraduate School Computer Center, Naval Postgraduate School, Monterey, CA 93943-5000. Backup location: Defense Manpower Data Center, DoD Center, 400 Gigling Road, Seaside, CA 93955-6771. Categories of individuals covered by the system: Department of Defense officers and enlisted personnel, members of reserve and guard components, retired military personnel. All Federal-wide civilian employees and retirees and postal workers covered by the civil service retirement system. Individuals identified by Federal creditor agencies as delinquent in repayment of debts owed to the U.S. Government. Categories of records in the system: Name, Social Security Number, debt principal amount, interest and penalty amount, if any, debt reason, debt status, demographic information such as grade or rank, sex, date of birth, duty and home address, and various dates identifying the status changes occurring in the debt collection process. Authority for maintenance of the system: Debt Collection Act of 1982 (Pub.L. 97-365), as amended by the Debt Collection Improvement Act of 1996 (Pub.L. 104-134); 5 U.S.C. 5514 `Installment Deduction of Indebtedness'; 31 U.S.C. 3711, 'Collection and Compromise'; 31 U.S.C. 3716, `Administrative Offset'; 10 U.S.C. 136; 4 CFR 101.1-105.5,`Federal Claims Collection Standards'; 5 CFR 550.1101-1108 `Collection by Offset from Indebted Government Employees'; `Guidelines on the Relationship Between the Privacy Act of 1974 and the Debt Collection Act of 1982', March 30, 1983 (48 FR 15556, April, 1983); the Interagency Agreement for Federal Salary Offset Initiative (Office of Management and Budget, Department of the Treasury, Office of Personnel Management and the Department of Defense, April 1987); and Office of Management and Budget Guidelines (54 FR 52818, June 19, 1989) interpreting the provisions of the Privacy Act (5 U.S.C. 552a) pertaining to computer matching. Purpose(s): The primary purpose for the establishment of this system of records is to maintain a computer data base permitting computer matching in compliance with the Privacy Act of 1974 (5 U.S.C. 552a) as amended, to assist and implement debt collection efforts by Federal creditor agencies under the Debt Collection Act of 1982 to identify and locate individual debtors. To increase the efficiency of U.S. Government-wide efforts to collect debts owed the U.S. Government. To provide a centralized Federal data bank for computer matching of Federal employment records with delinquent debt records furnished by Federal creditor agencies under an Interagency agreement sponsored and monitored by the Department of the Treasury and the Office of Management and Budget. To identify and locate employees or beneficiaries who are receiving Federal salaries or other benefit payments and indebted to the creditor agency in order to recoup the debt either through voluntary repayment or by administrative or salary offset procedures established by law. Routine uses of records maintained in the system, including categories of users and the purpose 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: Individual's name, Social Security Number, Federal agency or military service, category of employees, Federal salary or benefit payments, record of debts and current work or home address and any other appropriate demographic data to a Federal creditor agency for the purpose of contacting the debtor to obtain voluntary repayment and, if necessary, to initiate any administrative or salary offset measures to recover the debt. To the Office of Finance of the U.S. House of Representatives and the Disbursing Office of the U.S. Senate, records of individual indebtedness from this system of records consisting of individual name, Social Security Number and amount, to be used to identify House and Senate members and their employees indebted to the Federal government for the purpose of collecting the debts. The `Blanket Routine Uses' set forth at the beginning of the DLA compilation of record system notices do not apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored on magnetic computer tape. Retrievability: Records are retrieved by social security number and name from a computerized index. Safeguards: Computerized records are maintained in a controlled area accessible only to authorized personnel. Entry to these areas is restricted by the use of locks, guards, and administrative procedures. Access to personal information is limited to those who require the records in the performance of their official duties. Access to personal information is further restricted by the use of passwords which are changed periodically. Retention and disposal: Records are erased within six months after each match cycle. System manager(s) and address: Deputy Director, Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Written requests for information should contain the full name, social security number, current address and telephone number of the individual requesting information. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Federal creditor agencies, the Office of Personnel Management and DoD personnel and finance centers. Exemptions claimed for the system: None. S322.15 DMDC System name: Defense Incident-Based Reporting System (DIBRS). System location: Primary Location: Naval Postgraduate School Computer center, Naval Postgraduate School, Monterey, CA 93943-5000. Back-up Location: Defense Manpower Data Center, DoD Center, 400 Gigling Road, Seaside, CA 93955-6771. Categories of individuals covered by the system: Active duty military (includes Coast Guard) or civilian personnel who have been apprehended or detained for criminal offenses which must be reported to the Department of Justice pursuant to the Uniform Crime Reporting Handbook as required by the Uniform Federal Crime Reporting Act. Active duty military (includes Coast Guard) personnel accused of criminal offenses under the Uniform Code of Military Justice and investigated by a military law enforcement organization. Active duty military (includes Coast Guard) personnel accused of fraternization, sexual harassment, a sex-related offense, a hate or bias crime, or a criminal offense against a victim who is a minor and investigated by a commander, military officer, or civilian in a supervisory position. Active duty military (includes Coast Guard) personnel accused of a criminal incident, which is not investigated by a military law enforcement organization,but which results in referral to trial by court-martial, imposition of nonjudicial punishment, or an administrative discharge. Active duty military (includes Coast Guard) personnel convicted by civilian authorities of felony offenses as defined by State or local law. Active duty military (includes Coast Guard) personnel who attempt or commit suicide. Individuals who are victims of those offenses which are either reportable to the Department of Justice or are reportable for having committed criminal incidents in violation of law or regulation. Active duty military (includes Coast Guard) personnel who must be reported to the Department of Justice under the Brady Handgun Violence Prevention Act because such personnel have been referred to trial by a general courts-martial for an offense punishable by imprisonment for a term exceeding one year; have left the State with the intent of avoiding either pending charges or giving testimony in criminal proceedings; are either current users of a controlled substance which has not been prescribed by a licensed physician (Note: includes both current and former members who recently have been convicted by a courts-martial, given nonjudicial punishment, or administratively separated based on drug use or failing a drug rehabilitation program) or using a controlled substance and losing the power of self-control with respect to that substance; are adjudicated by lawful authority to be a danger to themselves or others or to lack the mental capacity to contract or manage their own affairs or are formally committed by lawful authority to a mental hospital or like facility (Note: includes those members found incompetent to stand trial or found not guilty by reason of lack of mental responsibility pursuant to Articles 50a and 72b of the Uniform Code of Military Justice); have been discharged from the Armed Services pursuant to either a dishonorable discharge or a dismissal adjudged by a general courts-martial; or have been convicted in any court of a misdemeanor crime of domestic violence. Categories of records in the system: Records compiled by law enforcement authorities (e.g., Defense Protective Service, military and civilian police, military criminal investigation services or commands); DoD organizations and military commands; Legal and judicial authority (e.g., Staff Judge Advocates, courts-martial); and Correctional institutions and facilities (e.g., the United States Disciplinary Barracks) consisting of personal data on individuals, to include but not limited to, name; social security number; date of birth; place of birth; race; ethnicity; sex; identifying marks (tattoos, scars, etc.); height; weight; nature and details of the incident/offense to include whether alcohol, drugs and/or weapons were involved; driver's license information; actions taken by military commanders (e.g., administrative and/or non- judicial measures, to include sanctions imposed); court-martial results and punishments imposed; confinement information, to include location of correctional facility, gang/cult affiliation if applicable; and release/parole/clemency eligibility dates. Records also consist of personal information on individuals who were victims. Such information does not include the name of the victim or other personal identifiers (e.g., Social Security Number, date of birth, etc.), but does include the individual's residential zip code; age; sex; race; ethnicity; and type of injury. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulation; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 18 U.S.C. 922 note, Brady Handgun Violence Prevention Act; 28 U.S.C. 534 note, Uniform Federal Crime Reporting Act; 42 U.S.C. 10601 et seq., Victims Rights and Restitution Act; DoD Directive 7730.47, Defense Incident-Based Reporting System (DIBRS); and E.O. 9397 (SSN). Purpose(s): To provide a single central facility within the Department of Defense (DoD) which can serve as a repository of criminal and specified other non-criminal incidents which will be used to satisfy statutory and regulatory reporting requirements, specifically to provide crime statistics required by the Department of Justice (DoJ) under the Uniform Federal Crime Reporting Act; to provide personal information required by the DoJ under the Brady Handgun Violence Prevention Act; and statistical information required by DoD under the Victim's Rights and Restitution Act; and to enhance DoD's capability to analyze trends and to respond to executive, legislative, and oversight requests for statistical crime data relating to criminal and other high-interest incidents. 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 be disclosed outside the Department of Defense as a routine use pursuant to 5 U.S.C. 552a(b)(3) only as follows: To the Department of Justice: (1) To compile crime statistics so that such information can be both disseminated to the general public and used to develop statistical data for use by law enforcement agencies. (2) To compile information on those individuals for whom receipt or possession of a firearm would violate the law so that such information can be included in the National Instant Criminal Background Check System which may be used by firearm licensees (importers, manufactures or dealers) to determine whether individuals are disqualified from receiving or possessing a firearm. The `Blanket Routine Uses' set forth at the beginning of the DLA compilation of record system notices do not apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Electronic storage media. Retrievability: Retrieved by name, Social Security Number, incident number, or any other data element contained in system. Safeguards: Computerized records are maintained in a controlled area accessible only to authorized personnel. Entry to these areas is restricted by the use of locks, guards, and administrative procedures. Access to personal information is limited to those who require the records in the performance of their official duties. Access to personal information is further restricted by the use of passwords which are changed periodically. Retention and disposal: Disposition pending. System manager(s) and address: Deputy Director, Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquires to the Privacy Act Officer, Headquarters, Defense Logistics Agency, CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Written requests should contain the full name, Social Security Number, date of birth, and current address and telephone number of the individual. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Written requests should contain the full name, Social Security Number, date of birth and current address and telephone number of the individual. Contesting record procedures: The DLA rules for accessing records, and for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Record source categories: The military services (includes the U.S. Coast Guard) and Defense agencies. Exemptions claimed for the system: None. S322.20 DMDC System name: Recruitment Eligible File. System location: Primary location: Naval Postgraduate School Computer Center, Naval Postgraduate School, Monterey, CA 93943-5000. Back-up file: Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771. Categories of individuals covered by the system: Former enlisted and officer personnel of the military services who separated from active duty since 1971. Categories of records in the system: Computer records consisting of Social Security Number, name, service, date of birth and date of separation. Authority for maintenance of the system: 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; and E.O. 9397 (SSN). Purpose(s): The purpose of the system is to assist in recruiting prior- service personnel. 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: Any record may be disclosed to law enforcement or investigatory authorities for investigation and possible criminal prosecution, civil court action or regulatory order. Any record may be disclosed to Coast Guard recruiters in the performance of their assigned duties. The `Blanket Routine Uses' set forth at the beginning of DLA's 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: All records are stored on disc with a full backup on magnetic tape. Retrievability: Retrievable by Social Security Number. Safeguards: Access to data at all locations is restricted to those who require the records in the performance of their official duties. Access is further restricted by the use of passwords which are changed periodically. Physical entry is restricted by the use of locks, guards, and administrative procedures. Retention and disposal: Disposition pending. System manager(s) and address: Deputy Chief, Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Written requests for information should contain the full name, current address, telephone number, Social Security Number, and date of separation of the individual. For personal visits, the individual should be able to provide some acceptable identification such as driver's license. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: The data contained in the system are obtained from the Army, Navy, Air Force, Marine Corps, and Coast Guard. Exemptions claimed for the system: None. S322.35 DMDC System name: Survey and Census Data Base. System location: Primary location: Naval Postgraduate School Computer Center, Naval Postgraduate School, Monterey, CA 93943-5000. Back-up location: Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771. Categories of individuals covered by the system: Individuals who completed census or survey forms, including military members, civilians, persons eligible for DoD benefits, men and women of military age, and applicants to the military services. Categories of records in the system: Survey responses and census information: Authority for maintenance of the system: 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 1782, Surveys of Military Families; 10 U.S.C. 2358, Research and Development Projects; DoD Directive 5124.2, Under Secretary of Defense for Personnel and Readiness (USD(P&R)); and E.O. 9397 (SSN). Purpose(s): The purposes of the system are to count DoD personnel and beneficiaries for evacuation planning, apportionment when directed by oversight authority and for other policy planning purposes, and to obtain characteristic information on DoD personnel and households to support manpower and benefits research; to sample attitudes and/or discern perceptions of social problems observed by DoD personnel and to support other manpower research activities; to sample attitudes toward enlistment in and determine reasons for enlistment decisions. This information is used to support manpower research sponsored by the Department of Defense and the military services. 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 under5 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: The information may be used to support manpower research sponsored by other Federal agencies. The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Magnetic computer tape. Retrievability: Records can be retrieved by Social Security Number; by institutional affiliation such as service membership; and by individual characteristics such as educational level. Safeguards: Access to data at all locations is restricted to those who require the records in the performance of their official duties. Access is further restricted by the use of passwords which are changed periodically. Physical entry is restricted by the use of locks, guards, and administrative procedures. Retention and disposal: Disposition pending. System manager(s) and address: Director, Defense Manpower Data Center, 1600 Wilson Boulevard, 4th Floor, Arlington, VA 222092593. Notification procedure: Individuals seeking to determine whether this system contains information about themselves should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Written requests should contain the full name, Social Security Number, and current address and telephone numbers of the individual. In addition, the approximate date and location where the survey was completed should be provided. For personal visits, the individual should be able to provide some acceptable identification such as driver's license or military or other identification card. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Written requests should contain the full name, SocialSecurity Number, and current address and telephone numbers of the individual. In addition, the approximate date and location where the survey was completed should be provided. For personal visits, the individual should be able to provide some acceptable identification such as driver's license or military or other identification card. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 220606221. Record source categories: The survey and census information is provided by the individual; additional data obtained from Federal records are linked to individual cases in some data sets. Exemptions claimed for the system: None. S322.50 DMDC System name: Defense Eligibility Records. System location: Primary location: Naval Postgraduate School Computer Center, Naval Postgraduate School, Monterey, CA 93943-5000. Back-up location: Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771. Biometrics data is maintained at the Department of Defense Biometrics Fusion Center, 1600 Aviation Way, Bridgeport, WV 26330- 9476. Categories of individuals covered by the system: Active duty Armed Forces and reserve personnel and their family members; retired Armed Forces personnel and their family members; 100 percent disabled veterans and their dependents or survivors; surviving family members of deceased active duty or retired personnel; active duty and retired Coast Guard personnel and their family members; active duty and retired Public Health Service personnel (Commissioned Corps) and their family members; active duty and retired National Oceanic and Atmospheric Administration employees (Commissioned Corps) and their family members; and State Department employees employed in a foreign country and their family members; civilian employees of the Department of Defense; contractors; and any other individuals entitled to care under the health care program or to other DoD benefits and privileges; providers and potential providers of health care; and any individual who submits a health care claim. Categories of records in the system: Computer files containing beneficiary's name, Service or Social Security Number, enrollment number, relationship of beneficiary to sponsor, residence address of beneficiary or sponsor, date of birth of beneficiary, sex of beneficiary, branch of Service of sponsor, dates of beginning and ending eligibility, number of family members of sponsor, primary unit duty location of sponsor, race and ethnic origin of beneficiary, occupation of sponsor, rank/pay grade of sponsor, disability documentation, Medicare eligibility and enrollment data, index fingerprints and photographs of beneficiaries, blood test results, dental care eligibility codes and dental x-rays. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. Chapters 53, 54, 55, 58, and 75; 10 U.S.C. 136; 31 U.S.C. 3512(c); 50 U.S.C. Chapter 23 (Internal Security); DoD Directive 1341.1, Defense Enrollment/Eligibility Reporting System; DoD Instruction 1341.2, DEERS Procedures; and E.O. 9397 (SSN). Purpose(s): The purpose of the system is to provide a database for determining eligibility to DoD entitlements and privileges; to support DoD health care management programs; to provide identification of deceased members; to record the issuance of DoD badges and identification cards; and to detect fraud and abuse of the benefit programs by claimants and providers to include appropriate collection actions arising out of any debts incurred as a consequence of such programs. 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 Department of Health and Human Services; Department of Veterans Affairs; Department of Commerce; Department of Transportation for the conduct of health care studies, for the planning and allocation of medical facilities and providers, for support of the DEERS enrollment process, and to identify individuals not entitled to health care. The data provided includes Social Security Number, name, age, sex, residence and demographic parameters of each Department's enrollees and family members. To the Social Security Administration (SSA) to perform computer data matching against the SSA Wage and Earnings Record file for the purpose of identifying employers of Department of Defense (DoD) beneficiaries eligible for health care. This employer data will in turn be used to identify those employed beneficiaries who have employment-related group health insurance, to coordinate insurance benefits provided by DoD with those provided by the other insurance. This information will also be used to perform computer data matching against the SSA Master Beneficiary Record file for the purpose of identifying DoD beneficiaries eligible for health care who are enrolled in the Medicare Program, to coordinate insurance benefits provided by DoD with those provided by Medicare. To other Federal agencies and state, local and territorial governments to identify fraud and abuse of the Federal agency's programs and to identify debtors and collect debts and overpayment in the DoD health care programs. To each of the fifty states and the District of Columbia for the purpose of conducting an ongoing computer matching program with state Medicaid agencies to determine the extent to which state Medicaid beneficiaries may be eligible for Uniformed Services health care benefits, including CHAMPUS, TRICARE, and to recover Medicaid monies from the CHAMPUS program. To provide dental care providers assurance of treatment eligibility. The DoD ``Blanket Routine Uses'' published at the beginning of DLA's 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: Records are maintained on magnetic tapes and disks, and are housed in a controlled computer media library. Retrievability: Records about individuals are retrieved by an algorithm which uses name, Social Security Number, date of birth, rank, and duty location as possible inputs. Retrievals are made on summary basis by geographic characteristics and location and demographic characteristics. Information about individuals will not be distinguishable in summary retrievals. Retrievals for the purposes of generating address lists for direct mail distribution may be made using selection criteria based on geographic and demographic keys. Safeguards: Computerized records are maintained in a controlled area accessible only to authorized personnel. Entry to these areas is restricted to those personnel with a valid requirement and authorization to enter. Physical entry is restricted by the use of locks, guards, and administrative procedures (e.g., fire protection regulations). Access to personal information is restricted to those who require the records in the performance of their official duties, and to the individuals who are the subjects of the record or their authorized representatives. Access to personal information is further restricted by the use of passwords which are changed periodically. Retention and disposal: Data is destroyed when superseded or when no longer needed for operational purposes, whichever is later. System manager(s) and address: Deputy Director, Defense Manpower Data Center, DoD Center Monterey Bay, 400 Gigling Road, Seaside, CA 93955-6771. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, DSS-C, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Written requests for the information should contain full name and Social Security Number of individual and sponsor, date of birth, rank, and duty location. For personal visits the individual should be able to provide full name and Social Security Number of individual and sponsor, date of birth, rank, and duty location. Identification should be corroborated with a driver's license or other positive identification. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, DSS-C, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Written requests for the information should contain full name and Social Security Number of individual and sponsor, date of birth, rank, and duty location. For personal visits the individual should be able to provide full name and Social Security Number of individual and sponsor, date of birth, rank, and duty location. Identification should be corroborated with a driver's license or other positive identification. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: DSS-C, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Individuals, personnel pay, and benefit systems of the military and civilian departments and agencies of the Defense Department, the Coast Guard, the Public Health Service, Department of Commerce, the National Oceanic and Atmospheric Administration, Department of Commerce, and other Federal agencies. Exemptions claimed for the system: None. S330.40 CAHS System name: Employee Assistance Program Records. System location: Headquarters Defense Logistics Agency, DLA Primary Level Field Activities, and offices of contractors who provide counseling services. Official mailing addresses are published asan appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: All DLA civilian employees in appropriated and nonappropriated fund activities and employees in agencies receiving personnel support by DLA who are referred by management or who voluntarily request counseling assistance; military service members assigned to DLA activities who voluntarily requestcounseling; and family members of military members or civilian employees who voluntarily request counseling. Categories of records in the system: The file includes name, Social Security Number, address, phone numbers, and data generated in the course of counseling. Authority for maintenance of the system: 5 U.S.C. 7904 (Employee Assistance); 5 U.S.C. 7361, et seq. (Drug Abuse and Alcohol); and 10 U.S.C. 1090 (Drug and Alcohol Dependence); 42 U.S.C. 290dd2 (Confidentiality of records); E.O. 9397 (SSN) and E.O. 12564 (Drug-Free Federal Workplace). Purpose(s): Used in the execution of the counseling function as it applies to the individual; selected information may be provided to and used by other counselors. 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: In order to comply with provisions of 42 U.S.C. 290dd2, the DLA `Blanket Routine Uses' do not apply to this system of records. Records in this system may not be disclosed without the prior written consent of such patient, unless the disclosure would be: To medical personnel to the extent necessary to meet a bona fide medical emergency; To qualified personnel for the purpose of conducting scientific research, management audits, financial audits, or program evaluation, but such personnel may not identify, directly or indirectly, any individual patient in any report of such research, audit, or evaluation, or otherwise disclose patient identities in any manner; and If authorized by an appropriate order of a court of competent jurisdiction granted after application showing good cause therefor. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored in paper and electronic form. Retrievability: By employee name, Social Security Number, locally assigned identifying number or by case number. Safeguards: Records are maintained in areas accessible only to individuals who must access the records to perform their official duties. Computer files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked office, or locked cabinets during nonduty hours. Retention and disposal: Records are destroyed 3 years after termination of counseling. System manager(s) and address: Executive Director, Human Resources Office, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Fort Belvoir, VA 22060- 6221 and the HumanResources Officer or comparable official of the Human Resources Office servicing the activity or installation. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix toDLA's compilation of systems of records notices. The letter should contain the full name and signature of the requester and the approximate period of time, by date, during which the case record was developed. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Record subject, counselors, supervisors, medical practitioners, co-workers, and private individuals to include family members of enrollee. Exemptions claimed for the system: None. S330.50 CAH System name: Official Personnel Files for Non-Appropriated Fund Employees. System location: Defense Logistics Agency Human Resources Operations Center, 3990 East Broad Street, Columbus, OH 43213-0919. Some of the information contained in this system may be duplicated for maintenance at a location closer to the employee's work site (e.g., in an administrative office or supervisor's work folder) and still be covered by this system notice. Categories of individuals covered by the system: All employees of non-appropriated fund (NAF) instrumentalities of DLA and former employees of such activities. Categories of records in the system: Files contain identifying information such as name, date of birth, home address, social security number, home telephone, work experience, educational level, and specialized training. Files will also contain information pertaining to the selection and appointment of NAF employees, along with separation, classification, training, adverse or disciplinary actions, and similar employment-related information. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and 302 and E.O. 9397 (SSN). Purpose(s): The files provide the basic source of factual data about a person's NAF employment. The information is collected and maintained to provide personnel services to the employee and to provide personnel and supervisory officials with information on which to base decisions on employee rights, benefits, eligibility and status. 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: The information may be disclosed to government and private vendor training facilities and educational institutions in support of training requirements; to health and life insurance carriers for enrollment purposes; and to Federal, state, local, and professional licensing boards concerning the issuance, retention, or revocation of licenses or certificates. To Federal, State, or local agencies that verify eligibility for, administer, or adjudicate claims pertaining to retirement, insurance, unemployment, health benefits, occupational injury, and similar entitlement programs. To public and private organizations for nominating, considering, or selecting employees for awards and honors or to publicize employee recognition programs. To the Equal Employment Opportunity Commission (EEOC)for investigating alleged or possible discrimination practices or to fulfill other functions vested in the EEOC. To the Federal Labor Relations Authority (FLRA) for investigating and resolving allegations of unfair labor practices, or to fulfill other functions vested in the FLRA. The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are stored in paper and computerized form. Retrievability: Records are retrieved by name or Social Security Number. Safeguards: Records are maintained in areas accessible only to DLA personnel who must have access to perform their duties. The computer files are password protected with access restricted to authorized users. Retention and disposal: Folders are maintained for the duration of the employee's employment. They are retired to the National Personnel Records Center (Civilian Personnel Records), 111 Winnebago Street, St. Louis, MO 63118, 30 days after separation except that files on off-duty military personnel are destroyed 2 years after termination of employment and files on non-U.S. citizens residing outside of CONUS, Alaska, Hawaii, but working within CONUS, Alaska, and Hawaii are destroyed 3 years after separation. System manager(s) and address: Executive Director, Human Resources, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address inquiries to the to the Privacy Act Officer, Defense Logistics Agency Human Resources Operations Center, 3990 East Broad Street, Columbus, OH 43213-0919. Inquiry should contain requester's full name, Social Security Number, and location of organization and physical location where employed. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address inquiries to the to the Privacy Act Officer, Defense Logistics Agency Human Resources Operations Center, 3990 East Broad Street, Columbus, OH 43213-0919. Inquiry should contain requester's full name, Social Security Number, and location of organization and physical location where employed. For personal visits employee should be able to provide some acceptable identification such as driver's license or employee identification badge. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information contained in the folder is obtained from the record subject, the employee's previous employer, educational institutions, trade associations, references and others who would have knowledge of the employee's skills or employment characteristics and papers originating with the activity during the employee's work history. Exemptions claimed for the system: None. S333.10 DLA-G System name: Attorney Personal Information and Applicant Files. System location: Office of General Counsel, HQ DLA-G, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the offices of counsel of the DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: All DLA attorneys, former DLA attorneys, and applicants for DLA Legal positions. Categories of records in the system: Cover letters, resumes, and Forms submitted by applicants and replies thereto, and records of promotions, courses completed, position descriptions, performance appraisals, personnel actions, educational actions, educational transcripts, recommendations and personal data of DLA attorneys. Authority for maintenance of the system: 5 U.S.C. 301, General Authority to Employ; E.O. 10577, Office of Personnel Management, Title 5, Part 213: 10 U.S.C. 137, DLA Regulation 1442.1. Purpose(s): Applications are used for filling positions in all DLA legal offices. Attorney information folders are maintained for review incident to personnel actions including promotions, performance appraisals, reassignments, etc. and as a general performance and experience record. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Parts of these folders may be submitted to other agencies considering the attorney for employment. Information may be used in answering inquiries from individuals, Congressman or other Government agencies or for verification of employment. The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are maintained in paper and computerized form. Retrievability: Filed by surname of attorney or applicant. Safeguards: Attorney information folders are kept in a locked file cabinet; applicants are kept in file cabinets accessible only to authorized personnel of the Office of Counsel or as determined by Counsel. Retention and disposal: Applicants are kept for one year from receipt. Attorney information folders are kept indefinitely. System manager(s) and address: Office of General Counsel, Defense Logistics Agency, DLA-G, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Office of General Counsel, Defense Logistics Agency, DLA-G, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Individual must provide full name and, if appropriate, date application was submitted. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Office of General Counsel, Defense Logistics Agency, DLA-G, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Applicants, employees, co-employees, outside references, supervisors, and personnel offices. Exemptions claimed for the system: None. S335.01 CAH System name: Training and Employee Development Record System. System location: Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221; Defense Logistics Agency Human Resources Operations Center, 3990 East Broad Street, Columbus, OH 43213-0919; and the Defense Logistics Agency Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Defense Logistics Agency (DLA) employees and individuals receiving training funded or sponsored by DLA. Department of Defense military personnel and non-appropriated fund personnel may be included in the system at some DLA locations. Categories of records in the system: Name; Social Security Number; date of birth, home address; occupational series, grade, and supervisory status; registration and training data, including application or nomination documents, pre-and post-test results, student progress data, start and completion dates, course descriptions, funding sources and costs, student goals, long- and short-term training needs, and related data. The files may contain employee agreements and details on personnel actions taken with respect to individuals receiving apprentice or on-the-job training. Where training is required for professional licenses, certification, or recertification, the file may include proficiency data in one or more skill areas. Authority for maintenance of the system: 5 U.S.C. 4103, Establishment of training programs; 5 U.S.C. 4115, Collection of Training Information; 5 U.S.C. 4118, Regulations; and E.O. 9397 (SSN). Purpose(s): Information is used to manage and administer training and development programs; to screen and select candidates for training; and for reporting and costing 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 Department of Veterans Affairs for inspecting, surveying, auditing, or evaluating apprentice or on-the-job training programs. To the Department of Labor for inspecting, surveying, auditing, or evaluating apprentice training programs and other programs under its jurisdiction. To Federal and state safety and environmental agencies to determine compliance with training certification requirements. To public and private sector educational, training, and conferencing entities for participant enrollment, tracking, and evaluation purposes. To Federal agencies for screening and selecting candidates for training or developmental programs sponsored by the agency. To Federal oversight agencies for investigating, reviewing, resolving, negotiating, settling, or hearing complaints, grievances, or other matters under its cognizance. The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are stored in paper and electronic form. Retrievability: Automated records are retrieved by Social Security Number and name, or by one, or a combination of data elements contained in the program master files. Manual records are retrieved by employee last name, by course control information, or by training program title. Safeguards: Records are maintained in areas accessible only to DLA personnel who must use the records to perform their duties. The computer files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during nonduty hours. Retention and disposal: Training files are destroyed when 5 years old or when superseded, whichever is sooner; development program records are destroyed 1 year after employee has completed the program. System manager(s) and address: Executive Director, Civilian Personnel, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221; Director, Defense Logistics Agency Human Resources Operations Center, 3990 East Broad Street, Columbus, OH 43213-0919; and the Human Resources Customer Support Units of the Defense Logistics Agency PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221; to the Privacy Act Officer, Defense Logistics Agency Human Resources Operations Center, 3990 East Broad Street, Columbus, OH 43213-0919; or to the Privacy Act Officer of the Defense Logistics Agency PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Act Officer, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221; to the Privacy Act Officer, Defense Logistics Agency Human Resources Operations Center, 3990 East Broad Street, Columbus, OH 43213-0919; or to the Privacy Act Officer of the Defense Logistics Agency PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Individuals should provide name and Social Security Number. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is obtained from the record subject, current and past supervisors, personnel offices, educational and training facilities, and licensing or certifying entities. Exemptions claimed for the system: None. S340.10 DLA-KM System name: Time and Attendance Labor Exception Subsystem of APCAPS. System location: Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and all Defense Logistics Agency Primary Level Field Activities (PLFAs). All records described are not necessarily maintained by all supervisors. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: DLA employees and certain former DLA employees. Categories of records in the system: Name, Social Security Number, citizenship, pay, educational level, emergency data, thrift savings enrollment, records of work tour, overtime, leave, work absences, and leave balances. Records also include information on temporary duty and special assignments. Authority for maintenance of the system: 5 U.S.C. Chapter 61, Hours of Work; Chapter 53, Pay Rates and Systems; Chapter 57, Travel, Transportation, and Subsistence; and Chapter 63, Leave; and E.O. 9397. Purpose(s): To record employee pay rates and status, including overtime, the use of leave, and work absences. Data is also used for statistical reports on leave and overtime use and usage patterns and to answer employee queries on leave, overtime, and pay. Routine uses of records maintained in the system, including categories of users and the purpose of such uses: The Defense Logistics Agency `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are stored in electronic and paper form. Retrievability: Records are retrieved by employee's name or Social Security Number. Safeguards: Records are maintained in areas accessible only to DLA personnel who must access the records to perform their duties. The computerized files are password protected with access restricted to authorized users. Retention and disposal: Records are kept for one year after the end of the leave year and then destroyed. System manager(s) and address: Civilian Personnel Officers at DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedures: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the employee's immediate supervisor or PLFA Civilian Personnel Office where employed. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to their immediate supervisor or the PLFA Civilian Personnel Office where employed. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Request should contain full name and organizational location of employee. For personal visits, individual should be able to provide some acceptable identification such as activity identification card or driver's license. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Payroll office and payroll records, including automated payroll systems, employees' supervisors, timekeepers, time and attendance clerks, leave slips. Exemptions claimed for the system: None. S340.20 CAHS System name: Official Records for Host Enrollee Programs. System location: Defense Logistics Agency Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Primary Level Field Activities (PLFAs) act as hosts for individuals sponsored by local, state and federal agencies who seek work experience and training with DLA activities with or without DLA participation relative to compensation and reimbursement. Categories of individuals covered by the system: All applicants and selectees of Host Enrollee Programs. Categories of records in the system: File contains name, Social Security Number, data pertainingto the selection, tenure, and separation of individuals, time and attendance data, training information, periodic evaluations, data on enrollee designee for emergency contact, and similar employment related information. Authority for maintenance of the system: Rehabilitation Act of 1973 (29 U.S.C. 701, et seq.); Emergency Jobs and Unemployment Assistance Act of 1974 (Pub. L. 93-567); Job Training Partnership (29 U.S.C. 1501, et seq.); and E.O. 9397 (SSN). Purpose(s): This information is used to assist personnel and management officials inadministering a uniform employment and training program and to make a proper evaluation of the enrollee. Routine uses of records maintained in the system, including categories of users and the purpose 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: The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are maintained in electronic and paper form. Retrievability: Retrieved by employee name under particular type of Host Enrollee Program. Safeguards: Records are maintained in areas accessible only to DLA personnel who must access the records to perform their duties. The computerized files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during nonduty hours. Retention and disposal: Records are maintained for the duration of the enrollee's program assignment. They are held for two years after separation from the program and then destroyed. System manager(s) and address: Primary Level Field Activities Human Resources Officers. Official mailing addresses are published as an appendix to DLA's compilation of system of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is obtained from the employee, program sponsor, educationalinstitutions, supervisors and others who contribute to the work and training experience of the enrollee while registered in the respective PLFA Host Enrollee Program. Exemptions claimed for the system: None. S352.10 DLA-KW System name: Award, Recognition, and Suggestion File. System location: Headquarters Defense Logistics Agency, and the DLA Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of record system notices. Categories of individuals covered by the system: Individuals assigned to DLA who are nominated for awards or recognition and those who have submitted suggestions. Categories of records in the system: Justifications and background material submitted in support of award and suggestion programs, including evaluation statements, photographs, Social Security Number; reports submitted to the Office of the Secretary of Defense and the Office of Personnel Management. Authority for maintenance of the system: 5 U.S.C. 4501-4506; 10 U.S.C. 1124; Chapter 451 of the Federal Personnel Manual. Purpose(s): Information is maintained in support of actions taken on contributions and award nominations and for preparation of statistical and narrative reports required by the Office of the Secretary of Defense. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of DLA's compilation of systems of records notices apply to this system. Information is also used by members of other Federal activities and members of private organizations to evaluate nominations for awards sponsored by them for which DLA personnel are nominated; or to evaluate for possible adoption and use contributions and suggestions made by DLA personnel that concern their operations. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are maintained in paper and computerized form. Retrievability: Filed alphabetically by name. Safeguards: Maintained in locked containers in areas accessible only to DLA personnel. Retention and disposal: Files are closed upon completion of the action, cut-off at the end of the fiscal year, held for two years, and then destroyed. System manager(s) and address: Staff Director of Civilian Personnel, HQ DLA-K, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Civilian Personnel Officers of DLA PLFAs. Official mailing addresses are published as an appendix to the DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address inquiries to Staff Director of Civilian Personnel, HQ DLA-K, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Civilian Personnel Officers of DLA PLFAs. Official mailing addresses are published as an appendix to the DLA's compilation of systems of records notices. Individual must provide full name, type of award, suggestion description, and activity at which nomination or suggestion was submitted. Record access procedures: Individuals seeking access to records about themselves contained in this system should address inquiries to Staff Director of Civilian Personnel, HQ DLA-K, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Civilian Personnel Officers of DLA PLFAs. Official mailing addresses are published as an appendix to the DLA's compilation of systems of records notices. Individual must provide full name, type of award, suggestion description, and activity at which nomination or suggestion was submitted. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information in this system is obtained from the individual to whom the record pertains; DLA supervisors and managers who initiate and evaluate nominations and suggestions; and members of DLA Recognition and Awards Board. Exemptions claimed for the system: None. S360.10 DLA-KI System name: HQ DLA Automated Civilian Personnel Data Bank System. System location: Headquarters, Defense Logistics Agency, Office of Civilian Personnel, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Categories of individuals covered by the system: U.S. citizen civilian employees of the DLA who are paid from appropriated funds, and former such employees. Categories of records in the system: Computer records and printouts containing data on current position occupied by employee, employee's current employment status with DLA, training data, and selected personnel information such as Social Security Number, name, sex, race and national origin identification, date of birth, physical handicap, government insurance, veteran's preference, military reserve status, retired military status, and education. Authority for maintenance of the system: 5 U.S.C. Chapter 3, Powers; Chapters 31-35, Employment and Retention; Chapters 41-45, Employee Performance; E.O. 10561, E.O. 9397; and Federal Personnel Manual Chapters 250, 290, and 291. Purpose(s): The purpose is to provide information to officials of DLA for effective personnel administration. Information is used to provide management data to officials of DOD by transfer of current data to the Defense Manpower Data Center (DMDC) on a quarterly basis and to provide management data for use of HQ DLA and Field officials. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses'' set forth at the beginning of DLA's 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: Magnetic tape and disc, computer paper printouts, microfiche. Retrievability: Records identified to a specific civilian employee are accessed and retrieved by Social Security Number. Safeguards: Records are secured in appropriate storage containers after duty hours or when not under the control of personnel officials during duty hours. The area in which the records are stored is protected by a building security guard system. Individually identifiable personnel documents will either be hand carried or will be transmitted in envelopes addressed to a specific individual and marked to be opened by addressee only. Magnetic tape and discs are kept in a lockable computer room which has access limited to persons appropriately authorized individuals. Tapes and disc packs are stored in a tape library when not used in processing and are logged in and out only to authorized personnel with an official need. Tapes are transmitted to the Office of Personnel Management by mail or courier. Reports with individual data are closely controlled. Personnel authorized to process these reports are periodically briefed on proper handling procedures. Retention and disposal: Printouts or microfiche reports are considered as working papers to support particular projects, inquiries, studies or administrative need. They will be destroyed when the purpose for which generated has been satisfied. Magnetic tapes and discs are to be retained for five years and then degaussed. System manager(s) and address: Headquarters, Defense Logistics Agency, Office of Civilian Personnel, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Notification procedures: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to Headquarters, Defense Logistics Agency, Office of Civilian Personnel, ATTN: DLA-KI, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Requester must provide last name, first name, middle initial, and Social Security Number. If request is by mail, requester must also furnish current address. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to Headquarters, Defense Logistics Agency, Office of Civilian Personnel, ATTN: DLA-KI, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Requests for information must be in writing and contain last name, first name, middle initial, date of birth, current address, phone number, phone number where individual may be reached during the day, and a signed statement certifying that the individual understands that knowingly or willfully seeking or obtaining access to records about another individual under false pretenses is punishable by a fine of up to 5,000 dollars. Complete records are maintained only on magnetic tapes or discs and are not available for access by personal visits. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Input from employees of civilian personnel offices and Equal Employment Managers who obtain information from the Official Personnel Folder and other personnel documents, personal contact with individual concerned, applications and forms completed by the individual, and input from interface with the DLA Automated Payroll, Cost and Personnel System (APCAPS). Exemptions claimed for the system: None. S360.20 System Name: Civilian Personnel Data System. System location: Headquarters, Defense Logistics Agency, Human Resources Office (J-1), 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221; Human Resources Offices of the DLA Primary Level Field Activities (PLFAs); and Defense Logistics Agency Human Resources Operations Center, 3990 East Broad Street, Building 11, Section 3, Columbus, OH, 43216-5000. Official mailing addresses of the PLFAs are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Defense Logistics Agency (DLA) civilian employees and employees of other Federal agencies who receive personnel support from DLA. Categories of records in the system: Current personnel data on employment status and selected personal data, such as Social Security Number, name, grade, home address, sex, race and national origin identification, date of birth, age, physical handicap, Government health or life insurance, military reserve status, retired military status, education and training, status preceding employment with DLA or the current Federal hiring agency. Authority for maintenance of the system: 5 U.S.C. Chapters 3 and 51-59; 10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology and Logistics; E.O. 10561, Official Personnel Folders and E.O. 9397 (SSN). Purpose(s): The information is used to effect personnel actions, to fulfill Federal personnel reporting requirements, and to provide current and historical statistics to DLA officials for effective personnel management and personnel administration. Salary and pay information may be used by management to track and allocate personnel costs. Demographic statistical data, without personal identifiers, may be used by EEO offices to evaluate workforce composition or by organizational development offices to evaluate organizational effectiveness, employee attitudes, and similar personnel research studies. 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 health and life insurance carriers, hospitals, medical offices, and institutions to verify benefits enrollment, to verify eligibility for payment of a claim, or to carry out the coordination or audit of benefit provisions. To Federal agencies receiving personnel support through DLA to administer personnel issues and to manage personnel cost and planning functions. To the Department of Labor to evaluate, process, and adjudicate workers' compensation cases and claims. To the Equal Employment Opportunity Commission to evaluate, process, and adjudicate EEO complaints. The DoD ``Blanket Routine Uses'' set forth at the beginning of DLA's 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: Computer magnetic tapes or discs, computer paper printouts. Paper records in file folders. Retrievability: Information identified to a specific civilian employee is accessed and retrieved by Social Security Number. Safeguards: Records are maintained in a secure, limited access, or monitored areas. Physical entry by unauthorized persons is restricted by the use of locks, guards, passwords, and administrative procedures. Archived data is stored on magnetic tapes and discs which are kept in a locked or controlled access area. Access to personal information is limited to those individuals who require the records to perform their official assigned duties. Data handlers are periodically briefed on Privacy Act requirements and the consequences of inappropriate use of the data. Official requests for access to the data that are made by employees of other DLA activities and routine users are carefully screened to ensure that only those data elements and individual records actually required to perform official government duties are relayed. Retention and disposal: Data is deleted after the expiration of the retention period authorized for the disposable paper copy file or when no longer needed, whichever is later. System manager(s) and address: Staff Director, Human Resources Management Information, (J-14), Human Resources Office, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Headquarters Defense Logistics Agency, ATTN: DSS-CF, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the PLFA involved. Official mailing addresses are published as an appendix to the DLA compilation of systems of records notices. Individuals must provide name (last, first, middle initial) and Social Security Number in order to determine whether or not the system contains a record about them. With a written request, individual must provide a return address. For personal visits, the individual should be able to provide some acceptable identification, such as employing office identification card. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, HQ DLA, Attn: DSS-CF, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the PLFA involved. Official mailing addresses are published as an appendix to the DLA compilation of systems of records notices. The request is to contain the name of the individual (last, first, middle initial), Social Security Number, return mailing address, telephone number where individual can be reached during the day, and a signed statement certifying that the individual understands that knowingly or willfully seeking or obtaining access to records about another individual under false pretenses is punishable by a fine of up to 5,000 dollars. Complete records are maintained only on magnetic tapes or discs and are not available for access by personal visits. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: DSS-C, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Record subject, agency supervisors and administrative personnel, medical officials, previous Federal employers, U.S. Office of Personnel Management, and existing records. Exemptions claimed for the system: None. S370.10 CAHS System name: Labor Management Relations Records System. System location: Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and Defense Logistics Agency Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: DLA or other third party employees and individuals of other Federal agencies who receive personnel support from DLA who are involved in labor grievances, disputes, or complaints which have been referred to an arbitrator for resolution. Categories of records in the system: The file contains name, Social Security Number, addresses, phone numbers, background papers, and details pertaining to the case or issue. Authority for maintenance of the system: Chapter 71 of Title 5 of the U.S. Code, Labor-Management Relations and E.O. 9397 (SSN). Purpose(s): Records are maintained incident to the administration, processing, and resolution of unfair labor complaints. Statistical data, with personal identifiers removed, may be used by management for reporting or policy evaluation 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 Representatives of the U.S. Office of Personnel Management (OPM) on matters relating to the inspection, survey, audit or evaluation of Civilian Personnel Management Programs. To the Comptroller General or any of his authorized representatives, in the course of the performance of duties of the General Accounting Office relating to the Labor-Management Relations Program. To the Federal Labor Relations Authority to respond to inquiries from that office regarding complaints referred to or filed with that office. To arbitrators, examiners, or other third parties appointed to inquire into, review, or negotiate labor-management issues. The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are stored in paper and electronic form. Retrievability: Records are retrieved by case subject, case numbers, and/or individual employee names and Social Security Number. Safeguards: Records are maintained in areas accessible only to DLA personnel who must access the records to perform their duties. The computerized files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during nonduty hours. Retention and disposal: Records are destroyed 5 years after final resolution of case. System manager(s) and address: Executive Director, Human Resources Office, Headquarters, Defense Logistics Agency, ATTN: CAHS, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Human Resources Offices of the DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Servicing Civilian Personnel Officers, arbitrator's office, the Federal Labor Relations Authority, and union officials. Exemptions claimed for the system: None. S370.20 CAHS System name: Employee Relations Under Negotiated Grievance Procedures. System location: Executive Director, Human Resources Office, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Human Resources Offices of the DLA Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix the to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Current and former civilian employees and applicants on whom discipline, grievance, complaint or appeal records exist. Categories of records in the system: The file includes name, Social Security Number, addresses, phone numbers and details pertaining to the discipline, grievance, complaint, or appeal. Authority for maintenance of the system: Pub. L. 92-261; 5 U.S.C. Chap. 33, Examination, Selection, and Placement; 5 U.S.C. Chap 75, Adverse Actions; 5 U.S.C. Chapter 71, Labor-Management Relations, 29 U.S.C. Chap. 14, Age Discrimination Employment; E.O. 9830, Amending the Civil Service Rules and Providing for Federal Personnel Administration; Equal Employment Opportunity Act of 1972, and E.O. 9397 (SSN). Purpose(s): Records are used to process, administer and adjudicate discipline, grievance, complaints, and appeal actions. Records are also used for litigation and program evaluation 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: Representatives of the Office of Personnel Management (OPM) on matters relating to the inspection, survey, audit or evaluation of civilian personnel management programs or personnel actions, or such other matters under the jurisdiction of the OPM. Appeals authority for the purpose of conducting hearings in connection with employee's appeals from adverse actions and formal discrimination complaints. The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are stored in paper and electronic form. Retrievability: Records are retrieved by name and Social Security Number. Safeguards: Records are maintained in areas accessible only to DLA personnel who must access the records to perform their duties. The computer files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during nonduty hours. Retention and disposal: Records are destroyed four years after case is closed. System manager(s) and address: Executive Director, Human Resources Office, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Human Resources Offices of the DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221, or the Privacy Act Officer of the DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Supervisors or other appointed officials designated for this purpose. Exemptions claimed for the system: None. S380.50 CAHS System name: DLA Drug-Free Workplace Program Records. System location: Primary location: Defense Logistics Agency, Human Resources Operations Center, 3990 East Broad Street, Building 11, Columbus, OH 43213-5000. Secondary locations: Executive Director, Human Resources Office,Headquarters Defense Logistics Agency, ATTN: CAHS, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Human Resources Offices of the DLA Primary Level Field Activities (PLFAs). Official mailing addresses arepublished as an appendix to DLA's compilation of systems of records notices. Offices of contractors who provide collection, laboratory analysis, and medical review services. Contact system manager for mailing addresses of contractors. Categories of individuals covered by the system: DLA employees, individuals who have applied to DLA for employment, and individuals who are provided personnel support by DLA. Categories of records in the system: Records relating to program implementation and administration, including selection, notification, and testing of individuals; collection and chain of custody documents; urine specimens and drug test results; consent forms; rebuttal correspondence; and similar records. Authority for maintenance of the system: E.O. 12564, Drug-Free Federal Workplace and E.O. 9397 (SSN); Pub. L. 10071; 42 U.S.C. 290dd2 and 5 U.S.C. 7301. Purpose(s): The system is established to maintain records relating to the selection and testing of DLA employees and applicants for DLA employment for use of illegal drugs. The records will provide the basis for taking appropriate action in reference to employees who test positive for use of illegal drugs. Records may be used by authorized contractors for the collection process; assigned Medical Review Officials; the Administrator of any Employee Assistance Program in which the employee is receiving counseling or treatment or is otherwise participating; and agency supervisory or management officials having authority to take adverse personnel action against such an employee when test results are positive. Routine uses of records maintained in the system, including categories of users and the purposes of the uses: In order to comply with provisions of 5 U.S.C. 7301, the DLA `Blanket Routine Uses' that appear at the beginning of DLA's compilation of systems of records notices do not apply to thissystem. Records may be disclosed to a court of competent jurisdiction when required by the United States Government to defend against a challenge to related adverse personnel action. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are maintained in paper and electronic form. Retrievability: Records are retrieved by name of activity, name of employee or applicant, position title, position description number, Social Security Number, I.D. number, or any combination of these. Safeguards: Records are maintained in areas accessible only to DLA personnel who mustuse the records to perform their duties. The computer files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during nonduty hours. Retention and disposal: Records relating to test selection, scheduling, collection, handling, and results will be destroyed when 3 years old; records relating to individual notification and acknowledgment will be destroyed when the individual separates from the testing designated position. Records relevant to litigation ordisciplinary actions should be disposed of no earlier than the related litigation or adverse action case file(s). System manager(s) and address: Executive Director, Human Resources Office, Defense Logistics Agency, ATTN: CAHS, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Individuals must provide name; date of birth; Social Security Number; I.D. Number (if known); approximate date of record; and activity and position title. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6221. Individuals must provide name; date of birth; Social Security Number; I.D. Number (if known); approximate date of record; and activity and position title. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Record subject; agency employees involved in the selection and notification of individuals to be tested; laboratories that test urine specimens for the presence of illegal drugs; physicians who review test results; and supervisors, managers, and other officials. Exemptions claimed for the system: None. S390.01 DLA-KE System name: Grievance Examiners and Equal Employment Opportunity (EEO) Investigators Program. System location: Office of Equal Opportunity, Staff Director, Personnel, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Categories of individuals covered by the system: Retired Federal civilian and military employees and others approved by HQ DLA as grievance examiners and EEO investigators for the Agency and available to serve under a non-personal services contract are listed by name on regional rosters. Categories of records in the system: Files include regional rosters of the names of approved investigators/examiners of grievances and Equal Employment Opportunity (EEO) complaints which are available to Commanders of Defense Logistics Agency Primary Level Field Activities. Agency regional rosters, certificates of training, personal qualifications statement, and related correspondence and papers pertinent to Agency grievance examiners and EEO investigators program. Authority for maintenance of the system: 5 U.S.C. 1302. 3301, 3302, and 3105. E.O. 11478, as amended. Purpose(s): The purpose of this system is to maintain information for establishing Agency grievance and EEO investigators program and insuring the availability of quality personnel on short notice. Information is used by Civilian Personnel officials of HQ DLA and other involved DLA HQ and field officials to select and supervise grievance examiners and EEO investigators as required. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of DLA's 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 records in file folders. Retrievability: Filed alphabetically by last name within each regional area. Safeguards: Records are maintained in locked file cabinets in areas accessible only to Agency personnel. Retention and disposal: Records are retained in active file on current basis. New approvals are added continuously and deletions or withdrawals are held one to three years in inactive file and subsequently retired to Federal Records Center. Records are destroyed after a total of ten years. System manager(s) and address: Staff Director, Personnel, HQ DLA-K, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Staff Director, Personnel, HQ DLA-K, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Individual must provide full name and, if a current DLA employee, name of DLA activity at which employed. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Staff Director, Personnel, HQ DLA-K, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Individuals should provide information that contains the full name, current address and telephone numbers of the individual. The individual should be able to provide some acceptable identification, that is, driver's license, employing office identification card, and give some verbal information that could be verified from the Agency folder. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: DLA PLFA Commanders, DLA civilian personnel office staffs, other DLA officials and others who may be able to recommend or provide information on potential or present candidates for this work. Exemptions claimed for the system: None. S400.10 CA System name: Social, Athletic, and Recreation Center Membership and Use Records. System location: Defense Logistics Agency Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Individuals who use or apply for membership in DLA-managed social, athletic, and recreation facilities, messes, and clubs. It includes military members, civilian employees, contractor employees, and families and guests of authorized users. Categories of records in the system: Membership applications; arts, crafts, and sports class registration forms; health workout programs and assessments; liability agreements between activity and participants; check cashing applications and approval records; and facility or equipment reservation applications. The system contains applicant or user name, rank or grade, social security number, membership or employee badge number, spouse and dependent names, birth dates, home address and telephone numbers, bank and credit card account numbers, and dates and times of facility use. Authority for maintenance of the system: 5 U.S.C. 301, Departmental regulations; 5 U.S.C. 302, Agency powers, Delegation of authority; 5 U.S.C. 7901, Health Service Programs; 10 U.S.C. 133, Organization and powers, Under Secretary of Defense for Acquisition and Technology; E.O. 9397 (SSN); and DoD Directive 1010.10, Heath Promotion. Purpose(s): To determine eligibility for membership and use; to bill members for dues and charges; to determine eligibility for check cashing privileges; to register applicants for classes; to notify users of future events or cancellations in cases of emergency; to process advance reservations for facility use; to provide membership and facility use data to management; and to develop individual fitness programs for users. The records may also be used to terminate membership or facility use for nonpayment of dues or noncompliance with rules. 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: The `Blanket Routine Uses' set forth at the beginning of DLA's compilation of systems of records notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records: Storage: Records are stored in paper and computerized form. Retrievability: Retrieved by name, Social Security Number, or membership or employee badge number. Safeguards: Records are maintained in areas accessible only to DLA personnel who must access the records to perform their official duties. The computer files are password protected with access restricted to authorized users. Retention and disposal: Records are destroyed after three years or when obsolete, superseded, or no longer needed. System manager(s) and address: Deputy Director, Corporate Administration, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Commanders of the Defense Logistics Agency (DLA) Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, HQ DLA-CAAV, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, HQ DLA-CAAV, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is provided by the record subject or the record subject's sponsor. Exemptions claimed for the system: None. S400.20 System name: Day Care Facility Registrant and Applicant Records. System location: Defense Logistics Agency Primary Level Field Activities. fficial mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Individuals and their sponsors who are enrolled in, or have applied for admission to, DLA-managed day care facilities. Categories of records in the system: The system contains the registrant's or applicant's name, Social Security Number and birth data; home and emergency addresses; medical, dental, and insurance provider data; medical examination reports, health assessments, and screening results; immunization, allergy, medication, and injury records; physical abilities and limitations; physical, emotional, or other special care requirements; transportation requirements and schedules; parental disabilities, impairments, or special needs; authorization, consent, and agreement forms; incident reports; and sponsor, escort, and emergency contact name and data to include physical and electronic addresses and work, home, cell, and pager telephone numbers. The records may include family background, cultural, and ethnic data such as religion, native language, and family composition for cultural and social enrichment activities. For fee assessment purposes, the application records also include family income data. Note: Any and all information relating to an individual's religious preference or religious activity is collected and maintained only if the individual has made an informed decision to voluntarily provide the information. Authority for maintenance of the system: 5 U.S.C. 301, Departmental regulations; 5 U.S.C. 302, Delegation of authority; 10 U.S.C. 133, Under Secretary of Defense for Acquisition, Technology, and Logistics; 10 U.S.C. 2809 and 2812, Military construction of child care facilities; 42 U.S.C. Chap. 127, Coordinated services for children, youth, and families; 40 U.S.C. 490b, Child care services for Federal employees; 42 U.S.C. Chap. 67, Child abuse programs; Pub. L. 101-189, Title XV, Military Child Care Act of 1989; E.O. 9397 (SSN); and DoD Instruction 6060.2, Child Development Programs. Purpose(s): To provide day care services. 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 physicians, dentists, medical technicians, hospitals, or health care providers in the course of obtaining emergency medical attention. To federal, state, and local officials involved with child care or health services for the purpose of reporting suspected or actual child abuse. The DoD `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are stored in paper and computerized form. Retrievability: Retrieved by registrant's or applicant's name or Social Security Number, and sponsor's name or Social Security Number. Safeguards: Records are maintained in areas accessible only to DLA personnel who must access the records to perform their official duties. The computer files are password protected with access restricted to authorized users. Retention and disposal: Enrollee records involving no serious accident or injury requiring emergency medical records are destroyed 1 year after enrollee withdraws from the program. Enrollee records involving a serious accident or injury requiring emergency medical records are destroyed 3 years after the incident or after the enrollee withdraws from the program, whichever is later. System manager(s) and address: Director, DLA Support Services Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Commanders of the Defense Logistics Agency (DLA) Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, HQ DLA, ATTN: DSS-C, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to the Privacy Act Officer, HQ DLA, ATTN: DSS-C, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: DSS-C, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is provided by the registrant or the registrant's sponsor. Exemptions claimed for the system: None. S400.50 CA System name: Family Support Program Volunteer Files. System location: Records are maintained by the Office of Human Resources, Corporate Administration, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Commanders of the Defense Logistics Agency Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Individuals who have volunteered to assist with family support programs. Categories of records in the system: The files contain name, Social Security Number, electronic and physical addresses, telephone numbers, date of birth, education and training, experience, honors and awards, and associated data. The file will also contain information pertaining to selection, duties, performance, and separation. Authority for maintenance of the system: 10 U.S.C. 136; Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. 1588, Authority to accept certain voluntary services; and E.O. 9397 (SSN). Purpose(s): To screen volunteers who wish to assist with family support programs and to document participation in those programs. Records may also be used as a basis to waive or reduce fees associated with participation in DLA family or day care programs. 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. 552(b)(3) as follows: To government and private vendor training facilities and educational institutions for training purposes. To physicians, dentists, medical technicians, hospitals, or health care providers in the course of obtaining emergency medical attention. The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are maintained in paper and electronic form. Retrievability: Records are retrieved by name or Social Security Number. Safeguards: Records are maintained in secure buildings or areas with access limited to only those individuals whose duties require access. The computer files are password controlled with system generated forced password-change protocols. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during nonduty hours. Retention and disposal: Files are retained for 2 years after the individual departs and then destroyed. System manager(s) and address: Chief, Military Personnel and Quality of Life Group, Office of Human Resources, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Commanders of the Defense Logistics Agency Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular Defense Logistics Agency Primary Level Field Activities involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular Defense Logistics Agency Primary Level Field Activities involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is provided by the record subject, individuals listed as references, employers, supervisors, and training facilities. Exemptions claimed for the system: None. S400.60 CA System name: DLA Guest Lodging Files. System location: Records are maintained by the Quality of Life Offices of the Defense Supply Center Columbus, 3990 Broad Street, Columbus, OH 43216-5000; the Defense Supply Center Richmond, 8000 Jefferson Davis Highway, Richmond, VA 23297-5000; and the Defense Depot Susquehanna Pennsylvania (DDSP-HMF), 2001 Mission Drive, Suite 1, New Cumberland, PA 17070-5002. Categories of individuals covered by the system: Individuals who apply to stay in DLA guest lodging during temporary duty travel, permanent change of station moves, house- hunting trips, and similar situations warranting facility use. Categories of records in the system: The files include name; Social Security Number; home and electronic addresses; home telephone number; travel order data; family member data; driver's license number; license plate number; vehicle number, make, model, and year; and billing and payment data. Authority for maintenance of the system: 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; E.O. 9397 (SSN); DoD Directive 4001.1, Installation Management; and DoD Directive 4165.63, DoD Housing. Purpose(s): The records are maintained to determine eligibility for facility use; to register and bill occupants for use of guest lodging; and to account for rentals, furnishings, and cash receipts. The records may also be used to prepare statistical reports, stripped of personal identifiers, on occupancy use and cost effectiveness. 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. 552(b)(3) as follows: The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are maintained in paper and electronic form. Retrievability: Records are retrieved by name or Social Security Number. Safeguards: Records are maintained in secure buildings or areas with access limited to only those individuals whose duties require access. The computer files are password controlled with system generated forced password-change protocols. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during nonduty hours. Retention and disposal: Records are cutoff at the end of the fiscal year, retained for three fiscal years, and then destroyed. Rejected applications are destroyed 1 year from date of rejection. System manager(s) and address: Chief, Military Personnel and Quality of Life Group, Office of Human Resources, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221; the Commanders of the Defense Supply Center Columbus, 3990 Broad Street, Columbus, OH 43216-5000; the Defense Supply Center Richmond, 8000 Jefferson Davis Highway, Richmond, VA 23297-5000; and the Defense Depot Susquehanna Pennsylvania (DDSP-HMF), 2001 Mission Drive, Suite 1, New Cumberland, PA 17070-5002. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA activity involved. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA activity involved. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is provided by the record subject and gathered from travel orders. Exemptions claimed for the system: None. S434.15 DLA-C System name: Automated Payroll Cost and Personnel System (APCAPS). System location: Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the DLA Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Current and former civilian and military personnel who have been paid or costed by APCAPS. Categories of records in the system: Records are maintained in manual and mechanical files and contain all data which affect an employee's pay, deductions, employer contributions, leave, retirement, position status, or cost accumulation. Authority for maintenance of the system: 10 U.S.C. 136; DOD Directive 5105.22; and E.O. 9397. Purpose(s): Information is used in preparing payrolls, cost and manpower reports. Information is used by: Agency supervisors and managers to determine leave usage, manpower allocations and labor distribution. Supervisors and managers of agencies and activities other than DLA who receive payroll/cost accounting support from APCAPS to determine leave usage, manpower allocations, labor distributions and costs. Payroll offices to compute and control payroll and allocate labor costs. Personnel offices to determine leave usage and changes that affect an employee's pay. Security offices to determine location of employees. Disbursing offices to determine the distribution of checks and bonds. Law Enforcement/Security Personnel, officials designated by the Head, Primary Level Field Activity (PLFA) or by regulation to perform law enforcement, safety, and vehicle registration/parking duties. Only the shift number (if an individual works shift work) will be accessed and used from APCAPS. The information will be used as a control to ensure the integrity of information in systems S161.30 DLA-I and S161.50 DLA-I and to facilitate the auditing of such file. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Financial Institutions to determine disposition of net pay or allotments pay. Treasury Department to determine registration of bonds and federal tax allocation. Unions, charities, and insurance organizations to determine participation in those organizations. Office of Personnel Management to determine status of employee and for disposition of retirement records. State and local taxing authorities to determine tax liability. Nongovernment organizations to verify employment and credit data furnished to financial institutions by the employee. Bureau of Employment Compensation to process employee disability claims. State employment offices to submit data for unemployment compensation. Local courts to determine the withholding of pay for garnishment of wages. The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Microfilm, magnetic tape, disc pack, computer paper printouts, vertical file cards, paper records in file folders. Retrievability: Hard copy documents are filed by payroll block or alphabetically by last name. Data stored on mechanized storage devices are retrieved by Social Security Number. Safeguards: Access to mechanical records is limited to authorized DLA data systems personnel. All other records are maintained in areas accessible only to agency personnel. Security/Law Enforcement personnel who access APCAPS information through computer terminals (used as control for the integrity of information in S161.30 DLA-I and S161.50 DLA-I) have been cleared with an official need. The information accessed from APCAPS is limited to the items and uses under Routine Uses and is password protected in the automated system. Retention and disposal: Retention of data varies from 1 to 3 days for mechanical working files up to an employee's total length of service with an activity for permanent payroll information. System manager(s) and address: Comptroller, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedures: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or make a personal visit to Chief, Payroll Branch, Accounting and Finance Division, Office of Comptroller at each DLA Activity. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system should address inquiries to the Chief, Payroll Branch, Accounting and Finance Division, Office of Comptroller at the DLA activity. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Written requests must contain full name and Social Security Number of the employee. Employees making a personal request must present identification. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Employee's supervisors, civilian personnel office, military personnel office, financial institutions, local courts, military services or other government agencies. Exemptions claimed for the system: None. S434.87 DLA-C System name: Debt Records for Individuals. System location: Primary System: Accounting and Finance Division, Finance Systems Branch, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Secondary System: DLA Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Individuals, including members of the general public, current and former civilian employees and military personnel, who are indebted to the DLA. Also included are those individuals who are indebted to other Federal agencies and for whom DLA has assumed collection responsibility. Categories of records in the system: Administrative reports with supporting documentation of individual's financial condition, such as pay, grade, salary, or financial documents furnished by individual, personnel actions and requests from the individuals for waiver of indebtedness. Authority for maintenance of the system: 31 U.S.C. 951-953, Federal Claims Collection Act of 1966; Pub. L. 90-616; Pub. L. 92-453. Purpose(s): Information is used to collect monies owed the United States Government. Information is maintained to support case files; financial statements provide an understanding of individuals' financial condition with respect to request for deferment of payment. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: If debtors do not enter into satisfactory payment arrangements or demonstrate a legitimate dispute within a specific period, the debt may be reported to a commercial credit bureau or consumer reporting agency. Case files on uncollectible debts are forwarded to the U.S. General Accounting Office, Department of Justice, or a United States Attorney for further collection action. The `Blanket Routine Uses' set forth at the beginning of DLA's compilation of systems of records notices apply to this system. Disclosure to consumer reporting agencies: Disclosures pursuant to 5 U.S.C. 552a(b)(12): Disclosure 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, 15 U.S.C. 1681a(f) or the Federal Claims Collection Act of 1966, 31 U.S.C. 3701(a)(3). Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders. Retrievability: Filed alphabetically by name. Safeguards: Files are located in the Finance Systems Branch, Accounting Finance Division, Office of the Comptroller, HQ DLA. Access is limited to personnel of the Division except in those instances where other personnel may have an official requirement for the files, such as the General Counsel, DLA. Retention and disposal: Records are destroyed ten years after all aspects of the case are closed. Collected in full claims are retained for six months and then destroyed. Claims terminated, compromised or waived are retained for three years and subsequently retired to Federal Records Center, held for remaining years and destroyed. Claims settled by U.S. General Accounting Office, retained one year after settlement and retired to Federal Records Center, held for remaining years and retired. System manager(s) and address: Chief, Finance Systems Branch, Accounting and Finance Division, Office of Comptroller, HQ DLA, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Finance Systems Branch, Accounting and Finance Division, Office of Comptroller, HQ DLA, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Finance Systems Branch, Accounting and Finance Division, Office of Comptroller, HQ DLA. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Individuals should provide information that contains their full name, current address and telephone number. For personal visits, the individual should be able to provide acceptable identification, such as an employee badge or driver's license, etc. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Records obtained from Primary Level Field Activities (disbursing offices and/or personnel officer) in the form of copies of official government documents. Records also obtained from other Federal agencies, financial institutions, members of the general public and from the individual concerned. Accuracy of such records will be verified, as necessary, by requesting sworn or notarized statements, matching the various records and by comparison with official government records. Exemptions claimed for the system: None. S500.10 DLA-I System name: Personnel Security Files. System location: Command Security Office, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and Command Security Offices, Defense Logistics Agency Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: All civilian employees and military personnel who have been the subject of a National Agency Check with Written Inquiries (NACI); a Background Investigation (BI); Special Background Investigation (SBI); or other personnel security investigation pertaining to their qualifications and eligibility to occupy sensitive positions, perform sensitive duties, or for access to classified information. Categories of records in the system: Evidence of security eligibility determinations and security clearances granted to individuals. Certifications of security briefings and debriefings signed by individuals. Reports of investigations conducted by the Office of Personnel Management, the Defense Investigative Service, the investigative units of the Army, Navy and Air Force, and other Federal investigative organizations containing unfavorable information requiring a security eligibility determination by the DLA Central Adjudication Board. Authority for maintenance of the system: E.O. 10450, as amended. Purpose(s): The records and reports are used by the HQ DLA Central Adjudication Board, Command Security Officers and other designated officials as a basis for determining a person's eligibility to occupy a sensitive position, perform sensitive duties, or for access to classified information. Routine uses of records maintained in the system, including categories of users and the purpose of such uses: The `Blanket Routine Uses' set forth at the beginning of DLA's 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 records in file folders. Retrievability: Records are retrieved alphabetically by name. No indices are used to retrieve individual records from the system. Safeguards: As a minimum, records are stored in locked containers wherever authorized DLA personnel are not present to control access to them. Any of these files containing classified documents are maintained in security containers approved by HQ DLA for storage of classified information. Retention and disposal: Records of security eligibility determinations, evidence of security clearances and related documents are retained as long as the person is employed or assigned to DLA. After the person leaves DLA, the reports are placed in an inactive file for two years, and then destroyed. Reports of investigations are destroyed 90 days after a security eligibility determination is made. System manager(s) and address: Staff Director, Command Security Office, ATTN: DLA-I, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221; and PLFAs Command Security Offices. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedures: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to or visit the Staff Director, Command Security Office, ATTN: DLA-I, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the PLFAs Command Security Office. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Staff Director, Command Security Office, ATTN: DLA-I, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the PLFAs Command Security Office. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Written requests for access will contain the full name, Social Security Number, date and place of birth, current address, and telephone number of the requester. Written requests must either be notarized or contain an identity declaration penalty statement. If executed within the United States, its territories, possessions, or commonwealths the statement must read: `I declare under penalty of perjury that the foregoing is true and correct. Executed on (date). (Signature).' If executed outside the United States, its territories, possessions, or commonwealths the statement must read: `I declare under penalty of perjury under the laws of the United States of America that the foregoing is true and correct. Executed on (date). (Signature).' The identity declaration statement must be signed and dated. For personal visits, the requester must be able to provide some acceptable identification (e.g., driver's license, identification card), parent's name, date and place of birth, dates and place(s) of employment with DLA, if applicable. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Reports of investigations conducted by the Office of Personnel Management, Federal Bureau of Investigations, Defense Investigative Service, investigative units of the Army, Navy, and Air Force, as well as other Federal investigative organizations. Exemptions claimed for the system: Parts of this system may be exempt under Title 5 U.S.C. 552a(k)(2) as applicable. An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2) and (3)(c) and (e) and published in 32 CFR part 323. For additional information contact the system manager. S500.20 DLA-I System name: Criminal Incidents/Investigations File. System location: Primary system: Command Security Office and Office of General Counsel, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, for case files on all incidents of known or suspected criminal activity or other serious incidents. Decentralized segments: Defense Logistics Agency Primary Level Field Activities (PLFAs) for above described files and files of minor nature. Official mailing addresses are published as an appendix to DLA's compilation of record system notices. Categories of individuals covered by the system: Civilian and military personnel of DLA, contractor employees, and other persons who committed or are suspected of having committed a felony or misdemeanor on DLA controlled activities or facilities; or outside of those areas in cases where DLA is or may be a party of interest. Categories of records in the system: Reports of investigation, messages, statements of witnesses, subjects and victims, photographs, laboratory reports, data collection reports, and other related papers. Authority for maintenance of the system: Section 21, Internal Security Act of 1950 (Pub. L. 831, 81st Congress); DOD Directive 5105.22, `Defense Logistics Agency' (32 CFR part 359); DOD Instruction 5240.4, `Reporting of Counterintelligence and Criminal Violations'; DOD Directive 5105.42, `Defense Investigative Service' (32 CFR part 361); and DOD Instruction 5505.2, `Criminal Investigations of Fraud Offenses'. Purpose(s): Information is maintained for the purpose of monitoring the progress of investigations, identification of crime conducive conditions, crime and loss prevention, and preparation of statistical data required by higher authority. Information in this system is used by DLA Security and General Counsel personnel to monitor progress of cases and to develop non- personal statistical data on crime and crime investigative support for the future. DLA General Counsel also uses data to review cases, determine proper legal action, and coordinate on all available remedies. DLA managers use the information to determine actions required to correct the causes of loss and to take appropriate action against DLA employees in cases of their involvement. Routine uses of records maintained in the system, including categories of users and the purpose of such uses: The `Blanket Routine Uses' set forth at the beginning of DLA's compilation of record system notices apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Combination of paper and automated files. Retrievability: Hardcopy records filed chronologically by DLA case number and cross-indexed to individual or file name. Automated records are retrievable by name of the individual or firm, DLA case number, PLFAs number or activity code. Safeguards: Records, as well as computer terminals, are maintained in areas accessible only to DLA Security and Office of General Counsel personnel. In addition, access to computerized files is limited to authorized users and is password protected. Retention and disposal: Records in the primary system are destroyed 5 years after the receipt of a final report except (a) Criminal investigation reports generated and entered into the Defense Central Investigation Index by DLA criminal investigators, detectives, and command security officers are retained for 25 years; (b) Reports of polygraph examinations are destroyed within 3 months after close of the investigation which included the examinations; and (c) Documents related to legal or disciplinary actions are transferred to the appropriate file documenting such actions. Records at decentralized segments are destroyed 1 year after the receipt of a final report. System manager(s) and address: Staff Director, Command Security Office, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and all DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of record system notices. Notification procedures: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Staff Director, Command Security Office, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the DLA PLFA where employed. Official mailing addresses are published as an appendix to the DLA's compilation of record system notices. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Staff Director, Command Security Office, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the DLA PLFAs where employed. Official mailing addresses are published as an appendix to DLA's compilation of record system notices. Individual must provide full name, current address and telephone numbers. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Reports of investigations by DLA investigators, Security Officers, Federal, State, and local law enforcement and investigative agencies. Exemptions claimed for the system: Portions of this system may be exempt under 5 U.S.C. 552a(k)(2), as applicable. An exemption rule for this system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3)(c) and (e) and is published at 32 CFR part 323. For more information contact the system manager. S500.30.CAAS System name: Incident Investigation Policy Inquiry Files. System location: Office of the Staff Director, Command Security, Headquarters, Defense Logistics Agency, ATTN: CAAS, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Security Offices of the Defense Logistics Agency Primary Level Field Activities (DLA PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Individuals who have been the subject of non-criminal investigation or police inquiry into incidents occurring on DLA- controlled facilities or installations. The system also covers incidents at other locations that involve individuals assigned to or employed by DLA or employed by agencies that receive security and police force services from DLA. Categories of records in the system: Records contain case number, name of subject, Social Security Number, address, telephone number, and details of the incident or inquiry; the invesitgative report containing details of the investigation, relevant facts discovered, information received from sources and witnesses, the investigator's findings, conclusions, and recommendations; and case disposition details. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 303(b), Oath to Witnesses; 10 U.S.C. 133, Under Secretary of Defense for Acquisition and Technology; and E.O. 9397 (SSN). Purpose(s): To record information related to investigations of or inquiries into incidents under DLA jurisdiction. The records are also used to make decisions with respect to disciplinary action; to bar individuals from entry to DLA facilities or installations; to evaluate the adequacy of existing physical security safeguards; and to perform similar functions with respect to maintaining a secure workplace. Statistical data, with all personal data removed, may be provided to other offices for purposes of reporting, planning, training, vulnerability assessment,. awareness, and similar administration endeavors. Complaints appearing to involve criminal wrongdoing are referred to the appropriate criminal investigative organization for investigation and disposition. 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 Federal, state, and local agencies that administer programs or employ individuals involved in an incident or inquiry. The Blanket Routine Uses set forth at the beginning of DLA's 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: Records are maintained in a combination of paper and automated form. Retrievability: Records are retrieved by name of subject, subject matter, and by case number. Safeguards: Records are maintained in areas assessable only to DLA personnel who must access the records to perform their duties. The computer files are protected with access restricted to authorized users. Retention and disposal: Records are destroyed 5 years after the date dof last action; including involving terrorist threats 7 years after the incident is closed. System manager(s) and address: Staff Director, Command Security, Headquarterls, Defense Logistics Agency, ATTN: CAAS, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Notification procedures: Individual seeking to determine whether this system or records contains information about themselves should address inquiries to the Privacy Act Officer, Defense Logistics mAgency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221.I20Individuals are required to provide name, Social Security Number, employing activity name and address; and, if known, place of investigation. In addition, individuals must provide either a notarized signature or a signed and dated unsworn declaration (in accordance with 28 U.S.C. 1746) stating under penalty or perjury under U.S. law that the information contained in the request, including their identity, is true and correct. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Individuals are required to provide name, Social Security Number, employing activity name and address, and, if known place of investigation. In addition, individuals must provide either a notarized dsignature or a signed and dated unsworn declaration (in accordance with 28 U.S.C. 1746) stating under penalty or perjury that the information contained in the request for access, including their identity, is true and correct. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21,32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is provided by the record subject, victims, witnesses, and investigators. Exemption claimed for the system: Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if any individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Investigatory material compiled solely for the purpose of determining suitability, eligibility or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidentiality source. An exemption rule for this exemption has been promulgated in accordance with requirements of 5 U.S.C. 552(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 323. For additional information contact the Privacy Act Officer, DLA, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. 500.40 CAAS System name: Police Force Records. System location: Security offices of the Defense Logistics Agency Primary Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Defense Logistics Aagency (DLA) Security Police personnel. Categories of records in the system: File contains name, Social Security Number and documents relating to operation and use of security police, their security clearances, weapons qualification, training, uniforms, weapons, shift assignments and related papers. Authority for maintenance of the system: 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; Section 21 of the Internal Security Act of 1950 (50 U.S.C. 797) and E.O. 9397 (SSN). Purpose(s): Information is maintained and used by DLA Security Officers and Police Supervisors to maintain control of property, weapons and ammunition; to ensure proper training; to develop schedules and procedures to improve efficiency. Records are used to determine if an individual is qualified in the use of firearms and if he/she has a security clearance which would authorize him/her to handle classified information. Routine uses of records maintained in the system, including categories of users and the purpose 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 thereto may specifically be disclosed outside DoD as a routine uses pursuant to 5 U.S.C. 552a(b)93) as follows: The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are in paper and electronic form. Retrievability: Retrieved by name and Social Security Number. Safeguards: Records are maintained in areas accessible only to DLA security supervisory personnel who must use the records to perform their duties. The computer files are password protected with access restricted to authorized users. Records are secured in locked ord guarded buildings, locked offices, or locked cabinets during nonduty hours. Retention and disposal: Destroy after 1 year or when superseded or obsolete, as applicable. System manager(s) and address: Security Officer of the Defense Logistics Agency Primary Level Field Activities (PLFAs) who are responsible for the operation of base or facility security forces. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedures: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Wuite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: DLA Security Officers and Security Police personnel. Exemptions claimed for the system: None. S500.41 CAAS System name: Vehicle/Traffic Incident Files. System location: Heads of Defense Logistics Agency Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Any person involved in a vehicle traffic accident or traffic incident on property controlled by the Defense Logistics Agency (DLA), and individuals involved in traffic incidents while operating or occupying a DLA-controlled vehicle. Categories of records in the system: The file includes name, addresses, social security number, telephone numbers, vehicle description and data, vehicle license data, operator license data, insurance data, emergency contact and similar data. The file also includes reports, sketches, photographs, medical reports and related papers concerning traffic accident investigation and case disposition, traffic tickets, documents relating to withdrawal of driving privileges, substance influence reports, and reports of corrective or disciplinary action taken. Authority for maintenance of the system: 10 U.S.C. 133, Under Secretary of Defense for Acquisition and Technology; National Highway Safety Act of 1966 (23 U.S.C. 401, Highway Safety, et seq.); and E.O. 9397 (SSN). Purpose(s): Information is maintained for purposes of accident cause identification and to formulate accident prevention programs for improvement in traffic patterns and for preparation of statistical reports required by higher authority. Information is used by Security Officers and DLA Police to determine actions required to correct the cause of the accident. In cases involving personal injury, to provide verification in processing workmen's compensation cases. Claims Officers to determine validity of clams against U.S. Government, when such are filed by a person involved in an accident. DoD Medical personnel to make medical determinations about individuals involved in accidents. 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 medical and emergency personnel to make medical and safety determinations about individuals involved in accidents. To the Department of Labor, Office of Workers' Compensation for the purpose of processing workers' compensation claims. The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are maintained in paper and electronic form. Retrievability: Retrieved by name of person involved, Social Security Number, ticket or police report number. Safeguards: Records are maintained in areas accessible only to DLA personnel who must use the records to perform their duties. The computer files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during nonduty hours. Retention and disposal: Destroy after 2 years; however, where the possibility for a claim exists, the record will be destroyed after 6 years, 3 months. System manager(s) and address: Heads of PLFAs who are responsible for the DLA installation or vehicle involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer of the PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Individual must provide full name, date of incident, and the location of the incident. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Privacy Act Officer of the PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Individual must provide full name, date of incident, and the location of the incident. For personal visits, the individual should be able to provide some acceptable identification, such as, driver's license or employing agency identification card. Some verbal information may be required to verify the file. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Individuals involved in accidents, traffic offenders, witnesses, security and police force personnel, law enforcement agencies, and medical and emergency personnel. Exemptions claimed for the system: None. S500.42 CAAS System name: Seizure and Disposition of Property Records.c System location: Defense Logistics Agency Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Any person on property controlled by DLA identified as being in possession of contraband or physical evidence connected with a criminal offense. Categories of records in the system: The file includes name, Social Security Number, addresses, telephone numbers and data pertaining to the asset. The file also includes documents pertaining to acquisition, storage and disposition of contraband and physical evidence to include receipts, chain of custody documents, release, and disposition or destruction certificates. Authority for maintenance of the system: Section 21 of the Internal Security Act 1950 (50 U.S.C. 797, et seq.); DoD Directives 5200.8 and 5105.22; and E.O. 9397 (SSN). Purpose(s): Information is maintained and used by security and police force personnel to provide accountability for confiscated contraband and acquired physical evidence. Information is also used to maintain chain of custody on evidence for presentation in court in cases requiring criminal prosecution. 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: The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are maintained in paper and electronic form. Retrievability: Retrieved by property log number and last name if person has been identified in the particular case; by incident number if property was found on the premises or recovered from a crime scene. Safeguards: Records are maintained in areas accessible only to DLA personnel who must use the records to perform their duties. The computer files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during nonduty hours. Retention and disposal: Destroy 3 years after final action on or disposition of the property and responsibility therefore has been appropriately terminated. System manager(s) and address: Head of PLFAs who are responsible for investigating suspected criminal acts. Official mailing addresses are published as an appendix to the DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer of the PLFA involved. Official mailing addresses are published as an appendix to the DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer of the PLFA involved. Official mailing addresses are published as an appendix to the DLA's compilation of systems of records notices. Individuals should provide full name, Social Security Number, current address, and telephone numbers. For personal visits, the individual should be able to provide some acceptable identification, that is, driver's license, employing office identification card, and give some verbal information that could be verified from his file. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Record subject; security personnel; and Federal, state, and local law enforcement agencies. Exemptions claimed for the system: None. S500.43 CAAS System name: Firearms Registration Records. System location: Defense Logistics Agency Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Individuals required to register personal or Government issue firearms with the Defense Logistics Agency. Categories of records in the system: The file includes name, addresses, Social Security Number, and telephone numbers. The file also includes firearm registration forms, and other documents relating to registration of privately owned firearms. Authority for maintenance of the system: Section 21 of the Internal Security Act 1950 (50 U.S.C. 797, et seq.); DoD Directives 5200.8 and 5105.22; and E.O. 9397 (SSN). Purpose(s): Information is used by security officers and police force personnel to ensure proper maintenance and safekeeping of privately owned firearms by personnel residing on DLA controlled premises or who are required to register firearms with DLA. Records may also be used to identify the owner of a particular firearm. 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: The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are maintained in paper and electronic form. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are maintained in areas accessible only to DLA personnel who must use the records to perform their duties. The computer files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during nonduty hours. Retention and disposal: Destroy 6 months after cancellation of registration or departure of the registrant from the jurisdiction of the registering activity. System manager(s) and address: Security officers of the DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer of the PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Individual must provide full name, social security number, home address, and location of DLA installation where firearm was registered. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer of the PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Individuals should provide information that contains the full name, current address and telephone numbers of the individual. For personal visits, the individual should be able to provide some acceptable identification, that is, driver's license, employing office identification card, and give some verbal information that can be verified from his file. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Record subject and security and police force personnel. Exemptions claimed for the system: None. S500.50 CA System name: Access and Badging Records. System location: Staff Director, Office of Command Security, HQ Defense Logistics Agency, ATTN: CAAS, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Defense Logistics Agency Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Visitor security clearance data is also maintained by the Chief, Internal Review Group, DLA-DDAI, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Categories of individuals covered by the system: Defense Logistics Agency (DLA) civilian and military personnel, contractor employees, and individuals requiring access to DLA- controlled installations, facilities, or computer systems. Categories of records in the system: System contains documents relating to requests for and issuance of facility entry badges and passes, motor vehicle registration, and access to DLA computer systems or databases. The records contain the individual's name; address; Social Security Number; date of birth; a DLA-assigned bar code number; dates and times of building entry; current photograph; physical descriptors such as height, hair color, and eye color; handicap data; computer logon addresses, passwords, and user identification codes; security clearance data; personal vehicle description to include year, make, model, and vehicle identification number; state tag data; operator s permit data; inspection and insurance data; vehicle decal number; parking lot assignment; and parking infractions. Authority for maintenance of the system: 5 U.S.C., Chapter 3, Powers; 5 U.S.C. 6122, Flexible schedules, agencies authorized to use; 5 U.S.C. 6125, Flexible schedules, time recording devices; 10 U.S.C. 133, Under Secretary of Defense for Acquisition and Technology; 18 U.S.C. 1029, Access device fraud; 18 U.S.C. 1030, Computer fraud; 23 U.S.C. 401 et seq., National Highway Safety Act of 1966; E.O. 9397 (SSN); and E.O. 10450 (Security Requirements for Government Employees). Purpose(s): Information is maintained to by DLA security personnel to control access onto DLA-managed installations and activities; access into DLA-controlled buildings and facilities, and access to DLA computer systems or databases. Data is also used to manage reserved, handicap, and general parking. Clearance data is also used by the DLA Internal Review Group to control access to sensitive records. 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: The `Blanket Routine Uses' set forth at the beginning of DLA's compilation of systems of records notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records: Storage: Records are stored in paper and electronic form. Retrievability: Retrieved by name, Social Security Number, bar code number, or decal number. Safeguards: Records are maintained in secure, limited access, or monitored work areas accessible only to authorized DLA personnel. Retention and disposal: Vehicle registration records are destroyed when superseded or upon normal expiration or 3 years after revocation; Individual badging and pass records are destroyed upon cancellation or expiration or 5 years after final action to bar from facility. Database access records are maintained for the life of the employee and destroyed 1 year after employee departs. Visitor and temporary passes, permits, and registrations are destroyed 2 years after final entry or 2 years after date of document, as appropriate. System manager(s) and address: Staff Director, Command Security, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Commanders of the Defense Logistics Agency Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA s compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, HQ DLA, CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the PLFA involved. Official mailing addresses are published as an appendix to DLA s compilation of systems of records notices. Record access procedures: Individuals seeking to access records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, HQ DLA, CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the PLFA involved. Official mailing addresses are published as an appendix to DLA s compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is supplied by security personnel and by individuals applying for access to DLA controlled installations, facilities, or databases. Exemptions claimed for the system: None. S500.60 CA System name: DLA Complaint Program Records. System location: Office of the Staff Director, Command Security, Headquarters, Defense Logistics Agency, ATTN: CAAS, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Defense Logistics Agency Primary Level Field Activities (DLA PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Individuals who have been the subject of a complaint. Categories of records in the system: Records contain case number, name of subject, Social Security Number, address, telephone number, and information on the nature of the complaint; the investigative report which normally contains details of the investigation, relevant facts discovered, information received from sources and witnesses, the investigator's findings, conclusions, and recommendations; and case disposition details. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 303(b), Oath to Witness; 10 U.S.C. 133, Under Secretary of Defense for Acquisition and Technology; 10 U.S.C. 936(b)(4), Art. 136, Authority to Administer Oaths (UCMJ); Pub. L. 95-452, Inspector General Act of 1978; E.O. 9397 (SSN); DoD Directive 5106.1, Inspector General of the Department of Defense; DoD Directive 7050.1, Defense Hotline Program; DLA Directive 5610.1, Management of the Defense Hotline Program and the DLA Complaint Program; and DLA Instruction 5610.1, Investigating Defense Hotline Allegations and DLA Complaints. Purpose(s): To record information related to investigations of suspected fraud, waste, or abuse; mismanagement; contract deviations, noncompliance, or improprieties; administrative misconduct; or adverse treatment under the complaint program and to institute appropriate corrections. Complaints appearing to involve criminal wrongdoing are referred to the appropriate criminal investigative organization for investigation and disposition. 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 Federal, state, and local agencies that administer programs or employ individuals involved in a Defense Logistics Agency complaint for the purpose of reporting requirements. The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are maintained in a combination of paper and automated form. Retrievability: Records are retrieved by name of subject, subject matter, and by case number. Safeguards: Records are maintained in areas accessible only to DLA personnel who must access the records to perform their duties. The computer files are password protected with access restricted to authorized users. Retention and disposal: Disposition pending. System manager(s) and address: Staff Director, Command Security, Headquarters Defense Logistics Agency, ATTN: CAAS, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Individuals are required to provide name, Social Security Number, employing activity name and address, and, if known, place of investigation. In addition, individuals must provide either a notarized signature or a signed and dated unsworn declaration, in accordance with 28 U.S.C. 1746, stating under penalty of perjury under U.S. law that the information contained in the request, including their identity, is true and correct. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Individuals are required to provide name, Social Security Number, employing activity name and address, and, if known, place of investigation. In addition, individuals must provide either a notarized signature or a signed and dated unsworn declaration, in accordance with 28 U.S.C. 1746, stating under penalty of perjury that the information contained in the request for access, including their identity, is true and correct. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is provided by the record subject, complainant, witnesses, and investigators. Exemptions claimed for the system: Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and 3, (c) and (e) and published in 32 CFR part 323. For more information, contact the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. S600.10 CAAE System name: Hazardous Materials Occupational Exposure History Files. System location: Records are maintained at the Defense Supply Center Philadelphia; the Defense Distribution Center; and the Defense National Stockpile Center. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. In addition, records are maintained at the Defense Logistics Support Command, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the following Defense National Stockpile Center field locations: Binghamton Depot, Hoyt Avenue, Binghamton, NY 13901-1699; Sommerville Depot, 152 U.S. Highway 206 South, Sommerville, NJ 08876-4135; Curtis Bay Depot, 710 Ordnance Road, Baltimore, MD 21226-1786; Scotia Depot, Scotia, NY 12302-7463; Point Pleasant Depot, 2601 Madison Avenue, Point Pleasant, WV 25550-1603; Hammond Depot, 3200 Sheffield Avenue, Hammond, IN 46327-5000; Casad Depot, New Haven, IN 46774-9644; Warren Depot, Pine Street Extension, Warren, OH 44482-9999; Gadsden Depot, 400 Raines Avenue, Gadsden, AL 35902-5000; Baton Rouge Depot, 2695 N. Sherwood Forest Drive, Baton Rouge, LA 70814-5397; and Clearfield Federal Depot, Clearfield, UT 84016-5000. Categories of individuals covered by the system: Individuals working in or visiting storage areas containing hazardous materials and individuals who have submitted dosimeter applications. Categories of records in the system: File contains name, Social Security Number, badge readings, individual or area exposure monitoring results and medical data. Authority for maintenance of the system: 5 U.S.C. 7902, Safety Programs; 29 U.S.C. Chapter 15, Occupational Safety and Health; 42 U.S.C. 2201(o), Reports; and E.O. 9397 (SSN). Purpose(s): To record and maintain data on hazardous materials exposure levels and medical status following annual medical examinations and to comply with reporting requirements. 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 U. S. Public Health Service for the purpose of conducting medical examinations and evaluations of DLA employees. To the regulatory agencies which regulate the handling of hazardous materials for reporting purposes. To academic institutions and nongovernment agencies for the purpose of monitoring/evaluating exposures to hazardous materials. The `Blanket Routine Uses' set forth at the beginning of DLA's compilation of systems of records notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records: Storage: Records are stored in paper and electronic form. Retrievability: Retrieved alphabetically by individual's name and Social Security Number. Safeguards: Records are secured in locked or guarded buildings, locked offices, or locked cabinets during nonduty hours. Retention and disposal: Records are destroyed 75 years after birth date of employee, 60 years after date of the earliest document in the file if the date of birth cannot be ascertained, or 30 years after latest separation, whichever is later. System manager(s) and address: Staff Director, Environment and Safety Policy, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and safety and health offices at the DLA PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of record system notices. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of record system notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information in this system of records is obtained from film badges, dosimeters, other instrumentation, work logs, and medical examinations. Exemptions claimed for the system: None. S600.20 MMDI System name: Firefighter/Emergency Medical Technician (EMT) Records. System location: Records are maintained by the heads of the DLA Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. In addition, records are maintained at DDRW-Sharpe Facility, Building 135, PO Box 960001, Stockton, CA 95296-0731, and DDRW-Tracy Facility, Building 234, PO Box 960001, Stockton, CA 95296-0731. Categories of individuals covered by the system: Individuals assigned firefighting and emergency medical technician duties within DLA. Categories of records in the system: The records contain the individual's name, Social Security Number, education and training data, professional certifications, home address and telephone number, emergency notification data, religion, and driver's license number and expiration date. In addition, the file contains personal health information such as physical limitations, allergies, medications, height, weight, blood type, need for eye glasses or contact lenses, tobacco use, and health insurance data. Authority for maintenance of the system: 5 U.S.C. 302(b)(1), Delegation of authority; 10 U.S.C. 136, Assistant Secretaries of Defense; E.O. 9397; and Department of Defense Instruction 6055.6, Department of Defense Fire Protection Program. Purpose(s): The file is used to in managing the DLA fire protection program and to provide data concerning the professional qualifications, training requirements, and health and readiness of DLA firefighters and emergency medical technicians. File is also used for identification and emergency notification in case of accident or casualty. 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 local fire departments for training or assistance in firefighting operations. To local hospitals and medical personnel for emergency treatment in case of accident or casualty. To Federal and nonfederal schools, academies, and similar institutions for training or certification purposes. To the General Services Administration and the U. S. Departments of Interior and Agriculture when responding to forest, acreage, or building fires or emergencies on Federally owned or controlled property. To the Environmental Protection Agency in situations involving toxic or hazardous materials. To local, state, and Federal disaster relief agencies for mutual aid. The `Blanket Routine Uses' set forth at the beginning of DLA's compilation of systems of records notices apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored in paper and computerized form. Retrievability: Records are retrieved by name, Social Security Number, employee number, or station number. Safeguards: Records are accessed by custodian of the records or by persons responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms and are controlled by personnel screening and computer software. Retention and disposal: Data is maintained in the system until superseded or no longer needed. Records are destroyed 30 days after termination of employment. System manager(s) and address: Heads of the DDRW-Sharpe Facility, Building 135, PO Box 960001, Stockton, CA 95296-0731, and DDRW-Tracy Facility, Building 234, PO Box 960001, Stockton, CA 95296-0731, and the heads of the DLA Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the system manager of the particular DLA activity involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the system manager of the particular DLA activity involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is provided by the record subject, training and educational institutions, and medical personnel and records. Exemptions claimed for the system: None. S600.30 CAAE System name: Safety and Health Accident Case Files. System location: Environment and Safety Policy, Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the DLA Primary Level Field Activity Safety and Health offices. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: All individuals who are injured, made ill, or suffer property damage resulting from DLA operations. Categories of records in the system: Name, Social Security Number, age, home address and telephone number, accident reports, witness statements, photographs, and proposed or actual corrective action, where appropriate. Authority for maintenance of the system: 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 29 U.S.C. 651 et seq., The Occupational Safety and Health Act of 1970 (OSHA); E.O. 9397 (SSN); E.O. 12196, Occupational Safety and Health Programs for Federal Employees; 29 CFR part 1960, subpart I, Recordkeeping and Reporting Requirements for Federal Occupational Safety and Health Programs. Purpose(s): Information is maintained to comply with regulatory reporting requirements; to identify cause of accident; to formulate accident prevention programs; to identify individuals involved in repeated accidents; and to prepare statistical reports as required. 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 Department of Labor to comply with the requirement to report Federal civilian employee on-the-job accidents (29 CFR part 1960). The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are stored in paper and electronic formats. Retrievability: Retrieved by name, Social Security Number, or mishap report number. Safeguards: Records are maintained in areas accessible only to DLA personnel who must use the records to perform their duties. The computer files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during nonduty hours. Retention and disposal: Cases involving reportable mishaps are destroyed five years after case is closed. Cases involving non-reportable mishaps are destroyed three years after case is closed. System manager(s) and address: Staff Director, Environment and Safety Policy, Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221; and the Safety and Health Offices of the Defense Logistics Agency Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Record subject, supervisors, medical units, security offices, police, fire departments, investigating officers, or witnesses to accident. Exemptions claimed for the system: None. S690.10 DLSC System name: Individual Vehicle Operators File. System location: Commanders of the Defense Logistics Agency (DLA) Primary Level Field Activities (PLFAs) which issue vehicle operator's Identification Cards (I.D.). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: All persons for whom Defense Logistics Agency has issued permits to operate motor vehicles or equipment. Categories of records in the system: File contains name, Social Security Number, date of birth, State and number of currently valid license; list of arrests or summonses for violation of motor vehicle laws (excluding parking violations) and convictions, if any; suspensions or revocations of his/her state license or identification card within the past five years and any motor vehicle accidents within the past five years, training and performance record, and other related papers. Authority for maintenance of the system: 40 U.S.C. 471, Federal Property and Administrative Services Act of 1949; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; and E.O. 9397 (SSN). Purpose(s): Records are maintained and used by DLA officials to determine an individual's qualifications and fitness to operate government vehicles and/or equipment. 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: The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are maintained in paper and electronic form. Retrievability: Retrieved by name or Social Security Number. Safeguards: Records are maintained in areas accessible only to DLA personnel who must use the records to perform their duties. The computer files are password protected with access restricted to authorized users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during nonduty hours. Retention and disposal: Records are destroyed 3 years after the individual's termination or transfer or after cancellation of authorization. System manager(s) and address: Commanders of Defense Logistics Agency PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2553, Fort Belvoir, VA 22060-6221 or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2553, Fort Belvoir, VA 22060-6221 or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Record subject, court records, supervisors notes and comments and related documents. Exemptions claimed for the system: None. S700.10 DSS System name: Travel Input Records. System location: Records are maintained at HQ Defense Logistics Agency (DLA) and at the DLA Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: All DLA military members, civilian employees, and dependents who perform travel, Temporary Duty (TDY) or Permanent Change of Station (PCS); individuals of other DoD agencies serviced by DLA under an interservice support agreement; and public and private sector individuals traveling under invitational travel orders. Categories of records in the system: Consists of name, Social Security Number, security clearance level, order number, travel itinerary, claim data, and financial details of real estate transactions. Authority for maintenance of the system: Chapter 57, 5 U.S.C., Travel, Transportation, and Subsistence; 10 U.S.C. 133, Under Secretary of Defense for Acquisition and Technology; and E.O. 9397 (SSN). Purpose(s): Records are used in administering the travel program, managing and tracking funds, and accounting for employee status for pay and leave tracking purposes. Data is also used to determine that expenses relating to the sale or purchase of a residence for a Permanent change of Station are reasonable and customary for the locality of the transaction. Statistical data, with all personal identifiers removed, is used to assess trends, manage funds, and forecast future expenses 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: Federal agency or private sector organization employing the traveler for funds control, personnel administration, or program management purposes. To banking establishments for the purpose of facilitating direct deposit and to confirm billing or expense data. To Federal, State, and Local government agencies for taxing, audit, or oversight purposes. To Government and private sector entities to provide for or facilitate transportation, lodging, relocation or related travel services. The DoD `Blanket Routine Uses' set forth at the beginning of DLA's compilation of systems of records notices apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are maintained in both paper and electronic form. Retrievability: By name, Social Security Number or order number. Safeguards: Records are maintained in areas that are accessible only to individuals who must service the record in the performance of their official duties. Electronic records are password protected with access restricted to authorized users. Retention and disposal: Paper records are retained for 6 years and then destroyed. Electronic records are retained on line for 15 months and then removed to disk where they are retained for an additional 4 years and 9 months. System manager(s) and address: Headquarters Defense Logistics Agency Travel Coordinator, ATTN: DSS-B, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221, and Financial Liaison Offices of the DLA PLFA's. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedures: Individuals seeking to determine whether information about themselves is contained in this system of records should address inquiries to the Privacy Act Officer of the DLA activity sponsoring the travel. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Individuals should provide full name and Social Security Number. DLA employees and military members with direct access to the on- line database may query the database by providing their name and password. To determine if records older than 15 months are contained within the electronic system, individuals should address a written inquiry to the Privacy Act Officer at HQ DLA, ATTN: DSS-C, 8725 John J. Kingman Road, Fort Belvoir, VA 22060-6221. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer of the DLA field activity sponsoring the travel. Official mailing addresses are published as an Appendix to DLA's compilation of systems of records notices. Individuals should provide full name and Social Security Number. For access to electronic records created at HQ DLA within the past 15 months, DLA employees and military members with online access to the database may query the database by providing their name and password. For access to archived electronic records stored off-line, address written inquiries to the HQ DLA Privacy Act Officer, HQ DLA, ATTN: DSS-C, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221, providing name and Social Security Number. Individuals who do not have access to the HQ DLA database should submit written inquiries to the HQ DLA Privacy Act Officer, HQ DLA, ATTN: DSS-C, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, providing name and Social Security Number. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: DSS-C, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is collected from the individual and the individual's supervisor, from the hiring activity's personnel office, and from travel and expense forms. Exemptions claimed for the system: None. S800.10 DLSC System name: Federal Property End Use Files. System location: Records are maintained by the Commander, Defense Reutilization and Marketing Service, 74 Washington Avenue North, Battle Creek, MI 49017-3092, and the Commanders of the DLA Defense Contract Management Districts. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Individuals, businesses, and organizations who bid on or participate in the DoD surplus personal property sales program or the excess contractor inventory sales program. Categories of records in the system: Applicant's name, address, date and place of birth, Social Security Number, citizenship, alien registration data, telephone number, company affiliation, identity of firm officials, nature of business, firms identification/tax number, and information on the intended end use of the property. Authority for maintenance of the system: 10 U.S.C. 136 Under Secretary of Defense for Acquisition and Technology; 22 U.S.C. 2751-2799,Arms Export Control; 40 U.S.C. 471- 484,Federal Property Management; 50 App. U.S.C. 2401 et seq., Export Administration; E.O. 9397 (SSN); E.O. 12738 and E.O. 12981,Export Controls; 22 CFR part 122 International Traffic in Arms Regulations; 41 CFR part 101 Federal Property Management and DoD Directives 2030.8, 2040.2 and 2040.3 and DoD Instruction 4161.21. Purpose(s): Records are used in the management of the property disposal programs to determine bidder eligibility to participate in the programs and to ensure that property recipients comply with the terms of the sale regarding end use of the property. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: In addition to the 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 Department of the Treasury to ensure that recipients comply with U. S. Customs rules and regulations regarding movement of the property. To the Department of Transportation to ensure compliance with rules regarding Federal Aviation Administration airworthiness certificates for surplus military aircraft. To the General Services Administration to determine the presence of debarment proceedings against a bidder. To the Department of State to ensure compliance with the International Traffic in Arms regulations. To the Department of Commerce to ensure compliance with the Export Administration regulations. To the Department of Justice for asset identification, location and recovery; and for immigration and naturalization data verification. The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are stored in paper and computerized form. Retrievability: Records are retrieved by name, Social Security Number, company name, or sales number. Safeguards: Records are maintained in areas accessible only to DLA personnel who must access the records to perform their duties. The computer files are password protected with access restricted to authorized users. Retention and disposal: Records pertaining to foreign excess personal property are destroyed 6 years after completion of trade security controls on individual transaction; records pertaining to other surplus items are destroyed 7 years after bid award date. System manager(s) and address: The Deputy Director for Material Management, DLA-MM, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221 Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to or visit the Privacy Act Officer of the particular DLA activity involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer of the particular DLA activity involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is provided by the record subject and by Federal agencies monitoring arms trafficking, property movement, and export control regulations. Exemptions claimed for the system: None. S810.50 DLA-P System name: Contracting Officer Files. System location: Headquarters Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and Heads of DLA Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: All present and former contracting officers. Categories of records in the system: Contracting Officer Certificate of Appointments; Contracting Officer Appointment Documentation Sheet (contains information on education, training and experience), and related documents. Authority for maintenance of the system: 10 U.S.C. 2302; Defense Acquisition Regulation 1-405-2(b) and Defense Logistics Acquisition Regulation 4105.1. Purpose(s): DLA Headquarters - Provide a current profile of each contracting officer. Field Activities - Necessary to maintain an active, centralized control over the issuance of contracting officer warrants. This file is a registry for the quantity of warrants and their distribution. The information is used by the members of the Contracting Officer Review Board, at activities where they exist, to perform their function of advising and recommending to the commander the issuance or revocation of warrants. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are maintained in paper and computerized form. Retrievability: Filed by organizational activity and alphabetically by last name of contracting officer. Safeguards: Records are maintained in an area accessible to Office of Procurement Policy personnel. Retention and disposal: Documents relating to and reflecting the designation of Contracting Officers and terminations of such designations (Designating Office - Destroy 6 years after termination of appointment. Others - Destroy upon termination of appointment). System manager(s) and address: Executive Director, Directorate of Contracting, DLA-P, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and Heads of PLFAs. Official mailing addresses published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Executive Director, Directorate of Contracting, DLA- P, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221, and Heads of PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Individual must provide full name and name of DLA activity at which employed. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Executive Director, Directorate of Contracting, DLA-P, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and Heads of PLFAs. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Individuals should provide information that contains the full name, current address and telephone number of the individual. For personal visits, the individual should be able to provide some acceptable identification, that is driver's license, or DLA identification card. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Employee's supervisors Contracting Officer Review Board. Exemptions claimed for the system: None. S850.10 DCMC-Q System name: Contractor Flight Operations. System location: All Defense Logistics Agency activities who approve contractor aircraft flight and ground operations procedures or utilize contractor personnel who operate aircraft for the government. Contact HQ DLA-DCMC-QF, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, for a list of current system locations. Categories of individuals covered by the system: All contractor personnel who operate aircraft for the Defense Logistics Agency for which the government assumes some risk of loss or damage. It covers both flight crewmember and noncrewmember personnel designated by a contractor to conduct flights, perform functions while the aircraft is in flight, or perform ground operations in support of such flights. Categories of records in the system: Name; Social Security Number; home address and telephone number; date of birth; security clearance data; education; military service data; flight qualification, proficiency, training, and experience records; standardization and evaluation data; safety and mishap records; medical and physiological data; and similar data. Authority for maintenance of the system: 10 U.S.C. 136, Assistant Secretaries of Defense; 10 U.S.C. 2302; Defense Logistics Agency Regulation 8210.1, and E.O. 9397. Purpose(s): Used to monitor and manage individual contractor flight and ground personnel records. Routine uses of records maintained in the system, including categories of users and the purposes of the uses: Information from this system may be disclosed to the Federal Aviation Agency or the appropriate civil aviation authority or foreign military department in the course of certifying individuals, investigative flight mishaps, and conducting rescue operations. The `Blanket Routine Uses' set forth at the beginning of DLA's compilation of systems of records notices apply to this record system. Policies and practices for storing, retrieving, accessing, and disposing of records in the system: Storage: Maintained in file folders, notebooks, computers and computer output products. Retrievability: Filed by name of Social Security Number. Safeguards: Records are accessed by custodian of the records or by persons responsible for servicing the record system in performance of their actual duties who are properly screened and cleared for need to know. Records are stored in locked cabinets and rooms are controlled by personnel screening and computer software. Retention and disposal: Records are maintained in the system until contract termination, at which time they will be destroyed if no longer needed. System manager(s) and address: HQ DLA-DCMC-QF, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to HQ DLA-DCMC-QF, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or to the system location where the flight certification is recorded. Individuals will be asked to provide name, social security number, or both, to facilitate access. Record access procedure: Individuals seeking access to information about themselves contained in this system should address written notarized inquiries to HQ DLA-DCMC-QF, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or to the system location where the flight certification is recorded. For personal visits, the individual may be asked to show a valid identification card, a drivers' license, or some similar proof of identity. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is provided by the individual or from training, evaluation, and examination records. Exemptions claimed for the system: None. S900.10 CA System name: Personnel Roster/Locator Files. System location: Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the DLA Primary Level Field Activities (PLFAs). Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Current civilian employees, military personnel, and a select number of former employees of the DLA activity where records are maintained. Categories of records in the system: Records include name, Social Security Number, organizational assignment, home address and telephone number, grade/rank, position title and job series, day and month of birth, and spouse or next-of- kin name, address, and telephone numbers. Security offices and police force records may also contain emergency medical and disability data, including information on special equipment or devices the individual requires, name and telephone number of medical practitioner, and medical alert data. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. Chapter 31 (Personnel); and E.O. 9397 (SSN). Purpose(s): To notify DLA personnel of the arrival of visitors, to plan social and honorary recognition functions, to recall personnel to duty station when required, for use in emergency notification, and to perform relevant functions/requirements/actions consistent with managerial functions. Medical and disability data is used by security and police officers to identify and locate individuals during medical emergencies, facility evacuations, and similar threat situations. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: In addition to the 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: Security and police officers may relay medical and disability data to emergency medical treatment personnel, local fire fighters, and similar groups responding to calls for emergency assistance. The DoD `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are maintained in paper and electronic form. Retrievability: Retrieved by name, Social Security Number, organization, or grade/rank. Safeguards: Records are maintained in areas accessible only to DLA personnel who must use the records to perform their duties. The computer files are password protected with access restricted to authorize users. Records are secured in locked or guarded buildings, locked offices, or locked cabinets during nonduty hours. Retention and disposal: Records are destroyed upon termination/departure of DLA personnel or when no longer needed for notification of official or social Agency functions. System manager(s) and address: Heads of HQ DLA principal staff elements and Heads of DLA field activities which maintain locator/roster files. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, or the Privacy Act Officer of the particular DLA PLFA involved. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21, 32 CFR part 323, or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Record subject. Exemptions claimed for the system: None. S900.20 CA System name: Workforce Composition, Workload, and Productivity Records. System location: Primary database location: Headquarters, Defense Logistics Agency, Corporate Performance Office, 8725 John J. Kingman Road, Suite 2533 Fort Belvoir, VA 22060-6221. Decentralized locations: Defense Logistics Agency Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Categories of individuals covered by the system: Military and civilian personnel assigned to the Defense Logistics Agency. Categories of records in the system: The primary database contains name, Social Security Number, date of birth, job series, position number, pay plan, geographic location, tenure group, EEO statistics (sex, race, national origin, handicap status), and current employment status with DLA. Decentralized locations may, in addition, contain descriptions of individual work assignments, hours expended against particular assignments or categories of assignments, cost accounting codes and similar workload data. Authority for maintenance of the system: 5 U.S.C. 301, Departmental regulations; 5 U.S.C. 302, Delegation of authority; 5 U.S.C. Ch. 61, Hours of Work; 5 U.S.C. 1104, Delegation of authority for personnel management; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 10 U.S.C. Part II, Personnel; and E.O. 9397 (SSN). Purpose(s): To provide on-screen information data and statistics to officials of DLA for use in manpower management and manpower studies; to provide senior management and EEOC officials with workforce composition statistics. Information at decentralized segments is used by the record subject's immediate supervisor and other appropriate management officials to schedule and track individual work assignments; to record and control workload; and to report workload requirements. 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 and information contained therein may specifically be disclosed outside DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows: The `Blanket Routine Uses' set forth at the beginning of DLA's 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: Records are maintained in paper and electronic form. Retrievability: Retrieved by individual's name or Social Security Number. Paper files may also be retrieved by chronologically, by project, or by type of assignment. Safeguards: Records are stored in a secure, limited access, or monitored work area. Physical entry by unauthorized persons is restricted by the use of locks, guards, or administrative procedures. The primary database is password protected with access limited to the system administrator and the system administrator's immediate or higher level supervisors. Information at decentralized segments is password protected with access limited to the subject's immediate supervisor and other appropriate management officials. Retention and disposal: Records in the primary database are purged and replaced every 45 days. Decentralized locations are retained so long as the individual is engaged in the same work within the same organizational segment, but in no case longer than 5 years. Records are destroyed when the individual leaves the job or the organizational unit or when 5 years have elapsed. System manager(s) and address: Staff Director, Corporate Performance Office, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and the Commanders of the Defense Logistics Agency Primary Level Field Activities. Official mailing addresses are published as an appendix to DLA's compilation of systems of records notices. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Privacy Act Officer, HQ DLA-CAAV, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, HQ DLA-CAAV, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. Contesting record procedures: The DLA rules for accessing records, for contesting contents and appealing initial agency determinations are contained in DLA Regulation 5400.21; 32 CFR part 323; or may be obtained from the Privacy Act Officer, Headquarters, Defense Logistics Agency, ATTN: CAAR, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060- 6221. Record source categories: Information is provided from existing records; employees and members; supervisors; and team leaders. Exemptions claimed for the system: None. DEFENSE LOGISTICS AGENCY OFFICIAL MAILING ADDRESSES Headquarters, Defense Logistics Agency, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. The following officials are located at the Headquarters address: Assistant Director, Information Systems and Technology Assistant Director, Policy and Plans General Counsel Comptroller Staff Director, Congressional Affairs Staff Director, Public Affairs Staff Director, Command Security Staff Director, Administration Staff Director, Civilian Personnel Staff Director, Installation Services and Environmental Protection Staff Director, Military Personnel Staff Director, Small and Disadvantaged Business Utilization Executive Director, Contracting Executive Director, Supply Operations Executive Director, Technical and Logistics Services Executive Director, Contract Administration Executive Director, Quality Assurance Executive Director, Program and Technical Support Commander, Defense Contract Management Command Director, Defense Manpower Data Center, 1600 Wilson Boulevard, Arlington, VA 22209-2593 DEFENSE LOGISTICS AGENCY PRIMARY LEVEL FIELD ACTIVITIES (Alphabetically by state) California Defense Contract Management, District West, 222 N. Sepulveda Boulevard, El Segundo, CA 90245-4320. Defense Distribution Region West, 700 East Roth Road, Lathrop, CA 95330-5000. Georgia Defense Contract Management, District South, 805 Walker Street, Marietta, GA 30060-2789. Illinois Defense Contract Management, District North Central, O'Hare International Airport, 10601 West Higgins, Building 4, PO Box 66475, Chicago, IL 60666-0926. Massachusetts Defense Contract Management, District North, 495 Summer Street, Boston, MA 02210-2184. Michigan Defense Logistics Services Center, 74 N. Washington Avenue, Battle Creek, MI 49017-3084. Defense Reutilization and Marketing Service, 74 N. Washington Avenue, Battle Creek, MI 49017-3092. Ohio Defense Construction Supply Center, 3990 East Broad Street, Columbus, OH 43216-5000. Defense Contract Management Command International, 2000 Hamilton Street, Dayton, OH 45444-5410. Defense Logistics Agency Systems, Automation Center, 3990 East Broad Street, Columbus, OH 43216-5002. Defense Electronics Supply Center, 1507 Wilmington Pike, Dayton, OH 45444-5252. Pennsylvania Defense Distribution Region East, 14 Dedication Drive, New Cumberland, PA 17070-5001. Defense Contract Management, District Mid Atlantic, 2800 South 20th Street, Philadelphia, PA 19101-7478. Defense Industrial Supply Center, 700 Robbins Avenue, Philadelphia, PA 19111-5096. Defense Personnel Support Center, 2800 South 20th Street, Philadelphia, PA 19101-8419. Tennessee Defense Distribution Region Central, 2163 Airways Boulevard, Memphis, TN 38114-5297. Utah Defense Distribution Depot Ogden, 500 W. 12th Street, Ogden, UT 84407-5109. Virginia Defense Fuel Supply Center, 8725 John J. Kingman Road, Suite 2941, Fort Belvoir, VA 22060-6222. DLA Administrative Support Center, 8725 John J. Kingman Road, Suite 0119, Fort Belvoir, VA 22060-6220. Defense General Supply Center, 8000 Jefferson Davis Highway, Richmond, VA 23297-5000. Defense National Stockpile Center, 8725 John J. Kingman Road, Suite 3339, Fort Belvoir, VA 22060-6223. DEFENSE FINANCE AND ACCOUNTING SERVICE REQUESTING RECORDS Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. BLANKET ROUTINE USES Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. LAW ENFORCEMENT ROUTINE USE In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. CONGRESSIONAL INQUIRIES ROUTINE USE Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. PRIVATE RELIEF LEGISLATION ROUTINE USE Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law. COUNTERINTELLIGENCE PURPOSES ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. T1205 System name: Junior Reserve Officer Training Corps Payment Reimbursement System. System location: Defense Finance and Accounting Service-Denver Center, 6760 East Irvington Place, Denver, CO 80279-3000. Categories of individuals covered by the system: All military retirees who participate in the Junior Reserve Officer Training Corps (JROTC) Instructor Program at selected high schools within the continental United States and various overseas locations. Categories of records in the system: Personal information regarding name, Social Security Number, school/school district name and address, applicable active duty entitlement amounts, and current gross retired pay amounts. Military Services' applicable contribution percentage, gross and net contribution percentage, gross and net contribution amounts, and current employment period beginning and closing dates. Authority for maintenance of the system: 10 U.S.C. 2031, Junior Reserve Officers' Training Corps, Reserve Officers' Training Corps Program for Secondary Educational Institutions; Title 32 CFR, Ch I, Part 111, Reserve Officers' Training Corps Program for Secondary Educations Institutions; DoD Instruction 1205.13, Junior Reserve Officers Training Corps Program; DoDFMR Volume 10, Chapter 21; Headquarters, Defense Finance and Accounting Service, Memorandum of April 10, 1996 (Department of the Navy, Headquarters, U.S. Marine Corps, Memorandum of April 26, 1996; Department of the Navy, Office of the Assistant Secretary, Memorandum of June 21, 1996; U.S. Army Cadet Command, Memorandum of June 13, 1996) Purpose(s): To accomplish payroll computations and the reimbursement portion of the Junior Reserve Officer Training Corps Instructor Program. To provide statements and/or reports to each instructor and school/school district. To answer inquiries from applicable Services and/or financial institution where funds were distributed. To provide information required by an auditor during an audit of the program. To assist the Services with audit of individual instructor, school, and/or school district. Routine uses of records maintained in the system, including categories of users and the purpose 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 school/school district to provide information regarding the instructor's computed minimum instructor pay, and the amount being reimbursed by the applicable Military Service. To the Treasury Department to provide information on check issues and electronic funds transfers. To the Federal Reserve Banks to distribute payments made through the direct deposit system to financial organizations or their processing agents authorized by individuals to receive and deposit payments in their accounts. The `Blanket Routine Uses' published at the beginning of the DFAS compilation of systems of records notices also apply to this system. 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, 15 U.S.C. 1681a(f) or the Federal Claims Collection Act of 1966, 31 U.S.C. 3701(a)(3). The purpose of the 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); the amount, status, and history of the claim; and the agency or program under which the claim arose. Policies and practices for storing, retrieving, accessing, retaining, and disposition of records in the system: Storage: Data is recorded on magnetic disks by payroll month, computer printouts, computer output products, file folders, card files, and other documents. Retrievability: Information is retrieved by Instructor Name, Instructor Social Security Number, School Identification Code, School Name, District Identification Code, District Name, Retired Pay Grade, or by any combination of data elements within the database. Safeguards: As a minimum, records are accessed by person(s) responsible for servicing, and authorized to use, the record system in performance of their official duties and properly screened and cleared for the need to know. Additionally, at some Centers, records are stored in office buildings protected by guards and controlled through screening of personnel and registering of visitors. Retention and disposal: Magnetic and paper records are maintained for a period of up to 6 years and 3 months from current fiscal year. Disposition is to the Regional Records Service Facilities. Destruction is by tearing, shredding, pulping, macerating, or burning. System manager(s) and address: Deputy Director of Military Pay, Defense Finance and Accounting Service-Denver Center, 6760 East Irvington Place, Denver, CO 89279- 3000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the appropriate Military Service office listed above, or Deputy Director of Military Pay, Defense Finance and Accounting Service-Denver Center, 6760 East Irvington Place, Denver, CO 80279-3000. Individuals should furnish full name, Social Security Number, current address, and telephone number. Record access procedures: Instructors seeking access to information about themselves contained in this system of records should address written inquiries to the Record Manager or Privacy Act Office at Defense Finance and Accounting Service-Denver Center, 6760 East Irvington Place, Denver, CO 80279-3000 or the applicable Military Service office listed above. Individuals should furnish full name, Social Security Number, current address, and telephone number. Contesting record procedures: The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Privacy Act Officer at any DFAS Center. Record source categories: Individual instructors; school/school district offices; applicable Military Services; and the Defense Retiree and Annuitant System. Exemptions claimed for the system: None. T1300 System name: Disbursing Officer Establishment and Appointment Files. System location: Defense Finance and Accounting Service-Cleveland Center, 1240 East 9th Street, Cleveland, OH 44199-2055. Defense Finance and Accounting Service-Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197-0001. Defense Finance and Accounting Service-Indianapolis Center, 8899 East 56th Street, Indianapolis, IN 46249-0001. Defense Finance and Accounting Service-Denver Center, 6760 East Irvington Place, Denver, CO 80279-5000. Defense Finance and Accounting Service-Columbus Center, 4280 East 5th Avenue, Building 3, Columbus, OH 43218-2317. Categories of individuals covered by the system: Military members and DoD civilians who are appointed as deputies and individuals appointed as accountable disbursing officers. Categories of records in the system: Records include forms for designation and appointment of deputy and disbursing officer, letters to Federal Reserve banks, and requests for approval and appointment of accountable officers; appointment letters; commencement of disbursing duty letters; Financial Management Service Forms 3023, Specimen Signatures and 5583, Signature Card. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; DoD 7000.14-R, DoD Financial Management Regulation; DFAS 005, Delegation of Statutory Authority; and E.O. 9397 (SSN). Purpose(s): Information is used to determine whether an individual has held an accountable position in the past. To obtain data for the appointment or termination of deputies and the appointment or termination of other than finance officers as accountable officers. 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 Federal Reserve banks to verify authority of the accountable individual to issue Treasury checks. The DoD `Blanket Routine Uses' published at the beginning of the DFAS 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: Maintained in file folders, optical disk systems, and computer databases. Retrievability: By individual's name, Social Security Number and accounting and disbursing station number. Safeguards: As a minimum, records are accessed by person(s) responsible for servicing, and are authorized to use, the record system in performance of their official duties who are properly screened and cleared for need to know. Additionally, at some Centers, records are in office buildings protected by guards and controlled by screening of personnel and registering of visitors. Retention and disposal: Disposition pending. Until the National Archives and Records Administration has approved the disposition, records will be treated as permanent. System manager(s) and address: Director of Network Operations, Defense Finance and Accounting Service-Cleveland Center, 1240 East 9th Street, Cleveland, OH 44199- 2055. Director of Accounting Operations, Defense Finance and Accounting Service-Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197-0001. Director of Network Operations, Defense Finance and Accounting Service-Indianapolis Center, 8899 East 56th Street, Indianapolis, IN 46249-0001. Director of Accounting Operations, Defense Finance and Accounting Service-Denver Center, 6760 East Irvington Place, Denver, CO 80279- 5000. Director of Accounting Operations or Network Operations, Defense Finance and Accounting Service-Columbus Center, 4280 East 5th Avenue, Building 3, Columbus, OH 43218-2317. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Officer at the appropriate DFAS Center. Individuals should provide sufficient proof of identity, such as full name, Social Security Number, or other information verifiable from the record itself. Record access procedure: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the records management officer or the Privacy Act Officer at the appropriate DFAS Center. Individual should provide sufficient proof of identity, such as full name, Social Security Number, or other information verifiable from the record itself. Contesting record procedures: The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Privacy Act Officer at any DFAS Center. Record source categories: Finance and accounting officers. Exemptions claimed for the system: None. T3020 System name: Living Disaster Recovery Planning System (LDRPS). System location: Defense Finance and Accounting Service Headquarters, 1931 Jefferson Davis Highway, Arlington, VA 22240-5291. Defense Finance and Accounting Service-Denver Center, 6760 East Irvington Place, Denver, CO 80279-8000. Defense Finance and Accounting Service-Indianapolis Center, 8899 East 56th Street, Indianapolis, IN 46249-1460. Defense Finance and Accounting Service-Columbus Center, 4280 East 5th Avenue, Building 3, Columbus, OH 43218-2317. Defense Finance and Accounting Service-Cleveland Center, 1240 East 9th Street, Cleveland, OH 44199-2056. Defense Finance and Accounting Service-Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197-0001. Categories of individuals covered by the system: All civilian and military individuals employed by the Defense Finance and Accounting Service; may also include civilian and military personnel of the Department of Defense and other Government agencies; may also include family members and other emergency points- of-contact; and contractor organizations. Categories of records in the system: Name, organization(s), assignment, office and home telephone number(s), grade/rank, military branch of service, position title, job series, disability information, and emergency point-of-contact name and telephone numbers. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; DFAS Regulation 3020.26, Corporate Contingency Plan; and E.O. 9397 (SSN). Purpose(s): To provide DFAS with a standardized automated contingency planning process. Personal information in the system is used to publish organizational telephone directories/locators, recall personnel to place of duty when required, for use in emergency notification, and to perform relevant functions/requirements/actions consistent with managerial functions during an emergency/disaster. 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 Federal, state, or local governments or civic organizations during actual emergencies, exercises, or continuity of operation tests for the purpose of responding to emergency situations. The `Blanket Routine Uses' published at the beginning of the DFAS 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: Records are stored on a computer client server at each location. Retrievability: Retrieved by individual's name, by organization, and by employee ID (which is a combination of individual's first and last name). Safeguards: As a minimum, records are accessed by person(s) responsible for servicing and authorized to use the record system in performance of their official duties who are properly screened and cleared for need- to-know. Access to the system is controlled through User Ids and passwords. Retention and disposal: Records are perpetual because individual records are deleted or added when the file is updated. System manager(s) and address: Deputy Directory, Plans and Management, Defense Finance and Accounting Service Headquarters, 1931 Jefferson Davis Highway, Arlington, VA 22240-5291. Director of Plans Directorate, Defense Finance and Accounting Service-Denver Center, 6760 East Irvington Place, Denver, CO 80279- 8000. Director of Plans and Management Directorate, Defense Finance and Accounting Service-Indianapolis Center, 8899 East 56th Street, Indianapolis, IN 46249-1460. Director of Plans and Management Directorate, Defense Finance and Accounting Service-Columbus Center, 4280 East 5th Avenue, Building 3, Columbus, OH 43218-2317. Director of Plans and Management Directorate, Defense Finance and Accounting Service-Cleveland Center, 1240 East 9th Street, Cleveland, OH 44199-2056. Director of Plans and Management Office, Defense Finance and Accounting Service-Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197-0001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Officer at the appropriate DFAS location. Individual should furnish full name, current DFAS organization element, current work address, and work telephone number. Record access procedures: Individuals seeking access to information about themselves in this system of records should address written inquiries to the Privacy Act Officer at the appropriate DFAS location. Individual should furnish full name, current DFAS organization element, current work address, and work telephone number. Contesting record procedures: The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Privacy Act Officer at any DFAS Center. Record source categories: Information is obtained from record subject. Exemptions claimed for the system: None. T5015a System name: Military Pay Correction Case Files. System location: Defense Finance and Accounting Service-Indianapolis Center, 8899 E. 56th Street, Indianapolis, IN 46249-0001; Defense Finance and Accounting Service-Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055; Defense Finance and Accounting Service-Denver Center, 6760 East Irvington Place, Denver, CO 80279-5000; Defense Finance and Accounting Service-Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197-0001. Categories of individuals covered by the system: Current and former military active duty personnel; military active and inactive Reserve and National Guard personnel; retired military personnel; Academy cadets; surviving dependents of military personnel who have applied for waiver of claims arising from erroneous payments of pay and allowances, travel, transportation, and relocation allowances. Categories of records in the system: Name; Social Security Number; grade or rank; date of birth; application; beneficiary information; names and addresses of dependents; cash payment records; check number; financial returns; military pay and allowances vouchers; collection vouchers; travel orders and vouchers; record of travel payments; public vouchers; certificates; pay adjustment authorization; active duty, reserve, and retired military pay records; leave and earnings statements; statement of service; promotion and performance of hazardous duty information; individual pay account records; pay account histories; supplemental wage and tax statement; requests, authorizations, and pay orders for basic allowance for subsistence; leave records; medical bills and receipts; discharge documents; preceding civilian payrolls; preceding civilian earnings, wage, and tax statements; employment history; bills of lading; claims for pay or other entitlements and correspondence; reports of investigation; income tax information; social security tax deductions; income tax returns provided by individuals to support a claim; allotment information (allottee's name, address, and amounts paid); related correspondence about waiver or remission of indebtedness; information about judicial proceedings regarding bankruptcy and Federal Housing Administration, United States Treasury Department, Internal Revenue Service, and General Accounting Office inquiries, copies of court martials and non-judicial punishment; application for correction of records; record of disposition; vouchers and supporting documents that substantiate adjustments to pay accounts; and token payment information. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1552; Pub. L. 89-508, Federal Claims Collection Act of 1966; and Pub. L. 97-365, Debt Collection Act of 1982, as amended; and E.O. 9397 (SSN). Purpose(s): To determine the proper payment due based on the correction of military records. Correction of military records includes any correction of former civilian entitlements. 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 Internal Revenue Service and the Social Security Administration for the purposes of determining tax liabilities and Social Security entitlements flowing from corrections of military pay and allowances or previous civilian entitlements. To State unemployment offices for the purposes of instituting collection procedures or other actions against the member if the member was collecting unemployment compensation. The `Blanket Routine Uses' published at the beginning of the DFAS compilation of systems of records notices apply to this system. 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 the 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); the amount, status, and history of the claim; and the agency or program under which the claim arose. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders, computer printouts, and magnetic and microform media. Retrievability: Filed by name, Social Security Number, taxpayer identification number, or military service number. Safeguards: Records are accessed by the custodian of the record system and by persons responsible for servicing the record system in performance of their official duties. Records are stored in security file containers, cabinets, or computers in guarded buildings. Retention and disposal: Records are destroyed 6 years after the final closing date. Destruction is by shredding, macerating, pulping, or burning. System manager(s) and address: Military Pay Director, Defense Finance and Accounting Service- Indianapolis Center, 8899 E. 56th Street, Indianapolis, IN 46249- 0001; Military Pay Director, Defense Finance and Accounting Service- Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055; Military Pay Director, Defense Finance and Accounting Service- Denver Center, 6760 East Irvington Place, Denver, CO 80279-5000; Military Pay Director, Defense Finance and Accounting Service- Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197- 0001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Officer at the appropriate DFAS Center. Individual should furnish full name, Social Security Number, current address, and telephone number. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Officer at the appropriate DFAS Center. Individual should furnish full name, Social Security Number, current address, and telephone number. Contesting record procedures: The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Privacy Act Officer at any DFAS Center. Record source categories: Records are obtained from the individual, military finance and accounting offices, other government agencies, previous employers, automated systems interfaces, source documents (such as reports), credit unions, credit bureaus, insurance companies, courts, and financial institutions. Exemptions claimed for the system: None. T5015b System name: Privacy Act Request Files. System location: Defense Finance and Accounting Service Headquarters, 1931 Jefferson Davis Highway, Arlington, VA 22240-5291; Defense Finance and Accounting Service-Indianapolis Center, 8899 E. 56th Street, Indianapolis, IN 46249-0001; Defense Finance and Accounting Service-Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055; Defense Finance and Accounting Service-Denver Center, 6760 East Irvington Place, Denver, CO 80279-5000; Defense Finance and Accounting Service-Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197-0001; and Defense Finance and Accounting Service-Columbus Center, 4280 East 5th Avenue, Building 6, Columbus, OH 43218-2317. Categories of individuals covered by the system: All persons who request access to, information from, or amendment of records about themselves maintained by the Defense Finance and Accounting Service under the provisions of the Privacy Act of 1974 (5 U.S.C. 552a), as amended. Categories of records in the system: Letters, memoranda, legal opinions, messages, and miscellaneous documents relating to an individual's request for access to, or amendment of, records concerning that person, including letters of denial, appeals, statements of disagreements, and related documents accumulated in processing requests received under the Privacy Act of 1974. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 552a, The Privacy Act of 1974, as amended, as implemented by DFAS Regulation 5400.11-R; and E.O. 9397 (SSN). Purpose(s): To record, process, and coordinate individual requests for access to, or amendment of personal records, and appeals on denials of requests for access or amendment to personal records. 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: Information from this system may be provided to other Federal, state, and local agencies when it is necessary to coordinate responses or denials. The `Blanket Routine Uses' published at the beginning of the DFAS 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: Maintained in file folders, microfilm, and/or optical disk systems. Retrievability: Retrieved by name and Social Security Number. Safeguards: As a minimum, records are accessed by person(s) responsible for servicing and authorized to use the record system in performance of their official duties who are properly screened and cleared for need- to-know. Additionally, at some Centers, records are in office buildings protected by guards and controlled by personnel screening and visitor registers. Retention and disposal: Official Privacy Act requests are kept a minimum of 2 years; requests denied but not appealed are destroyed after 5 years; requests for access or amendment and appeals or denial are destroyed 4 years after final action or 3 years after adjudication by the courts, whichever is later; control logs of accounting of disclosures are kept 5 years or in accordance with the approved disposition instructions for the related subject records, whichever is later, then destroyed. System manager(s) and address: Privacy Act Officer, Defense Finance and Accounting Service Headquarters, 1931 Jefferson Davis Highway, Arlington, VA 22240-5291; Privacy Act Officer, Defense Finance and Accounting Service- Indianapolis Center, 8899 E. 56th Street, Indianapolis, IN 46249- 0001; Privacy Act Officer, Defense Finance and Accounting Service- Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055; Privacy Act Officer, Defense Finance and Accounting Service- Denver Center, 6760 East Irvington Place, Denver, CO 80279-5000; Privacy Act Officer, Defense Finance and Accounting Service- Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197- 0001; and Privacy Act Officer, Defense Finance and Accounting Service- Columbus Center, 4280 East 5th Avenue, Building 6, Columbus, OH 43218-2317. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Office at the appropriate DFAS Center. Individual should furnish full name, Social Security Number, current address, and telephone number. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Officer at the appropriate DFAS Center. Individual should furnish full name, Social Security Number, current address, and telephone number. Contesting record procedures: The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Privacy Act Officer at any DFAS Center. Record source categories: Records are obtained from the individual requester, DFAS organizations, other Department of Defense organizations, and Federal, state, and local governments, as applicable or appropriate, for processing the case. Exemptions claimed for the system: None. T5015c System name: Freedom of Information Act Requests. System location: Defense Finance and Accounting Service, 1931 Jefferson Davis Highway, Arlington, VA 22240-5291. Defense Finance and Accounting Service - Denver Center, 6760 E. Irvington Place, Denver, CO 80279-5000. Defense Finance and Accounting Service - Indianapolis Center, Indianapolis, IN 46249-0001. Defense Finance and Accounting Service - Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055. Defense Finance and Accounting Service - Kansas City Center, 1500 East 95th Street, Kansas City, MO 64997-0001. Defense Finance and Accounting Service - Columbus Center, 4280 East 5th Avenue, Columbus, OH 43219-1879. Categories of individuals covered by the system: All individuals who have requested documents under the provisions of the Freedom of Information Act (FOIA) (5 U.S.C. 552). Categories of records in the system: Correspondence from the public requesting information under the Freedom of Information Act and the reply, which may include copies of the released record(s), denials, and appeals. Correspondence pertaining to the requests, the information released or withheld, summaries, logs of actions taken, and correspondence from and to other DoD and Federal agencies regarding specific requests of mutual interest. Authority for maintenance of the system: 5 U.S.C. 552, the Freedom of Information Act, as amended, as implemented by DFAS Regulation 5400.7-R. Purpose(s): To control administrative processing of requests for information made under the provisions of the Freedom of Information Act (FOIA), and to record statistics for the annual FOIA report. Routine uses of records maintained in the system, including categories of users and the purpose 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. The `Blanket Routine Uses' published at the beginning of the DFAS compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposition of records in the system: Storage: Paper records in file folders and in automated formats. Retrievability: Retrieved by individual's name or by control number assigned to the individual case file. Safeguards: As a minimum, records are accessed by person(s) responsible for servicing and authorized to use the record system in performance of their official duties, properly screened and cleared for the need to know. Additionally, at some locations, records are in office buildings protected by guards and controlled through personnel screening and visitor registers. Retention and disposal: Records are retained for a minimum of 2 years; replies to requests for nonexistent records, to requesters who provide inadequate descriptions, and to those who fail to pay agency fees (request not appealed), 2 years; requests appealed, 6 years after final determination by agency; control logs, 6 years, report files, 2 years; administrative files, 2 years, then destroyed. System manager(s) and address: FOIA Officer, Defense Finance and Accounting Service, 1931 Jefferson Davis Highway, Arlington, VA 22240-5291. FOIA Officer, Defense Finance and Accounting Service - Denver Center, 6760 E. Irvington Place, Denver, CO 80279-5000. FOIA Officer, Defense Finance and Accounting Service - Indianapolis Center, Indianapolis, IN 46249-0001. FOIA Officer, Defense Finance and Accounting Service - Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055. FOIA Officer, Defense Finance and Accounting Service - Kansas City Center, 1500 East 95th Street, Kansas City, MO 64997-0001. FOIA Officer, Defense Finance and Accounting Service - Columbus Center, 4280 East 5th Avenue, Columbus, OH 43219-1879. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Officer at the appropriate DFAS Center. Individuals should provide full name, current address and telephone number. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Officer at the appropriate DFAS Center. Individuals should provide full name, current address and telephone number. Contesting record procedures: The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Privacy Act Officer at any DFAS Center. Record source categories: Information in this system is obtained from requesters, from other federal agencies with collateral interest in a request, and from records which were the subject of requests. Exemptions claimed for the system: None. T5500a System name: Congressional Inquiry File. System location: Primary location: Defense Finance and Accounting Service Headquarters, 1931 Jefferson Davis Highway, Arlington, VA 22240-5291. Secondary locations: Defense Finance and Accounting Service- Indianapolis Center, 8899 East 56th Street, Indianapolis, IN 46249- 0001. Defense Finance and Accounting Service-Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055. Defense Finance and Accounting Service-Denver Center, 6760 East Irvington Place, Denver, CO 80279-5000. Defense Finance and Accounting Service-Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197-0001. Defense Finance and Accounting Service-Columbus Center, 4280 East Fifth Avenue, Columbus, OH 43219-1879. Categories of individuals covered by the system: Any individual who contacts a Member of Congress requesting that the Member solicit information from the Defense Finance and Accounting Service (DFAS) 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. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; E.O. 9397 (SSN); DoD Directive 5400.4 and DFAS Regulation 003. Purpose(s): To maintain a record of Congressional inquiries and the DFAS response. 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: The `Blanket Routine Uses' published at the beginning of the DFAS 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 files. Retrievability: Retrieved by constituent's name and Social Security Number, and Congressmen's name. Safeguards: As a minimum, records are accessed by person(s) responsible for servicing and authorized to use the record system in performance of their official duties who are properly screened and cleared for need- to-know. Additionally, at some Centers, records are in office buildings protected by guards and controlled by personnel screening and visitor registers. Retention and disposal: Records are retained for 1 to 3 years, then destroyed. System manager(s) and address: Chief, Congressional Liaison Office, Defense Finance and Accounting Service Headquarters, 1931 Jefferson Davis Highway, Arlington, VA 22240-5291. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Chief, Congressional Liaison Office, Defense Finance and Accounting Service, ATTN: Privacy Act Officer at the appropriate DFAS Center. Individual should furnish full name, Social Security Number, current address, telephone number and/or other identifying information verifiable from the records. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Chief, Congressional Liaison Office, Defense Finance and Accounting Service, ATTN: Privacy Act Officer at the appropriate DFAS Center. Individual should furnish full name, Social Security Number, current address, telephone number and/or other identifying information verifiable from the records. Contesting record procedures: The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Privacy Act Officer at any DFAS Center. Record source categories: Information is obtained from the individual requester. Exemptions claimed for the system: None. T5500b System name: Garnishment Processing Files. System location: Office of the Assistant General Counsel, Garnishment Operations, Defense Finance and Accounting Service-Cleveland Center, 1240 E. 9th Street, Cleveland, OH 44199-2055. Categories of individuals covered by the system: Present active duty and retired military personnel; present DoD Civilian employees; present Reserve and National Guard personnel and employees of the Executive Office of the President whose pay is garnished or attached under 5 U.S.C. 5220a; 10 U.S.C. 1408; 42 U.S.C. 659; and 42 U.S.C. 665. Categories of records in the system: Individual state court wage withholding notices or court order garnishment orders, interrogatories, correspondence between DFAS Office of General Counsel and parties to the case, DFAS pay units, United States Attorneys, United States District Courts and other State and Government agencies relevant to the processing of child support and commercial debt garnishment, applications under the Uniformed Services Former Spouses' Protection Act and applications for military involuntary allotments for commercial debt. Also bankruptcy trustees who received payments pursuant to Chapter 13 of the Bankruptcy Code. Authority for maintenance of the system: 5 U.S.C. 5520a, Garnishment of pay; 10 U.S.C. 1408, Payment of retired or retainer pay in compliance with court orders; 42 U.S.C. 659, Consent by United States to income withholding, garnishment, and similar proceedings for enforcement of child support and alimony obligations; 42 U.S.C. 665, Allotments from pay for child and spousal support owed by members of uniformed services on active duty; and E.O. 9397 (SSN). Purpose(s): Records are being maintained for the purpose of processing court orders for the garnishment of wages. 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 former spouses, who receive payments under 10 U.S.C. 1408, for 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 state child support agencies, in response to their written requests for information regarding the gross and disposable pay of military and civilian employees, for purposes of assisting the agencies in the discharge of their responsibilities under Federal and state law. The `Blanket Routine Uses' published at the beginning of the DFAS 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: Records are maintained on electronic media. Retrievability: Retrieved by individual's name and Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing, and authorized to use, the record system in performance of their official duties who are properly screened and cleared for need-to-know. Additionally, records are in an office building protected by guards and controlled by screening of personnel and registration of visitors. Retention and disposal: Disposition pending (until NARA has approved the retention and disposal schedule, treat records as permanent). System manager and address: General Counsel, Defense Finance and Accounting Service Headquarters, 1931 Jefferson Davis Highway, Arlington, VA 22240-5291. Assistant General Counsel, Garnishment Operations, Defense Finance and Accounting Service-Cleveland Center, 1240 E. 9th Street, Cleveland, OH 44199-2005. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Finance and Accounting Service-Cleveland Center, 1240 E. Ninth Street, Cleveland, OH 44199-2055. Individuals should provide sufficient proof of identity, such as full name, Social Security Number, and other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Privacy Act Officer, Defense Finance and Accounting Service- Cleveland Center, 1240 E. Ninth Street, Cleveland, OH 44199-2055. Individuals should provide sufficient proof of identity, such as full name, Social Security Number, and other information verifiable from the record itself. Contesting record procedures: The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Privacy Act Officer at any DFAS Center. Record source categories: Information is obtained from courts, Government records, individuals and similar documents and sources relevant to the proceedings. Exemptions claimed for the system: None. T7280 System name: Uniformed Services Savings Deposit Program (USSDP). System location: Defense Finance and Accounting Service-Cleveland Center, 1240 East 9th Street, Cleveland, OH 44199-2055. Categories of individuals covered by the system: Military members on a permanent duty assignment outside the United States or its possessions, or members on a temporary duty assignment in support of a contingency operation outside the United States or its possessions, who choose to deposit their current pay and allowances, or a portion thereof, into an account administered by the Defense Finance and Accounting Service (DFAS). Members who are in a missing status and whose pay and allowances, or a portion thereof, are deposited into an account administered by DFAS are also included. Dependents, next-of-kin, survivors and former spouses of Uniformed Services Savings Deposit Program (USSDP) participants may be included. Categories of records in the system: Records required to administer the account, and account for accrued interest which includes, but is not limited to, the master account records for each depositor, transaction records of monetary data (deposits, withdrawals and adjustments), allotment records, name and Social Security Number change record, settled records, check writing and voucher register data records, interest paid records, quarterly statements records, supplemental address for interest refund records. File also contains correspondence files covering requests for information from members, Federal agencies, spouses, former spouses, dependents, survivors, widows or widowers, next of kin, the American Red Cross, Congress, and other DoD components. Authority for maintenance of the system: Pub.L. 89-538, Armed Forces Savings Deposits; 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 1035, Deposits of Savings; and E.O. 9397 (SSN) Purpose(s): Information is collected to facilitate account maintenance, including updating for deposits, withdrawals, interest accruals, adjustments and summary data, prior to clearing account when the account is terminated. All records in this system of records are subject to use in authorized computer matching programs with the Department of Defense and with other Federal agencies or non-Federal agencies as regulated by the Privacy Act of 1974 (5 U.S.C. 552a), as amended. 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 Department of Veterans Affairs and the Social Security Administration to determine eligibility, entitlements, and addresses of Uniformed Services Deposit Program members. To the Federal Housing Agency (FHA) to verify eligibility for loans. To the American Red Cross to use in assisting the member or dependents in emergency situations. To the widow or widower, dependent, or next-of-kin of deceased members to settle the affairs of the former member. The DoD `Blanket Routine Uses' published at the beginning of the DFAS compilation of record system notices also apply to this system. 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); 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: Maintained in paper files, on computer magnetic tapes and computer paper printouts, and on microfiche. Retrievability: By name and Social Security Number. Safeguards: As a minimum, records are accessed by person(s) responsible for servicing, and authorized to use, the record system in performance of their official duties who are properly screened and cleared for need to know. Retention and disposal: Disposition pending. Until the National Archives and Records Administration has approved the disposition, records will be treated as permanent. System manager(s) and address: Deputy Director for Finance Operations, Code F, Defense Finance and Accounting Service-Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Finance and Accounting Service-Cleveland Center, 1240 Ninth Street, Cleveland, OH 44199-2055. Individuals should provide sufficient proof of identity, such as name, Social Security Number, or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Officer, Defense Finance and Accounting Service- Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055. Individuals should provide sufficient proof of identity, such as name, Social Security Number, or other information verifiable from the record itself. Contesting record procedures: The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Privacy Act Officer at any DFAS Center. Record source categories: Information is obtained from the member, spouse, next-of-kin, survivors, and automated system interfaces with other pay systems. Exemptions claimed for the system: None. T7290 System name: Nonappropriated Fund Accounts Receivable System. System location: Director, Defense Finance and Accounting Service-Indianapolis Center, Director for Support Activity, 8899 East 56th Street, Indianapolis, IN 46249-2130. Categories of individuals covered by the system: Current and past users of nonappropriated fund instrumentalities (NAFI) whose accounts show balances other than zero; persons using Post billeting facilities on a fee paid basis (bachelor officer quarters, visitor officer quarters and guest house facilities) and persons no longer using such facilities whose accounts have other than zero balances; any individual having a statement of account for the billing period, individuals occupying government housing at any military installation; individual class B telephone subscribers; members, customers or civilians having 30-day credit terms for charge sales and/or dues obligations to NAF activities; all persons whose accounts have been dishonored by banking institutions and their checks returned to NAF activities; and individuals who have cash loans charged to their accounts and any other debtor to a nonappropriated fund instrumentality (NAFI). Categories of records in the system: Individual's name, Social Security Number, and rank; amount of charges, billings of items or services furnished; subsidiary ledgers containing detail of services billed and paid by individual; work order forms; invoice listings; monthly receipt vouchers; date and method of payment; file of billings associated with returned/ dishonored checks; and other documents relevant for agency purposes. Authority for maintenance of the system: 5 U.S.C. 5514; 26 U.S.C. 6103(m)(2); 31 U.S.C. 3511, 3512, 3513, 3514, 3701, 3711, 3716, 3720; and E.O. 9397 (SSN). Purpose(s): To maintain current rosters as subsidiary records for accounts receivable and cash accountability control; to provide monthly statements to customers; to provide ledger balances for activity financial statements; to prepare aged listing of accounts receivable, 30, 60, and 90 days; to answer inquiries of members on account status and specific transactions; to permit collection of debts owed to a nonappropriated fund instrumentality. Records in this system of records are subject to use in authorized approved computer matching programs regulated under the Privacy Act of 1974 (5 U.S.C. 552a), as amended, for debt collection. Routine uses of records maintained in the system, including categories of users and purposes of such users: 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 Accounting Office, the Department of the Treasury, Financial Management, and the Department of Justice for collection action for any delinquent account when circumstances warrant. To a commercial credit reporting agency for the purpose of either adding to a credit history file or obtaining a credit history file for use in the administration of a debt collection. To a debt collection agency for the purpose of collection services to recover indebtedness owed to a DoD nonappropriated fund instrumentality. To any other Federal agency for the purpose of effecting salary offset procedures under the provisions of 5 U.S.C. 5514, against a person employed by that agency when any creditor DoD nonappropriated fund instrumentality has a claim against the person. To any other Federal agency including, but not limited to, the Internal Revenue Service and Office of Personnel Management for the purpose of effecting an administrative offset as defined at 31 U.S.C. 3701, of a debt. To the Internal Revenue Service under the provision of 31 U.S.C. 3711(g)(9) to offset a tax refund due the taxpayer to collect or to compromise a Federal claim against the taxpayer. To the Internal Revenue Service under the provisions of 26 U.S.C. 6103(m)(2) to obtain the mailing address of a taxpayer for the purpose of locating such taxpayer to collect or to compromise a Federal claim against the taxpayer. Note: Disclosure of a mailing address from the IRS may be made only for the purpose of debt collection, including to a debt collection agency in order to facilitate the collection or compromise of a Federal claim under the Debt Collection Act of 1982, except that a mailing address to a consumer reporting agency is for the limited purpose of obtaining a commercial credit report on the particular taxpayer. Any such address information obtained from the IRS will not be used or shared for any other DoD purpose or disclosed to another Federal, state or local agency which seeks to locate the same individual for its own debt collection purpose. To any other Federal, state or local agency for the purpose of conducting an authorized computer matching program to identify and locate delinquent debtors for recoupment of debts owed a DoD nonappropriated fund instrumentality. Any information in this system concerning an individual may be disclosed to a creditor Federal agency requesting assistance for the purpose of initiating debt collection action by way of a salary or administrative offset or tax refund offset against the individual. The DoD `Blanket Routine Uses' set forth at the beginning of the DFAS compilation of system of records notices also apply to this system. Disclosure to consumer reporting agencies: Disclosure 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 (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). The purpose of the 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); the amount, status, and history of the claim; and the agency or program under which the claim arose. Policies and practices for storing, retrieving, accessing, retaining, disposing and reporting of records in the system: Storage: Magnetic tapes and/or discs by account in numerical and alphabetical order; computer hard copy printouts filed in binders; copies of statements filed in folders. Retrievability: By customer name and Social Security Number. Safeguards: Records are maintained in lock-type cabinets within storage areas accessible only to authorized personnel. Personnel having access are limited to those having an official need-to-know who have been trained in handling personal information subject to the Privacy Act. Retention and disposal: Disposition pending (until NARA has approved the retention and disposal schedule, treat records as permanent). System manager(s) and address: Director for Support Activity, Defense Finance and Accounting Service--Indianapolis Center, ATTN: DFAS-IN/AQ, COL 337R, 8899 East 56th Street, Indianapolis, IN 46249-2130. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the custodian of nonappropriated funds activities at the installation where record is believed to exist. Official mailing addresses are available from the System manager. Individual should furnish their full name, Social Security Number, and account number. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the custodian of nonappropriated funds activities at the installation where record is believed to exist. Official mailing addresses are available from the System manager. Individual should furnish their full name, Social Security Number, and account number. Contesting record procedures: The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Privacy Act Officer at any DFAS Center. Record source categories: From daily transaction registers/journals received from billeting officer, signal officer, and/or club officers; from the Department of the Treasury and the Defense Manpower Data Center. Exemptions claimed for the system: None. T7332 System name: Defense Debt Management System. System location: Primary location: Defense Finance and Accounting Service-Denver Center, 6760 East Irvington Place, Denver, CO 80279-8000. Defense Finance and Accounting Service-Indianapolis Center, 8899 East 56th Street, Indianapolis, IN 46249-1460; Defense Finance and Accounting Service-Columbus Center, 4280 East 5th Avenue, Building 3, Columbus, OH 43218-2317; Defense Finance and Accounting Service-Cleveland Center, 1240 East 9th Street, Cleveland, OH 44199-2056; Defense Finance and Accounting Service-Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197-0001; Defense Accounting Offices at military bases and at National Guard activities, and Reserve units of all the military services. Official mailing address can be obtained from the Chief, Debt Management Systems Division, Directorate of Debt and Claims Management, Defense Finance and Accounting Service-Denver Center, 6760 East Irvington Place, Denver, CO 80279-8000. Categories of individuals covered by the system: Contractors and individuals who are indebted to a Department of Defense (DoD) agency that have transferred debts to the Defense Debt Management System serviced by the Defense Finance and Accounting Service. EXCLUSION: This system does not include individuals or contractors who are indebted to a DoD agency and who have been identified as currently receiving pay from DoD. Categories of records in the system: Information varies depending on the debtor and the related history of debt collection activity. Normally, the name, taxpayer identification number, address, amount of debt or delinquent amount, basis of the debt, date debt arose, office referring debt, collection efforts, credit reports, debt collection letters, and correspondence to or from the debtor relating to the debt. Correspondence with employing agencies of debtors requesting that action begin to collect the delinquent debt through voluntary or involuntary offset procedures against the employees' salary or compensation due a retiree. Correspondence with other agencies requesting offset from payments due the debtor. These records may include individuals name, rank, date of birth, Social Security Number, debt amount documentation establishing overpayment status, military pay records, financial status affidavits, credit references, and substantiating documents such as military pay orders, pay adjustment authorizations, military master pay account printouts, records of travel payments, financial record data folders, miscellaneous vouchers, debtor financial records, credit reports, promissory notes, and debtor financial statements. Information on U. S. Treasury Department, Internal Revenue Service (IRS) and General Accounting Office (GAO) inquiries, judicial proceedings regarding bankruptcy, pay account histories, and token payment information. Applications for waiver of erroneous payment or for remission of indebtedness with supporting documents including statements of financial status (personal income and expenses), statements of commanders or Defense Accounting Officers, correspondence with members and employees, or overpayments of Survivor Benefit Plan (SBP) benefits. Delinquent accounts receivable from field Defense Accounting Officers including returned checks, medical services billings, collection records, and summaries of military investigations. Reports from probate courts regarding estates of deceased members. Reports from bankruptcy courts regarding claims of the U.S. Government against debtors. Correspondence between contracting officer, administrative contracting officer, or a DFAS center and contractor, that terminates a contract, demands payment, and establishes debt, and any other related papers. Authority for maintenance of the system: 5 U.S.C. 301, 5512, 5513, 5514, and 5584; 10 U.S.C. 1442, 1453, 2774, 2775, 9835; 31 U.S.C. 3325, 3342, 3526, 3702, 3711, 3716-3718; 32 U.S.C. 710, 716; 37 U.S.C. 1007(c); 40 U.S.C. 721, 723, 725, 726, 727, 728, 729; 49 U.S.C. 3101 Chapter 1 et. seq.; Pub.L. 97-365, as amended by Pub.L. 104-134; Pub.L. 89-508; E.O. 9397 (SSN); and DoD 7000.14-R, Department of Defense Financial Management Regulation, Volume 5, Part Two. Purpose(s): For the administrative management and collection of all delinquent debts, including past due loan payments, overpayments, fines, interest, penalties, fees, damages, leases, sales of real or personal property, etc., due to the DoD and debts due to other Federal departments and agencies of the U.S. Government that may be referred to the DoD for collection. To provide for the implementation of the salary offset (SOL is 10 years) provisions of 5 U.S.C. 5514, the administrative offset provisions of 31 U.S.C. 3711 and 3716-3718 and the provisions of the Federal Claims Collection Standards (FCCS), which applies to personal debts. To permit collection of delinquent claims and debts owed to the U.S. Government under any program or service administered by any creditor DoD operating administration or component thereof. To maintain and distribute a list of contractors indebted to the U.S. Government, and to initiate collection against a contractor which is indebted to the U.S. Government, and to determine whether judicial proceedings should be initiated against the contractor. Guidance regarding contract debts is contained in the Federal Acquisition Regulation, and the Financial Management Regulation (DoD 7000.14-R), volume 10. To determine the validity of waivers or to make referrals to the Government Accounting Office (GAO). To maintain records of investigations conducted for the purpose of confirmation, cancellation, and remission of debt, waivers, and other determinations regarding the accuracy and validity of a debt. All records in this system are subject to use in authorized computer matching programs within DoD and with other Federal agencies or non-Federal agencies as regulated by the Privacy Act of 1974 (5 U.S.C. 552a) as amended. 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 U.S. General Accounting Office (GAO), the Department of Justice, and the United States Attorney General, or other Federal agencies for further collection action on any delinquent account when circumstances warrant. To commercial credit reporting agencies for the purpose of either adding to a credit history file on an individual or business entity for use in the administration of debt collection. Delinquent debt information may be furnished for purposes of providing an inducement for debtors to pay their obligations to the Federal government. To any Federal agency where the debtor is employed or receiving some type of payment for the purpose of enabling that agency to collect a debt owed the U.S. Government on behalf of the agency by counseling the debtor for voluntary repayment or by initiating administrative or salary offset procedures under the provisions of the Debt Collection Act of 1982 (Pub.L. 97-365, as amended by Pub.L. 104-134). To any other Federal agency including, but not limited to the Internal Revenue service (IRS) pursuant to 31 U.S.C. 3720A, for the purpose of effecting an administrative offset against the debtor for a delinquent debt owed the U.S. Government by the debtor. To the Department of Veteran Affairs for administration of laws pertaining to veterans' benefits. To any other Federal agency for the purpose of administrative offset of a debt, including but not limited to the Office of Personnel Management for personnel management functions, or the IRS to obtain a mailing address of a taxpayer for the purpose of locating such taxpayer to collect or compromise a Federal claim against the taxpayer pursuant to 26 U.S.C. 1603(m)(2) and in accordance with 31 U.S.C. 3711, 3217, and 3718; to obtain locator status for delinquent accounts receivable; to report write-off amounts as taxable income as pertains to amounts compromised and accounts barred from litigation due to age; and to provide for offset of tax refunds. To any other Federal, state, or local agency for the purpose of conducting an authorized computer matching program to identify and locate delinquent debtors for recoupment of debts owed the DoD or one of its components. To commercial collection agencies for the purpose of collection services to recover moneys owed to the U.S. Government. To publish or otherwise publicly disseminate information regarding the identity of the debtor and the existence of the nontax debt, subject to review by the Secretary of the Treasury. The `Blanket Routine Uses' published at the beginning of the DFAS compilation of record system notices also apply to this system. 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); 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: Records are maintained on computer disks, magnetic tape, microfiche, and paper file folders. Computer disks, magnetic tape, microfiche, and paper file folders. Retrievability: Retrieved by name, Taxpayer Identification Number, other identification number or system identifier, or name of accountable disbursing office in whose custody the public funds were entrusted when the debt arose. Safeguards: Records are accessed by the custodian of the record system and by personnel responsible for servicing the record system in performance of their official duties. Records are stored in locked cabinets or rooms, or in guarded buildings. Retention and disposal: All cases will remain active until settled by full payment, waiver or write-off. The system contains records requiring a retention period of up to 10 years after final action. Records are retired to National Records Centers. Destruction is accomplished by tearing, shredding, pulping, macerating, or burning. System manager(s) and address: Chief, Debt Management Systems Division, Directorate of Debt and Claims Management, Defense Finance and Accounting Service - Indianapolis Center, 8899 East 56th Street, Indianapolis, IN 46249- 1460; Chief, Debt Management Systems Division, Directorate of Debt and Claims Management, Defense Finance and Accounting Service - Columbus Center, 4280 East 5th Avenue, Building 3, Columbus, OH 43218-2317; Chief, Debt Management Systems Division, Directorate of Debt and Claims Management, Defense Finance and Accounting Service - Cleveland Center, 1240 East 9th Street, Cleveland, OH 44199-2056; Chief, Debt Management Systems Division, Directorate of Debt and Claims Management, Defense Finance and Accounting Service - Denver Center, 6760 East Irvington Place, Denver, CO 80279-8000; Chief, Debt Management Systems Division, Directorate of Debt and Claims Management, Defense Finance and Accounting Service - Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197-0001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Privacy Act Officer at the appropriate DFAS Center identified under `System manager'. Individual should furnish name, taxpayer identification number (Social Security Number), or other identifying information verifiable from the records. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Officer at the appropriate DFAS Center identified under `System manager'. Individual should furnish name, taxpayer identification number (Social Security Number), or other information verifiable from the records itself. Contesting record procedures: The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Privacy Act Officer at any DFAS Center. Record source categories: Records are obtained from the debtor, DFAS centers, other DoD organizations, and agencies of Federal state, and local governments, as applicable or appropriate for processing the case. Exemptions claimed for the system: None. T7332c System name: Bankruptcy Processing Files. System location: Defense Finance and Accounting Service - Indianapolis Center, 8899 E. 56th Street, Indianapolis, IN 46249-0001. Defense Finance and Accounting Service - Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055. Defense Finance and Accounting Service - Denver Center, 6760 East Irvington Place, Denver, CO 80279-5000. Defense Finance and Accounting Service - Columbus Center, 4280 East 5th Avenue, Columbus, OH 43219-1879. Defense Finance and Accounting Service - Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197-0001. Categories of individuals covered by the system: Army, Air Force, Marine, and Navy military members, and Department of Defense civilian employees for whom bankruptcy notice has been received. Employees of the Executive Office of the President for whom bankruptcy notice has been received. Categories of records in the system: Individual's court notices, financial statements, certificates for deductions; agreements, military pay vouchers, correspondence between DFAS General Counsel and subordinate units, United States Attorneys, United States District Courts, and other Government agencies relevant to the proceeding. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 137; 11 U.S.C. 101 et. seq.; 31 U.S.C. 3711 and E.O. 9397 (SSN). Purpose(s): To maintain such information pertaining to individuals who have filed for bankruptcy so that the Department of Defense may take appropriate action, either as an employer or a creditor, to protect its legal obligations and interests arising out of, or as a result of, the bankruptcy proceeding. 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 Executive and Judicial Branch entities to provide necessary and appropriate information for purposes related to, or in furtherance of, judicial or administrative proceedings involving an individual who has filed for bankruptcy. The `Blanket Routine Uses' published at the beginning of the DFAS compilation of systems of records notices apply to this system. 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, 15 U.S.C. 1681a(f) or the Federal Claims Collection Act of 1966, 31 U.S.C. 3701(a)(3). The disclosure is limited to information necessary to establish the identity of the individual, including name, address, and taxpayer identification number (Social Security Number); 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. Retrievability: Filed by individual's name and/or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing and authorized to use the record system in performance of their official duties who are properly screened and cleared for need-to-know. Additionally, at some Centers, records are in office buildings protected by guards and controlled by personnel screening and visitor registers. Retention and disposal: Records are retained for 6 years after conclusion of bankruptcy proceedings and then destroyed. System manager(s) and address: Assistant General Counsel, Defense Finance and Accounting Service - Columbus Center, 4280 East 5th Avenue, Columbus, OH 43219-1879; Assistant General Counsel, Defense Finance and Accounting Service - Indianapolis Center, 8899 E. 56th Street,Indianapolis, IN 46249- 0001; Assistant General Counsel, Defense Finance and Accounting Service - Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055; Assistant General Counsel for Garnishment Operations, Defense Finance and Accounting Service - Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-8002; Assistant General Counsel, Defense Finance and Accounting Service - Denver Center, 6760 East Irvington Place, Denver, CO 80279-5000; Assistant General Counsel, Defense Finance and Accounting Service - Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197- 0001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Officer at the appropriate DFAS Center. Individuals should provide name and Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Officer at the appropriate DFAS Center. Individuals should provide name and Social Security Number. Contesting record procedures: The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Privacy Act Officer at any DFAS Center. Record source categories: From courts, Government records, and similar documents and sources relevant to the proceeding. Exemptions claimed for the system: None. T7333 System name: Travel Payment System. System location: Defense Finance and Accounting Service, Finance Directorate (Travel Programs and Services Division), 1931 Jefferson Davis Highway, Room 416, Arlington, VA 22240-5291. Categories of individuals covered by the system: DoD civilian personnel; active, former, and retired military members; military reserve personnel; Army and Air National Guard personnel; Air Force Academy nominees, applicants, and cadets; dependents of military personnel; and foreign nationals residing in the United States all in receipt of competent government travel orders. Categories of records in the system: Travel vouchers and subvouchers; travel allowance payment lists; travel voucher or subvoucher continuation sheets; vouchers and claims for dependent travel and dislocation or trailer allowances; certificate of non-availability of government quarters and mess; multiple travel payments list; travel payment card; requests for fiscal information concerning transportation requests; bills of lading; meal tickets; public vouchers for fees and claim for reimbursement for expenditures on official business; claim for fees and mileage of witness; certifications for travel under classified orders; travel card envelopes; and statements of adverse effect utilization of government facilities. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; DoD 7000.14-R, Volume 9; and E.O. 9397 (SSN). Purpose(s): To provide a basis for reimbursing individuals for expenses incident to travel for official Government business purposes and to account for such payments. 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 Internal Revenue Service to provide information concerning the pay of travel allowances which are subject to federal income tax. The `Blanket Routine Uses' published at the beginning of the DFAS compilation of systems of records notices apply to this system. 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, 15 U.S.C. 1681a(f) or the Federal Claims Collection Act of 1966, 31 U.S.C. 3701(a)(3). The purpose of the 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); 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: Records are maintained in file folders, card files, notebooks, binders, visible file binders, cabinets, magnetic tape, cassettes, and computer printouts. Retrievability: Retrieved by individual's name and/or Social Security Number. Safeguards: Records are accessed by person(s) responsible for servicing the record, and who are authorized to use the record system in the performance of their official duties. All individuals are properly screened and cleared for need-to-know. Additionally, at some Centers, records are in office buildings protected by guards and controlled by screening of personnel and registering of visitors. Retention and disposal: Disposition pending (until NARA disposition is approved, treat as permanent). System manager(s) and address: Director, Financial Services Directorate, Defense Finance and Accounting Service, Finance Directorate, 1931 Jefferson Davis Highway, Arlington, VA 22240-5291. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Director, Financial Services Directorate, Defense Finance and Accounting Service-Columbus Center, 4280 E. 5th Avenue, Building 6, Columbus, OH 43218-2317. Individuals should furnish full name, Social Security Number, current address, and other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves in this system of records should address written inquiries to the Director, Financial Services Directorate, Defense Finance and Accounting Service-Columbus Center, 4280 E. 5th Avenue, Building 6, Columbus, OH 43218-2317. Individuals should furnish full name, Social Security Number, current address, and other information verifiable from the record itself. Contesting record procedures: The DFAS rules for accessing records and for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Privacy Act Officer at any DFAS Center. Record source categories: Information is obtained from the individual traveler, related voucher documents, Defense Accounting Officers; and other DoD Components. Exemptions claimed for the system: None. T7335 System name: Defense Civilian Pay System (DCPS). System location: Defense Finance and Accounting Service-Denver Finance Center, 6760 East Irvington Place, Denver, CO 80279-5000. Defense Finance And Accounting Service-Pensacola Operation Location, Civilian Pay Directorate, Code P, 130 West Avenue, Suite A, Pensacola, FL 32508-5120. Defense Finance and Accounting Service-Charleston Operating Location, Civilian Pay Directorate, Code P, 1545 Truxtun Avenue, Charleston, SC 29405-1968. Defense Finance and Accounting Service, Systems Engineering Organization Pensacola, 250 Raby Avenue, Building 801, Pensacola, FL 32509-5128. Director, Area Command Mechanicsburg, 5450 Carlisle Pike, Building 309, Mechanicsburg, PA 17055-0975. Categories of individuals covered by the system: All DoD civilian employees paid by appropriated funds and employees of the Executive Office of the President who are paid by the Defense Finance and Accounting Service's consolidated civilian payroll offices. Categories of records in the system: Individual's pay and leave records; source documents for posting of time and leave attendance; individual retirement deduction records, source documents, and control files; wage and separation information files; health benefit records; income tax withholding records; allowance and differential eligibility files, such as, but not limited to clothing allowances and night rate differentials; withholding and deduction authorization files, such as, but not limited to federal income tax withholding, insurance and retirement deductions; accounting documents files, input data posting media, including personnel actions affecting pay; accounting and statistical reports and computer edit listings; claims and waivers affecting pay; control logs and collection/disbursement vouchers; listings for administrative purposes, such as, but not limited to health insurance, life insurance, bonds, locator files, and checks to financial institutions; correspondence with the civilian personnel office, dependents, attorneys, survivors, insurance companies, financial institutions, and other governmental agencies; leave and earnings statements; separation documents; official correspondence; federal, state, and city tax reports and tapes; forms covering pay changes and deductions; and documentation pertaining to garnishment of wages. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. Chapter 53, 55, and 81; and E.O. 9397 (SSN). Purpose(s): The records are used to accurately compute individual employees pay entitlements, withhold required and authorized deductions, and issue payments for amounts due. Output products are forwarded as required to the subject matter areas to ensure accurate accounting and recording of pay to civilian employees. These records and related products are also used to verify and balance all payments, deductions, and contributions with the DD Form 592 (Payroll for Personal Services Certification and Summary) in the DFAS civilian pay office and other applicable subject matter areas, and to report this information to the recipients and other government and nongovernment agencies. Records are also used for extraction or compilation of data and reports for management studies and statistical analyses for use internally or externally as required by DoD or other government agencies. All records in this system are subject to use in authorized computer matching programs within the Department of Defense and with other Federal agencies or non-Federal agencies as regulated by the Privacy Act of 1974, as amended, (5 U.S.C. 552a). 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: Federal Reserve Banks under procedures specified in 31 CFR part 210 for health benefit carriers to ensure proper credit for employee- authorized health benefit deductions; Officials of labor organizations recognized under E.O. 11491 and E.O. 11636, as amended, when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting working conditions (including disclosure of reasons for non-deduction of dues, if applicable); To the U.S. Treasury, to maintain cash accountability; To the Internal Revenue Service to record withholding and social security information; To the Bureau of Employment Compensation to process disability claims; To the Social Security Administration and Office of Personnel Management to credit the employee's account for Federal Insurance Contributions Act or Civil Service Retirement withheld; To the National Finance Center, Office of Thrift Savings Plan for participating employees; To state revenue departments to credit employee's state tax withholding; To state employment agencies which require wage information to determine eligibility for unemployment compensation benefits of former employees; To city revenue departments of appropriate cities to credit employees for city tax withheld; To any agency or component thereof that needs the information for proper accounting of funds, such as, but not limited to the Office of Personnel Management to assist in resolving complaints, grievances, etc. and to compute Civil Service Retirement annuity. To Federal, State, and local agencies for the purpose of conducting computer matching programs as regulated by the Privacy Act of 1974, as amended (5 U.S.C. 552a). The ``Blanket Routine Uses'' published at the beginning of the DFAS compilation of systems of records notices also apply to this system. 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 (15 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); 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: Maintained in file folders, notebooks/binders, and visible file binders/cabinets; in card files; in computers and computer output products; and on microform such as microfiche or microfilm. Retrievability: Retrieved by name, Social Security Number, civilian payroll number, or other identification number or system identifier (Unit Identification Code, Submitting Office Number, Accountable Disbursing Station Symbol Number). Safeguards: As a minimum, records are accessed by person(s) responsible for servicing and authorized to use the record system in the performance of their official duties who are properly screened and cleared for need to know. Additionally, at some Centers, records are in office buildings protected by guards and controlled by the screening of personnel and the registration of visitors. Retention and disposal: Disposition pending (until NARA disposition is approved, treat as permanent). System manager(s) and address: Program Manager, Defense Finance and Accounting Service- Headquarters, ATTN: DFAS-HQ/FMP-SMO, 250 Raby Avenue, Building 801, Pensacola, FL 32509-5128. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Officer at the appropriate DFAS Center. Individual should furnish full name, Social Security Number, current address, and telephone number. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Officer at the appropriate DFAS Center. Individuals should provide full name, Social Security Number, or other information verifiable from the record itself. Contesting record procedures: The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Privacy Act Officer at any DFAS Center. Record source categories: Information is obtained from previous employers, financial institutions, medical institutions, automated systems interfaces, state or local governments, and from other DoD components and other Federal agencies such as, but not limited to, Social Security Administration, Internal Revenue Service, state revenue departments, State Department, and Department of Defense components (including the Department of the Air Force, Army, or Navy, or Defense agencies); correspondence with attorneys, dependents, survivors, or guardians may also furnish data for the system. Exemptions claimed for the system: None. T7340 System name: Defense Joint Military Pay System-Active Component. System location: Air Force military member records are located at the Defense Accounting and Finance Service - Denver Center, 6760 East Irvington Place, Denver, CO 80279-3000. Army military member records are located at the Defense Finance and Accounting Service - Indianapolis Center, 8899 E. 56th Street, Indianapolis, IN 46249-0001. Navy military member records are located at the Defense Finance and Accounting Service - Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055. Marine Corps military member records are located at the Defense Finance and Accounting Service - Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197-0001. Categories of individuals covered by the system: Active duty military members and their dependents; retired and separated military personnel; officers of the Air Reserve, Army Reserve, and Air National Guard on extended active duty; officers and airmen of the Air Reserve and Air National Guard on active duty where strength accountability remains with the reserve component; individuals to whom active duty military personnel authorize a direct payment of a portion of their pay; military academy cadets; Navy Reserve on extended active duty; Armed Forces Health Professional Scholarship Program (AFHPSP) students; former armed forces personnel who are entitled to receive either voluntary separation incentive (VSI) or special separation benefit (SSB). Categories of records in the system: Types of records: Master individual military pay accounts; wage and tax summaries; leave and earnings statements; Basic Military Training master record; and other generated records substantiating or authorizing Active Component military pay and allowance entitlement, deduction, or collection actions. Pay Entitlement and Allowances: Base pay; allowances (such as basic allowance for subsistence, basic allowance for quarters, family separations, clothing maintenance, and monetary allowances); death gratuities; time-in-service; special compensation for positions such as medical, dental, veterinary, and optometry; special pay and bonus, such as foreign duty, proficiency, hostile fire, and diving duty; incentive pay such as flying duty, parachute duty, and submarine duty; and other entitlement in accordance with the DoD Pay and Allowance Entitlement Manual. Personnel and entitlement data necessary for payment of Voluntary Separation Incentive or SSB, including member's full name, Social Security Number, pay grade, branch of service, payment address, Form W-2 address, federal and state tax withholding data (Forms W-2 and W-4), and annual installment amount. Deductions From Pay Federal and State income tax withholding rate and amount (including authorization control files), withholding for Federal Insurance Contributions Act (FICA), Serviceman's Group Life Insurance deductions, allotments (including allottee name and address, amount, term (in months), and account or policy number), bond authorizations (including bond owner and co-owner/beneficiary names and Social Security Numbers, and recipient's address), and indebtedness and collections. Other Pay Information: Name, pay grade, Social Security Number, check issue, pay dates, leave account, payment address, and Form W-2 address. Duty Status: Status adjustments relating to leave, entrance on active duty, absent without leave, confinement, desertion, sick, injured, mentally incompetent, missing, interned, promotions and demotions, and separation document code; and Armed Forces Health Professions Scholarship Program gain. Personnel Information: Rank; enlistment contract or officer acceptance form identification; duty information (duty station, personnel assignment, and unit); security investigation; test scores; language proficiency; military and civilian off-duty education; training; awards; combat tours; aviation, pilot, and flying time data; lineal precedence number; limited duty officer/warrant officer footnote; temporary active duty data; power of attorney; years in service; promotional data. Personal Information: Date of birth, citizenship, marital status, home of record, dependent information, record of emergency data, population group, sex, ethnic group, and health care coverage. Supporting Documentation: Includes, but is not limited to, travel orders and requests; payroll attendance lists and rosters; document records establishing, supporting, reducing, or canceling entitlement; certificates and statements changing address, name, military assignment, and other individual data necessary to identify and provide accurate and timely military pay and performance credit; allotment start, stop, or change records; declarations of benefits and waivers; military pay and personnel orders; medical certifications and determinations; death and disability documents; check issuing and cancellation records and schedules; payroll vouchers; money lists and accounting records; pay adjustment authorization records; system input certifications; member indebtedness and tax levy documentation; earnings statements; employees' wage and tax reports and statements; casual payment authorization and control logs; and other documentation authorizing or substantiating Active Component military pay and allowances, entitlement, deductions, or collections. Also inquiry files, sundry lists, reports, letters, correspondence, and rosters including, but not limited to, Congressional inquiries, Internal Revenue Service notices and reports, state tax and insurance reports, Social Security Administration reports, Department of Veterans Affairs reports, inter-DoD requests, Treasury Department reports, and health education and institution inquiries. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 37 U.S.C.; and E.O. 9397 (SSN). Purpose(s): To ensure accurate and timely military pay and allowances to active component military members (including those who are enrolled at a military academy and those who participate in voluntary separation pay, Armed Forces Health Professions Scholarship Program, basic military trainees or payment to a financial organization through electronic fund transfer program (including allotments and issuance and cancellation of United States treasury checks and bonds)); to document and account for military pay and allowance disbursements and collections; to verify and account for system input transactions; to identify, correct, and collect overpayment; to establish, control, and maintain member indebtedness notices and levies; and to provide timely, complete master individual pay account review; and to provide internal and external managers with statistical and monetary reports and to maintain a record of related personnel data. 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 Treasury Department to provide information on check issues and electronic funds transfers. To the Internal Revenue Service to report taxable earnings and taxes withheld, accounting, and tax audits, and to compute or resolve tax liability or tax levies. To federal, state, and local agencies to conduct computer matching programs regulated by the privacy act of 1974, for those programs authorized by law. To the Social Security Administration to report earned wages by members for the Federal Insurance Contribution Act (FICA), accounting or tax audits, and death notices. To the Department of Veterans Affairs to report compensation, waivers, and audits, life insurance accounting, disbursement and benefit determinations, and death notices. To the American Red Cross and military relief societies to assist military personnel and their dependents in determining the status of monthly pay, dependents' allotments, loans, and related financial transactions; and to perform other relief-related duties as requested by the service member. To Federal Reserve banks to distribute payments made through the direct deposit system to financial organizations or their processing agents authorized by individuals to receive and deposit payments in their accounts. The `Blanket Routine Uses' published at the beginning of the DFAS compilation of systems of records notices also apply to this system. 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); 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: Data is recorded on magnetic tapes and disks, computer printouts, computer output products (microform and reports); file folders, notebooks, binders, card files, and bulk storage, and other documents. Retrievability: Information is retrieved by name and Social Security Number. Safeguards: As a minimum, records are accessed by the person(s) responsible for servicing and authorized to use the record system in performance of their official duties, and who are properly screened and cleared for need-to-know. Additionally, at some centers, records are in office buildings protected by guards and controlled by personnel screening and visitor registers. Retention and disposal: Disposition pending. System manager(s) and address: For Air Force military members, the system manager is the Director Military Pay, Defense Finance and Accounting Service - Denver Center, 6760 East Irvington Place, Denver, CO 80279-1500. For the Army military members, the system manager is the Director Military Pay, Defense Finance and Accounting Service - Indianapolis Center, 8899 E. 56th Street, Indianapolis, IN 46249-0001. For the Navy military members, the system manager is the Director Military Pay, Defense Finance and Accounting Service - Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055. For the Marine Corps military members, the system manager is the Director Military Pay, Defense Finance and Accounting Service - Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197- 0001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act Officer at the appropriate DFAS Center. Individual should furnish full name, Social Security Number, current address, and telephone number. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Privacy Act Officer at the appropriate DFAS Center. Individual should furnish full name, Social Security Number, current address, and telephone number. Contesting record procedures: The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Privacy Act Officer at any DFAS Center. Record source categories: Individual members; DoD staff and field installations; recruiting, disbursing, and administrative offices; allotment and bond authorization forms; Social Security Administration, Treasury Department, Internal Revenue Service, Department of Veterans Affairs, and other federal agencies; financial, medical, and educational institutions; DoD Components; the on-line Allotment/Bond Authorization process, and the End-User Computer Equipment (EUCE); and state and local government agencies. Exemptions claimed for the system: None. T7346 System name: Defense Joint Military Pay System-Reserve Component. System location: Navy reserve military member records are located at the Defense Finance and Accounting Service - Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055. Air Force reserve military member records are located at the Defense Finance And Accounting Service - Denver Center, 6760 East Irvington Place, Denver, CO 80279-5000. Army reserve military member records are located at the Defense Finance and Accounting Service - Indianapolis Center, 8899 E. 56th Street, Indianapolis, IN 46249-0001. Marine Corps reserve military member records are located at the Defense Finance and Accounting Service - Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197-0001. Categories of individuals covered by the system: Active Air Reserve and Air National Guard Forces in a military pay status. U.S. Army Reserve and National Guard members in a military pay status. Marine Corps reservists in the Selected, Individual Ready, Standby, and Fleet Marine Corps Reserve categories. Active Naval reservists in pay and non-pay drill units. Naval Reserve Officer Training Corps students. Reserve military on extended active duty are covered under the Defense Joint Military Pay System-Active Component. Categories of records in the system: Types of Records: Master individual military pay accounts; wage and tax summaries; leave and earnings statements; and other generated records substantiating or authorizing Reserve Forces military pay and allowance entitlement, deduction, or collection actions. Pay Entitlements and Allowances: Base pay; allowances (such as basic allowance for subsistence, basic allowance for quarters, family separations, clothing maintenance and monetary allowances); special compensation for positions such as medical, dental, veterinary, and optometry; special pay and bonus, such as foreign duty, proficiency, hostile fire, and diving duty; incentive pay such as flying duty, parachute duty, and submarine duty; and other entitlements in accordance with the DoD Financial Management Regulations, Volume 7A. Deductions From Pay: Federal and state income tax withholding rate and amount (including authorization control files), withholding for Federal Insurance Contributions Act (FICA), Serviceman's Group Life Insurance deductions, allotments (including allottee name and address, amount, term (in months), and account or policy number), bond authorizations (including bond owner and co-owner/beneficiary names and Social Security Numbers, and recipient's address), and indebtedness and collections. Other Pay Information: Name, pay grade, Social Security Number, Reserve Forces calendar day performances (drill record), check issue, pay dates, leave account, payment address, and Form W-2 address. Duty Status: Status adjustments relating to leave, entrance on active duty, absent without leave, confinement, desertion, sick or injured, mentally incompetent, missing, interned, promotions and demotions, and separation document code. Personnel Information: Rank; enlistment contract or officer acceptance form identification; duty information (duty station, personnel assignment, and unit); security investigation; test scores; language proficiency; military and civilian off-duty education; training; awards; combat tours; aviation, pilot, and flying time data; lineal precedence number; limited duty officer/warrant officer footnote; temporary active duty data; power of attorney; years in service; promotional data. Personal Information: Date of birth, citizenship, marital status, home of record, dependent information, record of emergency data, population group, sex, ethnic group, and health care coverage. Supporting Documentation: Includes, but is not limited to, travel orders and requests; payroll attendance lists and rosters; document records establishing, supporting, reducing, or canceling entitlements; certificates and statements changing address, name, military assignment, and other individual data necessary to identify and provide accurate and timely Air Reserve Forces military pay and performance credit; allotment start, stop, or change records; declarations of benefits and waivers; military pay and personnel orders; medical certifications and determinations; death and disability documents; check issuing and cancellation records and schedules; payroll vouchers; money lists and accounting records; pay adjustment authorization records; system input certifications; member indebtedness and tax levy documentation; earnings statements; employees' wage and tax reports and statements; casual payment authorization and control logs; and other documentation authorizing or substantiating Reserve Forces military pay and allowances, entitlements, deductions, or collections. Also inquiry files, sundry lists, reports, letters, correspondence, and rosters including, but not limited to, Congressional inquiries, Internal Revenue Service notices and reports, state tax and insurance reports, Social Security Administration reports, Department of Veterans Affairs reports, Treasury Department reports, inter-DoD requests, and health education and institution inquiries. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapter 11; 37 U.S.C.; and E.O. 9397 (SSN). Purpose(s): To ensure accurate and timely pay and allowances to Active Reserve component military members (including those who participate in Voluntary Separation Incentive, Armed Forces Health Professional Scholarship Program, Basic Military Training, and Naval Reserve Officers Training Corps programs) or payment to a financial organization through electronic fund transfer program (including allotments and issuance and cancellation of United States treasury checks and bonds); to document and account for reserve military pay and allowance disbursements and collections; to verify and account for system input transactions; to identify, correct, and collect overpayments; to establish, control, and maintain member indebtedness notices and levies; to provide timely, complete master individual pay account review; to provide internal and external managers with statistical and monetary reports and to maintain a record of related personnel data. 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 Treasury Department to provide information on check issues and electronic funds transfers. To the Internal Revenue Service to report taxable earnings and taxes withheld, accounting, and tax audits; to compute or resolve tax liability or tax levies. To the Social Security Administration to report earned wages by members for FICA; accounting or tax audits; and death notices. To the Department of Veterans Affairs to report compensation, waivers, and audits; life insurance accounting; disbursement and benefit determinations; and death notices. To National Guard Bureaus to furnish budget data to account for expenditures within established categories. To individual National Guard state associations to furnish reports and associated checks regarding state sponsored life insurance premiums withheld. To the American Red Cross and military relief societies to assist military personnel and their dependents in determining the status of monthly pay, dependents' allotments, loans, and related financial transactions, and to perform other relief-related duties as requested by the service member. To Federal Reserve banks to distribute payments made through the direct deposit system to financial organizations or their processing agents authorized by individuals to receive and deposit payments in their accounts To Federal, state, and local agencies to conduct computer matching programs regulated by the Privacy Act of 1974 for those programs authorized by law. The `Blanket Routine Uses' published at the beginning of the DFAS compilation of systems of records notices apply to this system. 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); 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: Data is recorded on magnetic tapes and disks, computer printouts, computer output products (microform and reports); file folders, notebooks, binders, card files, and bulk storage, and other documents. Retrievability: Retrieved by individual's name and Social Security Number. Safeguards: As a minimum, records are accessed by person(s) responsible for servicing the record and who are authorized to use the record system in performance of their official duties. Additionally, at some Centers, records are in office buildings protected by guards and controlled by personnel screening and visitor registers. Retention and disposal: Disposition pending. System manager(s) and address: For Navy reserve military members, the system manager is the Director of Military Pay Operations, Defense Finance and Accounting Service - Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055. For Air Force reserve military members, the system manager is the Director of Military Pay Operations, Defense Finance and Accounting Service - Denver Center, 6760 East Irvington Place, Denver, CO 80279- 5000. For Army reserve military members, the system manager is the Director of Military Pay Operations, Defense Finance and Accounting Service - Indianapolis Center, 8899 E. 56th Street, Indianapolis, IN 46249-0001. For Marine Corps reserve military members, the system manager is the Director of Military Pay Operations, Defense Finance and Accounting Service - Kansas City Center, 1500 East 95th Street, Kansas City, MO 64197-0001. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Privacy Act officer at the appropriate DFAS Center. Individuals should provide name, Social Security Number, or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves in this system of records should address written inquiries to the Privacy Act Officer at the appropriate DFAS Center. Individuals should provide name, Social Security Number, or other information verifiable from the record itself. Contesting record procedures: The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Privacy Act Officer at any DFAS Center. Record source categories: Individual members; DoD staff and field installations; recruiting, disbursing, and administrative offices; allotment and bond authorization forms; Social Security Administration, Treasury Department, Internal Revenue Service, Department of Veterans Affairs, and other federal agencies; financial, medical, and educational institutions; DoD components; the on-line Allotment/Bond Authorization process, and the End-User Computer Equipment (EUCE); and state and local agencies. Exemptions claimed for the system: None. T7347b System name: Defense Military Retiree and Annuity Pay System. System location: Military retiree pay records are located at the Defense Finance and Accounting Service - Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055. Annuitant pay records are located at the Defense Finance and Accounting Service - Denver Center, 6760 East Irvington Place, Denver, CO 80279-3000. Categories of individuals covered by the system: Military retirees, their dependents, and their survivors. Categories of records in the system: Military retiree and annuitant pay master files with supporting documentation relating to entitlements and deductions. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C., Chapter 73; and E.O. 9397 (SSN). Purpose(s): To maintain pay and personnel information for use in the computation of military retired pay and survivor annuity pay. 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: Records are provided to the Internal Revenue Service for normal wage and tax withholding. Disclosures are made to the Department of Veterans Affairs (DVA) regarding establishments, changes and discontinuing of DVA compensation to retirees and annuitants. Information is provided to trustees or guardians of survivors (children). The `Blanket Routine Uses' published at the beginning of the DFAS compilation of systems of records notices also apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Maintained in file folders/notebooks/binder/visible file binders/ cabinets/card files, computer magnetic tapes and paper printouts, on roll microfilm, microfiche, and optical disk. Retrievability: Retrieved by name and Social Security Number of the retiree or annuitant. Safeguards: Records are accessed by custodian of the record system and by person(s) responsible for servicing the record system in performance of their official duties who are properly screened and cleared as need-to-know. Records are stored in security file containers/ cabinets/vaults/locked cabinets or rooms, protected by guards, and controlled by personnel screening, visitor registers and computer system software. Retention and disposal: Disposition pending. System manager(s) and address: For retiree pay records: Director of Retired Pay, Defense Finance and Accounting Service - Cleveland Center, 1240 East Ninth Street, Cleveland, OH 44199-2055. For annuitant pay records: Defense Finance and Accounting Service - Denver Center, 6760 East Irvington Place, Denver, CO 80279-3000. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this record system should address written inquiries to the appropriate system manager, ATTN: Privacy Act Officer. The requester should be able to provide name, Social Security Number, place of employment, or other information available from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the appropriate system manager, ATTN: Privacy Act Officer. The requester should be able to provide sufficient proof of identity, such as name, Social Security Number, place of employment, or other information available from the record itself. Individuals seeking access to records in person may do so by visiting the Defense Finance and Accounting Service - Denver Center for annuitant pay records or the Director of Retired Pay, Defense Finance and Accounting Service - Cleveland Center for retiree pay records. Office hours are Monday through Friday, 8 a.m. - 3:30 p.m. The visitor must have identification such as a driver's license and Social Security card as positive proof of identity. Contesting record procedures: The DFAS rules for accessing records, for contesting contents and appealing initial agency determinations are published in DFAS Regulation 5400.11-R; 32 CFR part 324; or may be obtained from the Privacy Act Officer at any DFAS Center. Record source categories: From the individual concerned; financial, educational, and medical institutions; other DoD Components; state or local governments; and source documents such as reports. Members' survivors, members, guardians of survivors (children), private law firms which are executors of estates in casualty cases, and other government agencies such as the Department of Veterans Affairs and the Social Security Administration. Exemptions claimed for the system: None. DEFENSE SECURITY SERVICE REQUESTING RECORDS Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. BLANKET ROUTINE USES Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. LAW ENFORCEMENT ROUTINE USE In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. CONGRESSIONAL INQUIRIES ROUTINE USE Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. PRIVATE RELIEF LEGISLATION ROUTINE USE Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law. COUNTERINTELLIGENCE PURPOSES ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. V1-01 System name: Privacy and Freedom of Information Request Records. System location: Freedom of Information records are located at the Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, 22314-1651. Privacy Act records are located at the Defense Security Service, Privacy Act Branch, PO Box 46060, Baltimore, MD 21240-6060. Categories of individuals covered by the system: Individuals who have submitted requests or who were the subject of requests under the Freedom of Information Act (5 U.S.C. 552) and the Privacy Act of 1974 (5 U.S.C. 552a), as amended. Categories of records in the system: Copies of all correspondence by requesters; correspondence and other documentation pertaining to requests for information released or withheld; summaries and logs of actions taken regarding requests. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. 552 as amended by Pub. L. 93-502, Freedom of Information Act; 5 U.S.C. 552a, Pub. L. 93-579, the Privacy Act of 1974, as amended; Department of Defense Regulation 5400.7-R, Freedom of Information Act Program (32 CFR part 286); and Department of Defense Regulation 5400.11-R, DoD Privacy Program (32 CFR part 310). Purpose(s): To facilitate responses to individual requests for information; to document actions taken in subsequent requests (including correction and amendment actions), appeals, or litigation; to provide a basis for reports and implementing directives. 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: The `Blanket Routine Uses' published at the beginning of DSS' compilation of record system notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records are maintained in file folders, backup copies exist on diskettes or other machine-readable media. Retrievability: Information is retrieved by the name of the subject of the request. Safeguards: Records are maintained in security containers and only authorized personnel are permitted access. Retention and disposal: Records are destroyed two years after date of reply EXCEPT when access to all or any part of the requested information has been denied, destruction occurs 5 years after date of reply; when subsequent administrative action has occurred under the governing act, all originals and copies shall be destroyed 4 years after final denial by the agency or 3 years after final adjudication by the courts, whichever is later. Destruction of paper records is accomplished by shredding or burning. Machine readable media are erased or overwritten. System manager(s) and address: Deputy Director, Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, 22314-1651. Notification procedures: Individuals seeking to determine if information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, 22314-1651 for Freedom of Information request records and the Defense Security Service, Privacy Act Branch, PO Box 46060, Baltimore, MD 21240-6060 for Privacy Act records. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to the Defense Security Service, P.O. Box 46060 Baltimore, MD 21240- 6060. A request for information must contain the full name of the subject individual. Personal visits will require a valid driver's license or other picture identification and are limited to the Privacy Act Branch, 881 Elkridge Landing Road, Building 10, Linthicum, MD 21090-2902. Contesting record procedures: DSS' rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13; 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651. Record source categories: Information in this system is obtained from requesters, from other federal agencies with collateral interest in a request, and from records which were the subject of requests. Exemptions claimed for the system: Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Records maintained in connection with providing protective services to the President and other individuals under 18 U.S.C. 3506, may be exempt pursuant to 5 U.S.C. 552a(k)(3). Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 321. For additional information contact the system manager. V2-01 System name: Inspector General Complaints. System location: Defense Security Service, Office of Planning and Inspections, 1340 Braddock Road, Alexandria, VA 22314-1651. Categories of individuals covered by the system: Past and present employees of Defense Security Service (DSS) and individuals who have made a complaint, or are the subject of a complaint; or whose request for action, assistance or information has been referred to the Office of Planning and Inspections. Categories of records in the system: Documents relating to the organization, planning and execution of internal/external investigations, records created as a result of investigations conducted by the Office of Planning and Inspections including reports of investigations, records of action taken and supporting papers. Files may include documents which have been provided by individual complainants or by others. These records include investigations of both organizational elements and individuals. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; DoD Directive 5105.42, Defense Security Service; DoD Directive 5200.26, Defense Investigative Program. Purpose(s): Information in the system is collected to resolve a complaint, redress a problem or provide assistance, correct records, take or recommend disciplinary action, reevaluate or rescind previous actions or decisions, conduct or recommend formal investigations or inquiries, provide assistance or guidelines in following prescribed procedures for specific problems, provide advice on how to obtain exception to policy, and to inform the Director of DSS on activities of the Office of Planning and Inspections. 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: The `Blanket Routine Uses' published at the beginning of DSS' compilation of system of record notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders and computerized log. Retrievability: Paper records are filed by subject matter and case/accession number. Electronic records are filed by case/accession numbers. Safeguards: Files are contained in security containers accessible only to the Office of Planning and Inspections staff. Information from this record system is made available only to authorized personnel. Retention and disposal: Records are temporary and are destroyed two years after final action. Paper records are destroyed by shredding or burning. Electronic records are erased or overwritten. System manager(s) and address: Deputy Director, Defense Security Service, Office of Planning and Inspections, 1340 Braddock Road, Alexandria, VA 22314-1651. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system of records should address written inquiries to the Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651. A request for information must contain the full name of the subject individual. Personal visits will require a valid driver's license or other picture identification and are limited to the Privacy Act Branch. Contesting record procedures: DSS' rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13; 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651. Record source categories: Personal interviews; DSS personnel office; consolidated civilian personnel offices; DSS comptroller; military personnel offices, finance offices, and medical record repositories; DSS investigative files. Exemptions claimed for the system: None. V3-01 System name: EEO Complaints and Affirmative Employment Program Plans. System location: Primary location: Defense Security Service, Director, Office of Affirmative Action and Equal Opportunity Policy, 1340 Braddock Place, Alexandria, VA 22314-1651. Decentralized segments and EEO Counselors may be contacted through the DSS Office of Affirmative Action and Equal Opportunity located at the Defense Security Service, 1340 Braddock Place, Alexandria, VA 22314-1651. Categories of individuals covered by the system: DSS employees and applicants for employment who have been counseled by an EEO counselor, and DSS employees and applicants for employment who have filed a complaint of discrimination. Categories of records in the system: Administrative records and investigative files regarding complaints of discrimination, affirmative action plans and statistical analyses of the work force, Special Emphasis Program Council (SEPC) planning activities, Equal Employment Opportunity Commission mandates and decisions, court decisions, legislative mandates. Authority for maintenance of the system: 29 CFR part 1614; Federal Personnel Manual 713; DoD 1440.1-R, Department of Defense Civilian Equal Employment Opportunity Program; DSS Regulation 8-11, Defense Security Service, Affirmative Employment and Equal Opportunity Program; Equal Employment Opportunity Commission Management Directive MD-110. Purpose(s): To administer, monitor, and evaluate the agency's EEO employment discrimination complaint processing system; prepare Affirmative Employment Program plans for the agency; identify and analyze problem barriers relative to equal opportunity in the workplace; perform work force analyses in relation to equal opportunity on all employment practices such as hiring, recruitment, promotion, training, awards, separations, and disciplinary actions to include adverse actions; analyze, develop and evaluate the results of affirmative employment action items; establish agency equal opportunity policy. 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: The `Blanket Routine Uses' published at the beginning of DIS' 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 records, magnetic media to include disk and tape. Retrievability: By case number, alphabetically by last name of complainant, and subject. Safeguards: Paper records are kept in locked file cabinets, Access is restricted to authorized DSS personnel having a need for the information. Electronic records are housed in secured areas and access is protected by `fail-safe' system software. Retention and disposal: Records are considered to be temporary. A select few, based on historical significance, may be determined to be permanent. Employment discrimination complaint files are destroyed four years after the date of the last action. Affirmative employment plans and reports of on site reviews are destroyed five years from the date of the plan. System manager(s) and address: Defense Security Service, Director, Office of Affirmative Action and Equal Opportunity Policy, 1340 Braddock Place, Alexandria, VA 22314-1651. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to the Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651. A request for information must contain the full name of the subject individual. Personal visits will require a valid driver's license or other picture identification and are limited to the Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651. Access to counseling records by individuals concerned may be obtained at the facility where counseling took place. Contesting record procedures: DSS' rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13; 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651. Record source categories: Employees of DSS, applicants for employment, Equal Employment Opportunity Commission, and Office of Personnel Management. Exemptions claimed for the system: None. V4-04 System name: Applicant Records. System location: Primary location: Defense Security Service, Deputy Director, Support Services, 881 Elkridge Landing Road, Building 10, Linthicum, MD 21090-2902. Decentralized locations can be obtained from the above address. Categories of individuals covered by the system: Applicants for positions with the Defense Security Service. Categories of records in the system: Temporary records submitted before August 1997, of DSS applicants, stated interest in and/or qualifications for employment. Authority for maintenance of the system: FPM Chapters 332 and 333; and 5 U.S.C. 301, Departmental Regulations. Purpose(s): Identification of unsolicited applicants and determination of eligibility for positions with DSS; disclosure to other agencies for verification of information submitted. 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: The `Blanket Routine Uses' published at the beginning of DSS' 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 records in files, loose-leaf binders, paper files of 3x5 cards. Retrievability: Filed by type of position for which the applicant applied, or alphabetically by last name of applicant, or numerically by sequential control number. Safeguards: Records are maintained in files accessible only to authorized personnel who are properly screened, cleared, and trained. Retention and disposal: Records are temporary. Applications of those not interviewed are returned to the applicants. All other records are destroyed two years after the last action. System manager(s) and address: Deputy Director, (Support Services), Defense Security Service, 881 Elkridge Landing Road, Building 10, Linthicum, MD 21090-2902. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Defense Security Service, Privacy Act Branch, 881 Elkridge Landing Road, Building 10, Linthicum, MD 21090-2902. A request for information must contain the full name and Social Security Number of the subject individual. Personal visits will require a valid driver's license or other picture identification and are limited to the Defense Security Service, Privacy Act Branch, 881 Elkridge Landing Road, Building 10, Linthicum, MD 21090-2902. Contesting record procedures: DSS' rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13; 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and Privacy, 1340 Braddock Place, Alexandria, VA 22314-1651. Record source categories: Personnel officers, personnel clerks, and personnel specialists of DSS and the Office of Personnel Management; the subject individual. Exemptions claimed for the system: None. V4-07 System name: Adverse Actions, Grievance Files, and Administrative Appeals. System location: Defense Security Service, Employee Relations Office, 1340 Braddock Place, Alexandria, VA 22314-1651. Categories of individuals covered by the system: All agency employees and some former employees who are directly affected by grievances, complaints, and adverse actions. Categories of records in the system: Case files and related records pertaining to administrative inquiries into allegations of misconduct, statements of witnesses, employee's statements, reports of interviews and hearings, hearing notices, letters of decision, records of appeals and reconsideration requests, reversals of actions, notices of proposed action with supporting documents. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations, Chapter 77; and E.O. 9397 (SSN). Purpose(s): Records are used in the investigation and preparation of a case for initial disposition, and possible subsequent determinations in the event of appeal or reconsideration. Records are available for use by the examiner of the original case, or at the appellate level, both within and outside DSS. 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: The `Blanket Routine Uses' published at the beginning of DSS' compilation of systems of records notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records: Storage: Paper records in file folders. Retrievability: Filed alphabetically by name. Safeguards: Records are maintained in locked containers accessible only to authorized personnel. Retention and disposal: Disciplinary action files are destroyed four years after the case is closed. Grievance and administrative appeals files are destroyed four years after the case is closed. Letters of Reprimand are destroyed within two years of the date the case is closed. Performance-based action files are destroyed one year after the case is closed. Destruction is accomplished by burning or shredding. System manager(s) and address: Defense Security Service, Chief, Employee Relations Office, 1340 Braddock Place, Alexandria, VA 22314-1651. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Individuals need to provide full name and all maiden and alias names under which files may be maintained. Note: Social Security Numbers may be necessary for positive identification of certain records. Personal visits will require a valid driver's license or other picture identification and are limited to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Contesting record procedures: DSS' rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13; 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record source categories: Supervisors, complainants, investigators, and appropriate law enforcement agencies. Exemptions claimed for the system: None. V4-11 System name: DSS Drug-Free Workplace Files. System location: Defense Security Service, Employee Relations Office, 1340 Braddock Place, Alexandria, VA 22314-1651. Categories of individuals covered by the system: Employees of, and applicants for positions with, the Defense Security Service. Categories of records in the system: Records relating to the selection, notification, and urinalysis testing of employees and applicants for illegal drug use; collection authentication and chain of custody documents; and laboratory test results. Authority for maintenance of the system: 5 U.S.C. 7301 and 7361; Pub. L. 100-71; E.O. 12564, Drug-Free Federal Workplace and 9397 (SSN); and Department of Defense Directive 1010.9, DoD Civilian Employee Drug Abuse Testing Program. Purpose(s): The system contains Drug Program Coordinator records on the selection, notification, and testing (i.e., urine specimens, drug test results, chain of custody records, etc.) of employees and applicants for employment for illegal drug use. Records contained in this system are also used by the Defense Security Service's Medical Review Officer; the Administrator of any Employee Assistance Program in which the employee is receiving counseling or treatment or is otherwise participating; and supervisory or management officials having authority to recommend or take adverse actions. 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: In order to comply with provisions of 5 U.S.C. 7301, the DSS `Blanket Routine Uses' do not apply to this system of records. To a court of competent jurisdiction where required by the United States Government to defend against any challenge against any adverse personnel action. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records are maintained in file folders. Electronic records exist on diskettes or other machine-readable media. Retrievability: Records are retrieved by employee or applicant name, Social Security Number, collection site, and/or date of testing. Safeguards: Paper records and diskettes are maintained in locked containers accessible only to authorized personnel. All employee and applicant records are maintained and used with the highest regard for the individual's privacy. Only persons with a need-to-know and trained in the handling of information protected by the Privacy Act have access to the system. Retention and disposal: Records are destroyed after two years. Records regarding applicants not accepted for employment will be destroyed 6 months after the testing date. Destruction of paper records is accomplished by shredding or burning. Electronic records are erased or overwritten. System manager(s) and address: Defense Security Service, Chief, Employee Relations Office, 1340 Braddock Place, Alexandria, VA 22314-1651. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. The individual must provide their full name, Social Security Number, the title, series, and grade of the position they occupied or applied for when the drug test was conducted, and the month and year of the test. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. The request for access must contain the individual's full name and Social Security Number. Personal visits will require a valid driver's license or other picture identification and are limited to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Contesting record procedures: DSS' rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DIS Regulation 01-13; 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record source categories: Urine specimen collection facilities, drug testing laboratories, Medical Review Officers, and test subjects. Exemptions claimed for the system: None. V5-01 System name: Personnel Security Investigative File Automation Subsystem. System location: Defense Security Service, Investigative Files Division, PO Box 46060, Baltimore, MD 21240-6060. Categories of individuals covered by the system: Military personnel who are active duty; applicants for enlistment or appointment; members of Reserve units; National guardsmen; DoD civilian personnel who are paid from appropriated funds; industrial or contractor personnel who are working in private industry in firms which have contracts involving access to classified DoD information or installations; Red Cross personnel and personnel paid from nonappropriated funds who have DoD affiliation; ROTC cadets; former military personnel; and individuals residing on, have authorized official access to, or conducting or operating any business or other functions at any DoD installation or facility. Categories of records in the system: Official Reports of Investigation (ROIs) prepared by DSS or other DoD, federal, state, or local official investigative activities; industrial security administrative inquiries (AISs). Attachments to ROIs or AISs including exhibits, subject or interviewee statements, police records, medical records, credit bureau reports, employment records, education records, release statements, summaries of, or extracts from other similar records or reports. Case control and management documents which are not reports of investigation, but which serve as the basis for investigation, or which serve to guide and facilitate investigative activity, including documents providing the data to open and conduct the case; and documents initiated by the subject. DSS file administration and management documents accounting for the disclosure of, control of, and access to a file. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; E.O. 10450, Security Requirements for Government Employment; DoD Directive 5105.42, Defense Security Service; DoD Directive 5200.2, Department of Defense Personnel Security Program; DoD Directive 5200.27 (Section IV A and B), Acquisition of Information Concerning Persons and Organizations not Affiliated with the Department of Defense; DoD Directive 5220.6, Defense Industrial Personnel Security Clearance Program Review; DoD Directive 5220.28, Application of Special Eligibility and Clearance Requirements in the SIOP-ESI Program for Contractor Employees, and 18 U.S.C. 3056, Powers and Duties of the Secret Service and E.O. 9397 (SSN). Purpose(s): To ensure that the acceptance or retention of persons in sensitive DoD positions or granting individuals including those employed in defense industry access to classified information is clearly consistent with national security. To determine the loyalty, suitability, eligibility, and general trustworthiness of individuals for access to defense information and facilities. To determine the eligibility and suitability of individuals for entry into and retention in the Armed Forces. To provide information pertinent to the protection of persons under the provisions of 18 U.S.C. 3056, Powers and Duties of the Secret Service. For use in criminal law enforcement investigations, including statutory violations and counterintelligence as well as counterespionage and other security 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, 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: For maintenance and use by the requesting activity when collected during reciprocal investigations conducted for other DoD and federal investigative elements. For dissemination to federal agencies or other DoD components when information regarding personnel security matters is reported by Information Summary Report. The `Blanket Routine Uses' published at the beginning of DSS' 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: Records are maintained on magnetic media to include disk, tape and microfilm. Some paper records may still exist on cases which have not yet been converted to magnetic media and on records containing classified information. Retrievability: Information is retrieved Social Security Number. Safeguards: Completed investigative records are stored in secured areas accessible only to authorized DSS personnel who have a need-to-know. Paper records are maintained in safes and locked rooms and magnetic media records are protected from access by `fail-safe' system software. The entire building housing these records are controlled by guards/visitor register. Retention and disposal: Retention of closed DSS investigative files is authorized for 15 years maximum, except as follows: (1) Files which have resulted in final adverse action against an individual will be retained 25 years; (2) Files developed on persons who are being considered for affiliation with the Department of Defense will be destroyed within one year if the affiliation is not completed. In cases involving a pre-appointment investigation, if the appointment is not made due to information developed by investigation, the file will be retained 25 years upon notification from the requester for which the investigation was conducted. If the appointment is not made due to information developed by investigation, the file will be retained 25 years upon notification from he requester for which the investigation was conducted. If the appointment is not made for another reason not related to the investigation, the file will be destroyed within one year upon notification from the requesting agency service; (3) Files concerning unauthorized disclosure of classified information and other specialized investigation files will be retained for 15 years; and (4) Information within the purview of the Department of Defense Directive 5200.27, Acquisition of Information concerning Persons and Organizations not Affiliated with the Department of Defense, is destroyed within one year after acquisition by DSS unless its retention is required by law or unless its retention has been specifically authorized by the Secretary of Defense or his designee; (5) Reciprocal investigations are retained for only 60 days; and (6) Partial duplicate records of personnel security investigations are retained for 60 days by DSS field elements. System manager(s) and address: Defense Security Service, Director, Operations Center Baltimore, PO Box 46060, Baltimore, MD 21240-6060. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should send written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1615. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquires to the Defense Security Service, Privacy Act Branch, PO Box 46060, Baltimore, MD 21240-6060. A request for information must contain the full name and Social Security Number of the subject individual. Personal visits will require a valid driver's license or other picture identification and are limited to the Defense Security Service, Privacy Act Branch, 881 Elkridge Landing Road, Linthicum, MD 21090-2902. Contesting record procedures: DSS' rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13; 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record source categories: Subjects of investigations, records of other DoD activities and components, Federal, state, county, and municipal records, employment records of private business and industrial firms. Educational and disciplinary records of schools, colleges, universities, technical and trade schools. Hospital, clinic, and other medical records. Records of commercial enterprises such as real estate agencies, credit bureaus, loan companies, credit unions, banks, and other financial institutions which maintain credit information on individuals. The interview of individuals who are thought to have knowledge of the subject's background and activities. The interview of witnesses, victims, and confidential sources. The interview of any individuals deemed necessary to complete the DSS investigation. Miscellaneous directories, rosters, and correspondence. Any other type of record deemed necessary to complete the DSS investigation. Exemptions claimed for the system: Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Records maintained in connection with providing protective services to the President and other individuals under 18 U.S.C. 3506, may be exempt pursuant to 5 U.S.C. 552a(k)(3). Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 321. For additional information contact the system manager. V5-02 System name: Defense Clearance and Investigations Index (DCII). System location: Primary location: Defense Security Service, Operation Center- Baltimore, 881 Elkridge Landing Road, Linthicum, MD, 21090-2902. Secondary locations: Air Force (Headquarters 497th IG/INS); Air Force Office of Special Investigations; Army Central Clearance Facility; Army Crime Records Center; Army Investigative Records Repository; Defense Intelligence Agency; Defense Office of Hearings and Appeals; DoD Inspector General; Joint Staff; National Reconnaissance Office; National Security Agency; Naval Criminal Investigative Service; Navy Central Adjudicative Facility; U.S. Coast Guard; and the Washington Headquarters Services. For specific addressees of the secondary locations, please contact the Primary location. Categories of individuals covered by the system: Any person described as a subject or a victim or who is a cross- reference in an investigation completed by or for a DoD investigative organization when that investigation is retained by the organization and the name is submitted for central indexing. Categories of records in the system: The index is composed of investigations conducted by DoD investigative organizations, locator references to such investigations, and security clearances granted by DoD components. Records contain names and other personal identifying information on individuals, including security clearance data on Department of Defense contractor employees who are indexed. The index may also include investigative record information/clearance data submitted by other Federal agencies (i.e. National Security Agency, Coast Guard). File Tracing: Reference to an investigation maintained by one of the investigative records repositories. It identifies the individual by name and personal identifiers, the custodian of the file, the year indexed, and the number used by the repository to locate the file. Open Case Tracing: A record input by DoD investigative activities or the National Security Agency reflecting the existence of an investigation in progress. It identifies the subject individual by name and personal identifiers, the location of the open investigation, the year indexed, and the number used to locate the investigative number. NAC Pending tracing: Record of a National Agency Check (NAC) investigation in progress. It identifies the subject individual by name, personal identifiers, the case number, the category of the requester of the NAC, and the type of NAC being run. NAC History Tracing: A record of completed favorable, or incomplete, national agency checks. It identifies the individual by name and personal identifiers, the date the NAC was completed, and the agencies that were checked. NAC Histories that were opened after January 4, 1999 will reflect investigations for subjects that do not require a clearance (e.g. Red Cross or USO personnel being assigned with the Armed Forces overseas). Clearance Tracing: A record of a clearance determination by an adjudicative agency. It identifies the individual by name and personal identifiers, the agency that submitted the clearance entry, the date it was granted, the eligibility level of the clearance, the level of access granted, the access granted date, the type and date of the investigation that formed the basis for the clearance determination, the category of the subject, the separation date and any files used in the adjudicative process. DCII Imperson Title Tracing: A record of organizations, contractor locations and incidents that were subjects of DoD investigations or DSS Facility NACs. There have been no new impersonal titles added to the DCII since April 19, 1997, when DSS stopped conducting Facility NACs. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; E.O. 10450, Security Requirements for Government Employment; DoD Directive 5200.2, DoD Personnel Security Program (32 CFR part 156); DoD Directive 5105.42, Defense Security Service; and E.O. 9397 (SSN). Purpose(s): To determine the existence and location of DoD investigative records for granting clearances, for access to defense installations, and for entry into military service or employment in sensitive civilian positions; and to reflect security clearance information pertaining to DoD Components and Defense contractor personnel. 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: The `Blanket Routine Uses' published at the beginning of DSS' 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: The DCII is stored on disk within a Corporate Database (CDB). The CDB has a mirrored structure (duplicate file) to provide immediate recovery in case of disk failure. It is regularly backed up onto magnetic tape for storage as a contingency in case of system of disk failure. Retrievability: Index records are accessed through name and at least one personal identifier (PID). Personal identifiers are: date of birth, place of birth, and Social Security Number. Inquiries may enter the system by being keyed in at remote terminals. A nonstandard retrieval capability also exists which permits retrieval without PID or on parts of a name and produces references to all individuals by that name. It should be noted that in many cases the subject's SSN is necessary to make a positive identification. Name Only Index records are accessed through the name or some portion thereof. Records are retrieved based on an exact match with the name submitted. Inquiries are made by local and remote terminals via compliant client-server software. Safeguards: The DSS facility housing the DCII is protected by security personnel (guards) at all times. Access to the computer room is controlled by combination lock and identification badges, which are issued only to authorized individuals. Generalized validation is provided through online and batch edit criteria that must be honored before an information request or update will occur. Identification (account codes and passwords) and authentication is required at the DSS firewall and again at the database before information can be accessed. All data transfers and information retrievals that use remote communication facilities are encrypted. Activities must be a part of DoD/Federal Government and accredited on the basis of authorized requirements before a new terminal is established or before batch request will be honored and processed. Organizations authorized access are responsible for ensuring that individuals and organizations to whom they disclose DCII information have appropriate authority and need-to-know. Retention and disposal: Open Case Tracings are retained for as long as the investigation is open. Upon completion of the investigation, the open case tracings are replaced by a file tracing. File Tracings are retained for a period corresponding to the retention of investigative files described in DSS Personnel Security Investigative File Automation Subsystem. However, each agency has the responsibility of deleting their own file tracings. NAC Pending Tracings are retained until completion of the NAC. At that time they are replaced by a NAC history tracing. NAC History Tracings are automatically deleted 15 years from the date of completion of the NAC. Specific action may be taken to delete the record sooner. A subsequent favorable NAC will be entered as a new history record and automatically delete the previous history record. Clearance Tracings are maintained until deleted by the submitting agency. For DSS this is when the clearance is denied, revoked or no longer needed by the subject (death or separation from service/ employment). DCII Impersonal Title Tracings are retained for a period corresponding to the retention of investigative files described in the DSS Personnel Security Investigative File Automation Subsystem (V5-01). System manager(s) and address: Office of the Assistant Secretary of Defense (C3I), Deputy Director for Personnel Security, 3040 Defense Pentagon, Washington, DC 20301-3040. Defense Security Service, Director, Operations Center Baltimore, 881 Elkridge Landing Road, Linthicum, MD 21090-2902. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to the Defense Security Service, Privacy Act Branch, PO Box 46060, Baltimore, MD 21240-6060. A request for information must contain the full name and Social Security Number of the subject individual. Personal visits will require a valid driver's license or other picture identification and are limited to the Defense Security Service, Privacy Act Branch, 881 Elkridge Landing Road, Linthicum, MD 21090-2902. Contesting record procedures: DSS' rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13: 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record source categories: DoD investigative organizations listed in the `System location' caption (excluding DISCO); Defense Logistics Agency, ATTN: DLAH-T; Director of Security, National Security Agency, ATTN: M-552, Fort Meade, MD 20755; Assistant Chief of Staff of Intelligence (ACSI), Department of the Army, ATTN: Counterintelligence Division, Washington, DC 20314. Exemptions claimed for the system: Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 321. For additional information contact the system manager. V5-03 System name: Case Control Management System (CCMS). System location: Primary location: Defense Security Service, Operation Center- Baltimore, 881 Elkridge Landing Road, Linthicum, MD 21090-2902. Decentralized locations: Remote terminals processing CCMS data are located at DSS's twelve Operating Locations (OL) and Operation Center-Columbus. Operating Locations addresses can be obtained from the Primary location. Categories of individuals covered by the system: Any person who is the subject or co-subject of an ongoing or completed Defense Security Service (DDS) investigation to include employees and major stockholders of DoD affiliated government contractors who have been issued, now possess, are, or have been in process for personnel security clearance eligibility determinations. Categories of records in the system: CCMS is composed of investigations conducted by DSS and clearance actions taken for contractors. Information may include investigative assignment records, which may serve as the basis for the investigation, or which serve to guide and facilitate investigative activity; information used to open and conduct the investigation; records on the type of investigation, on the type and number of leads assigned to DSS field elements and leads sent to National Agencies for investigations in progress and the results of those leads received from the National Agencies. The system also identifies the current status of an investigative request (open/closed) and the status of individual leads being conducted, to include additions to, deletion of or amendment to those leads. The system also consists of records pertaining to clearance information on contractors, which may include name, Social Security Number, case number, date and level of security clearance granted, results of interim or final eligibility determinations, clearance applications, record of clearance, foreign clearance and travel information, clearance processing information, adverse information and other internal and external correspondence and administrative memoranda relative to the clearance. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; DoD Directive 5105.42, Defense Security Service (32 CFR part 361); DoD Regulation 5200.2, Personnel Security Program (32 CFR part 156); and E.O. 9397 (SSN). Purpose(s): To determine the existence, location, and status of subject cases; to control workload and prepare statistical reports; to inform federal agencies or requester of the status of on-going investigative or personnel security action request and to manage the granting of interim and final clearances for contractor personnel. 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: The `Blanket Routine Uses' published at the beginning of DSS' 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: CCMS is stored on disk as part of a central database that has a mirrored structure (duplicate file) to provide immediate recovery in case of disk failure. It is regularly backed up onto magnetic tape for storage as a contingency in case of system or disk failure. Retrievability: CCMS records are retrieved by name or Social Security Number. History file records may also contain a case control number (CCN), which can be used to retrieve records. Safeguards: Generalized validation is provided through online and batch edit criteria that must be honored before an information request or update will occur. Remote terminals must pass through the DSS Firewall or equivalent access controls, both of which have encryption that exceeds the DES standard. All data transfers and information retrievals that use remote communication facilities are encrypted to at least the DES standard. The DSS computer facility housing the CCMS is protected by security guards at all times and access to the computer room is controlled by a combination lock to prevent unauthorized access. Organizations that receive our information and provide responses are responsible for ensuring that only individual's in their organizations who have appropriate authority and need-to- know gain access to CCMS data. Retention and disposal: File data composed of the Official Reports of Investigation (ROIs) and associated material (clearance applications/forms) on closed investigations completed by DSS are transferred to the Personnel Security Investigative File Automation Subsystem (V5-01) and will be retained for a period corresponding to the retention of investigative files described in V5-01. Clearance data on contractors reflecting the existence of an open case, record of a National Agency Check (NAC) in progress/completed, record of clearance, are entered into the DCII data base and retained for a period corresponding to the retention of DCII files described V5-02. Data pertaining to favorable adjudicative actions on contractors will be retained for 2 years following the termination of employment. Unfavorable adjudicative actions (clearance denied/suspended/revoked) will be retained for 5 years following the termination of the clearance. In cases involving the death of an individual holding a clearance, the clearance data will be retained until the subject would have attained the age of 80 years. Data released in accordance with the Privacy Act or Freedom of Information Act (FOIA) will be retained for 5 years. Historical data (non-personal statistical data on numbers of cases opened/closed, number of leads, types of investigations, number of clearances granted/denied, etc.) will be retained indefinitely. Paper records are destroyed by burning or shredding; electronic records are deleted. System manager(s) and address: Director, Operations Center-Baltimore, 881 Elkridge Landing Road, Linthicum, MD 21090-2902. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Defense Security Service, Privacy Branch, PO Box 46060, Baltimore, MD 21240-6060. Individual should provide full name and all maiden and alias names under which files may be maintained. For verification purposes, the Social Security Number may be necessary for positive identification of certain records. Personal visits will require a valid driver's license or other picture identification and are limited to the Defense Security Service, 881 Elkridge Landing Road, Linthicum, MD 21090-2902. Contesting record procedures: DSS' rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13: 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record source categories: Subject's of DSS investigations and DSS investigative reports; records of other DoD activities and components, federal, state, county and municipal records. Exemptions claimed for the system: Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this record system has been promulgated in accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) and (e) and published in 32 CFR part 321. For additional information contact the system manager. V5-04 System name: Counterintelligence Issues Database (CII-DB). System location: Defense Security Service, Information Assurance and Counterintelligence Office (IACI), 1340 Braddock Place, Alexandria, VA 22314-1651. Categories of individuals covered by the system: Persons of Counterintelligence interest in the following categories: Military personnel who are on active duty; applicants for enlistment or appointment; members of Reserve units; National Guard members; DoD civilian personnel, who are paid with appropriate or non appropriated funds; industrial or contractor personnel who are working in private industry in firms which have contracts involving access to classified DoD information or installations; Red Cross; ROTC cadets; former military personnel and individuals residing on, have authorized official access to, or conducting, operating any business or other functions at any DoD installation or facility. Persons who have solicited from industrial contractors/DoD installations information which may appear to be sensitive in nature. Categories of records in the system: Records involving either suspected or actual Counterintelligence (CI) issues detected in Personnel Security Investigations (PSI) or Industrial Security Administrative Inquires (AI). The database will include subject name, title, origin of the issue, location of employment, residence, country, date action was received, date action was closed, agency where action was referred, narrative summary of issue, identity of any additional sources (person/agency/company) who may of provided DSS with CI information, type of action, type of issue, agent's name, company name, target technology, country of origin and miscellaneous agents notes and recommendations. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; E.O. 10450, Security Requirements for Government Employment; DoD Directive 5200.2, Department of Defense Personnel security Program; DoD Dir 5200.27 (Section IV A and B), Acquisition of information concerning Persons and organizations not affiliated with the DoD; DoD Dir 5220.28, Application of Special Eligibility and Clearance Requirements in the SIOP-ESI program for contractor employees. Purpose(s): Provides a central database to document, refer, track, monitor and evaluate CI indicators/issues surfaced during PSI and through AIs. 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: The `Blanket Routine Uses' published at the beginning of DSS' 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: Computerized database, paper records, microfilm, diskettes, are maintained at the IACI. Retrievability: Information in the automated system is retrieved through any entry in the data base to include name and file number. Paper files are retrieved by name or file number. Safeguards: Paper records are contained and stored in regulation safes, filing cabinets and on magnetic tape which is located in a secure area with limited access. The database is maintained in secure office space with password entry to the system. Access is provided on a need-to-know basis only. Retention and disposal: Automated records are maintained for 15 years. CI paper records relating to the automated system and not associated with a PSI will be retained for one year. Files developed on persons who are being considered for affiliation with the Department of Defense will be destroyed within one year if the affiliation is not completed. Information within the purview of DoD Directive 5200.27 will be retained no longer than one year. System manager(s) and address: Defense Security Service, Information Assurance and Counterintelligence, 1340 Braddock Place, Alexandria, VA 22314-1651. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria VA 22314-1651. Requesters should provide full name and any former names used, date and place of birth, and Social Security Number. Record access procedures: Individuals seeking access to information about themselves contained in this system of records should address written inquiries to Defense Security Service, Office of FOI and PA, Alexandria, VA 22314-1651. Contesting record procedures: DSS' rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13: 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record source categories: Federal, State and local law enforcement/intelligence agencies; Industrial Security Administrative inquiries and Personnel Security Investigations. Exemptions claimed for the system: Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Records maintained in connection with providing protective services to the President and other individuals under 18 U.S.C. 3506, may be exempt pursuant to 5 U.S.C. 552a(k)(3). Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. An exemption rule for this record system has been promulgated in accordance with the requirements of 5 U.S.C. 553(b) (1), (2), and (3), (c) and (e) and published in 32 CFR part 321. For additional information contact the system manager. V5-05 System name: Security Research Center Espionage Database. System location: Defense Security Service, Security Research Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481. Categories of individuals covered by the system: Individuals who have been arrested and convicted of espionage or related offense; those who have been prosecuted for espionage who committed suicide before trial or sentencing; and those arrested or under warrant for arrest for espionage who were not prosecuted because of death, suicide, or defection. Categories of records in the system: Background information including individual's name, Social Security Number, date of birth, city/state/country of birth, education, marital status, gender, race, civilian or military member, rank (if military), security clearance (if applicable), years of federal service (if applicable), occupational category, job organization and location, age began espionage, first espionage contact, whether volunteered or recruited, receiving country, payment (if any), foreign relatives (if any), motivation-related, substance abuse (if applicable), date of arrest, arresting agency, date of sentence, sentence, and duration of espionage. Sources for records are newspaper and magazine articles, the biographies of spies, and similar open source works are included in paper files. Some of the missing variables have been filled in using information supplied by the agencies that investigated the case. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; E.O. 9397 (SSN); DoDD 5210.79, Defense Personnel Security Research and Education Center; and ASD(C) October 31, 1991 memo, Subject: Request for Exemption from DoD Directive 5200.27. Purpose(s): To analyze factors which may contribute to acts of espionage and assemble a body of knowledge useful to improved personnel security procedures. This information will permit examination of espionage trends and will help identify personal and situational variables of interest to policy-makers and others concerned with personnel security issues. Aggregate statistics will be reported to DoD and other Government agencies in a technical report prepared from open-sources and containing some illustrative material mentioning some of the more famous cases by name. 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: The `Blanket Routine Uses' set forth at the beginning of DSS' 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: Maintained on paper, computer and computer output products, and in microform. Retrievability: Records may be retrieved by name and Social Security Number. Safeguards: Records are stored under lock and key in secure containers, and in a computer system with intrusion safeguards. Retention and disposal: Analyses and research reports are permanent and will be transferred to the National Archives after 25 years; unneeded records will be shredded, erased or degaussed when no longer required for the project. System manager(s) and address: Director, Security Research Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to Director, Security Research Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481. The inquiry should include full name and Social Security Number. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address a written request to Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. The inquiry must include name and Social Security Number. Contesting record procedures: DSS' rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13: 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record source categories: Information is obtained from newspaper and magazine articles and similar open source documents. Some of the missing variables were filled in using information supplied by the agencies that investigated the case. Exemptions claimed for the system: None. V5-06 System name: Security Research Center Research Files. System location: Defense Security Service, Security Research Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481; Defense Manpower Data Center, 400 Gigling Road, Seaside, CA 93955-6771; and Data Center, Naval Postgraduate School, Monterey, CA 93943. Categories of individuals covered by the system: Present and former Department of Defense (DoD) civilian employees, military members, and DoD contractor employees who have had or applied for security clearances. Categories of records in the system: Lists of cleared individuals, and data derived from DD Forms 398 and 398-2; Standard Forms 85 and 86; and credit, criminal history and other database and sources checked during the course of background investigations; background investigations; responses from interviews and questionnaires. Authority for maintenance of the system: 50 U.S.C. 781-887, Internal Security Act of 1950; E.O. 9397 (SSN); E.O. 10450, Security Requirements for Government Employment; E.O. 10865, Safeguarding Classified Information Within Industry; E.O. 12333, United States Intelligence Activities; E.O. 12958, Classified National Security Information; and 5 U.S.C. 301, Departmental Regulations, which authorizes DoD Directive 5210.79, Defense Personnel Security Research and Education Center, and DoD Regulation 5200.2-R, DoD Personnel Security Program Regulation. Purpose(s): To perform research and analyses for (1) evaluating and improving DoD personnel security procedures, programs, and policies; (2) assisting in providing training, instruction, and advice on personnel security subjects for DoD Components; (3) encouraging cooperative research within and among DoD Components on projects having DoD-wide implications in order to avoid duplication; (4) addressing items of special interest to personnel security officials within DoD Components; and (5) identifying areas in the personnel security field that warrant more intense scrutiny. 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 Federal, State, and local government agencies, if necessary, to obtain information from them, which will assist DoD/DSS in identifying areas in the personnel security field, that may warrant additional training, instruction, research, or more intense scrutiny. This would typically involve obtaining nationwide statistical data or relevant information on a specific security issue (i.e. financial, criminal, alcohol, etc.) that could be used to assist an investigator or adjudicator in evaluating an individual's conduct To the General Services Administration and National Archives and Records Administration for records management inspections authorized by 44 U.S.C. 2904 and 2906. The `Blanket Routine Uses' set forth at the beginning of DSS' 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: Maintained on paper, computer and computer output products, and in microform. Retrievability: Records may be retrieved by name, Social Security Number, or military service number. Safeguards: Records are stored under lock and key, in secure containers, or on electronic media with intrusion safeguards. Research results are not identifiable to any specific individual. Retention and disposal: Information is retained for the life of the research project. When no longer needed for the project, paper records are shredded and computer media are erased or degaussed. System manager(s) and address: Director, Security Research Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Defense Personnel Security Research and Education Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481. The individual should provide sufficient proof of identity such as full name, Social Security Number, date and place of birth, military service number (if service was before 1968), military or civilian status while associated with the Department of Defense, place and data of DoD or contractor employment, or other information verifiable from the record itself. Record access procedures: Individuals seeking access to information about themselves contained in this system of record should address written inquires to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. The individual should provide sufficient proof of identity such as full name, Social Security Number, date and place of birth, military service number (if service was before 1968), military or civilian status while associated with the Department of Defense, place and data of DoD or contractor employment, or other information verifiable from the record itself. Contesting record procedures: DSS' rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13; 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record source categories: Information is obtained from the Defense Clearance and Investigative Index, military records, DoD civilian employment and military personnel records, Defense Security Service records, a records of the Departments of Justice and Treasury, and interviews with and questionnaires completed by record subjects. Exemptions claimed for the system: None. V5-07 System name: Security Research Center Export Violations Database. System location: Defense Security Service, Security Research Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481. Categories of individuals covered by the system: Individuals who have been convicted of violating U.S. export control laws. Categories of records in the system: Extracts of reports, court records, newspaper, magazine, and other open source materials. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; DoDD 5210.79, Defense Personnel Security Research and Education Center; and ASD(C3I) July 20, 1993 memo, Subject: Exemption from DoD Directive 5200.27. Purpose(s): To analyze factors which may contribute to acts of illegal technology transfer in violation of U.S. export controls and to assemble a body of knowledge useful for improving security procedures. This information will permit examination of trends in illegal technology transfer since 1981 and help identify personal and situational variables of interest to policy makers and others concerned with counteracting export control violations. Aggregate statistics will be reported in a technical report. The report will include some vignettes of the more famous cases, using the individual's name, based on material found in open sources. 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: The `Blanket Routine Uses' set forth at the beginning of DSS' 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: Maintained on paper, computer and computer output products, and in microform. Retrievability: Records are retrieved by individual's name. Safeguards: Records are stored under lock and key in secure containers, and in a computer system with intrusion safeguards. Retention and disposal: Analyses and research reports are permanent and will be transferred to the National Archives after 25 years; database information will be retained for five years or until no longer needed. System manager(s) and address: Director, Security Research Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to Director, Security Research Center, 99 Pacific Street, Building 455E, Monterey, CA 93940-2481. The inquiry should include full name. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address a written request to Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. The inquiry must include full name. Contesting record procedures: DSS' rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13; 32 CFR part 321; or may be obtained from Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record source categories: Justice Department Export Control Cases listing, newspaper and magazine articles and other open source documents. Exemptions claimed for the system: None. V6-01 System name: Personnel Security Files (PSF). System location: Primary location: Defense Security Service, 1340 Braddock Place, Alexandria, VA 22314-1651. Secondary locations: Defense Security Service Operating Locations, Operations Center-Baltimore and Operations Center- Columbus. Specific addresses can be obtained from the Primary location. Categories of individuals covered by the system: Every Defense Security Service employee. Categories of records in the system: Individual's Certificates of Personnel Security Investigation, Certificates of Security Clearance and Access Authorization, Adjudicative Summary Sheets, Sensitive Compartmented Information (SCI) Access Records, certificates of clearance for other agencies, Security Briefing Statements, security clearance downgrade and discontinuation statements, Security Termination Statement and Debriefing Certificates, Defense Clearance and Investigations Index (DCII) check results, requests for Personnel Security Investigations, Badge and Credential receipts, and related documents which may vary in certain cases. Personal identifying data to confirm identities is also contained in this system. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; DoD Regulation 5200.2, DoD Personnel Security Program; DSS Regulation 25-3, Personnel Security Program, and E.O. 9397 (SSN). Purpose(s): Files are used during an individual's employment with the agency to provide a basis for determining eligibility for assignment to, or retention in, a sensitive position; granting security clearance; evidence of clearance and access to classified defense information; and to verify security clearance information of individuals visiting other offices regarding classified matters. File information may be provided to other authorized government departments, agencies or offices when a change of the individual's employment is considered. 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: The `Blanket Routine Uses' published at the beginning of DSS' 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 records in file folders. Electronic records are maintained on disk and magnetic tapes. Retrievability: Paper records are filed alphabetically by last name and by location (Operating Location). Summary data is retrievable by Social Security Number or by name. Safeguards: All system records are maintained in locked security containers accessible only to authorized personnel. Summary data is accessed only by authorized personnel using assigned system passwords. Retention and disposal: Records are kept for two years after termination of an individual's employment with DSS. Longer retention, not to exceed five years after termination of employment, may be approved by the Chief, Office of Security, DSS. Paper records are destroyed by burning or shredding; electronic records are erased or overwritten. System manager(s) and address: Defense Security Service, Chief, Office of Security, 1340 Braddock Place, Alexandria, VA 22314-1651. Notification procedure: Individuals seeking to determine if information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. A request for information must contain the full name and Social Security number of the subject individual. Personal visits will require a valid driver's license or other picture identification and are limited to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Contesting record procedures: DSS' rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13: 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record source categories: Application and related forms from the individual, summaries of information from background investigations of the individual. Exemptions claimed for the system: None. V7-01 System name: Enrollment, Registration and Course Completion Record. System location: Primary location: Defense Security Service, Training Office, 881 Elkridge Landing Road, Linthicum, MD 21090-2902. Decentralized locations: Department of Defense Polygraph Institute. Specific addresses can be obtained from the Primary location. Categories of individuals covered by the system: Individuals who are scheduled for or who have attended courses of instruction offered by the DSS Training Office or DoD Polygraph Institute. Guest speakers and assigned instructors/faculty. Categories of records in the system: Information may include individual's name and other personal identifying and administrative data pertaining to attendance at the DSS Training Office or Polygraph Institute to include employer, course completion, and other similar data. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; E.O. 9397 (SSN); E.O. 10865; E.O. 10909; DoD Directive 5105.42, Defense Security Service; and DoD Directive 5200.32, Department of Defense Security Institute. Purpose(s): Used by DSS Training Office or Polygraph Institute personnel to prepare class rosters and provide basic administrative information on attendees. 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: The `Blanket Routine Uses' published at the beginning of DSS' 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: Records are retained in electronic format on disk and magnetic tape. Some hard copy paper records still exist and are maintained in file folders. Retrievability: Data is retrievable by Social Security Number or by student's name. Safeguards: Paper records are maintained in locked security containers accessible to only authorized personnel. Only authorized personnel using assigned system passwords access electronic data. Retention and disposal: Electronic and paper records are retained for ten years at which time they are either erased from the system or destroyed by shredding. System manager(s) and address: Director, Training Office, Defense Security Service, 881 Elkridge Landing Road, Linthicum, MD 21090-2902. Director, Department of Defense Polygraph Institute, Building 3195, Fort McClellan, AL 36205-5114. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. A request for information must contain the full name and Social Security Number of the subject individual. Personal visits will require a valid driver's license or other picture identification and are limited to the Defense Security Service, Privacy Act Branch, 881 Elkridge Landing Road, Linthicum, MD 21090-2902. Contesting record procedures: DSS' rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13: 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record source categories: The student, his/her employer, and the DSS Training Office or Polygraph Institute. Exemptions claimed for the system: None. V8-02 System name: Key Contractor Management Personnel Listing. System location: Primary location: Defense Security Service, Operations Center- Baltimore, 881 Elkridge Landing Road, Linthicum, MD 21090-2902. Remote terminals are located at Defense Security Service, Operations Center-Columbus, 3990 East Broad Street, Building 306, Columbus OH 43213-1138, and the Defense Investigative Service, 1340 Braddock Place, Alexandria, VA 22314-1651. Categories of individuals covered by the system: Key management personnel of government contractor facilities which have been issued, now possess, are, or have been in process for a facility clearance. Categories of records in the system: Records may include individual's name, Social Security Number, date of birth, place of birth, citizenship, and date and level of security clearance granted. Authority for maintenance of the system: E.O. 12829; E.O. 9397 (SSN); E.O. 10865; E.O. 10909; DoD Directive 5105.42, Defense Security Service; DoD Regulation 5200.2-R, DoD Personnel Security Program; and DoD 5220.22-M, National Industrial Security Program Operating Manual. Purpose(s): Records serve to provide a listing of key management personnel at civilian contractor facilities falling under the National Industrial Security Program for use by the Defense Security Service, Operation Center-Columbus. Information will be used to track, monitor and expedite personnel clearance processing of those personnel who require a security clearance in conjunction with the facility clearance in order to expedite initial facility clearance processing and to assist in maintaining facility clearances in a valid status. 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: The 'Blanket Routine Uses' published at the beginning of DSS' 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: Automated records are maintained in computer disk packs, magnetic tapes and associated data processing files. Retrievability: Records are accessed by Social Security Number or name, or both. Safeguards: Specific codes are required to access the automated records. Retention and disposal: Records are retained as long as the individual is a key management person at a DoD contractor facility in the National Industrial Security Program, and are destroyed immediately upon notification that the individual no longer occupies such a position. Electronic records are erased or overwritten. EXCEPTION: Records released in accordance with the Privacy Act or the Freedom of Information Act are retained for two years from date of release. System manager(s) and address: Defense Security Service, Director, Operations Center-Baltimore, 881 Elkridge Landing Road, Linthicum, MD 21090-2902. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. A request for information must contain the full name and Social Security Number of the subject individual. Personal visits will require a valid driver's license or other picture identification and are limited to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. A request for information must contain the full name and Social Security Number of the subject individual. Personal visits will require a valid driver's license or other picture identification and are limited to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Contesting record procedures: DSS' rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13; 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record source categories: Reports from civilian contractors participating in the National Industrial Security Program. Business records of civilian contractors participating in the National Industrial Security Program. Federal, state, county and municipal records. Exemptions claimed for the system: None. V9-01 System name: Litigation Case Files. System location: Defense Security Service, Office of the General Counsel, 1340 Braddock Place, Alexandria, VA 22314-1651. Categories of individuals covered by the system: Indivduals who have been the subject of adverse actions generated by the agency employee relations process, Merit Systems Protection Board (MSPB) appellants and Equal Employment Opportunity Commission (EEOC) complainants, Freedom of Information Act (FOIA) and Privacy Act litigants, and individuals involved in litigation against DIS or other government agencies. Categories of records in the system: Legal or factual memoranda, legal briefs, correspondence, decisions, claims, grievances, MSPB, EEO, FOIA and Privacy Act materials. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations and DoD Directive 5105.42, Defense Security Service. Purpose(s): To collect documentation pertinent to litigation, disciplinary matters, and administrative actions concerning the Agency. Information is compiled to support various legal-related activities of the Department of Defense, Department of Justice, the Office of Personnel Management, or other adjudicative agencies of the U.S. Government as may be necessary or required in the disposition of an individual case. 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: The `Blanket Routine Uses' published at the beginning of DSS' 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 records in file folders and electronic records. Retrievability: Alphabetically by surname of individual. Safeguards: Records are kept in locked cabinets and are accessible only to authorized personnel. Retention and disposal: Records are held 5 years after date of last action, then retired to the Washington National Records Center. They are destroyed when 25 years old. System manager(s) and address: Defense Security Service, Office of the General Counsel, 1340 Braddock Place, Alexandria, VA 22314-1651. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. A request for information must contain the full name and Social Security number of the subject individual. Record access procedures: Individuals seeking access to records about themselves contained in this system should address written inquiries to the Defense Security Service, Privacy Act Office, 1340 Braddock Place, Alexandria, VA 22314-1651. A request for information must contain the full name and Social Security number of the subject individual. Personal visits will require a valid driver's license or other picture identification and are limited to the Defense Security Service, Privacy Act Office, 1340 Braddock Place, Alexandria, VA 22314-1651. Contesting record procedures: DSS' rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13; 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record source categories: Information is provided by DSS field elements, Employee Relations Branch; Director, DSS Office of Affirmative Action and Equal Opportunity Policy; Directorates of Industrial Security and Investigations; Office of the Secretary of Defense; other DoD components. Exemptions claimed for the system: None. V10-01 System name: Investigation and Inspection Supplier Contract Files. System location: Primary location: Defense Security Service, Office of the Comptroller, 1340 Braddock Place, Alexandria, VA 22314-1651. Secondary locations: Defense Security Service Operating Locations (OLs) within the U.S. Specific addresses can be obtained from the Primary location. Categories of individuals covered by the system: Individual contractors who perform personnel security investigations or industrial security inspections on an as-needed basis for the Defense Security Service. Categories of records in the system: Records may contain any or all of the following: Contractor Information Sheet, copies of contracts, Purchase Orders, Request for Payment, Request for Bulk Funds Order, Order for Supplies and Services, Contract Distribution, Public Voucher for Purchases and Services Other than Personal. Operating Location Chiefs and field office supervisors may file other documentation, originals or copies, such as resumes, applications, or DD Forms 398, Personnel Security Questionnaires. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; DoD Directive 5105.42, Defense Security Service (32 CFR part 361); and E.O. 9397 (SSN). Purpose(s): To retain personal identification information provided by individual contract suppliers. 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: The `Blanket Routine Uses' published at the beginning of DSS' compilation of systems of records notices apply to this system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records: Storage: Paper records in file folders and electronic files on disk and magnetic tapes. Retrievability: Regional and field office copies are filed alphabetically by surname of individual. Acquisition and accounting copies are filed by contract number. Safeguards: Records are kept in secured areas accessible only to authorized personnel and electronic records are accessed only by authorized personnel using assigned system passwords. Retention and disposal: Operating Location and field office copies are destroyed upon termination of the contract. Acquisition and accounting copies are destroyed three years after final payment. System manager(s) and address: Defense Security Service, Office of the Comptroller, 1340 Braddock Place, Alexandria, VA 22314-1651. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. A request for information must contain the full name and Social Security number of the subject individual. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Defense Security Service, Privacy Act Office, PO Box 1211, Baltimore, MD 21203-1211. A request for information must contain the full name and Social Security number of the subject individual. Personal visits will require a valid driver's license or other picture identification and are limited to the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Contesting record procedures: DSS' rules for accessing records, contesting contents, and appealing initial agency determinations are contained in DSS Regulation 01-13; 32 CFR part 321; or may be obtained from the Defense Security Service, Office of FOI and PA, 1340 Braddock Place, Alexandria, VA 22314-1651. Record source categories: Contract supplier who is subject of the file. Exemptions claimed for the system: None. UNIFORMED SERVICES UNIVERSITY OF HEALTH SCIENCES REQUESTING RECORDS Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. BLANKET ROUTINE USES Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. LAW ENFORCEMENT ROUTINE USE In the event that a system of records maintained by this component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. DISCLOSURE WHEN REQUESTING INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. DISCLOSURE OF REQUESTED INFORMATION ROUTINE USE A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. CONGRESSIONAL INQUIRIES ROUTINE USE Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. PRIVATE RELIEF LEGISLATION ROUTINE USE Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. DISCLOSURES REQUIRED BY INTERNATIONAL AGREEMENTS ROUTINE USE A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. DISCLOSURE TO STATE AND LOCAL TAXING AUTHORITIES ROUTINE USE Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, Sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. DISCLOSURE TO THE OFFICE OF PERSONNEL MANAGEMENT ROUTINE USE A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. DISCLOSURE TO THE DEPARTMENT OF JUSTICE FOR LITIGATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. DISCLOSURE TO MILITARY BANKING FACILITIES OVERSEAS ROUTINE USE Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. DISCLOSURE OF INFORMATION TO THE GENERAL SERVICES ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE OF INFORMATION TO THE NATIONAL ARCHIVES AND RECORDS ADMINISTRATION ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. DISCLOSURE TO THE MERIT SYSTEMS PROTECTION BOARD ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DOD investigation, and such other functions, promulgated in 5 U.S.C 1205 and 1206, or as may be authorized by law. COUNTERINTELLIGENCE PURPOSES ROUTINE USE A record from a system of records maintained by this component may be disclosed as a routine use outside the DOD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. WUSU01 System name: Uniformed Services University of the Health Sciences (USUHS) Personnel Files. System location: Personnel record files will be maintained at the USUHS Civilian Personnel Directorate, and Directorate, Military Personnel, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Copies of SF 171's and curriculum vitae's of applicants and employees will be maintained in the Civilian Personnel Directorate by the Dean of the School of Medicine, and by the Department Chairperson, having a need for the information. Limited hardcopy information files are maintained at the USUHS Military Personnel office. A supplemental file consisting of summary data on each civilian employee will be stored in the computer at Bolling Air Force Base, Washington, DC 20332; for military personnel assigned to USUHS; at Waltiral Center (WRAMC) Military Personnel Office, National Naval Medical Center Military Personnel office, Andrews Air Force Base consolidated base personnel office and at the Public Health Service personnel office, Administrative Support Section, Parklawn Building, Rockville, MD 20850. Home phone numbers of key personnel will be provided to other key personnel, and those of students to other students on a need-to-know basis, and only with the express permission of the individual concerned, for an emergency call system. Biographical information on students to be maintained in the Military Personnel office. Categories of individuals covered by the system: Records will be maintained on all personnel assigned to USUHS full-time and part-time. Categories of records in the system: The type of information which will be maintained on employees is as follows: Identity and demographic information (e.g., Social Security Number, name, sex, address, birth date, minority status, etc.). Academic and experience background data consisting of: (1) Schools attended; (2) Degrees earned; (3) Work experience, awards, etc.; (4) Letters of reference, performance evaluations, etc.; (5) Time and attendance cards; and (6) Biographical data file. Authority for maintenance of the system: 10 U.S.C. 136 and E.O. 9397. Purpose(s): The system will consolidate into one standard system, personnel management on all assigned personnel from all military departments. The information kept will be used for documenting the work experience of applicants and USUHS personnel and for notification of key personnel in case of emergency during nonworking hours. It will also be used for management training and accountability of military personnel assigned to USUHS. Biographical data file will be used for providing background information on USUHS students to lecturers. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the USUHS' 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: Material stored in file folders at USUHS, supported by automated copies of pertinent data of each employee's folder which are maintained on magnetic tape and disk at USUHS Civilian Personnel/ Manpower Directorate, Bethesda, MD 20814-4799. Retrievability: The system will be indexed by name and Social Security Number. Also, any combination of data in the file can be used to select individual data. Only Civilian Personnel/Directorate and Commandant and Director, Military personnel will be provided with the password that allows access to the data, and those individuals are authorized access to all data in the file. Records will be available to: The individual concerned; employees of USUHS on a need-to-know basis; other agencies of the Government to satisfy requests for routine reports. Safeguards: The automated system is operated by USUHS Civilian Personnel, Directorate Personnel, Military Personnel Directorate (for military files only), Commandant and Assistant Commandant,and only those personnel will be given the password and user identification information needed to access the computer system. Those persons are authorized access to need-to-know files only as determined by the Director of Military Personnel and Commandant. While the file is primarily indexed on Social Security Number, and name, any combination of fields and data within fields can be used to select the individual records. Only the Director, Military Personnel will have the ability to add, change, delete or reproduce a hard copy of any data in the military files. Retention and disposal: Indefinite files that are retained while the individual is employed and then retired. System manager(s) and address: The Director, Civilian Personnel, 4301 Jones Bridge Road, Bethesda, MD 20814-4799 will be the custodian for Civilian Personnel files. The Director, Military Personnel, 4301 Jones Bridge Road, Bethesda, MD 20814-4799 will be the custodian for Military Personnel files. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Civilian Personnel, 4301 Jones Bridge Road, Bethesda, MD 20814-4799 for Civilian Personnel files or to the Director, Military Personnel, 4301 Jones Bridge Road, Bethesda, MD 20814-4799 for Military Personnel files. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Civilian Personnel, 4301 Jones Bridge Road, Bethesda, MD 20814-4799 for Civilian Personnel files or to the Director, Military Personnel, 4301 Jones Bridge Road, Bethesda, MD 20814-4799 for Military Personnel files. Contesting record procedures: The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager. Record source categories: Information contained in the file is furnished by the employees, supervisors and references supplied by the employees. Exemptions claimed for the system: None. WUSU02 System name: Uniformed Services University of the Health Sciences (USUHS) Payroll System. System location: Central files are maintained at Bolling Air Force Base Accounting and Finance Office, Civilian Pay Branch. Satellite file maintained at USUHS Administrative Office at 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Categories of individuals covered by the system: All civilian personnel paid by the USUHS. Categories of records in the system: Name, Social Security Number, Pay Grade, Number of Withholding Exemptions, Gross and Net Pay, Other Earnings and Leave Information (including Time and Attendance Records). Authority for maintenance of the system: 10 U.S.C. 136. Purpose(s): To be used by USUHS officials and employees to produce data for budget purposes and as backup information for audits. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the USUHS' 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: The information will be stored as computer printout. Retrievability: The system will be indexed by name. Safeguards: The information will be available for personnel in the Civilian Personnel/Manpower Directorate of the USUHS or other personnel who have a demonstrated need to know, e.g., auditors, Congress, etc. The material will be stored in metal file containers. Retention and disposal: The records will be maintained for one year and then destroyed by burning. System manager(s) and address: Director of Civilian Personnel/Manpower, 4301 Jones Bridge Road, Bethesda, MD 20814-4799, for Civilian Pay System. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director of Civilian Personnel/Manpower, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director of Civilian Personnel/Manpower, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Contesting record procedures: The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager. Record source categories: Computerized pay records from Bolling Air Force Base Accounting and Finance Office. Exemptions claimed for the system: None. WUSU03 System name: Uniformed Services University of the Health Sciences (USUHS) Student Record System. System location: The file will be maintained in the Registrar's Office, USUHS, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Supplemental files consisting of student evaluation forms, grades, and course examinations pertaining to their Department will be maintained in each department by department chairperson, as well as in the Registrar's office. Categories of individuals covered by the system: Records will be maintained on all students who matriculate to the University. Categories of records in the system: Grade reports and instructor evaluations of performance/ achievement; transcripts summarizing by course title, grade, and credit hours; records of awards, honors, or distinctions earned by students; and data carried forward from the Applicant File System, which includes records containing personal data e.g., name, rank, Social Security Number, undergraduate school, academic degree(s), current addresses, course grades, and grade point average from undergraduate work and other information as furnished by non- Government agencies such as the American Medical College Admission Service which certifies all information prior to being submitted to the University. Authority for maintenance of the system: Pub. L. 92-426, Ch 104, section 2114; and E.O. 9397. Purpose(s): Data is used for recording internships, residencies, types of assignment and other career performance data on USUHS graduates; providing academic data to each student upon request, e.g., transcripts, individual course grades, grade point average, etc.; providing academic data within the Uniformed Services University of the Health Sciences for official use only purposes; and providing data to the respective Surgeon General when a specific and authorized need requires it. 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: Academic data may be provided to other educational institutions upon the written request of a student. The `Blanket Routine Uses' set forth at the beginning of the USUHS' 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 records in file folders are stored at USUHS, supported by automated copies of subsets of each student's folder, which are maintained on magnetic tape and disk at the Office of the Registrar, USUHS. Retrievability: The system will be indexed by name and Social Security Number. Also, any combination of data can be used to select individual records. Only personnel in the Office of the Registrar will be with the password that allows access to the data, and those individuals are authorized access to all data in the file. Safeguards: The computer facility at the USUHS is operated by the Office of the Registrar. The tapes and hard copies of material are secured in government-approved security containers constructed of four-hour heat-resistant steel material. The physical location of the computer hardware, disks, and printer are located to the extreme rear of the room with access being blocked by a large counter staffed by two office personnel. All access to the computers in the Office of the Registrar is via user identification and sign-on password. Computer software ensures that only properly identified users can access the Privacy Act files on this system. Passwords are changed semiannually, or upon departure of any person knowing the password. Retention and disposal: Files are cut off upon graduation, transfer, withdrawal, or death of student, and held for 20 years, after which they are transferred to the Washington National Records Center. Fifty years after cut-off, the records are destroyed. System manager(s) and address: The Registrar, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Registrar, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Registrar, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Written requests should include name, Social Security Number and dates attended. Contesting record procedures: The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager. Record source categories: Information is furnished by instructor personnel, the individual concerned; the National Board of Medical Examiners; and the Applicant File System. Exemptions claimed for the system: None. WUSU04 System name: Uniformed Services University of the Health Sciences (USUHS) Applicant Record System. System location: A central applicant record file will be maintained at the Uniformed Services University of the Health Sciences, Admission Office, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. A supplemental file consisting of summary data on each applicant to be derived from data collected in the central file, will be stored on magnetic tape and maintained at the Pentagon Computer Center, Washington, DC. Categories of individuals covered by the system: Records will be maintained on all individuals applying for admission. Categories of records in the system: Identity and demographic information (e.g., Social Security Number, name, sex, minority status, address, birth date, citizenship, etc.); Academic and attitudinal background data consisting of: (1) Schools attended, (2) Degrees earned, (3) GPA for college and graduate work, (4) Course hours completed in college and graduate school, (5) Medical College Admission Test scores and percentiles; information regarding work experience, socio-economic background, hobbies, extracurricular involvements in college community/service activities, honors and awards achieved, and professional and/or societal contributions; Letter of references; biographies; personal statements (autobiographical in nature) service preference statement; interview evaluations; test results and personality inventory scores on instruments used to assess noncognitive potential and aptitude; official college transcripts and health data. Unsolicited information provided by applicants will also normally be retained when such information pertains to the matters described above. Authority for maintenance of the system: Pub. L. 92-426, Ch 104, Section 2114; and E.O. 9397. Purpose(s): To be used by officials and personnel of the USUHS for selecting students and conducting studies of the selection process. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the USUHS' 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 records in file folders and magnetic tape. Retrievability: The central file will be indexed by name. The computer file will be sequenced by Social Security Number, with data retrievable by any single or combination of variables stored, e.g., sex, minority status, ranking by academic performance, ranking by test achievement, state of residence, college attended, etc. Safeguards: All material will be maintained in metal rotary files in a securable office; the satellite file on disks, securable stored at the Pentagon Computer Center. Retention and disposal: Records of applicants who matriculate to the school will be converted to students records and maintained permanently. Records of applicants who do not matriculate will be retained for five years and then destroyed by burning. Portions of the record may be retained on magnetic tape for longer periods. System manager(s) and address: Assistant Dean for Academic Support, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Assistant Dean for Academic Support, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Assistant Dean for Academic Support, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. For written requests the information should contain the full name of the individual, current address and telephone number. Contesting record procedures: The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager. Record source categories: The bulk of the information in the system will be furnished by the applicants. It will be either prepared by them personally, or submitted by other individuals/agencies in their behalf at their (the applicants') specific request. The remaining elements of the system, the data not furnished by the applicants, will consist of evaluative records prepared and developed by admissions personnel based on interviews, school administered tests, and analyses of applicant records. Exemptions claimed for the system: None. WUSU05 System name: USUHS Graduate and Continuing Medical Student Records. System location: Office of the Assistant Dean for Graduate and Continuing Education, Uniformed Services University of the Health Services, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Supplementary files, consisting of student evaluation forms, grades, and course examinations pertaining to their department, are maintained in each USUHS department by departmental chairpersons. Categories of individuals covered by the system: Records are maintained on all students who apply for or matriculate in the Graduate Education and Continuing Medical Education programs at the University. Categories of records in the system: Grade reports and instructor evaluations of performance/ achievement; educational records listed by course title, grade, and credit hours; records of awards, honors, or distinctions earned by students; and data carried forward from the application, which includes records containing personal data, e.g., name, rank, Social Security Number, undergraduate school, academic degree, current addresses, course grades, and grade point average from undergraduate work; letters of recommendation; and other information as furnished by non-government agencies such as the Educational Testing Service. Authority for maintenance of the system: 10 U.S.C. 2114 and E.O. 9397. Purpose(s): The system is used to: Record types of assignment, program participation and other student performance data and participation in continuing education programs; provide academic data to each student upon request (such as, individual course grades and grade point averages); provide academic data within the USUHS for official purposes; including use for studies of the academic process and provide data to the respective Department of Defense component Surgeon Generals when a specific and authorized need exists. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Academic data may be provided to other educational institutions upon the written request of a student. Also see blanket routine uses at the beginning of the USUHS listing of system notices. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in file folders are stored at Uniformed Services University of the Health Services. These are supported by automated copies of subsets of each student's folder, which are maintained on magnetic tapes and disk at the Office of Computer Operations, Uniformed Services University of the Health Services, Bethesda, MD 20814-4799. Retrievability: The system is indexed by name and social security number (SSN). Also, any combination of data in the file can be used to select individual records. Only personnel in the Office of the Assistant Dean for Graduate and Continuing Education, Uniformed Services University of the Health Services, with an official need for the data are provided with the password that allows access. Safeguards: The files are maintained in secured file cabinets located in a limited access area of the University. The computer hardware, disks, tapes and other materials are secured in locked cabinets in a controlled and guarded area. Computer access is via controlled dial- in and is password controlled. Passwords are changed semiannually, or upon the departure of any person knowing the password. The automated system is operated by Office of Computer Operations, USUHS, and only personnel with an official need to know are given the password and user identification information needed to access the computer system. While the file is primarily indexed by Social Security Number and name, any combination of fields and data can be used to select individual records. Retention and disposal: Records on disenrolled and nonselected individuals are maintained for three years. Records on matriculated students are maintained permanently. System manager(s) and address: The Assistant Dean for Graduate and Continuing Education, Uniformed Services University Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Assistant Dean for Graduate and Continuing Education, Uniformed Services University Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Assistant Dean for Graduate and Continuing Education, Uniformed Services University Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Written requests must include name, social security number and dates of attendance or application. Contesting record procedures: The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager. Record source categories: Information is furnished by the individual concerned; instructor personnel; the Graduate Records Examination; the application for admission and registration material for continuing medical education courses; the applicable department; the USUHS Graduate Committee; and the Office of the Assistant Dean for Graduate and Continuing Education, USUHS. Exemptions claimed for the system: None. WUSU06 System name: USUHS Family Practice Medical Records. System location: Student Health Clinic, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Categories of individuals covered by the system: Records will be maintained on medical students, military retirees, military active duty personnel and their dependents. Categories of records in the system: Medical charts, results of laboratory tests, physical examinations, patients' medical histories. Authority for maintenance of the system: 10 U.S.C. 133, 1071 through 1087, 2114, 5031, and 8012 and E.O. 9397. Purpose(s): Physicians and nurses use the medical charts in the diagnosis and treatment of patients and for studies of disease. Medical charts contain results of laboratory tests, medical examinations, and patients' medical histories. Medical clerks file, retrieve and keep the records up to date by adding new material when appropriate. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the USUHS' 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: Medical records are stored in folders. Retrievability: Medical records are filed by Social Security Number. Safeguards: Records are maintained in metal file cabinets which are kept locked when not in use. The cabinets are stored in a controlled area. Retention and disposal: Files are retained until departure of patient; and then are given to the patient. System manager(s) and address: Chairman, Department of Family Practice, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chairman, Department of Family Practice, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chairman, Department of Family Practice, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. The rules for record access are in accordance with Air Force Regulation 168-4, Administration of Medical Activities, Patient Administration, Chapter 12, Outpatient Records. Contesting record procedures: The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager. Record source categories: Patient, doctors, other medical professionals and test results. Exemptions claimed for the system: None. WUSU07 System name: USUHS Grievance Records. System location: Civilian Personnel/Manpower Directorate, Uniformed Services University of the Health Science, Department of Defense, Bethesda, MD 20814-4799. Categories of individuals covered by the system: Current or former Federal employees who have submitted grievances in accordance with 5 U.S.C. 2302 and 7121. Categories of records in the system: The system contains records relating to grievances filed by USUHS employees under 5 U.S.C. 2302 and 7121. These case files contain all documents related to the alleged grievance, including statements of witnesses, reports of interviews and hearings, examiners findings and recommendations, a copy of the original and final decisions, and related correspondence and exhibits. Authority for maintenance of the system: 5 U.S.C. 2302 and 7121. Purpose(s): This information is used by the USUHS in the creation and maintenance of records of summary descriptive statistics and analytical studies in support of the function for which the records are collected and maintained and for related work force studies. While published statistics and studies do not contain individual identifiers, in some instances the selection of elements is such that individuals could be identified by reference. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: These records and information in these records are used: To disclose pertinent information to the appropriate Federal, state, or local agency responsible for investigating, prosecuting, enforcing, or implementing a statute, rule, regulation, or order, when there are indications of a violation or potential violation of civil law, criminal law or regulation. To disclose information to any source from which additional information is requested in the course of processing a grievance, to the extent necessary to identify the individual, inform the source of the purpose(s) of the request, and identify the type of information requested. To disclose information to a Federal agency, in response to its request, in connection with the hiring or retention of an employee; a security clearance; the conducting of a security or suitability investigation of an individual; the classifying of jobs; the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to requesting the Agency's decision on the matter. To provide information to a Congressional office from the record of an individual, in response to a Congressional inquiry made at the request of that individual. To disclose information to another Federal Agency or to a court when the Government is party to a judicial proceeding. By the National Archives and Records Administration in records management inspections conducted under authority of 44 U.S.C. 2906. To disclose information to officials of the Merit Systems Protection Board, including the Office of the Special Counsel; the Federal Labor Relations Authority; and the Equal Employment Opportunity Commission, when requested in conjunction with their official activities. To disclose in response to a discovery motion or for appearance of a witness, information that is relevant to the subject matter involved in a pending judicial or administrative proceeding. To provide information to officials of labor organizations reorganized under the Civil Service Reform Act when relevant and necessary to their duties, exclusive representation concerning personnel policies, practices, and matters affecting work conditions. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records are maintained in file folders. Retrievability: These records are retrieved by the names of the individuals about whom the records are maintained. Safeguards: Records are maintained in locked file cabinets, with access restricted to authorized USUHS employees who have a demonstrated need-to-know. Retention and disposal: Records are disposed of four years after closing of the case. Disposal is by shredding or burning. System manager(s) and address: Director, Civilian Personnel/Manpower, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Civilian Personnel/Manpower, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Civilian Personnel/Manpower, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814- 4799. Contesting record procedures: The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager. Record source categories: Information in this system of records is obtained from the individual on whom the record is maintained; Testimony of witnesses; Agency officials; and related correspondence from organizations or persons. Exemptions claimed for the system: None. WUSU08 System name: USUHS Radiation Safety Training Records. System location: Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Categories of individuals covered by the system: Records will be maintained on University personnel who are assigned duties involving work with radioactive material, or whose duties may require them to frequently enter work areas in which radioactive materials are used or stored. Categories of records in the system: Information in the system includes name, department, name of principal investigator, authorization number, date of initial briefing, date of last training, and date dosimeter issued (if applicable). Authority for maintenance of the system: 10 U.S.C. 2112; 10 CFR part 20; NAVMED P-5055, U.S. Nuclear Regulatory Commission (NRC) Materials License 19-23344-01. Purpose(s): The Radiation Safety Officer and his/her staff maintain the computer data base system. It is used to record information concerning the individual's training in radiation safety. This information is also transcribed for inclusion in the individuals dosimetry records. The Radiation Safety Committee of the University may review such records as are relevant to their determinations of an individual's qualification and/or expertise in using radioactive materials. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Records may be reviewed by U.S. Nuclear Regulatory Commission as part of their on-going administration of the Materials License, and by the Radiation Safety Committee or the Radiation Safety Officer and his/her staff to review an individual's qualifications and/or expertise in conducting experiments using radioiodine compounds. The `Blanket Routine Uses' set forth at the beginning of the USUHS' 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: Records are stored in the University's main computer. Retrievability: Records are accessed by name, department, or data fields. Safeguards: Records in the data base may be accessed only by EHS staff members who have been granted access to the University computer. Retention and disposal: Records are kept permanently on file. System manager(s) and address: Dosimetry Manager, Department of Environmental Health and Occupational Safety, Uniformed Services University of Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Dosimetry Manager, Department of Environmental Health and Occupational Safety, Uniformed Services University of Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Dosimetry Manager, Department of Environmental Health and Occupational Safety, Uniformed Services University of Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Contesting record procedures: The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager. Record source categories: Individual, previous employers, training attendance records. Exemptions claimed for the system: None. WUSU09 System name: USUHS Grants Managements Information System (Protocols/Grants). System location: Primary system: Computer Operations, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Decentralized segments will be maintained by the department chairpersons of Anatomy, Anesthesiology, Biochemistry, Dermatology, Military Medicine, Family Practice, Medical Psychology, Medicine, Microbiology Surgery, Neurology, Obstetrics/Gynecology, Pathology, Pediatrics, Pharmacology, Physiology, Preventive Medicine and Biometrics, Psychiatry, and Radiology, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Categories of individuals covered by the system: Research proposals of grant requestors; in addition research records will be maintained on military active duty, retired, their dependents, civilians, and volunteers who have signed an appropriate consent form for a particular research project(s). Categories of records in the system: Grant proposals and protocols; statistical data, results of laboratory experiments, research subjects' medical history including pathological results and standard behavioral tests. Authority for maintenance of the system: Pub. L. 92-426, CH. 104, Section 2113; 10 U.S.C. 2113. Purpose(s): Research faculty and staff use the research records as a data base for the analysis of experimental data. Research records contain the results of laboratory experiments, research subjects' medical histories, and statistical data including pathological and standard behavioral tests, and are used as submission to research proposals. Summary statistics on the research records are maintained by faculty/ staff and updated when appropriate. Study and summary statistics are published without individual identifiers, but in some instances the selection of elements is such that individuals could be identified by reference. This data is given to collaborators and is sometime used for clinical evaluation of the patient. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the USUHS' 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: Research records are stored in folders, on mainframe computer disks, and on microcomputer floppy disks. Retrievability: Research records may be retrieved by subject name, date experimental procedure occurred, date analysis of experiments was performed, experimental case number, collaborator name and a study name. Safeguards: Computer hardware, disks and folders are stored in a controlled area, and are accessible only by password, which is changed at random intervals. Retention and disposal: Records are retained until studies are completed or until no further information can be utilized from this material. However, all studies involving human volunteers will be maintained for five years. If the study involves a minor(s), the record will be kept until the individual is age 18 plus five years. System manager(s) and address: Director, Grants Management, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Grants Management, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Grants Management, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Contesting record procedures: The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager. Record source categories: Patients, normal subject volunteers, research collaborators and experimental results. Exemptions claimed for the system: None. WUSU12 System name: USUHS Vehicle Administration Records. System location: Primary system: Computer Operations, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Decentralized Segments - Parking Control Office, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Categories of individuals covered by the system: All personnel assigned or visiting the University who park privately owned vehicles at the University, including personnel who participate in USUHS carpools. Categories of records in the system: Name of individual, office symbol, office phone, office room number, home address, working hours, map coordination of home address and USUHS Form 5004, Certificate of Compliance - Private Motor Vehicle Registration. Authority for maintenance of the system: Federal Property and Administrative Services Act of 1949, 63 Stat. 377, as amended; 10 U.S.C. 2112, 2113. Purpose(s): Used by USUHS Parking Control Office to monitor parking of eligible personnel at the University. The Computer Operations Center provides a printout to be used by the Parking Control Office of all potential carpool prospects. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the USUHS' 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: Forms filed in hard copy, computer magnetic tapes, disks and paper printouts. Retrievability: Information is accessed and retrieved by name, home address map grid, permit number, tag number. The original request, USUHS Form 5004 is filed alphabetically by name. Safeguards: USUHS Form 5004 is filed in the Parking Control Office, and access is only on a need to know basis. The door is locked during non-duty hours. Computer data base in Computer Operations is stored in a controlled area. The computer terminal can only be accessed by use of closely held passwords by the Parking Control Office. Retention and disposal: Information is kept on assigned personnel and destroyed one year after they depart the University. System manager(s) and address: Chief, Support Services Division, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814- 4799. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Chief, Support Services Division, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Chief, Support Services Division, Uniformed Services University, Department of Defense, 4301 Jones Bridge Road, Bethesda, MD 20814- 4799. Contesting record procedures: The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager. Record source categories: USUHS Form 5004, Certificate of Compliance - Private Motor Vehicle Registration and Related Information Pertaining to Carpooling. Exemptions claimed for the system: None. WUSU13 System name: USUHS Civilian Employee Health Records. System location: Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road , Bethesda, MD 20814-4799. Categories of individuals covered by the system: Records maintained on University civilian personnel. Categories of records in the system: Information in the system includes name, Social Security Number, department, date of employment, physical examination results, medical test results, reports by physicians, nurses, and other medical personnel. Authority for maintenance of the system: 10 U.S.C. 2112, 2113, 21 CFR part 1910, 10 CFR part 19, 10 CFR part 20, NAVMED P-5055. 2112, 2113. Purpose(s): To record and file pertinent information, and use the results in determining possible exposure to occupational hazards in excess of allowable limits. The Director, EHS, and the representatives may review such records as are necessary to correlate exposure data and physical examination results. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Records may be reviewed by the Occupational Health Nurse and staff, the Director, EHS, and representative; and Occupational Safety and Health Administration (OSHA), to review an individual's possible exposure to occupational hazards in excess of allowable limits. The `Blanket Routine Uses' set forth at the beginning of the USUHS' 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: Records are stored in medical records folders. Retrievability: Records are accessed by name, Social Security Number, or department. Safeguards: Records in the system may be accessed only by EHS staff members. The file cabinets are kept locked when not in use. Retention and disposal: Records are kept permanently on file. Upon termination of an individual's employment at the University, copies of the records are sent, with the employee's written consent, to the gaining employer, or given to the employees. System manager(s) and address: Occupational Health Nurse, Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Occupational Health Nurse, Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Occupational Health Nurse, Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Contesting record procedures: The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager. Record source categories: Information contained in the file is furnished by the individual, previous employers, physicians, physical examination results. Exemptions claimed for the system: None. WUSU14 System name: USUHS Occupational Physical Examination Program. System location: Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799 Categories of individuals covered by the system: Records will be maintained on University personnel who are assigned duties in areas requiring preplacement and/or occupational physical examinations. Categories of records in the system: Information in the system includes name, Social Security Number, department, date of employment, date of baseline physical examination, frequency of examination, date examinations due, special tests required, frequency of special tests, date of special tests, and date special tests due. Authority for maintenance of the system: 10 U.S.C. 2112, 2113, 21 CFR part 1910, 10 CFR part 19, 10 CFR part 20, NAVMED P-5055; and E.O. 9397. Purpose(s): The occupational health nurse and staff maintain the record system to record and file pertinent information and use the results in determining possible exposure to occupational hazards in excess of allowable limits. The Director, EHS, and representatives may review such records as are necessary to correlate exposure data and physical examination results. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: Records may be reviewed by the Occupational Health Nurse and staff, the Director, EHS, and representative; and the Office of Occupational Safety and Health Administration (OSHA) for the purpose of determining exposure to occupational health hazards. The `Blanket Routine Uses' set forth at the beginning of the USUHS' 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: Records are stored in the University's main computer system. Retrievability: Records are accessed by name, Social Security Number, department, or other data fields. Safeguards: Records in the data base may be accessed only by EHS staff members who have been granted access to the University computer. Retention and disposal: Records are kept permanently on file. Upon termination of an individual's employment at the University, copies of the records are sent, with the employee's written consent, to the gaining employer. System manager(s) and address: Occupational Health Nurse, Department of Environmental Health and Occupational Safety, Uniformed Services University of Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Occupational Health Nurse, Department of Environmental Health and Occupational Safety, Uniformed Services University of Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Occupational Health Nurse, Department of Environmental Health and Occupational Safety, Uniformed Services University of Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Contesting record procedures: The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager. Record source categories: Individual, previous employers, medical records, physical examination results. Exemptions claimed for the system: None. WUSU15 System name: USUHS Security Status Master List. System location: Security Officer, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799 Categories of individuals covered by the system: All applicants for employment with USUHS; all military personnel assigned, detailed or attached to USUHS; all persons hired or serving in an advisory capacity to USUHS who require access to classified information. Categories of records in the system: Record contains type of investigation, date completed, file number, agency which conducted investigation, investigation, security clearance data information, name, Social Security Number, finger prints, date and place of birth, organizational assignment, dates interim and final clearances issued, position sensitivity and related data. Authority for maintenance of the system: 10 U.S.C. 2112, 2113, 44 U.S.C. 2904, 3102; 5 U.S.C. 7531 through 7533; E.O. 10450, Security Requirements for Government Employees, as amended; E.O. 12958, National Security Information Material. Purpose(s): To maintain and provide security clearance data to DoD contractors on USUHS employees assigned to or visiting a contract facility or visiting or applying for employment with another Federal agency. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The records from this system of records may be disclosed to other Federal agencies for the purpose of asserting level of security clearance and background investigation data. The `Blanket Routine Uses' set forth at the beginning of the USUHS' 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: Records are stored in file folders maintained by the security officer. Retrievability: File folders are filed alphabetically, by last name of individual concerned for all USUHS personnel or by subject matter. Safeguards: Records are accessible only to those authorized personnel required to prepare, process, and type necessary documents; or to answer authorized inquiries for information contained therein. Records are stored in locked filing cabinets. After normal business hours the building is protected by the USUHS guard force. Retention and disposal: Records are destroyed two years after separation from the agency. System manager(s) and address: Security Officer, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Records Administrator, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814- 4799. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Records Administrator, Uniformed Services University of the Health Sciences (USUHS/ADM), 4301 Jones Bridge Road, Bethesda, MD 20814- 4799. Written requests for information should contain full name of the individual, current address and telephone number and current business address. For personal inspections of records, the individual should be able to provide acceptable identification, that is, drivers license or employing office's identification card. Contesting record procedures: The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager. Record source categories: Information is furnished by the individual concerned; application for employment; or assignment, and reports of investigation by Federal investigative agencies. Exemptions claimed for the system: None. WUSU16 System name: USUHS Home Town News Release Background Data File. System location: Office of University and Public Affairs, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799 Categories of individuals covered by the system: All Army, Navy, Air Force and U.S. Public Health Service active duty personnel who have entered or graduated from the University's medical school or graduate study programs, who have been awarded a medal or decoration, or who otherwise have participated in a newsworthy event. Categories of records in the system: Biographical information including, but not limited to name, current grade, Social Security Number, marital status, local address, name and address of parents, educational background and military history, and photographs. Authority for maintenance of the system: 10 U.S.C. 2113 and E.O. 9397. Purpose(s): Preparation of news releases for distribution to newspapers across the United States. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The `Blanket Routine Uses' set forth at the beginning of the USUHS' compilation of systems of records notices apply to this system. Information from this system of records may also be disclosed to the media as part of news releases. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are stored in locked cabinets, and the office is locked during non-duty hours. Retrievability: Records are accessed by name and Social Security Number. Safeguards: Records are accessed only by person(s) responsible for servicing the records system in performance of their official duties. Retention and disposal: Information on students is kept from the beginning of freshman year until 90 days after graduation and then destroyed. The University and Public Affairs office keep no information on medal or decoration awardees, as the original home-town newspaper release form is sent to the services' news centers and no copies are retained. System manager(s) and address: Director of Public Affairs, Uniformed Services University of the Health Sciences, Office of University and Public Affairs, 4301 Jones Bridge Road, Room A1045, Bethesda, MD 20814-4799. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director of Public Affairs, Uniformed Services University of the Health Sciences, Office of University and Public Affairs, 4301 Jones Bridge Road, Room A1045, Bethesda, MD 20814-4799. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director of Public Affairs, Uniformed Services University of the Health Sciences, Office of University and Public Affairs, 4301 Jones Bridge Road, Room A1045, Bethesda, MD 20814-4799. Contesting record procedures: The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager. Record source categories: Information is obtained from the individual. Exemptions claimed for the system: None. WUSU17 System name: Accounts Receivable Records. System location: Uniformed Services University of the Health Sciences, Financial Management Directorate, 4301 Jones Bridge Road, Bethesda, MD 20814- 4799. Categories of individuals covered by the system: Active duty and retired military personnel, USUHS civilians, present and former employees, contracting officers and representatives, dependents of military personnel, foreign nationals residing in the United States and other individuals who may be indebted to the Uniformed Services University of the Health Sciences or the U.S. Government. Categories of records in the system: The records maintained by the system include, but are not limited to, documentation pertaining to telephone billing, check issue discrepancies, dishonored checks, reports of surveys, freight losses in shipments, involuntary collections, erroneous payments, property losses and damages, loss of funds, Government losses in shipments, set-off of final pay, travel advances. Authority for maintenance of the system: 5 U.S.C. 5512-5514, Withholding Pay; 31 U.S.C. 71, Public Accounts to be settled in the General Accounting Office; 37 U.S.C. 1007 (B, E, F, G) Deductions from pay; 40 U.S.C. Chapter 15, Government Losses in Shipment; 49 U.S.C. 1, Transportation. Debt Collection Act of 1982 (Pub. L. 97-365); 5 U.S.C. 552a(b)(12); 10 U.S.C. 2774; 15 U.S.C. 1681a(f); Federal Claims Collection Act of 1966, 31 U.S.C. 952(d); 31 U.S.C. 3711; E.O. 9397. Purpose(s): To process, monitor, and post-audit accounts receivable. To administer the Federal Claims Collection Act of 1966 and the Debt Collection Act of 1982 and to answer inquiries pertaining thereto. The information is used for credit investigations and for the determination of tax liabilities as well as Department of Veterans Affairs benefits. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: The disclosures of information from the record system includes, but is not limited to, credit bureaus for credit investigations and to private collection agencies for the purpose of credit information and for obtaining credit reports or skip traces. To the Internal Revenue Service for the determination of tax liabilities, Department of Veterans Affairs for administration of laws pertaining to veterans benefits and correspondence with all of the above and the dependents and survivors. To any Federal creditor agency with a valid claim against any current or former employee of the USUHS for the purpose of resolving any claims under the Debt Collection Act of 1982. To the Department of Treasury/Internal Revenue Service for the purpose of obtaining locator status for delinquent accounts receivable, and/or to report write-off amounts as taxable income as pertains to amounts compromised and accounts barred from litigation due to age, and for the purpose of offset, either administrative or salary. To the Department of Justice/U.S. Attorneys for legal action and/ or final disposition of debt claims. For offsets, both to collect and to repay. The `Blanket Routine Uses' set forth at the beginning of the USUHS' compilation of systems of records notices apply to this system. Disclosure to consumer reporting agencies: To consumer reporting agencies pursuant to 5 U.S.C. 552a(b)(12) as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)). Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Records are maintained in file folders, notebooks, binders or visible file binders, cabinets, card files and on computer disks and magnetic tapes. Retrievability: Records are accessed by name and Social Security Number. Safeguards: Records are accessed by custodian of record system and by personnel responsible for servicing the record system in performance of their official duties who are properly screened and cleared for the need to know. Records are stored in security file containers, cabinets or locked cabinets or rooms, protected by guards and controlled by screened personnel. In addition, there are passwords and security systems as part of the software to prevent unauthorized access. Retention and disposal: Retention is up to six years or until discrepancies are cleared. Destruction is completed by tearing, shredding, pulping, macerating or burning. System manager(s) and address: Director, Financial Management, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Financial Management, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Financial Management, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Information pertaining to geographically disbursed elements of the record system may be obtained from the documentation managers at the applicable USUHS component. The requestor should be able to provide sufficient information of identity, such as name, Social Security Number, place of employment or other information that may be verified by the record itself. Contesting record procedures: The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager. Record source categories: Sources include, but are not limited to, information obtained from automatic system interfaces, corporations and from source documents such as reports, contractors, vendors, claimants, trustees, assignees, USUHS and other Department of Defense components, carriers, General Accounting Office, Comptroller General, Department of Veterans Affairs, Federal creditor agencies and consumer reporting agencies. Exemptions claimed for the system: None. WUSU18 System name: Accounts Payable Records. System location: Uniformed Services University of the Health Sciences, Financial Management Directorate, 4301 Jones Bridge Road, Bethesda, MD 20814- 4799. Categories of individuals covered by the system: Individuals who have money owed to them by USUHS or who have performed official functions resulting in a valid debt payable by USUHS to a third party. Such individuals include contractors, military and civilian personnel and their dependents, assignees, trustees, guardians and survivors. Categories of records in the system: The records maintained by the system include, but are not limited to, contracts, purchase orders, blanket purchase agreements, temporary duty and permanent change of station, transportation requests, government bills of lading, compensation claims, correspondence with creditors, dependents of military personnel and civilian employees. Authority for maintenance of the system: 31 U.S.C. 3326, Receipts, Retention and Disbursement of Public Funds; 3325, 3528, and 3529, Travel and Transportation Allowance, Dependents, Baggage and Household Effects; 3322, Disbursing Officers; 37 U.S.C. 404, Travel and Transportation Allowances; General; 406, Disbursing Officers; and E.O. 9397. Purpose(s): Records are used to support payments to creditors who may include military personnel and civilian employees, their dependents, survivors, guardians and trustees, contractors, vendors and assignees. Data is also used for matters pertaining to taxation, welfare, criminal and civil litigations. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: When authorized, records may be disclosed to creditors, dependents, claimants, Internal Revenue Service for tax purposes including assessments, levy actions, employer/employee Social Security taxes. To the Social Security Administration and the Department of Veterans Affairs for the verification of claims and the eligibility for benefits administered by such agencies, and to state and local authorities for matters pertaining to taxation, welfare, criminal and civil litigations, within the jurisdiction of such authorities. The `Blanket Routine Uses' set forth at the beginning of the USUHS' 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: Maintained in file folders, visible file binders/cabinets, card files, computer and computer output products, magnetic cards and disks and microform. Retrievability: Access by name and Social Security Number. Safeguards: Records are accessed by person(s) responsible for the servicing of the record system in performance of their official duties who are properly screened and cleared for a need to know. Records are stored in security file containers, cabinets, safes, vaults, or locked cabinets and rooms. Records are controlled by personnel screening and by computer security software in machine-readable records. Retention and disposal: Retention periods of various types of documents vary from 1 month to 6 years. Some records are destroyed by USUHS by tearing, shredding, pulping, macerating or burning. Others are retired to the Denver Federal Archives and Record Center and destroyed after various retention periods. System manager(s) and address: Director, Financial Management Directorate, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Financial Management Directorate, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Financial Management Directorate, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Information pertaining to geographically disbursed elements of the record system may be obtained from the documentation manager at the applicable USUHS component. The requestor should be able to provide sufficient proof of identity, such as name, Social Security Number, service number, military status, duty station or place of employment or other information verifiable from the record itself. Contesting record procedures: The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager. Record source categories: Sources include, but are not limited to, information obtained from automatic system interfaces, corporations and from source documents such as reports, contractors, vendors, claimants, trustees, assignees, USUHS and other Department of Defense components, carriers, General Accounting Office, Comptroller General and Department of Veterans Affairs. Exemptions claimed for the system: None. WUSU19 System name: Travel Records. System location: Uniformed Services University of the Health Sciences, Financial Management Directorate, 4301 Jones Bridge Road, Bethesda, MD 20814- 4799. Categories of individuals covered by the system: Active duty and retired military personnel, USUHS civilian present and former employees, dependents of military personnel, other individuals in receipt of competent travel orders. Categories of records in the system: The records maintained by the system include, but are not limited to, travel vouchers and subvouchers, travel allowance payment list, travel voucher and subvoucher continuation sheets, certificate of nonavailability of government quarters and mess, multi-travel payment list, travel payment record, request for fiscal information concerning transportation requests, bills of lading, public voucher for fees and mileage and claims for reimbursement for expenditures on official business and related correspondence. Authority for maintenance of the system: 37 U.S.C. 404-412, Travel and Transportation Allowances; 5 U.S.C. 2105, Employees 5561; Definitions; 5564, Travel and Transportation; 5701-5708, Travel and Subsistence Expenses; 5721-5730, Travel and Transportation Expenses. Purpose(s): Records are established and used for accountability, auditing and settlement of travel claims. Routine uses of records maintained in the system, including categories of users and the purposes of such uses: To the Internal Revenue Service, for the purpose of recording information concerning payment of travel allowances which are subject to Federal Income Tax. The `Blanket Routine Uses' set forth at the beginning of the USUHS' 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: Records are maintained in file folders, notebooks, binders, visual file binders and cabinets, card files and on computer magnetic tape, disk and printouts. Retrievability: Access is by name and Social Security Number. Safeguards: Records are accessed by custodian of the record system and by persons responsible for servicing the record system in performance of their official duties who are properly screened and cleared for need- to-know. Records are stored in security file containers, cabinets, safes, vaults or locked cabinets and rooms. Records are controlled by personnel screening and by computer security software in machine- readable records. Retention and disposal: The original voucher and related supporting documents are stored at the Air Force Accounting and Finance Center, Denver, Colorado, for eighteen months and then moved to the Denver Federal Archives and Record Center for four years and nine months after which they are shredded. A copy of the original voucher and related supporting documents are maintained by the Financial Management Directorate for six years and then destroyed by burning, shredding, tearing, mulching, macerating. Permanent history tapes cohistory tapes contain individual data for six years from the transfer date. System manager(s) and address: Director, Financial Management Directorate, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Director, Financial Management Directorate, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Director, Financial Management Directorate, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Information pertaining to geographically disbursed elements of the record system may be obtained from the documentation manager at the applicable USUHS component. Requesters should be able to provide sufficient proof of identity such as name, Social Security Number, office location, place of employment and specify the accounting disbursing number, voucher number, date of voucher and other information verifiable in the record itself. Contesting record procedures: The USUHS' rules for accessing records, for contesting contents and appealing initial agency determinations are published in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager. Record source categories: Sources include, but are not limited to, information obtained from automatic system interfaces, corporations and from source documents such as reports, contractors, vendors, claimants, trustees, assignees, USUHS and other Department of Defense components, carriers, General Accounting Office, Comptroller General and Department of Veterans Affairs. Exemptions claimed for the system: None. WUSU20 System name: Personnel Radiation Exposure Records. System location: Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799; Armed Forces Radiobiology Research Institute, Bethesda, MD 20889- 5603; and Field Command, Defense Special Weapons Agency, Kirtland Air Force Base, MX 87115-5000. Categories of individuals covered by the system: Employees, contractors, or visitors who enter a facility or area requiring the wearing of a radiation dosimeter. Categories of records in the system: Name, Social Security Number, sex, date of birth, current and previous radiation exposure history, dates and places of employment, records of individual's training in radiation safety, dates of exposures, citizenship, information on pregnancy, areas visited or worked, dates of arrival and departure, organization, assigned department, bioassay information, grade/rank, work phone and location. Authority for maintenance of the system: 10 U.S.C. 2113, Uniformed Services University of the Health Sciences; Atomic Energy Act of 1954, 42 U.S.C. 2013, Military Construction Act of 1977 (Pub.L. 94-367), and E.O. 9397. Purpose(s): For use by university or institute officials, employees, and authorized contractors, to provide documentation of any exposure to radiation which might be experienced by an individual. 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: Records may be reviewed by the U.S. Nuclear Regulatory Commission (NRC) as part of NRC's on-going administration of the Materials License, and by the Radiation Safety Committee or the Radiation Safety Officer and his/her staff to review an individual's qualifications and/or expertise in conducting experiments using radioiodine compounds. The `Blanket Routine Uses' set forth at the beginning of the USUHS compilation of systems of records notices apply to this record system. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Card files, paper records in file folders, microfiche/film and automated records on magnetic tapes, disks and computer products. Retrievability: Records are accessed by name, Social Security Number, or department. Safeguards: Computer equipment and records are in controlled access areas protected by guards, intrusion alarms, and coded locks. Manual records are secured in locked cabinets or vaults. Automated records are protected by user identification codes and passwords which limit access to the system. Retention and disposal: For students or employees, records are kept for 75 years. For visitors, records are retired after two years to a record holding area for 75 year retention. System manager(s) and address: Dosimetry Manager, Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Notification procedure: Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to the Dosimetry Manager, Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Written requests should include full name, Social Security Number, address, and signature of the requester. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Dosimetry Manager, Department of Environmental Health and Occupational Safety, Uniformed Services University of the Health Sciences, 4301 Jones Bridge Road, Bethesda, MD 20814-4799. Written requests should include full name, Social Security Number, address, and signature of the requester. Contesting record procedures: The USUHS' rules for accessing records and for contesting contents and appealing initial determinations are contained in OSD Administrative Instruction 81; 32 CFR part 315; or may be obtained from the system manager. Record source categories: Information from individual's and/or their dosimetry or bioassay records, previous educational facilities or employers, and other personal medical or radiation-related records. Exemptions claimed for the system: None. DEFENSE COMMISARY AGENCY Defense Commissary Agency Requesting Records Records are retrieved by name or by some other personal identifier. It is therefore especially important for expeditious service when requesting a record that particular attention be provided to the Notification and/or Access Procedures of the particular record system involved so as to furnish the required personal identifiers, or any other pertinent personal information as may be required to locate and retrieve the record. Blanket Routine Uses Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published below only once in the interest of simplicity, economy and to avoid redundancy. Law Enforcement Routine Use In the event that a system of records maintained by this component to carry out its functions indicates violation or potential violation of law, whether civil, criminal or regulatory in nature, and whether arising by general statute or by regulation, rule or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the appropriate agency, whether Federal, state, local, or foreign,charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation or order issued pursuant thereto. Disclosure When Requesting Information Routine Use A record from a system of records maintained by this component may be disclosed as a routine use to a Federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant or other benefit. Disclosure of Requested Information Routine Use A record from a system of records maintained by this component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. Congressional Inquiries Routine Use Disclosure from a system of records maintained by this component may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. Private Relief Legislation Routine Use Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, may be disclosed to the Office of Management and Budget in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. Disclosures Required by International Agreements Routine Use A record from a system of records maintained by this component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities in order to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of Department of Defense military and civilian personnel. Disclosure to State and Local Taxing Authorities Routine Use Any information normally contained in IRS Form W-2 which is maintained in a record from a system of records maintained by this component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements pursuant to Title 5, U.S. Code, sections 5516, 5517, 5520, and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin Number 76-07. Disclosure to the Office of Personnel Management Routine Use A record from a system of records subject to the Privacy Act and maintained by this component may be disclosed to the Office of Personnel Management concerning information on pay and leave, benefits, retirement deductions, and any other information necessary for the Office of Personnel Management to carry out its legally authorized Government-wide personnel management functions and studies. Disclosure to the Department of Justice for Litigation Routine Use A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. Disclosure to Military Banking Facilities Overseas Routine Use Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated for the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. Disclosure of Information to the General Services Administration Routine Use A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. Disclosure of Information to the National Archives and Records Administration Routine Use A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. Disclosure to the Merit Systems Protection Board Routine Use A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DoD investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law. Counterintelligence Purposes Routine Use A record from a system of records maintained by this component may be disclosed as a routine use outside the DoD or the U.S. Government for the purposes of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. ZIG 001 System name: Commissary Patron Inquiry, Complaint, Comment, and Suggestion Files. System location: Office of the Inspector General, Defense Commissary Agency, 1300 E. Avenue, Fort Lee, VA 23801-1800. Categories of individuals covered by the system: Patrons of the Commissaries who make inquiries, complaints, comments, or suggestions on it's operations. Categories of records in the system: Customer's name, address, telephone number, and e-mail address; information pertaining to the subject of inquiry, complaint, comment, or suggestion, and response thereto; customer opinion survey data. Authority for maintenance of the system: 5 U.S.C. 301, Departmental Regulations; and 10 U.S.C. 2482, Commissary stores: operation. Purpose(s): To aid the Defense Commissary Agency in determining needs of customers, responding to the customer's inquiries and comments, and determining action required to settle customer complaints. 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: The DoD ``Blanket Routine Uses'' set forth at the beginning of the Defense Commissary Agency's 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: Automated and paper records stored in file folders and computerized database. Retrievability: By customer's name, case number, e-mail address, and commissary. Safeguards: Paper and automated records are stored in rooms with restricted access in a secure building. In addition, access is limited to the Inspector General staff in performance of their official duties. Retention and disposal: Records are destroyed by shredding after 2 years. System manager(s) and address: Your Action Line Coordinator, Office of the Inspector General, Defense Commissary Agency, 1300 E. Avenue, Fort Lee, VA 23801-180. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Freedom of Information Act/Privacy Officer, Defense Commissary Agency, 1300 E. Avenue, Fort Lee, VA 23801-1800. The request should contain the individual's full name, address, and telephone number. These items are necessary for the retrieval of information. Requests submitted on behalf of other persons must include their written authorization. Record access procedures: Individuals seeking access to information about themselves contained in this system should address written inquiries to the Freedom of Information Act/Privacy Officer, Defense Commissary Agency, 1300 E. Avenue, Fort Lee, VA 23801-1800. The request should contain the individual's full name, address, and telephone number. These items are necessary for the retrieval of information. Requests submitted on behalf of other persons must include their written authorization. Contesting record procedures: The Defense Commissary Agency's rules for accessing records, for contesting contents and appealing initial agency determinations are contained in Defense Commissary Agency Directive 30-13; 32 CFR part 327; or may be obtained from the Freedom Of Information Act/Privacy Officer at 1300 E. Avenue, Fort Lee, VA 23801-1800. Record source categories: From the individual. Exemption claimed for the system: None. ZGC 001 System name: General Counsel Case Files. System location: Office of the General Counsel, Headquarters, Defense Commissary Agency (DeCa), ATTN: GC, 1300 E. Avenue, Fort Lee, VA 23801-1800. Categories of individuals covered by the system: Any individual who may or has filed a claim, a complaint or similar pleading or instituted litigation against the Defense Commissary Agency in a court or administrative body or in an established administrative dispute resolution procedure in which a Defense Commissary Agency employee or the Defense Commissary Agency is name as a defendant concerning matters under the cognizance of the General Counsel, Defense Commissary Agency. Categories of records in the system: Name of the party bringing the action, home address, telephone number, location, type of case and other details including settlement and resolution. Authority for maintenance of the system: 5 U.S.C. 301, Department Regulations and 10 U.S.C. 2482, Commissary stores: operation. Purpose(s): The records are used to evaluate, adjudicate, defend, prosecute, or settle claims or lawsuits. 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: The DoD `Blanket Routine Uses' set forth at the beginning of the Defense Commissary Agency's 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: Automated and paper records stored in file folders and computerized database. Retrievability: Name of litigant or anticipated litigant and case number. Safeguards: Paper and automated records are stored in rooms with restricted access in a secure building. Access is limited to the General Counsel staff in performance of their official duties. Retention and disposal: Records retained for six years after final action, then destroyed. Paper records are shredded. System manager(s) and address: Administrative Support Assistant, Office of the General Counsel, Headquarters, Defense Commissary Agency, 1300 E. Avenue, Fort Lee, VA 23801-1800. Notification procedure: Individuals seeking to determine whether this system of records contains information about themselves should address written inquiries to the Freedom of Information Act/Privacy Officer, Defense Commissary Agency, 1300 E. Avenue, Fort Lee, VA 23801-1800. The request should contain the individual's full name, address, and telephone number. These items are necessary for the retrieval of information. Requests submitted on behalf of other persons must include their written authorization. Record access procedures: Individuals seeking access to records about themselves contained in this system of records should address written inquiries to the Freedom of Information Act/Privacy Officer, Defense Commissary Agency, 1300 E. Avenue, Fort Lee, VA 23801-1800. The request should contain the individual's full name, address, and telephone number. These items are necessary for the retrieval of information. Requests submitted on behalf of other persons must include their written authorization. Contesting record procedures: The Defense Commissary Agency's rules for accessing records, for contesting contents and appealing initial agency determinations are contained in Defense Commissary Agency Directive 30-13; 32 CFR part 327; or may be obtained from the Freedom of Information Act/Privacy Officer at 1300 E. Avenue, Fort Lee, VA 23801-1800. Record source categories: From all sources with information which may impact upon actual or anticipated litigation, e.g., administrative boards, other record systems within DeCA, DoD, and third parties who provide information voluntarily or in response to discovery. Exemptions claimed for the system: None. DEFENSE DEPARTMENT Title 32-National Defense Subtitle A-Department of Defense Chapter I-Office of the Secretary of Defense PART 310--DOD PRIVACY PROGRAM Subpart A--General provisions Sec. 310.1 Reissuance and purpose. 310.2 Applicability and scope. 310.3 Definitions. 310.4 Policy. 310.5 Organization. 310.6 Responsibilities Subpart B--Systems of Records. 310.10 General. 310.11 Standards of accuracy. 310.12 Government contractors. 310.13 Safeguarding personal information. Subpart C--Collecting Personal Information 310.20 General considerations. 310.21 Forms. Subpart D--Access by Individuals 310.30 Individual access to personal information. 310.31 Denial of individual access. 310.32 Amendment of records. 310.33 Reproduction fees. Supart E--Disclosure of Personal Information to Other Agencies and Third Parties 310.40 Conditions of disclosure. 310.41 Nonconsensual disclosures. 310.42 Disclosures to commercial enterprises. 310.43 Disclosures to the public health care records. 310.44 Disclosure accounting. Subpart F--Exemptions 310.50 Use and establishment of exemptions. 310.51 General exemptions. 310.52 Specific exemptions. Subpart G--Publication Requirements 310.60 Federal Register publication. 310.61 Exemption rules. 310.62 System notices. 310.63 New and altered record systems. 310.64 Amendment and deletion of systems notices. Subpart H--Training Requirements 310.70 Statutory training requirements. 310.71 OMB training guidelines. 310.72 DoD training programs. 310.73 Training methodology and procedures. 310.74 Funding for training. Subpart I--Reports 310.80 Requirement for reports. 310.81 Suspense for submission of reports. 310.82 Reports control symbol. Subpart J--Inspections 310.90 Privacy Act inspections. 310.91 Inspection reporting. Subpart K--Privacy Act Enforcement Actions 310.100 Administrative remedies. 310.101 Civil actions. 310.102 Civil remedies. 310.103 Criminal penalties. 310.104 Litigation status sheet. Subpart L--Matching Program Procedures 310.110 OMB Matching guidelines. 310.111 Requesting matching programs. 310.112 Time limits for submitting matching reports. 310.113 Matching programs among DoD Components. 310.114 Annual review of systems of records. Appendix A--Special Considerations for Safeguarding Personal Information in ADP Systems Appendix B--Special Considerations for Safeguarding Personal Information During Word Processing Appendix C--DoD Blanket Routine Uses Appendix D--Provisions of the Privacy Act from which a General or Specific Exemption May be Claimed Appendix E--Sample of New or Altered System of Record Notice in Federal Register Format Appendix F--Format for New or Altered System Report Appendix G--Sample Deletions and Amendments to Systems Notices in Federal Register Format Appendix H--Litigation Status Sheet Appendix I--Office of Management and Budget (OMB) Matching Guidelines. Authority:Pub. L. 93-579, 88 Stat. 1896 (5 U.S.C. 552a). Source:51 FR 2364, Jan. 16, 1986. Redesignated from part 286a at 56 FR 55631, Oct. 29, 1991. Subpart A--General Provisions Sec. 310.1 Reissuance and purpose. (a) This part is reissued to consolidate into a single document (32 CFR part 310) Department of Defense (DoD) policies and procedures for implementing the Privacy Act of 1974, as amended (5 U.S.C. 522a,) by authorizing the development, publication and maintenance of the DoD Privacy Program set forth by DoD Directive 5400.11, June 9, 1982, and 5400.11-R, August 31, 1983, both entitled: ``Department of the Defense Privacy Program.'' (b) Its purpose is to delegate authorities and assign responsibilities for the administration of the DoD Privacy Program and to prescribe uniform procedures for DoD Components consistent with DoD 5025.1-M, ``Directives Systems Procedures,'' April 1981. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Sec. 310.2 Applicability and scope. (a) The provisions of this part apply to the Office of the Secretary of Defense, the Military Departments, the Organization of the Joint Chiefs of Staff, the Unified and Specified Commands, and the Defense Agencies (hereafter referred to collectively as ``DoD Components''). This part is mandatory for use by all DoD Components. Heads of DoD Components may issue supplementary instructions only when necessary to provide for unique requirements within their Components. Such instructions will not conflict with the provisions of this part. (b) The DoD Privacy Program is applicable, but not limited, to the following DoD Components: (1) Office of the Secretary of Defense and its field activities; (2) Department of the Army; (3) Department of the Navy; (4) Department of the Air Force; (5) U.S. Marine Corps; (6) Organization of the Joint Chiefs of Staff; (7) Unified and Specified Commands; (8) Office of the Inspector General, DoD; (9) Defense Advanced Research Projects Agency; (10) Defense Communications Agency; (11) Defense Contract Audit Agency; (12) Defense Intelligence Agency; (13) Defense Investigative Service; (14) Defense Logistics Agency; (15) Defense Mapping Agency; (16) Defense Nuclear Agency; (17) Defense Security Assistance Agency; (18) National Security Agency/Central Security Service; (19) Uniformed Services University of the Health Sciences. (c) The provisions of this part shall be made applicable by contract or other legally binding action to U.S. Government contractors whenever a DoD contract is let for the operation of a system of records. For purposes of liability under the Privacy Act of 1974 (5 U.S.C. 552a) the employees of the contractor are considered employees of the contracting DoD Component. See also Sec. 310.12. (d) This part does not apply to: (1) Requests for information from records maintained by the National Security Agency pursuant to Pub. L. 86-36, ``National Security Information Exemption,'' May 29, 1959, and Pub. L. 88-290, ``Personnel Security Procedures in the National Security Agency,'' March 26, 1964. All other systems of records maintained by the Agency are subject to the provisions of this part. (2) Requests for information from systems of records controlled by the Office of Personnel Management (OPM), although maintained by a DoD Component. These are processed under the applicable parts of the OPM's Federal Personnel Manual (5 CFR part 297). (3) Requests for personal information from the General Accounting Office (GAO). These are processed in accordance with DoD Directive 7650.1, ``General Accounting Office Access to Records,'' August 26, 1982. (4) Requests for personal information from Congress. These are processed in accordance with DoD Directive 5400.4, ``Provisions of Information to Congress,'' January 30, 1978, except for those specific provisions in Subpart E--Disclosure of Personal Information to Other Agencies and Third Parties. (5) Requests for information made under the Freedom of Information Act (5 U.S.C. 552). These are processed in accordance with ``DoD Freedom of Information Act Program'' (32 CFR part 286). [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Sec. 310.3 Definitions. Access. The review of a record or a copy of a record or parts thereof in a system of records by any individual. Agency. For the purposes of disclosing records subject to the Privacy Act among DoD Components, the Department of Defense is considered a single agency. For all other purposes to include applications for access and amendment, denial of access or amendment, appeals from denials, and record keeping as regards release to non-DoD agencies; each DoD Component is considered an agency within the meaning of the Privacy Act. Confidential source. A person or organization who has furnished information to the federal government under an express promise that the person's or the organization's identity will be held in confidence or under an implied promise of such confidentialness if this implied promise was made before September 27, 1975. Disclosure. The transfer of any personal information from a system of records by any means of communication (such as oral, written, electronic, mechanical, or actual review) to any person, private entity, or government agency, other than the subject of the record, the subject's designated agent or the subject's legal guardian. Individual. A living citizen of the United States or an alien lawfully admitted to the United States for permanent residence. The legal guardian of an individual has the same rights as the individual and may act on his or her behalf. All members of U.S. Armed Forces are considered individuals for Privacy Act purposes. No rights are vested in the representative of a dead person under this part and the term ``individual'' does not embrace an individual acting in an interpersonal capacity, for example, sole proprietorship or partnership. Individual access. Access to information pertaining to the individual by the individual or his designated agent or legal guardian. Law Enforcement Activity. Any activity engaged in the enforcement of criminal laws, including efforts to prevent, control, or reduce crime or to apprehend criminals, and the activities of prosecutors, courts, correctional, probation, pardon, or parole authorities. Maintain. Includes maintain, collect, use or disseminate. Official use. Within the context of this part, this term is used when officials and employees of a DoD Component have a demonstrated need for the use of any record or the information contained therein in the performance of their official duties, subject to the ``DoD Information Security Program Regulation'': (32 CFR part 159). Personal information. Information about an individual that is intimate or private to the individual, as distinguished from information related solely to the individual's official functions or public life. Privacy Act. The Privacy Act of 1974, as amended (5 U.S.C. 552a). Privacy Act request. A request from an individual for notification as to the existence of, access to, or amendment of records pertaining to that individual. These records must be maintained in a system of records. Member of the public. Any individual or party acting in a private capacity to include federal employees or military personnel. Record. Any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, the individual's education, financial transactions, medical history, and criminal or employment history and that contains the individual's name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as a finger or voice print or a photograph. Risk assessment. An analysis considering information sensitivity, vulnerabilities, and the cost to a computer facility or word processing activity in safeguarding personal information processed or stored in the facility or activity. Routine use. The disclosure of a record outside the Department of Defense for a use that is compatible with the purpose for which the information was collected and maintained by the Department of Defense. The routine use must be included in the published system notice for the system of records involved. Statistical record. A record maintained only for statistical research or reporting purposes and not used in whole or in part in making determinations about specific individuals. System of records. A group of records under the control of a DoD Component from which information is retrieved by the individual's name or by some identifying number, symbol, or other identifying particular assigned to the individual. System notices for all Privacy Act systems of records must be published in the Federal Register. Word processing system. A combination of equipment employing automated technology, systematic procedures, and trained personnel for the primary purpose of manipulating human thoughts and verbal or written or graphic presentations intended to communicate verbally or visually with another individual. Word processing equipment. Any combination of electronic hardware and computer software integrated in a variety of forms (firmware, programmable software, handwiring, or similar equipment) that permits the processing of textual data. Generally, the equipment contains a device to receive information, a computer-like processor with various capabilities to manipulate the information, a storage medium, and an output device. [51 FR 2364, Jan. 16, 1986. Redesignated from part 286a at 56 FR 55631, Oct. 29, 1991; 62 FR 26389, May 14, 1997] Sec. 310.4 Policy. (a) General Policy. It is the policy of the Department of Defense to safeguard personal information contained in any system of records maintained by DoD Components and to make that information available to the individual to whom it pertains to the maximum extent practicable. (b) Permit individual access and amendment. Individuals are permitted: (1) To determine what records pertaining to them are being collected, maintained, used, or disseminated. (2) To gain access to the information pertaining to them maintained in any system of records, and to correct or amend that information. (3) To obtain an accounting of all disclosures of the information pertaining to them except when disclosures are made to: (i) DoD personnel in the course of their official duties; (ii) Under the ``DoD Freedom of Information Act Program'' (32 CFR part 286); (iii) To another agency or to an instrumentality of any governmental jurisdiction within or under control of the United States for civil or criminal law enforcement activity if the activity is authorized by law, and if the head of the agency or instrumentality has made a written request to the DoD activity which maintains the record specifying the particular portion desired and the law enforcement activity for which the record is sought. (4) To appeal any refusal to grant access to or amend any record pertaining to them, and to file a statement of disagreement with the record in the event amendment is refused. (c) Limit collection, maintenance, use, and dissemination of personal information. DoD Components are required: (1) To collect, maintain, use, and disseminate personal information only when it is relevant and necessary to achieve a purpose required by statute or Executive Order. (2) To collect personal information directly from the individual to whom it pertains to the greatest extent practical. (3) To inform individuals who are asked to supply personal information for inclusion in any system of records: (i) The authority for the solicitation; (ii) Whether furnishing the information is mandatory or voluntary; (iii) The intended uses of the information; (iv) The routine disclosures of the information that may be made outside the Department of Defense; and (v) The effect on the individual of not providing all or any part of the requested information. (4) To ensure that all records used in making determinations about individuals are accurate, relevant, timely, and complete. (5) To make reasonable efforts to ensure that records containing personal information are accurate, relevant, timely, and complete for the purposes for which the record is being maintained before making them available to any recipients outside the Department of Defense, other than a federal agency, unless the disclosure is made under 32 CFR part 286. (6) To keep no record that describes how individuals exercise their rights guaranteed by the First Amendment of the U.S. Constitution, unless expressly authorized by statute or by the individual to whom the records pertains, or the record is pertinent to and within the scope of an authorized law enforcement activity. (7) To make reasonable efforts, when appropriate, to notify individuals whenever records pertaining to them are made available under compulsory legal process, if such process is a matter of public record. (8) To establish safeguards to ensure the security of personal information and to protect this information from threats or hazards that might result in substantial harm, embarrassment, inconvenience, or unfairness to the individual. (9) To establish rules of conduct for DoD personnel involved in the design, development, operation, or maintenance of any system of records and to train them in these rules of conduct. (d) Required public notice and publication. DoD Components are required to publish in the Federal Register: (1) A notice of the existence and character of every system of records maintained. (2) A notice of the establishment of any new or revised system of records. (3) At least 30 days before adoption, advance notice for public comment of any new or intended changes to the routine uses of the information in existing system of records including the categories of users and the purposes of such use. (e) Permit exempting eligible systems of records. DoD Components may exempt from certain specific provisions of the Privacy Act (5 U.S.C. 552a) eligible systems of records, but only when there is an important public purpose to be served and specific statutory for the exemption exists. (f) May require annual and other reports. DoD Components shall furnish the Privacy Office that information required to complete any reports required by the Office of Management and Budget or other authorities. Sec. 310.5 Organization. (a) Defense Privacy Board. Membership of the board shall consist of the Executive Secretary and representatives designated by the Secretaries of the Military Departments; the Assistant Secretary of Defense (Comptroller) (whose designee shall serve as chairman); the Assistant Secretary of Defense (Force Management and Personnel); the General Counsel, Department of Defense; and the Director, Defense Logistics Agency; (b) The Defense Privacy Office. The office shall consist of a Director, who shall also function as the Executive Secretary of the Defense Privacy Board, and his staff. (c) The Defense Privacy Board Legal Committee. The committee shall be composed of a legal counsel from each of the DoD Components represented on the DoD Privacy Board. The legal counsels shall be appointed by the Executive Secretary in coordination with the Secretaries of the Military Department or the head of the appropriate DoD Components. Other DoD legal counsels may be appointed by the Executive Secretary, after coordination with the appropriate representative of the DoD Component concerned, to serve on the committee. Sec. 310.6 Responsibilities. (a) The Assistant Secretary of Defense (Comptroller) (ASD(C)), or his designee, the Deputy Assistant Secretary of Defense (Administration) (DASD(A)), shall: (1) Direct and administer the DoD Privacy Program. (2) Develop and maintain DoD Directive 5400.11 and DoD Regulation 5400.11-R (32 CFR part 310) consistent with DoD 5025.1-M and other guidance, to ensure timely and uniform implementation of the DoD Privacy Program. (3) Serve as chairman of the Defense Privacy Board. (b) Chairman and members of the Defense Privacy Board shall: (1) Serve as the principal policymakers for the DoD Privacy Program and the focal point for implementation of this part. (2) Ensure that all DoD Components actively participate in establishing policies, procedures, and practices in carrying out the DoD Privacy Program. (c) Director, Defense Privacy Office, shall: (1) Serve as Executive Secretary and a Member of the Defense Privacy Board. (2) Monitor implementation of the DoD Privacy Program for the Defense Privacy Board. (3) Serve as the focal point for the coordination of Privacy Act matters with the Defense Privacy Board; the Defense Privacy Board Legal Committee; the Office of Management and Budget; the General Accounting Office; the Office of the Federal Register, in conjunction with the OSD Federal Register Liaison Officer, and other federal agencies, as required; (4) Develop and maintain the DoD Privacy Program, DoD Directive 5400.11 and DoD 5400.11-R (32 CFR part 310) consistent with DoD 5025.1- M. (5) Review DoD Component instructions and related issuances pertaining to the DoD Privacy Program and provide overall guidance to avoid conflict with DoD Privacy Program policy and procedures. (6) Supervise the implementation of the Right to Financial Privacy Act of 1978 (12 U.S.C. 3401 et seq.); DoD Directive 5400.12, ``Obtaining Information from Financial Institutions'' (32 CFR part 294) and any other legislation that impacts directly on individual privacy. (7) In conjunction with the Office of the Assistant Secretary of Defense (Force Management and Personnel), the Office of the General Counsel, DoD; and other DoD Components: (i) Ensure that training programs regarding DoD Privacy Program policies and procedures are established for all DoD personnel whose duties involve design, development, operation, and maintenance of any system of records. (ii) Coordinate on all DoD personnel policies that may affect the DoD Privacy Program. (8) In conjuction with the Office of the Deputy Assistant Secretary of Defense (Management Systems), Office of the ASD(C), and other DoD Components, ensure that: (i) All information requirements developed to collect or maintain personal data conform with DoD Privacy Program standards; (ii) Procedures are developed to protect personal information while it is being processed or stored in automated data processing or word processing centers. (9) In conjuction with the Office of the ASD (FM&P), the Defense Manpower Data Center (Defense Logistics Agency), and other DoD Components, ensure that procedures developed to collect or maintain personal data for research purposes conform both to the requirements of the research and DoD Privacy Program standards. (d) Members of Defense Privacy Board Legal Committee shall: (1) Consider legal questions referred to it by the Board regarding the application of the Privacy Act (5 U.S.C. 552a); DoD Directive 5400.11; and DoD 5400.11-R, (this part) and the implementation of the DoD Privacy Program. (2) Render advisory opinions to the DoD Privacy Board, subject to approval by the General Counsel, Department of Defense. (e) The General Counsel, Department of Defense, shall: (1) Review the advisory opinions of the Defense Privacy Board Legal Committee to ensure uniformity in legal positions and interpretations rendered. (2) Be the final approving authority on all advisory legal opinions rendered by the Defense Privacy Board or the Defense Privacy Board Legal Committee regarding the Privacy Act (5 U.S.C. 552a) or its implementation. (f) The Head of Each DoD Component shall implement the DoD Privacy Program by carrying out the specific responsibilities set forth in 310.4(c) and shall: (1) Establish an active program to implement the DoD Privacy Program. (2) Provide adequate funds and personnel to support the Privacy Program. (3) Designate a senior official to serve as the principal point of contact for DoD Privacy matters and to monitor compliance with the program. (4) Ensure that DoD Privacy Program compliance is reviewed during the internal inspections conducted by Inspectors General or equivalent inspectors. (5) Ensure that the DoD Component head, a designee, or an appellant reviews all appeals from denials or refusals by Component officials to amend personal records. (6) Establish rules of conduct to ensure that: (i) Only personal information that is relevant and necessary to achieve a purpose required by statute or Executive Order is collected, maintained, used or disseminated. (ii) Personal information is collected to the greatest extent practicable directly from the individual to whom it pertains. (iii) No records are maintained describing how individuals exercise their rights guaranteed by the First Amendment to the U.S. Constitution unless expressly authorized by statute or the individual to whom they pertain or unless the records pertain to and are within the scope of an authorized law enforcement activity. (iv) Individuals are granted access to records which pertain to them in systems of records unless the system has been exempted from the access provisions of the Privacy Act (5 U.S.C. 552a). (v) No system of records subject to the Privacy Act (5 U.S.C. 552a) is maintained, used, or disseminated without prior publication of a system notice in the Federal Register. (vi) All personal information contained in any system of records is safeguarded against unwarranted and unauthorized disclosure. (vii) Procedures are established that permit an individual to seek the correction or amendment of any record in a system of records pertaining to the individual unless system of records has been exempted from the amendment procedures of the Privacy Act (5 U.S.C. 552a). (viii) All personnel whose duties involve design, development, operation, and maintenance of any system of records are trained in the rules of conduct established. (ix) Assist, upon request, the Defense Privacy Board on matters of special interest. (g) The System Manager for any system of records shall: (1) Ensure that all personnel who either have access to the system of record or who are engaged in developing or supervising procedures for handling records in the system of records are aware of their responsibilities for protecting personal information established by the DoD Privacy Program. (2) Prepare promptly any required new, amended, or altered system notices for the system of records and submit them through channels for publication in the Federal Register. (3) Notify all Automated Data Processing (ADP) or word processing managers who process information from the system of records that the information is subject to the DoD Privacy Program and the applicable routine uses for the information in the system. (4) Coordinate with ADP and word processing managers providing services to ensure an adequate risk analysis is conducted. (5) Coordinate with the servicing ADP and word processing managers to ensure that the system manager is notified when there are changes to processing equipment, hardware or software, and the data base that may require submission of an amended system notice. (h) Automated Data Processing (ADP) or Word Processing Managers, who process information from any system of records, shall: (1) Ensure that each system manager provides a current system notice or information as to the contents of the system notice for each system of records from which information is to be processed. (2) Ensure that all personnel who have access to information from a system of records during processing or who are engaged in developing procedures for processing such information are aware of the provisions of the DoD Privacy Program policies and procedures. (3) Notify promptly the system manager whenever there are changes to processing equipment, hardware or software, and the data base that may require the submission of an amended system notice for any system of records. (i) DoD Employees shall: (1) Not disclosure any personal information contained in any system of records except as authorized in this part. (2) Not maintain any official files which are retrievable by name or other personal identifier without first ensuring that a notice for the system has been published in the Federal Register. (3) Report any disclosures of personal information from a system of records or the maintenance of any system of records that are not authorized by this part to the appropriate Privacy Act officials for his or her action. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Subpart B--Systems of Records Sec. 310.10 General. (a) System of records. To be subject to the provisions of this part a ``system of records'' must: (1) Consist of ``records'' (as defined in paragraph (n) of 310.3) that are retrieved by the name of an individual or some other personal identifier, and (2) Be under the control of a DoD Component. (b) Retrieval practices. (1) Records in a group of records that may be retrieved by a name or personal identifier are not covered by this part even if the records contain personal data and are under control of a DoD Component. The records must be, in fact, retrieved by name or other personal identifier to become a system of records for the purpose of this part. (2) If files that are not retrieved by name or personal identifier are rearranged in such manner that they are retrieved by name or personal identifier, a new systems notice must be submitted in accordance with paragraph (c) of 310.63 of subpart G of this part. (3) If records in a system of records are rearranged so that retrieval is no longer by name or other personal identifier, the records are no longer subject to this part and the system notice for the records shall be deleted in accordance with paragraph (c) of Sec. 310.64 of subpart G of this part. (c) Relevance and necessity. Retain in a system of records only that personal information which is relevant and necessary to accomplish a purpose required by a federal statute or an Executive Order. (d) Authority to establish systems of records. Identify the specific statute or the Executive Order that authorize maintaining personal information in each system of records. The existance of a statute or Executive order mandating the maintenance of a system of records does not abrogate the responsibility to ensure that the information in the system of records is relevant and necessary. (e) Exercise of First Amendment rights. (1) Do not maintain any records describing how an individual exercises his or her rights guaranteed by the First Amendment of the U.S. Constitution except when: (i) Expressly authorized by federal statute; (ii) Expressly authorized by the individual; or (iii) Maintenance of the information is pertinent to and within the scope of an authorized law enforcement activity. (2) First Amendment rights include, but are not limited to, freedom of religion, freedom of political beliefs, freedom of speech, freedom of the press, the right to assemble, and the right to petition. (f) System manager's evaluation. (1) Evaluate the information to be included in each new system before establishing the system and evaluate periodically the information contained in each existing system of records for relevancy and necessity. Such a review shall also occur when a system notice amendment or alteration is prepared (see Secs. 310.63 and 310.64 of subpart G of this part). (2) Consider the following: (i) The relationship of each item of information retained and collected to the purpose for which the system is maintained; (ii) The specific impact on the purpose or mission of not collecting each category of information contained in the system; (iii) The possibility of meeting the information requirements through use of information not individually identifiable or through other techniques, such as sampling; (iv) The length of time each item of personal information must be retained; (v) The cost of maintaining the information; and (vi) The necessity and relevancy of the information to the purpose for which it was collected. (g) Discontinued information requirements. (1) Stop collecting immediately any category or item of personal information from which retention is no longer justified. Also excise this information from existing records, when feasible. (2) Do not destroy any records that must be retained in accordance with disposal authorizations established under 44 U.S.C., Section 303a, ``Examination by the Administrator of General Services of Lists and Schedules of Records Lacking Preservation Value, Disposal of Records.'' [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Sec. 310.11 Standards of accuracy. (a) Accuracy of information maintained. Maintain all personal information that is used or may be used to make any determination about an individual with such accuracy, relevance, timeliness, and completeness as is reasonably necessary to ensure fairness to the individual in making any such determination. (b) Accuracy determination before dissemination. Before disseminating any personal information from a system of records to any person outside the Department of Defense, other than a federal agency, make reasonable efforts to ensure that the information to be disclosed is accurate, relevant, timely, and complete for the purpose it is being maintained (see also paragraph (d) of Sec. 310.30, subpart D and paragraph (d) of Sec. 310.40, subpart E of this part). [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Sec. 310.12 Government Contractors. (a) Applicability to government contractors. (1) When a DoD Component contracts for the operation or maintenance of a system of records or a portion of a system of records by a contractor, the record system or the portion of the record system affected are considered to be maintained by the DoD Component and are subject to this part. The Component is responsible for applying the requirements of this part to the contractor. The contractor and its employees are to be considered employees of the DoD Component for purposes of the sanction provisions of the Privacy Act during the performance of the contract. Consistent with the Defense Acquisition Regulation (DAR), Sec. 1.327, ``Protection of Individual Privacy'' contracts requiring the maintenance of a system of records or the portion of a system of records shall identify specifically the record system and the work to be performed and shall include in the solicitation and resulting contract such terms as are prescribed by the DAR. (2) If the contractor must use or have access to individually identifiable information subject to this part to perform any part of a contract, and the information would have been collected and maintained by the DoD Component but for the award of the contract, these contractor activities are subject to this Regulation. (3) The restriction in paragraphs (a) (1) and (2) of Sec. 310.12 of this part do not apply to records: (i) Established and maintained to assist in making internal contractor management decisions, such as records maintained by the contractor for use in managing the contract; (ii) Maintained as internal contractor employee records even when used in conjunction with providing goods and services to the Department of Defense; or (iii) Maintained as training records by an educational organization contracted by a DoD Component to provide training when the records of the contract students are similar to and comingled with training records of other students (for example, admission forms, transcripts, academic counselling and similar records); (iv) Maintained by a consumer reporting agency to which records have been disclosed under contract in accordance with the Federal Claims Collection Act of 1966, Title 31, United States Code, section 952(d). (4) DoD Components must publish instruction that: (i) Furnish DoD Privacy Program guidance to their personnel who solicit, award, or administer government contracts; (ii) Inform prospective contractors of their responsibilities regarding the DoD Privary Program; and (iii) Establish an internal system of contractor performance review to ensure compliance with the DoD Privacy Program. (b) Contracting procedures. The Defense Systems Acquisition Regulatory Council (DSARC) is responsible for developing the specific policies and procedures to be followed when soliciting bids, awarding contracts or administering contracts that are subject to this part. (c) Contractor compliance. Through the various contract surveillance programs, ensure contractors comply with the procedures established in accordance with paragraph (b) of this section. (d) Disclosure of records to contractors. Disclosure of personal records to a contractor for the use in the performance of any DoD contrtact by a DoD Component is considered a disclosure within the Department of Defense (see paragraph (b) of Sec. 310.40, subpart E of this part). The contractor is considered the agent of the contracting DoD Component and to be maintaining and receiving the records for that Component. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Sec. 310.13 Safeguarding personal information. (a) General responsibilities. Establish appropriate administrative, technical and physical safeguards to ensure that the records in every system of records are protected from unauthorized alteration or disclosure and that their confidentiality is protected. Protect the records against reasonably anticipated threats or hazards that could result in substantial harm, embarrassment, inconvenience, or unfairness to any individual about whom information is kept. (b) Minimum standards. (1) Tailor system safeguards to conform to the type of records in the system, the sensitivity of the personal information stored, the storage medium used and, to a degree, the number of records maintained. (2) Treat all unclassified records that contain personal information that normally would be withheld from the public under Exemption Numbers 6 and 7, of Sec. 286.31, subpart D of 32 CFR part 286 (DoD Freedom of Information Act Program) as if they were designated ``For Official Use Only'' and safeguard them in accordance with the standards established by subpart E of 32 CFR part 286 (DoD FOIA Program) even if they are not actually marked ``For Official Use Only.'' (3) Afford personal information that does not meet the criteria discussed in paragraph (c)(3) of Sec. 310.13 of this subpart that degree of security which provides protection commensurate with the nature and type of information involved. (4) Special administrative, physical, and technical procedures are required to protect data that is stored or being processed temporarily in an automated data processing (ADP) system or in a word processing activity to protect it against threats unique to those environments (see Appendices A and B). (5) Tailor safeguards specifically to the vulnerabilities of the system. (c) Records disposal. (1) Dispose of records containing personal data so as to prevent inadvertent compromise. Disposal methods such as tearing, burning, melting, chemical decomposition, pulping, pulverizing, shredding, or mutilation are considered adequate if the personal data is rendered unrecognizable or beyond reconstruction. (2) The transfer of large quantities of records containing personal data (for example, computer cards and printouts) in bulk to a disposal activity, such as the Defense Property Disposal Office, is not a release of personal information under this part. The sheer volume of such transfers make it difficult or impossible to identify readily specific individual records. (3) When disposing of or destroying large quantities of records containing personal information, care must be exercised to ensure that the bulk of the records is maintained so as to prevent specific records from being readily identified. If bulk is maintained, no special procedures are required. If bulk cannot be maintained or if the form of the records make individually identifiable information easily available, dispose of the record in accordance with paragraph (c)(1) of this section. Subpart C--Collecting Personal Information Sec. 310.20 General considerations. (a) Collect directly from the individual. Collect to the greatest extent practicable personal information directly from the individual to whom it pertains if the information may be used in making any determination about the rights, privileges, or benefits of the individual under any federal program (see also paragraph (c) of this section). (b) Collecting Social Security Numbers (SSNs). (1) It is unlawful for any federal, state, or local governmental agency to deny an individual any right, benefit, or privilege provided by law because the individual refuses to provide his or her SSN. However, if a federal statute requires that the SSN be furnished or if the SSN is required to verify the identity of the individual in a system of records that was established and in use before January 1, 1975, and the SSN was required as an identifier by a statute or regulation adopted before that date, this restriction does not apply. (2) When an individual is requested to provide his or her SSN, he or she must be advised: (i) The uses that will be made of the SSN; (ii) The statute, regulation, or rule authorizing the solicitation of the SSN; and (iii) Whether providing the SSN is voluntary or mandatory. (3) Include in any systems notice for any system of records that contains SSNs a statement indicating the authority for maintaining the SSN and the sources of the SSNs in the system. If the SSN is obtained directly from the individual indicate whether this is voluntary or mandatory. (4) Executive Order 9397, ``Numbering System For Federal Accounts Relating to Individual Persons,'' November 30, 1943, authorizes solicitation and use of SSNs as numerical identifier for individuals in most federal records systems. However, it does not provide mandatory authority for soliciting SSNs. (5) Upon entrance into military service or civilian employment with the Department of Defense, individuals are asked to provide their SSNs. The SSN becomes the service or employment number for the individual and is used to establish personnel, financial, medical, and other official records. Provide the notification in paragraph (b)(2) of this section to the individual when originally soliciting his or her SSN. After an individual has provided his or her SSN for the purpose of establishing a record, the notification in paragraph (b)(2) of this section is not required if the individual is only requested to furnish or verify the SSNs for identification purposes in connection with the normal use of his or her records. However, if the SSN is to be written down and retained for any purpose by the requesting official, the individual must be provided the notification required by paragraph (b)(2) of this section. (6) Consult the Office of Personnel Management, Federal Personnel Manual (5 CFR parts 293, 294, 297 and 735) when soliciting SSNs for use in OPM records systems. (c) Collecting personal information from third parties. It may not be practical to collect personal information directly from the individual in all cases. Some examples of this are: (1) Verification of information through third party sources for security or employment suitability determinations; (2) Seeking third party opinions such as supervisory comments as to job knowledge, duty performance, or other opinion-type evaluations; (3) When obtaining the needed information directly from the individual is exceptionally difficult or may result in unreasonable costs; or (4) Contacting a third party at the request of the individual to furnish certain information such as exact periods of employment, termination dates, copies of records, or similar information. (d) Privacy Act Statements. (1) When an individual is requested to furnish personal information about himself or herself for inclusion in a system of records, a Privacy Act Statement is required regardless of the medium used to collect the information (forms, personal interviews, stylized formats, telephonic interviews, or other methods). The Privacy Act Statement consists of the elements set forth in paragraph (d)(2) of this section. The statement enables the individual to make an informed decision whether to provide the information requested. If the personal information solicited is not to be incoporated into a system of records, the statement need not be given. However, personal information obtained without a Privacy Act Statement shall not be incorporated into any system of records. When soliciting SSNs for any purpose, see paragraph (b)(2) of this section. (2) The Privacy Act Statement shall include: (i) The specific federal statute or Executive Order that authorizes collection of the requested information (see paragraph (d) of Sec. 310.10 of this part). (ii) The principal purpose or purposes for which the information is to be used; (iii) The routine uses that will be made of the information (see paragraph (e) of Sec. 310.41, subpart E of this part); (iv) Whether providing the information is voluntary or mandatory (see paragraph (e) of this section); and (v) The effects on the individual if he or she chooses not to provide the requested information. (3) The Privacy Act Statement shall be concise, current, and easily understood. (4) The Privacy Act statement may appear as a public notice (sign or poster), conspicuously displayed in the area where the information is collected, such as at check-cashing facilities or identification photograph facilities. (5) The individual normally is not required to sign the Privacy Act Statement. (6) Provide the individual a written copy of the Privacy Act Statement upon request. This must be done regardless of the method chosen to furnish the initial advisement. (e) Mandatory as opposed to voluntary disclosures. Include in the Privacy Act Statement specifically whether furnishing the requested personal data is mandatory or voluntary. A requirement to furnish personal data is mandatory only when a federal statute, Executive Order, regulation, or other lawful order specifically imposes a duty on the individual to provide the information sought, and the individual is subject to a penalty if he or she fails to provide the requested information. If providing the information is only a condition of or prerequisite to granting a benefit or privilege and the individual has the option of requesting the benefit or privilege, providing the information is always voluntary. However, the loss or denial of the privilege, benefit, or entitlement sought may be listed as a consequence of not furnishing the requested information. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Sec. 310.21 Forms. (a) DoD forms. (1) DoD Directive 5000.21, ``Forms Management Program'' provides guidance for preparing Privacy Act Statements for use with forms (see also paragraph (b)(1) of this section). (2) When forms are used to collect personal information, the Privacy Act Statement shall appear as follows (listed in the order of preference): (i) In the body of the form, preferably just below the title so that the reader will be advised of the contents of the statement before he or she begins to complete the form; (ii) On the reverse side of the form with an appropriate annotation under the title giving its location; (iii) On a tear-off sheet attached to the form; or (iv) As a separate supplement to the form. (b) Forms issued by non-DoD activities. (1) Forms subject to the Privacy Act issued by other federal agencies have a Privacy Act Statement attached or included. Always ensure that the statement prepared by the originating agency is adequate for the purpose for which the form will be used by the DoD activity. If the Privacy Act Statement provided is inadequate, the DoD Component concerned shall prepare a new statement or a supplement to the existing statement before using the form. (2) Forms issued by agencies not subject to the Privacy Act (state, municipal, and other local agencies) do not contain Privacy Act Statements. Before using a form prepared by such agencies to collect personal data subject to this part, an appropriate Privacy Act Statement must be added. Subpart D--Access by Individuals Sec. 310.30 Individual access to personnel information. (a) Individual access. (1) The access provisions of this part are intended for use by individuals about whom records are maintained in systems of records. Release of personal information to individuals under this part is not considered public release of information. (2) Make available to the individual to whom the record pertains all of the personal information that can be released consistent with DoD responsibilities. (b) Individual requests for access. Individuals shall address requests for access to personal information in a system of records to the system manager or to the office designated in the DoD Component rules or the system notice. (c) Verification of identity. (1) Before granting access to personal data, an individual may be required to provide reasonable verification of his or her identity. (2) Identity verification procedures shall not: (i) Be so complicated as to discourage unnecessarily individuals from seeking access to information about themselves; or (ii) Be required of an individual seeking access to records which normally would be available under the ``DoD Freedom of Information Act Program'' (32 CFR part 286). (3) Normally, when individuals seek personal access to records pertaining to themselves, identification is made from documents that normally are readily available, such as employee and military identification cards, driver's license, other licenses, permits or passes used for routine identification purposes. (4) When access is requested by mail, identity verification may consist of the individual providing certain minimum identifying data, such as full name, date and place of birth, or such other personal information necessary to locate the record sought. If the information sought is of a sensitive nature, additional identifying data may be required. If notarization of requests is required, procedures shall be established for an alternate method of verification for individuals who do not have access to notary services, such as military members overseas. (5) If an individual wishes to be accompanied by a third party when seeking access to his or her records or to have the records released directly to a third party, the individual may be required to furnish a signed access authorization granting the third party access. (6) An individual shall not be refused access to his or her record solely because he or she refuses to divulge his or her SSN unless the SSN is the only method by which retrieval can be made. (See paragraph (b) of Sec. 310.20). (7) The individual is not required to explain or justify his or her need for access to any record under this part. (8) Only a denial authority may deny access and the denial must be in writing and contain the information required by paragraph (b) of Sec. 310.31. (d) Granting individual access to records. (1) Grant the individual access to the original record or an exact copy of the original record without any changes or deletions, except when changes or deletions have been made in accordance with paragraph (e) of this section. For the purpose of granting access, a record that has been amended under paragraph (b) of Sec. 310.31 is considered to be the original. See paragraph (e) of this section for the policy regarding the use of summaries and extracts. (2) Provide exact copies of the record when furnishing the individual copies of records under this part. (3) Explain in terms understood by the requestor any record or portion of a record that is not clear. (e) Illegible, incomplete, or partially exempt records. (1) Do not deny an individual access to a record or a copy of a record solely because the physical condition or format of the record does not make it readily available (for example, deteriorated state or on magnetic tape). Either prepare an extract or recopy the document exactly. (2) If a portion of the record contains information that is exempt from access, an extract or summary containing all of the information in the record that is releasable shall be prepared. (3) When the physical condition of the record or its state makes it necessary to prepare an extract for release, ensure that the extract can be understood by the requester. (4) Explain to the requester all deletions or changes to the records. (f) Access to medical records. (1) Disclose medical records to the individual to whom they pertain, even if a minor, unless a judgment is made that access to such records could have an adverse effect on the mental or physical health of the individual. Normally, this determination shall be made in consultation with a medical doctor. (2) If it is determined that the release of the medical information may be harmful to the mental or physical health of the individual: (i) Send the record to a physician named by the individual; and (ii) In the transmittal letter to the physician explain why access by the individual without proper professional supervision could be harmful (unless it is obvious from the record). (3) Do not require the physician to request the records for the individual. (4) If the individual refuses or fails to designate a physician, the record shall not be provided. Such refusal of access is not considered a denial for Privacy Act reporting purposes. (See paragraph (a) of Sec. 310.31). (5) Access to a minor's medical records may be granted to his or her parents or legal guardians. However, observe the following procedures: (i) In the United States, the laws of the particular state in which the records are located may afford special protection to certain types of medical records (for example, records dealing with treatment for drug or alcohol abuse and certain psychiatric records). Even if the records are maintained by a military medical facilities these statutes may apply. (ii) For the purposes of parental access to the medical records and medical determinations regarding minors at overseas installation the age of majority is 18 years except when: (A) A minor at the time he or she sought or consented to the treatment was between 15 and 17 years of age; (B) The treatment was sought in a program which was authorized by regulation or statute to offer confidentiality of treatment records as a part of the program; (C) The minor specifically requested or indicated that he or she wished the treatment record to be handled with confidence and not released to a parent or guardian; and (D) The parent or guardian seeking access does not have the written authorization of the minor or a valid court order granting access. (iii) If all four of the above conditions are met, the parent or guardian shall be denied access to the medical records of the minor. Do not use these procedures to deny the minor access to his or her own records under this part or any other statutes. (6) All members of the Military Services and all married persons are not considered minors regardless of age, and the parents of these individuals do not have access to their medical records without written consent of the individual. (g) Access to information compiled in anticipation of civil action. (1) An individual is not entitled under this part to gain access to information compiled in reasonable anticipation of a civil action or proceeding. (2) The term ``civil proceeding'' is intended to include quasi- judicial and pretrial judicial proceedings that are the necessary preliminary steps to formal litigation. (3) Attorney work products prepared in conjunction with quasi-judicial pretrial, and trial proceedings, to include those prepared to advise DoD Component officials of the possible legal consequences of a given course of action, are protected. (h) Access to investigatory records. (1) Requests by individuals for access to investigatory records pertaining to themselves and compiled for law enforcement purposes are processed under this part of the DoD Freedom of Information Program (32 CFR part 286) depending on which part gives them the greatest degree of access. (2) Process requests by individuals for access to investigatory record pertaining to themselves compiled for law enforcement purposes and in the custody of law enforcement activities that have been incorporated into systems of records exempted from the access provisions of this part in accordance with section B. of Chapter 5 under reference (f). Do not deny an individual access to the record solely because it is in the exempt system, but give him or her automatically the same access he or she would receive under the Freedom of Information Act (5 U.S.C. 552). See also paragraph (h) of this section. (3) Process requests by individuals for access to investigatory records pertaining to themselves that are in records systems exempted from access provisions under paragraph (a) of Sec. 310.52, subpart F, under this part, or the DoD Freedom of Information Act Program (32 CFR part 286) depending upon which regulation gives the greatest degree of access (see also paragraph (j) of this section). (4) Refer individual requests for access to investigatory records exempted from access under a general exemption temporarily in the hands of a noninvestigatory element for adjudicative or personnel actions to the originating investigating agency. Inform the requester in writing of these referrals. (i) Nonagency records. (1) Certain documents under the physical control of DoD personnel and used to assist them in performing official functions, are not considered ``agency records'' within the meaning of this Regulation. Uncirculated personal notes and records that are not disseminated or circulated to any person or organization (for example, personal telephone lists or memory aids) that are retained or discarded at the author's discretion and over which the Component exercises no direct control, are not considered agency records. However, if personnel are officially directed or encouraged, either in writing or orally, to maintain such records, they may become ``agency records,'' and may be subject to this part. (2) The personal uncirculated handwritten notes of unit leaders, office supervisors, or military supervisory personnel concerning subordinates are not systems of records within the meaning of this part. Such notes are an extension of the individual's memory. These notes, however, must be maintained and discarded at the discretion of the individual supervisor and not circulated to others. Any established requirement to maintain such notes (such as, written or oral directives, regulations, or command policy) make these notes ``agency records'' and they then must be made a part of a system of records. If the notes are circulated, they must be made a part of a system of records. Any action that gives personal notes the appearance of official agency records is prohibited, unless the notes have been incorporated into a system of records. (j) Relationship between the Privacy Act and the Freedom of Information Act. (1) Process requests for individual access as follows: (i) Requests by individuals for access to records pertaining to themselves made under the Freedom of Information Act (5 U.S.C. 552) or the DoD Freedom of Information Act Program (32 CFR part 286) or DoD Component instuctions implementing the DoD Freedom of Information Act Program are processed under the provisions of that reference. (ii) Requests by individuals for access to records pertaining to themselves made under the Privacy Act of 1974 (5 U.S.C. 552a), this part, or the DoD Component instructions implementing this part are processed under this part. (iii) Requests by individuals for access to records about themselves that cite both Acts or the implementing regulations and instructions for both Acts are processed under this part except: (A) When the access provisions of the DoD Freedom of Information Act Program (32 CFR part 286) provide a greater degree of access; or (B) When access to the information sought is controlled by another federal statute. (C) If the former applies, follow the provisions of 32 CFR part 286; and if the later applies, follow the access procedures established under the controlling statute. (iv) Requests by individuals for access to information about themselves in systems of records that do not cite either Act or the implementing regulations or instructions for either Act are processed under the procedures established by this part. However, there is no requirement to cite the specific provisions of this part or the Privacy Act (5 U.S.C. 552a) when responding to such requests. Do not count these requests as Privacy Act request for reporting purposes (see subpart I). (2) Do not deny individuals access to personal information concerning themselves that would otherwise be releasable to them under either Act solely because they fail to cite either Act or cite the wrong Act, regulation, or instruction. (3) Explain to the requester which Act or procedures have been used when granting or denying access under either Act (see also paragraph (j)(1)(iv) of this section). (k) Time limits. Normally acknowledge requests for access within 10 working days after receipt and provide access within 30 working days. (l) Privacy case file. Establish a Privacy Act case file when required (see paragraph (p) of Sec. 310.32 of this subpart). [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Sec. 310.31 Denial of individual access. (a) Denying individual access. (1) An individual may be denied formally access to a record pertaining to him or her only if the record: (i) Was compiled in reasonable anticipation of civil action (see paragraph (g) of Sec. 310.30) (ii) Is in a system of records that has been exempted from the access provisions of this regulation under one of the permitted exemptions (see subpart F of this part). (iii) Contains classified information that has been exempted from the access provision of this part under blanket exemption for such material claimed for all DoD records system (see paragraph (c) of Sec. 310.50 of subpart F of this part). (iv) Is contained in a system of records for which access may be denied under some other federal statute. (2) Only deny the individual access to those portions of the records from which the denial of access serves some legitimate governmental purpose. (b) Other reasons to refuse access. (1) An individual may be refused access if: (i) The record is not described well enough to enable it to be located with a reasonable amount of effort on the part of an employee familiar with the file; or (ii) Access is sought by an individual who fails or refuses to comply with the established procedural requirements, including refusing to name a physician to receive medical records when required (see paragraph (f) of Sec. 310.30) or to pay fees (see Sec. 310.33 of this subpart). (2) Always explain to the individual the specific reason access has been refused and how he or she may obtain access. (c) Notifying the individual. Formal denials of access must be in writing and include as a minimum: (1) The name, title or position, and signature of a designated Component denial authority; (2) The date of the denial; (3) The specific reason for the denial, including specific citation to the appropriate sections of the Privacy Act (5 U.S.C. 552a) or other statutes, this part, DoD Component instructions or Code of Federal Regulations (CFR) authorizing the denial; (4) Notice to the individual of his or her right to appeal the denial through the Component appeal procedure within 60 calendar days; and (5) The title or position and address of the Privacy Act appeals official for the Component. (d) DoD Component appeal procedures. Establish internal appeal procedures that, as a minimum, provide for: (1) Review by the head of the Component or his or her designee of any appeal by an individual from a denial of access to Component records. (2) Formal written notification to the individual by the appeal authority that shall: (i) If the denial is sustained totally or in part, include as a minimum: (A) The exact reason for denying the appeal to include specific citation to the provisions of the Act or other statute, this part, Component instructions or the CFR upon which the determination is based; (B) The date of the appeal determination; (C) The name, title, and signature of the appeal authority; (D) A statement informing the applicant of his or her right to seek judicial relief. (ii) If the appeal is granted, notify the individual and provide access to the material to which access has been granted. (3) The written appeal notification granting or denying access is the final Component action as regards access. (4) The individual shall file any appeals from denial of access within no less than 60 calendar days of receipt of the denial notification. (5) Process all appeals within 30 days of receipt unless the appeal authority determines that a fair and equitable review cannot be made within that period. Notify the applicant in writing if additional time is required for the appellate review. The notification must include the reasons for the delay and state when the individual may expect an answer to the appeal. (e) Denial of appeals by failure to act. A requester may consider his or her appeal formally denied if the authority fails: (1) To act on the appeal within 30 days; (2) To provide the requester with a notice of extension within 30 days; or (3) To act within the time limits established in the Component's notice of extension (see paragraph (d)(5) of this section). (f) Denying access to OPM records held by DoD Components. (1) The records in all systems of records maintained in accordance with the OPM government-wide system notices are technically only in the temporary custody of the Department of Defense. (2) All requests for access to these records must be processed in accordance with the Federal Personnel Manual (5 CFR parts 293, 294, 297 and 735) as well as the applicable Component procedures. (3) When a DoD Component refuses to grant access to a record in an OPM system, the Component shall instruct the individual to direct his or her appeal to the appropriate Component appeal authority, not the Office of Personnel Management. (4) The Component is responsible for the administrative review of its denial of access to such records. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Sec. 310.32 Amendment of records. (a) Individual review and correction. Individuals are encouraged to review the personnel information being maintained about them by DoD Components periodically and to avail themselves of the procedures established by this part and any other Component regulations to update their records. (b) Amending records. (1) An individual may request the amendment of any record contained in a system of records pertaining to him or her unless the system of record has been exempted specifically from the amendment procedures of this part under paragraph (b) of Sec. 310.50, subpart F. Normally, amendments under this part are limited to correcting factual matters and not matters of official judgment, such as performance ratings, promotion potential, and job performance appraisals. (2) While a Component may require that the request for amendment be in writing, this requirement shall not be used to discourage individuals from requesting valid amendments or to burden needlessly the amendment process. (3) A request for amendment must include: (i) A description of the item or items to be amended; (ii) The specific reason for the amendment; (iii) The type of amendment action sought (deletion, correction, or addition); and (iv) Copies of available documentary evidence supporting the request. (c) Burden of proof. The applicant must support adequately his or her claim. (d) Identification of requesters. (1) Individuals may be required to provide identification to ensure that they are indeed seeking to amend a record pertaining to themselves and not, inadvertently or intentionally, the record of others. (2) The indentification procedures shall not be used to discourage legitimate requests or to burden needlessly or delay the amendment process. (See paragraph (c) of Sec. 310.30). (e) Limits on attacking evidence previously submitted. (1) The amendment process is not intended to permit the alteration of evidence presented in the course of judicial or quasi-judicial proceedings. Any amendments or changes to these records normally are made through the specific procedures established for the amendment of such records. (2) Nothing in the amendment process is intended or designed to permit a collateral attack upon what has already been the subject of a judicial or quasi-judicial determination. However, while the individual may not attack the accuracy of the judicial or quasi-judicial determination under this part, he or she may challenge the accuracy of the recording of that action. (f) Sufficiency of a request to amend. Consider the following factors when evaluating the sufficiency of a request to amend: (1) The accuracy of the information itself; and (2) The relevancy, timeliness, completeness, and necessity of the recorded information for accomplishing an assigned mission or purpose. (g) Time limits. (1) Provide written acknowledgement of a request to amend within 10 working days of its receipt by the appropriate systems manager. There is no need to acknowledge a request if the action is completed within 10 working days and the individual is so informed. (2) The letter of acknowledgement shall clearly identify the request and advise the individual when he or she may expect to be notified of the completed action. (3) Only under the most exceptional circumstances shall more than 30 days be required to reach a decision on a request to amend. Document fully and explain in the Privacy Act case file (see paragraph (p) of this section) any such decision that takes more than 30 days to resolve. (h) Agreement to amend. If the decision is made to grant all or part of the request for amendment, amend the record accordingly and notify the requester. (i) Notification of previous recipients. (1) Notify all previous recipients of the information, as reflected in the disclosure accounting records, that an amendment has been made and the substance of the amendment. Recipients who are known to be no longer retaining the information need not be advised of the amendment. All DoD Components and federal agencies known to be retaining the record or information, even if not reflected in a disclosure record, shall be notified of the amendment. Advise the requester of these notifications. (2) Honor all requests by the requester to notify specific federal agencies of the amendment action. (j) Denying amendment. If the request for amendment is denied in whole or in part, promptly advise the individual in writing of the decision to include: (1) The specific reason and authority for not amending; (2) Notification that he or she may seek further independent review of the decision by the head of the Component or his or her designee; (3) The procedures for appealing the decision citing the position and address of the official to whom the appeal shall be addressed; and (4) Where he or she can receive assistance in filing the appeal. (k) DoD Component appeal procedures. Establish procedures to ensure the prompt, complete, and independent review of each amendment denial upon appeal by the individual. These procedures must ensure that: (1) The appeal with all supporting materials both that furnished the individual and that contained in Component records is provided to the reviewing official, and (2) If the appeal is denied completely or in part, the individual is notified in writing by the reviewing official that: (i) The appeal has been denied and the specific reason and authority for the denial; (ii) The individual may file a statement of disagreement with the appropriate authority and the procedures for filing this statement; (iii) If filed properly, the statement of disagreement shall be included in the records, furnished to all future recipients of the records, and provided to all prior recipients of the disputed records who are known to hold the record; and (iv) The individual may seek a judicial review of the decision not to amend. (3) If the record is amended, ensure that: (i) The requester is notified promptly of the decision; (ii) All prior known recipients of the records who are known to be retaining the record are notified of the decision and the specific nature of the amendment (see paragraph (i) of this section); and (iii) The requester is notified as to which DoD Components and federal agencies have been told of the amendment. (4) Process all appeals within 30 days unless the appeal authority determines that a fair review cannot be made within this time limit. If additional time is required for the appeal, notify the requester, in writing, of the delay, the reason for the delay, and when he or she may expect a final decision on the appeal. Document fully all requirements for additional time in the Privacy Case File. (See paragraph (p) of this section) (l) Denying amendment of OPM records held by DoD Components. (1) The records in all systems of records controlled by the Office of Personnel Management (OPM) government-wide system notices are technically only temporarily in the custody of the Department of Defense. (2) All requests for amendment of these records must be processed in accordance with the OPM Federal Personnel Manual (5 CFR parts 293, 294, 297 and 735). The Component denial authority may deny a request. However, the appeal process for all such denials must include a review by the Assistant Director for Agency Compliance and Evaluation, Office of Personnel Management, 1900 E Street NW, Washington, DC 20415. (3) When an appeal is received from a Component's denial of amendment of the OPM controlled record, process the appeal in accordance with the OPM Federal Personnel Manual (5 CFR parts 293, 294, 297 and 735) and notify the OPM appeal authority listed above. (4) The individual may appeal any Component decision not to amend the OPM records directly to OPM. (5) OPM is the final review authority for any appeals from a denial to amend the OPM records. (m) Statements of disagreement submitted by individuals. (1) If the reviewing authority refuses to amend the record as requested, the individual may submit a concise statement of disagreement setting forth his or her reasons for disagreeing with the decision not to amend. (2) If an individual chooses to file a statement of disagreement, annotate the record to indicate that the statement has been filed (see paragraph (n) of this section). (3) Furnish copies of the statement of disagreement to all DoD Components and federal agencies that have been provided copies of the disputed information and who may be maintaining the information. (n) Maintaining statements of disagreement. (1) When possible, incorporate the statement of disagreement into the record. (2) If the statement cannot be made a part of the record, establish procedures to ensure that it is apparent from the records that a statement of disagreement has been filed and maintain the statement so that it can be obtained readily when the disputed information is used or disclosed. (3) Automated record systems that are not programed to accept statements of disagreement shall be annotated or coded so that they clearly indicate that a statement of disagreement is on file, and clearly identify the statement with the disputed information in the system. (4) Provide a copy of the statement of disagreement whenever the disputed information is disclosed for any purpose. (o) DoD Component summaries of reasons for refusing to amend. (1) A summary of reasons for refusing to amend may be included with any record for which a statement of disagreement is filed. (2) Include in this summary only the reasons furnished to the individual for not amending the record. Do not include comments on the statement of disagreement. Normally, the summary and statement of disagreement are filed together. (3) When disclosing information for which a summary has been filed, a copy of the summary may be included in the release, if the Component desires. (p) Privacy Case Files. (1) Establish a separate Privacy Case File to retain the documentation received and generated during the amendment or access process. (2) The Privacy Case File shall contain as a minimum: (i) The request for amendment or access; (ii) Copies of the DoD Component's reply granting or denying the request; (iii) Any appeals from the individual; (iv) Copies of the action regarding the appeal with supporting documentation which is not in the basic file; and (v) Any other correspondence generated in processing the appeal, to include coordination documentation. (3) Only the items listed in paragraphs (p)(4) and (s) of this section may be included in the system of records challenged for amendment or for which access is sought. Do not retain copies of unamended records in the basic record system if the request for amendment is granted. (4) The following items relating to an amendment request may be included in the disputed record system: (i) Copies of the amended record. (ii) Copies of the individual's statement of disagreement (see paragraph (m) of this section). (iii) Copies of Component summaries (see paragraph (o) of this section). (iv) Supporting documentation submitted by the individual. (5) The following items relating to an access request may be included in the basic records system: (i) Copies of the request; (ii) Copies of the Component's action granting total access. Note.--A separate Privacy case file need not be created in such cases. (iii) Copies of the Component's action denying access; (iv) Copies of any appeals filed; (v) Copies of the reply to the appeal. (6) There is no need to establish a Privacy case file if the individual has not cited the Privacy Act (reference (b)), this part, or the Component implementing instruction for this part. (7) Privacy case files shall not be furnished or disclosed to anyone for use in making any determination about the individual other than determinations made under this part. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Sec. 310.33 Reproduction fees. (a) Assessing fees. (1) Charge the individual only the direct cost of reproduction. (2) Do not charge reproduction fees if copying is: (i) The only means to make the record available to the individual (for example, a copy of the record must be made to delete classified information); or (ii) For the convenience of the DoD Component (for example, the Component has no reading room where an individual may review the record, or reproduction is done to keep the original in the Component's file). (3) No fees shall be charged when the record may be obtained without charge under any other regulation, directive, or statute. (4) Do not use fees to discourage requests. (b) No minimum fees authorized. Use fees only to recoup direct reproduction costs associated with granting access. Minimum fees for duplication are not authorized and there is no automatic charge for processing a request. (c) Prohibited fees. Do not charge or collect fees for: (1) Search and retrieval of records; (2) Review of records to determine releasability; (3) Copying records for DoD Component convenience or when the individual has not specifically requested a copy; (4) Transportation of records and personnel; or (5) Normal postage. (d) Waiver of fees. (1) Normally, fees are waived automatically if the direct costs of a given request is less than $30. This fee waiver provision does not apply when a waiver has been granted to the individual before, and later requests appear to be an extension or duplication of that original request. A DoD Component may, however, set aside this automatic fee waiver provision when on the basis of good evidence it determines that the waiver of fees is not in the public interest. (2) Decisions to waiver or reduce fees that exceed the automatic waiver threshold shall be made on a case-by-case basis. (e) Fees for members of Congress. Do not charge members of Congress for copying records furnished even when the records are requested under the Privacy Act on behalf of a constituent (see paragraph (k) of Sec. 310.41 of subpart E of this part). When replying to a constituent inquiry and the fees involved are substantial, consider suggesting to the Congressman that the constituent can obtain the information directly by writing to the appropriate offices and paying the costs. When practical, suggest to the Congressman that the record can be examined at no cost if the constituent wishes to visit the custodian of the record. (f) Reproduction fees computation. Compute fees using the appropriate portions of the fee schedule in subpart G of the DoD Freedom of Information Program (32 CFR part 286). Subpart E--Disclosure of Personal Information to Other Agencies and Third Parties Sec. 310.40 Conditions of disclosure. (a) Disclosures to third parties. (1) The Privacy Act only compels disclosure of records from a system of records to the individuals to whom they pertain. (2) All requests by individual for personal information about other individuals (third parties) shall be processed under the DoD Freedom of Information Program (32 CFR part 286), except for requests by the parents of a minor, or legal guardians of an individual, for access to the records pertaining to the minor or individual. (b) Disclosures among DoD Components. For the purposes of disclosure and disclosure accounting, the Department of Defense is considered a single agency (see paragraph (a) of Sec. 310.41 of this part). (c) Disclosures outside the Department of Defense. Do not disclose personal information from a system of records outside the Department of Defense unless: (1) The record has been requested by the individual to whom it pertains. (2) The written consent of the individual to whom the record pertains has been obtained for release of the record to the requesting agency, activity, or individual, or (3) The release is for one of the specific nonconsensual purposes set forth in Sec. 310.41 of this part. (d) Validation before disclosure. Except for releases made in accordance with the Freedom of Information Act (5 U.S.C. 552), before disclosing any personal information to any recipient outside the Department of Defense other than a federal agency or the individual to whom it pertains: (1) Ensure that the records are accurate, timely, complete, and relevant for agency purposes; (2) Contact the individual, if reasonably available, to verify the accuracy, timeliness, completeness, and relevancy of the information, if the cannot be determined from the record; or (3) If the information is not current and the individual is not reasonably available, advise the recipient that the information is believed accurate as of a specific date and any other known factors bearing on its accuracy and relevancy. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Sec. 310.41 Nonconsensual disclosures. (a) Disclosures within the Department of Defense. (1) Records pertaining to an individual may be disclosed without the consent of the individual to any DoD official who has need for the record in the performance of his or her assigned duties. (2) Rank, position, or title alone do not authorize access to personal information about others. An official need for the information must exist before disclosure. (b) Disclosures under the Freedom of Information Act. (1) All records must be disclosed if their release is required by the Freedom of Information Act (5 U.S.C 552) see also the DoD Freedom of Information Program (32 CFR part 286). The Freedom of Information Act requires that records be made available to the public unless exempted from disclosure by one of the nine exemptions found in the Act. It follows, therefore, that if a record is not exempt from disclosure it must be disclosed. (2) The standard for exempting most personal records, such as personnel records, medical records, and similar records, is found in Exemption Number 6 of Sec. 286.31 of 32 CFR part 286. Under that exemption, release of personal information can only be denied when its release would be a ``clearly unwarranted invasion of personal privacy.'' (3) Release of personal information in investigatory records including personnel security investigation records is controlled by the broader standard of an ``unwarranted invasion of personal privacy'' found in Exemption Number 7 of Sec. 286.31 of 32 CFR part 286. This broader standard applies only to investigatory records. (4) See 32 CFR part 286 for the standards to use in applying these exemptions. (c) Personal information that is normally releasable.--(1) DoD civilian employees. (i) Some examples of personal information regarding DoD civilian employees that normally may be released without a clearly unwarranted invasion of personal privacy include: (A) Name. (B) Present and past postion titles. (C) Present and past grades. (D) Present and past salaries. (E) Present and past duty stations. (F) Office or duty telephone numbers. (ii) All disclosures of personal information regarding federal civilian employees shall be made in accordance with the Federal Personnel Manual (FPM) 5 CFR parts 293, 294, 297 and 735. (2) Military members. (i) While it is not possible to identify categorically information that must be released or withheld from military personnel records in every instance, the following items of personal information regarding military members normally may be disclosed without a clearly unwarranted invasion of their personal privacy: (A) Full name. (B) Rank. (C) Date of rank. (D) Gross salary. (E) Past duty assignments. (F) Present duty assignment. (G) Future assignments that are officially established. (H) Office of duty telephone numbers. (I) Source of commission. (J) Promotion sequence number. (K) Awards and decorations. (L) Attendance at professional military schools. (M) Duty status at any given time. (ii) All releases of personal information regarding military members shall be made in accordance with the standards established by 32 CFR part 286. (3) Civilian employees not under the FPM. (i) While it is not possible to identify categorically those items of personal information that must be released regarding civilian employees not subject to the Federal Personnel Manual (5 CFR parts 293, 294, 297 and 735), such as nonappropriated fund employees, normally the following items may be released without a clearly unwarranted invasion of personal privacy: (A) Full name. (B) Grade or position. (C) Date of grade. (D) Gross salary. (E) Present and past assignments. (F) Future assignments, if officially established. (G) Office or duty telephone numbers. (ii) All releases of personal information regarding civilian personnel in this category shall be made in accordance with the standards established by 32 CFR part 286, the DoD Freedom of Information Program. (d) Release of home addresses and home telephone numbers. (1) The release of home addresses and home telephone numbers normally is considered a clearly unwarranted invasion of personal privacy and is prohibited. However, these may be released without prior specific consent of the individual if: (i) The individual has indicated previously that he or she interposes no objection to their release (see paragraphs (d)(3) and (4) of this section); (ii) The source of the information to be released is a public document such as commercial telephone directory or other public listing; (iii) The release is required by federal statute (for example, pursuant to federally-funded state programs to locate parents who have defaulted on child support payments (42 U.S.C. section 653); or (iv) The releasing official releases the information under the provisions of the DoD Freedom of Information Act Program (32 CFR part 286). (2) A request for a home address or telephone number may be referred to the last known address of the individual for a direct reply by him or her to the requester. In such cases the requester shall be notified of the referral. (3) When collecting lists of home addresses and telephone numbers, the individual may be offered the option of authorizing the information pertaining to him or her to be disseminated without further permission for specific purposes, such as locator services. In these cases, the information may be disseminated for the stated purpose without further consent. However, if the information is to be disseminated for any other purpose, a new consent is required. Normally such consent for release is in writing and signed by the individual. (4) Before listing home addresses and home telephone numbers in DoD telephone directories, give the individuals the opportunity to refuse such a listing. Excuse the individual from paying any additional cost that may be associated with maintaining an unlisted number for government-owned telephone services if the individual requests his or her number not be listed in the directory under this part. (5) Do not sell or rent lists of individual names and addresses unless such action is specifically authorized. (e) Disclosures for established routine uses. (1) Records may be disclosed outside the Department of Defense without consent of the individual to whom they pertain for an established routine use. (2) A routine use shall: (i) Be compatible with and related to the purpose for which the record was compiled; (ii) Identify the persons or organizations to whom the record may be released; (iii) Identify specifically the uses to which the information may be put by the receiving agency; and (iv) Have been published previously in the Federal Register (see paragraph (i) of Sec. 310.62, subpart G of this part). (3) Establish a routine use for each user of the information outside the Department of Defense who need official access to the records. (4) Routine uses may be established, discontinued, or amended without the consent of the individuals involved. However, new or changed routine uses must be published in the Federal Register at least 30 days before actually disclosing any records under their provisions (see subpart G of this part). (5) In addition to the routine uses established by the individual system notices, common blanket routine uses for all DoD-maintained systems of records have been established (see appendix C). These blanket routine uses are published only at the beginning of the listing of system notices for each Component in the Federal Register (see paragraph (a)(1) of Sec. 310.62, subpart G of this part). Unless a system notice specifically excludes a system from a given blanket routine use, all blanket routine uses apply. (6) If the recipient has not been identified in the Federal Register or a use to which the recipient intends to put the record has not been published in the system notice as a routine use, the written permission of the individual is required before release or use of the record for that purpose. (f) Disclosures to the Bureau of the Census. Records in DoD systems of records may be disclosed without the consent of the individuals to whom they pertain to the Bureau of the Census for purposes of planning or carrying out a census survey or related activities pursuant to the provisions of 13 U.S.C., section 8. (g) Disclosures for statistical research and reporting. (1) Records may be disclosed for statistical research and reporting without the consent of the individuals to whom they pertain. Before such disclosures the recipient must provide advance written assurance that: (i) The records will be used as statistical research or reporting records; (ii) The records will only be transferred in a form that is not individually identifiable; and (iii) The records will not be used, in whole or in part, to make any determination about the rights, benefits, or entitlements of specific individuals. (2) A disclosure accounting (see paragraph (a) of Sec. 310.44 of this part) is not required when information that is not identifiable individually is released for statistical research or reporting. (h) Disclosures to the National Archives and Records Administration (NARA).(1) Records may be disclosed without the consent of the individual to whom they pertain to the NARA if they: (i) Have historical or other value to warrant continued preservation; or (ii) For evaluation by the NARA to determine if a record has such historical or other value. (2) Records transferred to a Federal Records Center (FRC) for safekeeping and storage do not fall within this category. These remain under the control of the transferring Component, and the FRC personnel are considered agents of the Component which retains control over the records. No disclosure accounting is required for the transfer of records to the FRCs. (i) Disclosures for law enforcement purposes. (1) Records may be disclosed without the consent of the individual to whom they pertain to another agency or an instrumentality of any governmental jurisdiction within or under the control of the United States for a civil or criminal law enforcement activity, provided: (i) The civil or criminal law enforcement activity is authorized by law; (ii) The head of the law enforcement activity or a designee has made a written request specifying the particular records desired and the law enforcement purpose (such as criminal investigations, enforcement of a civil law, or a similar purpose) for which the record is sought; and (iii) There is no federal statute that prohibits the disclosure of the records. (2) Normally, blanket requests for access to any and all records pertaining to an individual are not honored. (3) When a record is released to a law enforcement activity under paragraph (i)(1) of this section, maintain a disclosure accounting. This disclosure accounting shall not be made available to the individual to whom the record pertains if the law enforcement activity requests that the disclosure not be released. (4) The blanket routine use for Law Enforcement (appendix C, section A.) applies to all DoD Component systems notices (see paragraph (e)(5) of this section). Only by including this routine use can a Component, on its own initiative, report indications of violations of law found in a system of records to a law enforcement activity without the consent of the individual to whom the record pertains (see paragraph (i)(1) of this section when responding to requests from law enforcement activities). (j) Emergency disclosures. (1) Records may be disclosed without the consent of the individual to whom they pertain if disclosure is made under compelling circumstances affecting the health or safety of any individual. The affected individual need not be the subject of the record disclosed. (2) When such a disclosure is made, notify the individual who is the subject of the record. Notification sent to the last known address of the individual as reflected in the records is sufficient. (3) The specific data to be disclosed is at the discretion of releasing authority. (4) Emergency medical information may be released by telephone. (k) Disclosures to Congress and the General Accounting Office. (1) Records may be disclosed without the consent of the individual to whom they pertain to either House of the Congress or to any committee, joint committee or subcommittee of Congress if the release pertains to a matter within the jurisdiction of the committee. Records may also be disclosed to the General Accounting Office (GAO) in the course of the activities of GAO. (2) The blanket routine use for ``Congressional Inquiries'' (see Appendix C, section D.) applies to all systems; therefore, there is no need to verify that the individual has authorized the release of his or her record to a congressional member when responding to a congressional constituent inquiry. (3) If necessary, accept constituent letters requesting a member of Congress to investigate a matter pertaining to the individual as written authorization to provide access to the records to the congressional member or his or her staff. (4) The verbal statement by a congressional staff member is acceptable to establish that a request has been received from the person to whom the records pertain. (5) If the constituent inquiry is being made on behalf of someone other than the individual to whom the record pertains, provide the congressional member only that information releasable under the Freedom of Information Act (5 U.S.C. 552). Advise the congressional member that the written consent of the individual to whom the record pertains is required before any additional information may be released. Do not contact individuals to obtain their consents for release to congressional members unless a congressional office specifically requests that this be done. (6) Nothing in paragraph (k)(2) of this section prohibits a Component, when appropriate, from providing the record directly to the individual and notifying the congressional office that this has been done without providing the record to the congressional member. (7) See paragraph (e) of Sec. 310.33 of this part for the policy on assessing fees for Members of Congress. (8) Make a disclosure accounting each time a record is disclosed to either House of Congress, to any committee, joint committee, or subcommittee of Congress, to any congressional member, or GAO. (l) Disclosures under court orders. (1) Records may be disclosed without the consent of the person to whom they pertain under a court order signed by a judge of a court of competent jurisdiction. Releases may also be made under the compulsory legal process of federal or state bodies having authority to issue such process. (2) When a record is disclosed under this provision, make reasonable efforts to notify the individual to whom the record pertains, if the legal process is a matter of public record. (3) If the process is not a matter of public record at the time it is issued, seek to be advised when the process is made public and make reasonable efforts to notify the individual at that time. (4) Notification sent to the last known address of the individual as reflected in the records is considered reasonable effort to notify. (5) Make a disclosure accounting each time a record is disclosed under a court order or compulsory legal process. (m) Disclosures to consumer reporting agencies. (1) Certain personal information may be disclosed to consumer reporting agencies as defined by the Federal Claims Collection Act of 1966, as amended (31 U.S.C. section 952(d)). (2) Under the provisions of paragraph (m)(1) of this section, the following information may be disclosed to a consumer reporting agency: (i) Name, address, taxpayer identification number (SSN), and other information necessary to establish the identity of the individual. (ii) The amount, status, and history of the claim. (iii) The agency or program under which the claim arose. (3) The Federal Claims Collection Act of 1966, as amended (31 U.S.C. section 952(d)) specifically requires that the system notice for the system of records from which the information will be disclosed indicates that the information may be disclosed to a ``consumer reporting agency.'' [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991; 62 FR 26389, May 14, 1997] Sec. 310.42 Disclosures to Commercial Enterprises. (a) General policy. (1) Make releases of personal information to commercial enterprises under the criteria established by the DoD Freedom of Information Program (32 CFR part 286). (2) The relationship of commercial enterprises to their clients or customers and to the Department of Defense are not changed by this part. (3) The DoD policy on personal indebtedness for military personnel is contained in 32 CFR part 43a and for civilian employees in the Office of Personnel Management, Federal Personnel Manual (5 CFR part 550). (b) Release of personal information. (1) Any information that must be released under the Freedom of Information (5 U.S.C. 552) may be released to a commercial enterprise without the individual's consent (see paragraph (b) of Sec. 310.41 of this subpart). (2) Commercial enterprises may present a signed consent statement setting forth specific conditions for release of personal information. Statements such as the following, if signed by the individual, are considered valid: I hereby authorize the Department of Defense to verify my Social Security Number or other identifying information and to disclose my home address and telephone number to authorized representatives of (name of commercial enterprise) so that they may use this information in connection with my commercial dealings with that enterprise. All information furnished will be used in connection with my financial relationship with (name of commercial enterprise). (3) When a statement of consent as outlined in paragraph (b)(2) of this section is presented, provide the requested information if its release is not prohibited by some other regulation or statute. (4) Blanket statements of consent that do not identify specifically the Department of Defense or any of its Components, or that do not specify exactly the type of information to be released, may be honored if it is clear that the individual in signing the consent statement intended to obtain a personal benefit (for example, a loan to buy a house) and was aware of the type information that would be sought. Care should be exercised in these situations to release only the minimum amount of personal information essential to obtain the benefit sought. (5) Do not honor request from commercial enterprises for official evaluation of personal characteristics, such as evaluation of personal financial habits. Sec. 310.43 Disclosures to the Public from Health Care Records. (a) Section applicability. This section applies to the release of information to the news media or the public concerning persons treated or hospitalized in DoD medical facilities and patients of nonfederal medical facilities for whom the cost of the care is paid by the Department of Defense. (b) General disclosure. Normally, the following may be released without the patient's consent. (1) Personal information concerning the patient. See 32 CFR part 286, The DoD Freedom of Information Act Program and paragraph (c) of Sec. 310.41. (2) Medical condition: (i) Date of admission or disposition; (ii) The present medical assessment of the individual's condition in the following terms if the medical doctor has volunteered the information: (A) The individual's condition is presently (stable) (good) (fair) (serious) or (critical), and (B) Whether the patient is conscious, semiconscious, or unconscious. (c) Individual consent. (1) Detailed medical and other personal information may be released in response to inquiries from the news media and public if the patient has given his or her informed consent to such a release. (2) If the patient is not conscious or competent, no personal information except that required by the Freedom of Information Act (5 U.S.C. 552) shall be released until there has been enough improvement in the patient to ensure he or she can give informed consent or a guardian has been appointed legally for the patient and the guardian has given consent on behalf of the patient. (3) The consent described in paragraph (c)(1) of this section regarding patients who are minors must be given by the parent of legal guardian. (d) Information that may be released with individual consent. (1) Any item of personal information may be released, if the patient has given his or her informed consent to its release. (2) Releasing medical information about patients shall be done with discretion, so as not to embarrass the patient, his or her family, or the Department of Defense, needlessly. (e) Disclosures to other government agencies. This subpart does not limit the disclosures of personal medical information to other government agencies for use in determining eligibility for special assistance or other benefits. [51 FR 2364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Sec. 310.44 Disclosure accounting. (a) Disclosure accountings. (1) Keep an accurate record of all disclosures made from any system of records except disclosures: (i) To DoD personnel for use in the performance of their official duties; or (ii) Under 32 CFR part 286, The DoD Freedom of Information Program. (2) In all other cases a disclosure accounting is required even if the individual has consented to the disclosure of the information pertaining to him or her. (3) Disclosure accountings: (i) Permit individuals to determine to whom information has been disclosed; (ii) Enable the activity to notify past recipients of disputed or corrected information (paragraph (i)(1) of Sec. 310.32, subpart D of this part); and (iii) Provide a method of determining compliance with paragraph (c) of Sec. 310.40 of this part. (b) Contents of disclosure accountings. As a minimum, disclosure accounting shall contain: (1) The date of the disclosure. (2) A description of the information released. (3) The purpose of the disclosure. (4) The name and address of the person or agency to whom the disclosure was made. (c) Methods of disclosure accounting. Use any system of disclosure accounting that will provide readily the necessary disclosure information (see paragraph (a)(3) of this section). (d) Accounting for mass disclosures. When numerous similar records are released (such as transmittal of payroll checks to a bank), identify the category of records disclosed and include the data required by paragraph (b) of this section in some form that can be used to construct an accounting disclosure record for individual records if required (see paragraph (a)(3) of this section). (e) Disposition of disclosure accounting records. Retain disclosure accounting records for 5 years after the disclosure or the life of the record, whichever is longer. (f) Furnishing disclosure accountings to the individual. (1) Make available to the individual to whom the record pertains all disclosure accountings except when: (i) The disclosure has been made to a law enforcement activity under paragraph (i) of Sec. 310.41 of this part and the law enforcement activity has requested that disclosure not be made; or (ii) The system of records has been exempted from the requirement to furnish the disclosure accounting under the provisions of paragraph (b) of Sec. 310.50, subpart F of this part. (2) If disclosure accountings are not maintained with the record and the individual requests access to the accounting, prepare a listing of all disclosures (see paragraph (b) of this section) and provide this to the individual upon request. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Subpart F--Exemptions Sec. 310.50 Use and establishment of exemptions. (a) Types of exemptions. (1) There are two types of exemptions permitted by the Privacy Act. (i) General exemptions that authorize the exemption of a system of records from all but certain specifically identified provisions of the Act. (ii) Specific exemptions that allow a system of records to be exempted only from certain designated provisions of the Act. (2) Nothing in the Act permits exemption of any system of records from all provisions of the Act (see appendix D). (b) Establishing exemptions. (1) Neither general nor specific exemptions are established automatically for any system of records. The head of the DoD Component maintaining the system of records must make a determination whether the system is one for which an exemption properly may be claimed and then propose and establish an exemption rule for the system. No system of records within the Department of Defense shall be considered exempted until the head of the Component has approved the exemption and an exemption rule has been published as a final rule in the Federal Register (see paragraph (e) of Sec. 310.60, subpart G of this part). (2) Only the head of the DoD Component or an authorized designee may claim an exemption for a system of records. (3) A system of records is considered exempt only from those provisions of the Privacy Act (5 U.S.C. 552a) which are identified specifically in the Component exemption rule for the system and which are authorized by the Privacy Act. (4) To establish an exemption rule, see Sec. 310.61 of subpart G of this part. (c) Blanket exemption for classified material. (1) Include in the Component rules a blanket exemption under 5 U.S.C. 552a(k)(1) of the Privacy Act from the access provisions (5 U.S.C. 552a(d)) and the notification of access procedures (5 U.S.C. 552a(e)(4)(H)) of the Act for all classified material in any system of records maintained. (2) Do not claim specifically an exemption under section 552a(k)(1) of the Privacy Act for any system of records. The blanket exemption affords protection to all classified material in all systems of records maintained. (d) Provisions from which exemptions may be claimed. (1) The head of a DoD Component may claim an exemption from any provision of the Act from which an exemption is allowed (see appendix D). (2) Notify the Defense Privacy Office ODASD(A) before claiming an exemption for any system of records from the following: (i) The exemption rule publication requirement (5 U.S.C. 552a(j)) of the Privacy Act. (ii) The requirement to report new systems of records (5 U.S.C. 552a(o)); or (iii) The annual report requirement (5 U.S.C. 552a(p)). (e) Use of exemptions. (1) Use exemptions only for the specific purposes set forth in the exemption rules (see paragraph (b) of Sec. 310.61, subpart G of this part). (2) Use exemptions only when they are in the best interest of the government and limit them to the specific portions of the records requiring protection. (3) Do not use an exemption to deny an individual access to any record to which he or she would have access under the Freedom of Information Act (5 U.S.C. 552). (f) Exempt records in nonexempt systems. (1) Exempt records temporarily in the hands of another Component are considered the property of the originating Component and access to these records is controlled by the system notices and rules of the originating Component. (2) Records that are actually incorporated into a system of records may be exempted only to the extent the system of records into which they are incorporated has been granted an exemption, regardless of their original status or the system of records for which they were created. (3) If a record is accidentally misfiled into a system of records, the system notice and rules for the system in which it should actually be filed will govern. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Sec. 310.51 General exemptions. (a) Use of the general exemptions. (1) No DoD Component is authorized to claim the exemption for records maintained by the Central Intelligence Agency established by 5 U.S.C. 552a(j)(1) of the Privacy Act. (2) The general exemption established by 5 U.S.C. 552a(j)(2) of the Privacy Act may be claimed to protect investigative records created and maintained by law-enforcement activities of a DoD Component. (3) To qualify for the (j)(2) exemption, the system of records must be maintained by an element that performs as its principal function enforcement of the criminal law, such as U.S. Army Criminal Investigation Command (CIDC), Naval Investigative Service (NIS), the Air Force Office of Special Investigations (AFOSI), and military police activities. Law enforcement includes police efforts to detect, prevent, control, or reduce crime, to apprehend or identify criminals; and the activities of correction, probation, pardon, or parole authorities. (4) Information that may be protected under the (j)(2) exemption include: (i) Records compiled for the purpose of identifying criminal offenders and alleged offenders consisting only of identifying data and notations of arrests, the nature and disposition of criminal charges, sentencing, confinement, release, parole, and probation status (so-called criminal history records); (ii) Reports and other records compiled during criminal investigations, to include supporting documentation. (iii) Other records compiled at any stage of the criminal law enforcement process from arrest or indictment through the final release from parole supervision, such as presentence and parole reports. (5) The (j)(2) exemption does not apply to: (i) Investigative records prepared or maintained by activities without primary law-enforcement missions. It may not be claimed by any activity that does not have law enforcement as its principal function. (ii) Investigative records compiled by any activity concerning employee suitability, eligibility, qualification, or for individual access to classified material regardless of the principal mission of the compiling DoD Component. (6) The (j)(2) exemption claimed by the law-enforcement activity will not protect investigative records that are incorporated into the record system of a nonlaw enforcement activity or into nonexempt systems of records (see paragraph (f)(2) of Sec. 310.50 of this part). Therefore, all system managers are cautioned to comply with the various regulations prohibiting or limiting the incorporation of investigatory records into system of records other than those maintained by law-enforcement activities. (b) Access to records for which a (j)(2) exemption is claimed. Access to investigative records in the hands of a law-enforcement activity or temporarily in the hands of a military commander or other criminal adjudicative activity shall be processed under 32 CFR part 286, The DoD Freedom of Information Act Program, provided that the system of records from which the file riginated is a law enforcement record system that has been exempted from the access provisions of this part (see paragraph (h) of Sec. 310.30, subpart D of this part). [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Sec. 310.52 Specific Exemptions. (a) Use of the specific exemptions. The specific exemptions permit certain categories of records to be exempted from certain specific provisions of the Privacy Act (see appendix D to this part). To establish a specific exemption, the records must meet the following criteria (parenthetical references are to the appropriate subsection of the Privacy Act (5 U.S.C. 552a(k)): (1) The (k)(1). Information specifically authorized to be classified under the DoD Information Security Program Regulation, 32 CFR part 159. (see also paragraph (c) of this section). (2) The (k)(2). Investigatory information compiled for law-enforcement purposes by nonlaw enforcement activities and which is not within the scope of paragraph (a) of Sec. 310.51 of this part. If an individual is denied any right, privilege or benefit that he or she is otherwise entitled by federal law or for which he or she would otherwise be eligible as a result of the maintenance of the information, the individual will be provided access to the information except to the extent that disclosure would reveal the identity of a confidential source. This subsection when claimed allows limited protection of investigative reports maintained in a system of records used in personnel or administrative actions. (3) The (k)(3). Records maintained in connection with providing protective services to the President and other individuals under 18 U.S.C., section 3506. (4) The (k)(4). Records maintained solely for statistical research or program evaluation purposes and which are not used to make decisions on the rights, benefits, or entitlement of an individual except for census records which may be disclosed under 13 U.S.C., section 8. (5) The (k)(5). Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information, but only to the extent such material would reveal the identity of a confidential source. This provision allows protection of confidential sources used in background investigations, employment inquiries, and similar inquiries that are for personnel screening to determine suitability, eligibility, or qualifications. (6) The (k)(6). Testing or examination material used solely to determine individual qualifications for appointment or promotion in the federal or military service, if the disclosure would compromise the objectivity or fairness of the test or examination process. (7) The (k)(7). Evaluation material used to determine potential for promotion in the Military Services, but only to the extent that the disclosure of such material would reveal the identity of a confidential source. (b) Promises of confidentiality. (1) Only the identity of sources that have been given an express promise of confidentiality may be protected from disclosure under paragraphs (a)(2), (5) and (7) of this section. However, the identity of sources who were given implied promises of confidentiality in inquiries conducted before September 27, 1975, may also be protected from disclosure. (2) Ensure that promises of confidentiality are used on a limited basis in day-to-day operations. Establish appropriate procedures and identify fully those categories of individuals who may make such promises. Promises of confidentiality shall be made only when they are essential to obtain the information sought. (c) Access to records for which specific exemptions are claimed. Deny the individual access only to those portions of the records for which the claimed exemption applies. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Subpart G--Publication Requirements Sec. 310.60 Federal Register publication. (a) What must be published in the Federal Register. (1) Three types of documents relating to the Privacy Program must be published in the Federal Register: (i) DoD Component Privacy Program rules; (ii) Component exemption rules; and (iii) System notices. (2) See DoD 5025.1-M, ``Directives Systems Procedures,'' and DoD Directive 5400.9, (32 CFR part 296) ``Publication of Proposed and Adopted Regulations Affecting the Public'' for information pertaining to the preparation of documents for publication in the Federal Register. (b) The effect of publication in the Federal Register. Publication of a document in the Federal Register constitutes official public notice of the existence and content of the document. (c) DoD Component rules. (1) Component Privacy Program procedures and Component exemption rules are subject to the rulemaking procedures prescribed in 32 CFR part 296. (2) System notices are not subject to formal rulemaking and are published in the Federal Register as ``Notices,'' not rules. (3) Privacy procedural and exemption rules are incorporated automatically into the Code of Federal Regulations (CFR). System notices are not published in the CFR. (d) Submission of rules for publication. (1) Submit to the Defense Privacy Office, ODASD(A), all proposed rules implementing this part in proper format (see appendices E, F and G ,to this part) for publication in the Federal Register. (2) This part has been published as a final rule in the Federal Register (32 CFR part 310). Therefore, incorporate it into your Component rules by reference rather than by republication. (3) DoD Component rules that simply implement this part need only be published as final rules in the Federal Register (see DoD 5025.1-M, ``Directives System Procedures,'' and DoD Directive 5400.9, ``Publication of Proposed and Adopted Regulations Affecting the Public,'' (32 CFR part 296). (4) Amendments to Component rules are submitted like the basic rules. (5) The Defense Privacy Office ODASD(A) submits the rules and amendments thereto to the Federal Register for publication. (e) Submission of exemption rules for publication. (1) No system of records within the Department of Defense shall be considered exempt from any provision of this part until the exemption and the exemption rule for the system has been published as a final rule in the Federal Register (see paragraph (c) of this section). (2) Submit exemption rules in proper format to the Defense Privacy Office ODASD(A). After review, the Defense Privacy Office will submit the rules to the Federal Register for publication. (3) Exemption rules require publication both as proposed rules and final rules (see DoD Directive 5400.9, 32 CFR part 296). (4) Section 310.61 of this subpart discusses the content of an exemption rule. (5) Submit amendments to exemption rules in the same manner used for establishing these rules. (f) Submission of system notices for publication. (1) While system notices are not subject to formal rulemaking procedures, advance public notice must be given before a Component may begin to collect personal information or use a new system of records. The notice procedures require that: (i) The system notice describes the contents of the record system and the routine uses for which the information in the system may be released. (ii) The public be given 30 days to comment on any proposed routine uses before implementation; and (iii) The notice contain the data on which the system will become effective. (2) Submit system notices to the Defense Privacy Office in the Federal Register format (see appendix E to this part). The Defense Privacy Office transmits the notices to the Federal Register for publication. (3) Section 310.62 of this subpart discusses the specific elements required in a system notice. Sec. 310.61 Exemption rules. (a) General procedures. Paragraph (b)(1) of Sec. 310.50, subpart F, of this part, provides the general guidance for establishing exemptions for systems of records. (b) Contents of exemption rules. (1) Each exemption rule submitted for publication must contain the following: (i) The record system identification and title of the system for which the exemption is claimed (see Sec. 310.62 of this subpart); (ii) The specific subsection of the Privacy Act under which exemptions for the system are claimed (for example, 5 U.S.C. 552a(j)(2), 5 U.S.C. 552a(k)(3); or 5 U.S.C. 552a(k)(7); (iii) The specific provisions and subsections of the Privacy Act from which the system is to be exempted (for example, 5 U.S.C. 552a(c)(3), or 5 U.S.C. 552a(d)(1)-(5)) (see appendix D to this part); and (iv) The specific reasons why an exemption is being claimed from each subsection of the Act identified. (2) Do not claim an exemption for classified material for individual systems of records, since the blanket exemption applies (see paragraph (c) of Sec. 310.50 of subpart F of this part). [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Sec. 310.62 System notices. (a) Contents of the system notices. (1) The following data captions are included in each system notice: (i) System identification (see paragraph (b) of this section). (ii) System name (see paragraph (c) of this section). (iii) System location (see paragraph (d) of this section). (iv) Categories of individuals covered by the system (see paragraph (e) of this section). (v) Categories of records in the system (see paragraph (f) of this section). (vi) Authority for maintenance of the system (see paragraph (g) of this section). (vii) Purpose(s) (see paragraph (h) of this section). (viii) Routine uses of records maintained in the system, including categories of users, uses, and purposes of such uses (see paragraph (i) of this section). (ix) Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system (see paragraph (j) of this section). (x) Systems manager(s) and address (see paragraph (k) of this section). (xi) Notification procedure (see paragraph (l) of this section). (xii) Record access procedures (see paragraph (m) of this section). (xiii) Contesting records procedures (see paragraph (n) of this section.) (xiv) Record source categories (see paragraph (o) of this section). (xv) Systems exempted from certain provision of the Act (see paragraph (p) of this section). (2) The captions listed in paragraph (a)(1) of this section have been mandated by the Office of Federal Register and must be used exactly as presented. (3) A sample system notice is shown in appendix E to this part. (b) System identification. The system identifier must appear on all system notices and is limited to 21 positions, including Component code, file number and symbols, punctuation, and spacing. (c) System name. (1) The name of the system should reasonably identify the general purpose of the system and, if possible, the general categories of individuals involved. (2) Use acronyms only parenthetically following the title or any portion thereof, such as, ``Joint Uniform Military Pay System (JUMPS).'' Do not use acronyms that are not commonly known unless they are preceded by an explanation. (3) The system name may not exceed 55 character positions including punctuation and spacing. (d) System location. (1) For systems maintained in a single location provide the exact office name, organizational identity, and address or routing symbol. (2) For geographically or organizationally decentralized systems, specify each level of organization or element that maintains a segment of the system. (3) For automated data systems with a central computer facility and input/output terminals at several geographically separated locations, list each location by category. (4) When multiple locations are identified by type of organization, the system location may indicate that official mailing addresses are contained in an address directory published as an appendix to the Component system notices in the Federal Register. Information concerning format requirements for preparation of an address directory may be obtained from the project officer, Air Force 1st Information Systems Group (AF/1ISG/GNR), Washington, DC 20330-6345. (5) If no address directory is used or the addresses in the directory are incomplete, the address of each location where a segment of the record system is maintained must appear under the ``System Location'' caption. (6) Classified addresses are not listed, but the fact that they are classified is indicated. (7) Use the standard U.S. Postal Service two letter state abbreviation symbols and zip codes for all domestic addresses. (e) Categories of individuals covered by the system. (1) Set forth the specific categories of individuals to whom records in the system pertain in clear, easily understood, nontechnical terms. (2) Avoid the use of broad over-general descriptions, such as ``all Army personnel'' or ``all military personnel'' unless this actually reflects the category of individuals involved. (f) Categories of records in the system. (1) Describe in clear, nontechnical terms the types of records maintained in the system. (2) Only documents actually retained in the system of records shall be described, not source documents that are used only to collect data and then destroyed. (g) Authority for maintenance of the system. (1) Cite the specific provision of the federal statute or Executive Order that authorizes the maintenance of the system. (2) Include with citations for statutes the popular names, when appropriate (for example, Title 51, United States Code, section 2103, ``Tea-Tasters Licensing Act''), and for Executive Orders, the official title (for example, Executive Order No. 9397, ``Numbering System for Federal Accounts Relating to Individual Persons''). (3) Cite the statute or Executive Order establishing the Component for administrative housekeeping records. (4) If the Component is chartered by a DoD Directive, cite that Directive as well as the Secretary of Defense authority to issue the Directive. For example, ``Pursuant to the authority contained in the National Security Act of 1947, as amended (10 U.S.C. 133d), the Secretary of Defense has issued DoD Directive 5105.21, the charter of the Defense Intelligence Agency (DIA) as a separate Agency of the Department of Defense under his control. Therein, the Director, DIA, is charged with the responsibility of maintaining all necessary and appropriate records.'' (h) Purpose or purposes. (1) List the specific purposes for maintaining the system of records by the Component. (2) Include the uses made of the information within the Component and the Department of Defense (so-called ``internal routine uses''). (i) Routine uses. (1) The blanket routine uses (appendix C to this part) that appear at the beginning of each Component compilation apply to all systems notices unless the individual system notice specifically states that one or more of them do not apply to the system. List the blanket routine uses at the beginning of the Component listing of system notices (see paragraph (e)(5) of Sec. 310.41 of subpart E of this part). (2) For all other routine uses, when practical, list the specific activity to which the record may be released, to include any routine automated system interface (for example, ``to the Department of Justice, Civil Rights Compliance Division,'' ``to the Veterans Administration, Office of Disability Benefits,'' or ``to state and local health agencies''). (3) For each routine user identified, include a statement as to the purpose or purposes for which the record is to be released to that activity (see paragraph (e) of Sec. 310.41 of subpart E of this part). The routine uses should be compatible with the purpose for which the record was collected or obtained (see paragraph (p) of Sec. 310.3, subpart A of this part). (4) Do not use general statements, such as, ``to other federal agencies as required'' or ``to any other appropriate federal agency.'' (j) Policies and practices for storing, retiring, accessing, retaining, and disposing of records. This caption is subdivided into four parts: (1) Storage. Indicate the medium in which the records are maintained. (For example, a system may be ``automated'', maintained on magnetic tapes or disks, ``manual'', maintained in paper files, or ``hybrid'', maintained in a combination of paper and automated form.) Storage does not refer to the container or facility in which the records are kept. (2) Retrievability. Specify how the records are retrieved (for example, name and SSN, name, SSN) and indicate whether a manual or computerized index is required to retrieve individual records. (3) Safeguards. List the categories of Component personnel having immediate access and those responsible for safeguarding the records from unauthorized access. Generally identify the system safeguards (such as storage in safes, vaults, locked cabinets or rooms, use of guards, visitor registers, personnel screening, or computer ``fail-safe'' systems software). Do not describe safeguards in such detail so as to compromise system security. (4) Retention and Disposal. Indicate how long the record is retained. When appropriate, also state the length of time the records are maintained by the Component, when they are transferred to a Federal Records Center, length of retention at the Record Center and when they are transferred to the National Archivist or are destroyed. A reference to a Component regulation without further detailed information is insufficient. (k) System manager(s) and address. (1) List the title and address of the official responsible for the management of the system. (2) If the title of the specific official is unknown, such as for a local system, specify the local commander or office head as the systems manager. (3) For geographically separated or organizationally decentralized activities for which individuals may deal directly with officials at each location in exercising their rights, list the position or duty title of each category of officials responsible for the system or a segment thereof. (4) Do not include business or duty addresses if they are listed in the Component address directory. (l) Notification procedures. (1) If the record system has been exempted from subsection (e)(4)(G) of the Privacy Act (5 U.S.C. 552a) (see paragraph (d) of Sec. 310.50 of this part), so indicate. (2) For all nonexempt systems, describe how an individual may determine if there are records pertaining to him or her in the system. The procedural rules may be cited, but include a brief procedural description of the needed data. Provide sufficient information in the notice to allow an individual to exercise his or her rights without referral to the formal rules. (3) As a minimum, the caption shall include: (i) The official title (normally the system manager) and official address to which the request is to be directed; (ii) The specific information required to determine if there is a record of the individual in the system. (iii) Identification of the offices through which the individual may obtain access; and (iv) A description of any proof of identity required (see paragraph (c)(1) of Sec. 310.30 of this part). (4) When appropriate, the individual may be referred to a Component official who shall provide this data to him or her. (m) Record access procedures. (1) If the record system has been exempted from subsection (e)(4)(H) of the Privacy Act (5 U.S.C. 552a) (see paragraph (d) of Sec. 310.50 of this part), so indicate. (2) For all nonexempt records systems, describe the procedures under which individuals may obtain access to the records pertaining to them in the system. (3) When appropriate, the individual may be referred to the system manager or Component official to obtain access procedures. (4) Do not repeat the addresses listed in the Component address directory but refer the individual to that directory. (n) Contesting record procedures. (1) If the record system has been exempted from subsection (e)(4)(H) of the Privacy Act (5 U.S.C. 552a) (see paragraph (d) of Sec. 310.50 of this part), so indicate. (2) For all nonexempt systems of records, state briefly how an individual may contest the content of a record pertaining to him or her in the system. (3) The detailed procedures for contesting record accuracy, refusal of access or amendment, or initial review and appeal need not be included if they are readily available elsewhere and can be referred to by the public. (For example, ``The Defense Mapping Agency rules for contesting contents and for appealing initial determinations are contained in DMA Instruction 5400.11 (32 CFR part 295c).'') (4) The individual may also be referred to the system manager to determine these procedures. (o) Record source categories. (1) If the record system has been exempted from subsection (e)(4)(I) of the Privacy Act (5 U.S.C. 552a) (see paragraph (d) of Sec. 310.50, subpart F of this part), so indicate. (2) For all nonexempt systems of records, list the sources of the information in the system. (3) Specific individuals or institutions need not be identified by name, particularly if these sources have been granted confidentiality (see paragraph (b) of Sec. 310.52, subpart F of this part). (p) System exempted from certain provisions of the Act. (1) If no exemption has been claimed for the system, indicate ``None.'' (2) If there is an exemption claimed indicate specifically under which subsection of the Privacy Act (5 U.S.C. 552a) it is claimed. (3) Cite the regulation and CFR section containing the exemption rule for the system. (For example, ``Parts of this record system may be exempt under Title 5, United States Code, Sections 552a(k)(2) and (5), as applicable. See exemption rules contained in Army Regulation 340-21 (32 CFR part 505).'') (q) Maintaining the master DoD system notice registry. (1) The Defense Privacy Office, ODASD(A) maintains a master registry of all DoD record systems notices. (2) Coordinate with the Defense Privacy Office, ODASD(A) to ensure that all new systems are added to the master registry and all amendments and alterations are incorporated into the master registry. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Sec. 310.63 New and altered record systems. (a) Criteria for a new record system. (1) A new system of records is one for which there has been no system notice published in the Federal Register. (2) If a notice for a system of records has been canceled or deleted before reinstating or reusing the system, a new system notice must be published in the Federal Register. (b) Criteria for an altered record system. A system is considered altered whenever one of the following actions occurs or is proposed: (1) A significant increase or change in the number or type of individuals about whom records are maintained. (i) Only changes that alter significantly the character and purpose of the record system are considered alterations. (ii) Increases in numbers of individuals due to normal growth are not considered alterations unless they truly alter the character and purpose of the system; (iii) Increases that change significantly the scope of population covered (for example, expansion of a system of records covering a single command's enlisted personnel to include all of the Component's enlisted personnel would be considered an alteration). (iv) A reduction in the number of individuals covered is not an alteration, but only an amendment (see paragraph (a) of Sec. 310.64 of this subpart). (v) All changes that add new categories of individuals to system coverage require a change to the ``Categories of individuals covered by the system'' caption of the notice (paragraph (e) of Sec. 310.62) and may require changes to the ``Purpose(s)'' caption (paragraph (h) of Sec. 310.62). (2) An expansion in the types or categories of information maintained. (i) The addition of any new category of records not described under the ``Categories of Records in System'' caption is considered an alteration. (ii) Adding a new data element which is clearly within the scope of the categories of records described in the existing notice is an amendment (see paragraph (a) of Sec. 310.64 of this subpart). (iii) All changes under this criterion require a change to the ``Categories of Records in System'' caption of the notice (see paragraph (f) of Sec. 310.62 of this subpart). (3) An alteration in the manner in which the records are organized or the manner in which the records are indexed and retrieved. (i) The change must alter the nature of use or scope of the records involved (for example, combining records systems in a reorganization). (ii) Any change under this criteria requires a change in the ``Retrievability'' caption of the system notice (see paragraph (j)(2) of Sec. 310.62 of this subpart). (iii) If the records are no longer retrieved by name or personal identifier cancel the system notice (see paragraph (a) of Sec. 310.10 of subpart B of this part). (4) A change in the purpose for which the information in the system is used. (i) The new purpose must not be compatible with the existing purposes for which the system is maintained or a use that would not reasonably be expected to be an alteration. (ii) If the use is compatible and reasonably expected, there is no change in purpose and no alteration occurs. (iii) Any change under this criterion requires a change in the ``Purpose(s)'' caption (see paragraph (h) of Sec. 310.62 of this subpart) and may require a change in the ``Authority for maintenance of the system'' caption (see paragraph (g) of Sec. 310.62 of this subpart). (5) Changes that alter the computer environment (such as changes to equipment configuration, software, or procedures) so as to create the potential for greater or easier access. (i) Increasing the number of offices with direct access is an alteration. (ii) Software releases, such as operating systems and system utilities that provide for easier access are considered alterations. (iii) The addition of an on-line capability to a previously batch- oriented system is an alteration. (iv) The addition of peripheral devices such as tape devices, disk devices, card readers, printers, and similar devices to an existing ADP system constitute an amendment if system security is preserved (see paragraph (a) of Sec. 310.64 of this subpart). (v) Changes to existing equipment configuration with on-line capability need not be considered alterations to the system if: (A) The change does not alter the present security posture; or (B) The addition of terminals does not extend the capacity of the current operating system and existing security is preserved; (vi) The connecting of two or more formerly independent automated systems or networks together creating a potential for greater access is an alteration. (vii) Any change under this caption requires a change to the ``Storage'' caption element of the systems notice (see paragraph (j)(1) of Sec. 310.62 of this subpart). (c) Reports of new and altered systems. (1) Submit a report of a new or altered system to the Defense Privacy Office before collecting information for or using a new system or altering an existing system (see appendix F and paragraph (d) of this section). (2) The Defense Privacy Office, ODASD(A) coordinates all reports of new and altered systems with the Office of the Assistant Secretary of Defense (Legislative Affairs) and the Office of the General Counsel, Department of Defense. (3) The Defense Privacy Office prepares for the DASD(A)'s approval and signature the transmittal letters sent to OMB and Congress (see paragraph (e) of this section). (d) Time restrictions on the operation of a new or altered system. (1) All time periods begin from the date the DASD(A) signs the transmittal letters (see paragraph (c)(3) of this section). The specific time limits are: (i) 60 days must elapse before data collection forms or formal instructions pertaining to the system may be issued. (ii) 60 days must elapse before the system may become operational; (that is, collecting, maintaining, using, or disseminating records from the system) (see also paragraph (f) of Sec. 310.60 of this subpart). (iii) 60 days must elapse before any public issuance of a Request for Proposal or Invitation to Bid for a new ADP or telecommunication system. Note.--Requests for delegation of procurement authority may be submitted to the General Services Administration during the 60 days' waiting period, but these shall include language that the Privacy Act reporting criteria have been reviewed and that a system report is required for such procurement. (4) Normally 30 days must elapse before publication in the Federal Register of the notice of a new or altered system (see paragraph (f) of Sec. 310.60 of this subpart) and the preamble to the Federal Register notice must reflect the date the transmittal letters to OMB and Congress were signed by DASD(A). (2) Do not operate a system of records until the waiting periods have expired (see Sec. 310.103 of subpart K of this part). (e) Outside review of new and altered systems reports. If no objections are received within 30 days of a submission to the President of the Senate, Speaker of the House of Representatives, and the Director, OMB, of a new or altered system report it is presumed that the new or altered systems have been approved as submitted. (f) Exemptions for new systems. See paragraph (e) of Sec. 310.60 of this subpart for the procedures to follow in submitting exemption rules for a new system of records. (g) Waiver of time restrictions. (1) The OMB may authorize a federal agency to begin operation of a system of records before the expiration of time limits set forth in paragraph (d) of Sec. 310.63 of this subpart. (2) When seeking such a waiver, include in the letter of transmittal to the Defense Privacy Office, ODASD(A) an explanation why a delay of 60 days in establishing the system of records would not be in the public interest. The transmittal must include: (i) How the public interest will be affected adversely if the established time limits are followed; and (ii) Why earlier notice was not provided. (3) When appropriate, the Defense Privacy Office, ODASD(A) shall contact OMB and attempt to obtain the waiver. (i) If a waiver is granted, the Defense Privacy Office, ODASD(A) shall notify the subcommittee and submit the new or altered system notice along with any applicable procedural or exemption rules for publication in the Federal Register. (ii) If the waiver is disapproved, the Defense Privacy Office, ODASD(A) shall process the system the same as any other new or altered system and notify the subcommittee of the OMB decision. (4) Under no circumstances shall the routine uses for new or altered system be implemented before 30 days have elapsed after publication of the system notice containing the routine uses in the Federal Register. This period cannot be waived. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Sec. 310.64 Amendment and deletion of Systems Notices. (a) Criteria for an amended system notice. (1) Certain minor changes to published systems notices are considered amendments and not alterations (see paragraph (b) of Sec. 310.63 of this subpart). (2) Amendments do not require a report of an altered system (see paragraph (c) of Sec. 310.63 of this subpart), but must be published in the Federal Register. (b) System notices for amended systems. When submitting an amendment for a system notice for publication in the Federal Register include: (1) The system identification and name (see paragraph (b) and (c) of Sec. 310.62 of this subpart). (2) A description of the nature and specific changes proposed. (3) The full text of the system notice is not required if the master registry contains a current system notice for the system (see paragraph (q) of Sec. 310.62 of this subpart). (c) Deletion of system notices. (1) Whenever a system is discontinued, combined into another system, or determined no longer to be subject to this part, a deletion notice is required. (2) The notice of deletion shall include: (i) The system identification and name. (ii) The reason for the deletion. (3) When the system is eliminated through combination or merger, identify the successor system or systems in the deletion notice. (d) Submission of amendments and deletions for publication. (1) Submit amendments and deletions to the Defense Privacy Office, ODASD(A) for transmittal to the Federal Register for publication. (2) Include in the submission at least one original (not a reproduced copy) in proper Federal Register format (see appendix G). (3) Multiple deletions and amendments may be combined into a single submission. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Subpart H--Training Requirements Sec. 310.70 Statutory training requirements. The Privacy Act of 1974, as amended (5 U.S.C. 552a), requires each agency to establish rules of conduct for all persons involved in the design, development, operation, and maintenance of any system of record and to train these persons with respect to these rules. Sec. 310.71 OMB training guidelines. The OMB guidelines require all agencies additionally to: (a) Instruct their personnel in their rules of conduct and other rules and procedures adopted in implementing the Act, and inform their personnel of the penalties for noncompliance. (b) Incorporate training on the special requirements of the Act into both formal and informal (on-the-job) training programs. Sec. 310.72 DoD training programs. (a) To meet these training requirements, establish three general levels of training for those persons who are involved in any way with the design, development, operation, or maintenance of any system of records. These are: (1) Orientation. Training that provides basic understanding of this regulation as it applies to the individual's job performance. This training shall be provided to personnel, as appropriate, and should be a prerequisite to all other levels of training. (2) Specialized training. Training that provides information as to the application of specific provisions of this part to specialized areas of job performance. Personnel of particular concern include, but are not limited to personnel specialists, finance officers, DoD personnel who may be expected to deal with the news media or the public, special investigators, paperwork managers, and other specialists (reports, forms, records, and related functions), computer systems development personnel, computer systems operations personnel, statisticians dealing with personal data and program evaluations, and anyone responsible for implementing or carrying out functions under this part. Specialized training should be provided on a periodic basis. (3) Management. Training designed to identify for responsible managers (such as, senior system managers, denial authorities, decision-makers, and the managers of the functions described in Sec. 310.70 of this subpart) considerations that they shall take into account when making management decisions regarding the Defense Privacy Program. (b) Include Privacy Act training in courses of training when appropriate. Stress individual responsibilities and advise individuals of their rights and responsibilities under this part. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991; 65 FR 48170, Aug. 7, 2000] Sec. 310.73 Training methodology and procedures. (a) Each DoD Component is responsible for the development of training procedures and methodology. (b) The Defense Privacy Office, ODASD(A) will assist the Components in developing these training programs and may develop Privacy training programs for use by all DoD Components. (c) All training programs shall be coordinated with the Defense Privacy Office, ODASD(A) to avoid duplication and to ensure maximum effectiveness. Sec. 310.74 Funding for training. Each DoD Component shall fund its own Privacy training program. Subpart I--Reports Sec. 310.80 Requirements for reports. The Defense Privacy Office, ODASD(A) shall establish requirements for DoD Privacy Reports and DoD Components may be required to provide data. Sec. 310.81 Suspense for submission of reports. The suspenses for submission of all reports shall be established by the Defense Privacy Office, ODASD(A). Sec. 310.82 Reports control symbol. Any report established by this subpart in support of the Defense Privacy Program shall be assigned Report Control Symbol DD-COMP(A)1379. Special one-time reporting requirements shall be licensed separately in accordance with DoD Directive 5000.19 ``Policies for the Management and Control of Information Requirements'' and DoD Directive 5000.11, ``Data Elements and Data Codes Standardization Program.'' Subpart J--Inspections Sec. 310.90 Privacy Act inspections. During internal inspections, Component inspectors shall be alert for compliance with this part and for managerial, administrative, and operational problems associated with the implementation of the Defense Privacy Program. Sec. 310.91 Inspection reporting. (a) Document the findings of the inspectors in official reports that are furnished the responsible Component officials. These reports, when appropriate, shall reflect overall assets of the Component Privacy Program inspected, or portion thereof, identify deficiencies, irregularities, and significant problems. Also document remedial actions taken to correct problems identified. (b) Retain inspections reports and later follow-up reports in accordance with established records disposition standards. These reports shall be made available to the Privacy Program officials concerned upon request. Subpart K--Privacy Act Enforcement Actions Sec. 310.100 Administrative remedies. Any individual who feels he or she has a legitimate complaint or grievance against the Department of Defense or any DoD employee concerning any right granted by this part shall be permitted to seek relief through appropriate administrative channels. Sec. 310.101 Civil actions. An individual may file a civil suit against a DoD Component or its employees if the individual feels certain provisions of the Act have been violated (see 5 U.S.C. 552a(g), of the Privacy Act. Sec. 310.102 Civil remedies. In addition to specific remedial actions, subsection (g) of the Privacy Act (5 U.S.C. 552a) provides for the payment of damages, court cost, and attorney fees in some cases. Sec. 310.103 Criminal penalties. (a) The Act also provides for criminal penalties (see 5 U.S.C. 552a(i). Any official or employee may be found guilty of a misdemeanor and fined not more than $5,000 if he or she willfully: (1) Discloses personal information to anyone not entitled to receive the information (see subpart Eof this part); or (2) Maintains a system of records without publishing the required public notice in the Federal Register (see subpart G of this part). (b) A person who requests or obtains access to any record concerning another individual under false pretenses may be found guilty of misdemeanor and fined up to $5,000. Sec. 310.104 Litigation status sheet. Whenever a complaint citing the Privacy Act is filed in a U.S. District Court against the Department of Defense, a DoD Component, or any DoD employee, the responsible system manager shall notify promptly the Defense Privacy Office, ODASD(A). The litigation status sheet at Appendix H to this part provides a standard format for this notification. The initial litigation status sheet forwarded shall, as a minimum, provide the information required by items 1 through 6. A revised litigation status sheet shall be provided at each stage of the litigation. When a court renders a formal opinion or judgment, copies of the judgment and opinion shall be provided to the Defense Privacy Office with the litigation status sheet reporting that judgment or opinion. Subpart L--Matching Program Procedures Sec. 310.110 OMB Matching guidelines. The OMB has issued special guidelines to be followed in programs that match the personal records in the computerized data bases of two or more federal agencies by computer (see appendix I to this part). These guidelines are intended to strike a balance between the interest of the government in maintaining the integrity of federal programs and the need to protect individual privacy expectations. They do not authorize matching programs as such and each matching program must be justified individually in accordance with the OMB guidelines. Sec. 310.111 Requesting matching programs. (a) Forward all requests for matching programs to include necessary routine use amendments (see paragraph (i) of Sec. 310.62 of subpart G of this part) and analysis and proposed matching program reports (see subsection E.6. of appendix I) to the Defense Privacy Office, ODASD(A). (b) The Defense Privacy Office shall review each request and supporting material and forward the report and system notice amendments to the Federal Register, OMB, and Congress, as appropriate. (c) Changes to existing matching programs shall be processed in the same manner as a new matching program report. Sec. 310.112 Time limits for submitting matching reports. (a) No time limits are set by the OMB guidelines. However, in order to establish a new routine use for a matching program, the amended system notice must have been published in the Federal Register at least 30 days before implementation (see paragraph (f) of Sec. 310.60 of subpart G of this part). (b) Submit the documentation required by paragraph (a) of Sec. 310.111 of this subpart to the Defense Privacy Office at least 45 days before the proposed initiation date of the matching program. (c) The Defense Privacy Office may grant waivers to the 45 days' deadline for good cause shown. Requests for waivers shall be in writing and fully justified. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Sec. 310.113 Matching programs among DoD Components. (a) For the purpose of the OMB guidelines, the Department of Defense and all DoD Components are considered a single agency. (b) Before initiating a matching program using only the records of two or more DoD Components, notify the Defense Privacy Office that the match is to occur. The Defense Privacy Office may request further information from the Component proposing the match. (c) There is no need to notify the Defense Privacy Office of computer matches using only the records of a single Component. Sec. 310.114 Annual review of systems of records. The system manager shall review annually each system of records to determine if records from the system are being used in matching programs and whether the OMB Guidelines have been complied with. Appendix A--Special Considerations for Safeguarding Personal Information in ADP Systems (See paragraph (b) of Sec. 310.13, subpart B) A. General 1. The Automated Data Processing (ADP) environment subjects personal information to special hazards as to unauthorized compromise alteration, dissemination, and use. Therefore, special considerations must be given to safeguarding personal information in ADP systems. 2. Personal information must also be protected while it is being processed or accessed in computer environments outside the data processing installation (such as, remote job entry stations, terminal stations, minicomputers, microprocessors, and similar activities). 3. ADP facilities authorized to process classified material have adequate procedures and security for the purposes of this Regulation. However, all unclassified information subject to this Regulation must be processed following the procedures used to process and access information designated ``For Official Use Only'' (see ``DoD Freedom of Information Act Program'' (32 CFR part 286)). B. Risk Management and Safeguarding Standards 1. Establish administrative, technical, and physical safeguards that are adequate to protect the information against unauthorized disclosure, access, or misuse (see Transmittal Memorandum No. 1 to OMB Circular A- 71--Security of Federal Automated Information Systems). 2. Technical and physical safeguards alone will not protect against unintentional compromise due to errors, omissions, or poor procedures. Proper administrative controls generally provide cheaper and surer safeguards. 3. Tailor safeguards to the type of system, the nature of the information involved, and the specific threat to be countered. C. Minimum Administrative Safeguard The minimum safeguarding standards as set forth in paragraph (b) of Sec. 310.13, subpart B apply to all personal data within any ADP system. In addition: 1. Consider the following when establishing ADP safeguards: a. The sensitivity of the data being processed, stored and accessed; b. The installation environment; c. The risk of exposure; d. The cost of the safeguard under consideration. 2. Label or designate output and storage media products (intermediate and final) containing personal information that do not contain classified material in such a manner as to alert those using or handling the information of the need for special protection. Designating products ``For Official Use Only'' in accordance with subpart E of 32 CFR part 286, ``DoD Freedom of Information Act Program,'' satisfies this requirement. 3. Mark and protect all computer products containing classified data in accordance with the DoD Information Security Program Regulation (32 CFR part 159) and the ADP Security Manual (DoD 5200.28-M). 4. Mark and protect all computer products containing ``For Official Use Only'' material in accordance with subpart E of 32 CFR part 286. 5. Ensure that safeguards for protected information stored at secondary sites are appropriate. 6. If there is a computer failure, restore all protected information being processed at the time of the failure using proper recovery procedures to ensure data integrity. 7. Train all ADP personnel involved in processing information subject to this part in proper safeguarding procedures. D. Physical Safeguards 1. For all unclassified facilities, areas, and devices that process information subject to this part, establish physical safeguards that protect the information against reasonably identifiable threats that could result in unauthorized access or alteration. 2. Develop access procedures for unclassified computer rooms, tape libraries, micrographic facilities, decollating shops, product distribution areas, or other direct support areas that process or contain personal information subject to this part that control adequately access to these areas. 3. Safeguard on-line devices directly coupled to ADP systems that contain or process information from systems of records to prevent unauthorized disclosure use or alteration. 4. Dispose of paper records following appropriate record destruction procedures. E. Technical Safeguards 1. The use of encryption devices solely for the purpose of protecting unclassified personal information transmitted over communication circuits or during processing in computer systems is normally discouraged. However, when a comprehensive risk assessment indicates that encryption is cost-effective it may be used. 2. Remove personal data stored on magnetic storage media by methods that preclude reconstruction of the data. 3. Ensure that personal information is not inadvertently disclosed as residue when transferring magnetic media between activities. 4. When it is necessary to provide dial-up remote access for the processing of personal information, control access by computer-verified passwords. Change passwords periodically or whenever compromise is known or suspected. 5. Normally the passwords shall give access only to those data elements (fields) required and not grant access to the entire data base. 6. Do not rely totally on proprietary software products to protect personnel data during processing or storage. F. Special Procedures 1. System Managers shall: a. Notify the ADP manager whenever personal information subject to this Regulation is to be processed by an ADP facility. b. Prepare and submit for publication all system notices and amendments and alterations thereto (see paragraph (f) of Sec. 310.60 of subpart G). c. Identify to the ADP manager those activities and individuals authorized access to the information and notify the manager of any changes to the access authorizations. 2. ADP personnel shall: a. Permit only authorized individuals access to the information. b. Adhere to the established information protection procedures and rules of conduct. c. Notify the system manager and ADP manager whenever unauthorized personnel seek access to the information. 3. ADP installation managers shall: a. Maintain an inventory of all computer program applications used to process information subject to this part to include the identity of the systems of records involved. b. Verify that requests for new programs or changes to existing programs have been published as required (see paragraphs (a) and (b) of Sec. 310.63, subpart G). c. Notify the system manager whenever changes to computer installations, communications networks, or any other changes in the ADP environment occur that require an altered system report be submitted (see paragraph (b) of Sec. 310.63, subpart G). G. Record Disposal 1. Dispose of records subject to this part so as to prevent compromise (see paragraph (c) of Sec. 310.13 of subpart B). Magnetic tapes or other magnetic medium, may be cleared by degaussing, overwriting, or erasing. Unclassified carbon ribbons are considered destroyed when placed in a trash receptacle. 2. Do not use respliced waste computer products containing personal data. H. Risk Assessment for ADP Installations That Process Personal Data 1. A separate risk assessment is not required for ADP installations that process classified material. A simple certification by the appropriate ADP official that the facility is cleared to process a given level of classified material (such as, Top Secret, Secret, or Confidential) and that the procedures followed in processing ``For Official Use Only'' material are to be followed in processing personal data subject to this Regulation is sufficient to meet the risk assessment requirement. 2. Prepare a formal risk assessment for each ADP installation (to include those activities with terminals and devices having access to ADP facilities) that processes personal information subject to this part and that do not process classified material. 3. Address the following in the risk assessment: a. Identify the specific systems of records supported and determine their impact on the mission of the user. b. Identify the threats (internal, external, and natural) to the data. c. Determine the physical and operational (to include software) vulnerabilities. d. Evaluate the relationships between vulnerabilities and threats. e. Assess the impact of unauthorized disclosure or modification of the personal information. f. Identify possible safeguards and their relationships to the threats to be countered. g. Analyze the economic feasibility of adopting the identified safeguards. h. Determine the safeguard to be used and develop implementation plans. i. Discuss contingency plans including operational exercise plans. j. Determine if procedures proposed are consistent with those identified in the system notices for system of records concerned. k. Include a vulnerability assessment. 3. The risk assessment shall be reviewed by the appropriate Component officials. 4. Conduct a risk assessment at least every 5 years or when there is a change to the installation, its hardware, software, or administrative procedures that increase or decrease the likelihood of compromise or present new threats to the information. 5. Protect the risk assessment as it is a sensitive document. 6. Retain a copy of the risk assessment at the installation and make it available to appropriate inspectors and authorized personnel. 7. Include a summary of the current risk assessment with any report of new or altered system submitted in accordance with paragraph (c) of Sec. 310.63, subpart G, for any system from which information will be processed. 8. Complete a formal risk assessment at the beginning of the design phase for each new unclassified ADP installation and before beginning the processing of personal data on a regular basis in existing ADP facility that do not process classified data. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Appendix B--Special Considerations for Safeguarding Personal Information During Word Processing (See paragraph (b) of Sec. 310.13, subpart B) A. Introduction 1. Normally, word processing support is provided under two general concepts. They are: a. Word processing centers (WPCs), and b. Work groups or clusters. 2. A WPC generally provides support to one or more functional areas. Characteristically, the customer delivers (by written draft or dictation) the information to be processed to the WPC. The WPC process the information and returns it to the customer. There are generally two types of WPCs. a. A WPC may operate independent of the customer's functon, providing service in much the same manner as a data processing installation provides ADP support, or a message center provides electronic message service, or b. A WPC may work within a customer's function providing support to that function. The support being centralized in a WPC to take advantage of increased productivity. 3. A work group or cluster generally consists of one or more pieces of word processing equipment that are integrated into the functional office support system. The overall word processing and functional management may be one and the same. Depending on the size of the support job, there may be a work group or cluster manager. Normally, however, they will be located within or in close proximity to the functional area supported. Information flows in and out of the work group or cluster by normal office routine and the personnel are an integral part of the office staff. B. Minimum Standards of Protection 1. Regardless of configuration (WPC or work group), all personal data processed using word processing equipment shall be afforded the standards of protection required by paragraph (b) of Sec. 310.13, subpart B. 2. The remaining special considerations discussed in this Appendix are primarily for WPCs operating independent of the customer's function. However, managers of other WPCs, work groups, and work clusters are encouraged to consider and adopt, when appropriate, the special considerations discussed herein. 3. WPCs that are not independent of a customer's function, work groups, and work clusters are not required to prepare formal written risk assessments (see section H., below). C. WPC Information Flow 1. In analyzing procedures required to safeguard adequately personal information in a WPC, the basic elements of WPC information flow and control must be considered. These are: a. Information receipt. b. Information processing. c. Information return. d. Information storage or filing. 2. WPCs do not control information acquisition or its ultimate use by the customers and, therefore, these are not addressed. D. Safeguarding Information During Receipt 1. The word processing manager shall establish procedures. a. That require each customer who requests that information subject to this part be processed to identify specifically that information to the WPC personnel. This may be done by: (1) Providing a check-off type entry on the WPC work requests; (2) Requiring that the WPC work requests be stamped with a special legend, or that a special notation be made on the work requests; (3) Predesignating specifically a class of documents as coming within the provisions of this part (such as, all officer effectiveness reports, all recall rosters, and all medical protocols). (4) Using a special cover sheet both to alert the WPC personnel as to the type information, and to protect the document during transmittal; (5) Requiring an oral warning on all dictation; or (6) Any other procedures that ensure the WPC personnel are alerted to the fact that personal data subject to this part is to be processed. b. To ensure that the operators or other WPC personnel receiving data for processing that has not been identified to be under the provisions of this part but that appear to be personal promptly call the information to the attention of the WPC supervisor or the customer; c. To ensure that any request for the processing of personal data that the customer has not identified as being in a system of records and that appears to meet the criteria set forth in paragraph (a) of Sec. 310.10, subpart B is called to the attention of the appropriate supervisory personnel and system manager. 2. The WPC supervisor shall ensure that personal information is not inadvertently compromised within the WPC. E. Safeguarding Information During Processing 1. Each WPC supervisor shall establish internal safeguards that shall protect personal data from compromise while it is being processed. 2. Physical safeguards may include: a. Controls on individual access to the center; b. Machine configurations that reduce external access to the information being processed, or arrangements that alert the operator to the presence of others; c. Using certain specific machines to process personal data; d. Any other physical safeguards, to include special technical arrangements that will protect the data during processing. 3. Other safeguards may include: a. Using only certain selected operators to process personal data; b. Processing personal data only at certain times during the day without the WPC manager's specific authorization; c. Using only certain tapes or diskettes to process and store personal data; d. Using continuous tapes for dictation of personal data; e. Requiring all WPC copies of documents to be marked specifically so as to prevent inadvertent compromise; f. Returning extra copies and mistakes to the customer with the product; g. Disposing of waste containing personal data in a special manner; h. Any other local procedures that provide adequate protection to the data being processed. F. Safeguarding Information During Return 1. The WPC shall protect the data until it is returned to the customer or placed into a formal distribution channel. 2. In conjunction with the appropriate administrative support personnel and the WPC customers, the WPC manager shall establish procedures that protect the information from the time word processing is completed until it is returned to the customer. 3. Safeguarding procedures may include: a. Releasing products only to specifically identifiable individuals; b. Using sealed envelopes to transmit products to the customer; c. Using special cover sheets to protect products similar to the one discussed in subparagraph D.1.a.(4), above; d. Handcarrying products to the customers; e. Using special messengers to return the products; f. Any other procedures that protect adequately products from compromise while they are awaiting return or being returned to the customer. G. Safeguards During Storage 1. The WPC manager shall ensure that all personal data retained in the center for any purpose (including samples) are protected properly. 2. Safeguarding procedures may include: a. Marking all hard copies retained with special legends or designators; b. Storing media containing personal data in separate files or areas; c. Marking the storage containers for media containing personal data with special legends or notations; d. Restricting the reuse of media used to process personal data or erasing automatically the media before reuse; e. Establishing special criteria for the WPC retention of media used to store and process personal data; f. Returning the media to the customer for retention with the file copies of the finished products; g. Discouraging, when practical, the long-term storage of personal data in any form within the WPC; h. Any other filing or storage procedures that safeguard adequately any personal information retained or filed within the WPC. H. Risk Assessment for WPCs 1. Each WPC manager shall ensure that a formal, written risk assessment is prepared for each WPC that processes personal information subject to this part. 2. The assessment shall address the areas discussed in sections D., E., F., and G. of this appendix, as well as any special risks that the WPC location, configuration, or organization may present to the compromise or alteration of personal data being processed or stored. 3. A risk assessment shall be conducted at least every 5 years or whenever there is a change of equipment, equipment configuration, WPC location, WPC configuration or modification of the WPC facilities that either increases or decreases the likelihood of compromise of personal data. 4. Copies of the assessment shall be retained by the WPC manager and made available to appropriate inspectors, as well as to personnel studying equipment for facility upgrading or modification. 5. Every new WPC shall have a formal risk assessment completed before beginning the processing of personal data. I. Special Considerations in WPC Design and Modification Procedures shall be established to ensure that all personnel involved in the design of WPCs or the acquisition of word processing equipment are aware of the special considerations required when processing personal data subject to this part. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Appendix C--DoD Blanket Routine Uses (See paragraph (e) of Sec. 310.41, subpart E) A. Routine Use--Law Enforcement If a system of records maintained by a DoD Component to carry out its functions indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether federal, state, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto. B. Routine Use--Disclosure when Requesting Information A record from a system of records maintained by a Component may be disclosed as a routine use to a federal, state, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a Component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit. C. Routine Use--Disclosure of Requested Information A record from a system of records maintained by a Component may be disclosed to a federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary tothe requesting agency's decision on the matter. D. Routine Use--Congressional Inquiries Disclosure from a system of records maintained by a Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual. E. Routine Use--Private Relief Legislation Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, will be disclosed to the OMB in connection with the review of private relief legislation as set forth in OMB Circular A-19 (reference (u)) at any stage of the legislative coordination and clearance process as set forth in that Circular. F. Routine Use--Disclosures Required by International Agreements A record from a system of records maintained by a Component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of DoD military and civilian personnel. G. Routine Use--Disclosure to State and Local Taxing Authorities Any information normally contained in Internal Revenue Service (IRS) Form W-2 which is maintained in a record from a system of records maintained by a Component may be disclosed to state and local taxing authorities with which the Secretary of the Treasury has entered into agreements under 5 U.S.C., sections 5516, 5517, and 5520 (reference (v)) and only to those state and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin No. 76-07. H. Routine Use--Disclosure to the Office of Personnel Management A record from a system of records subject to the Privacy Act and maintained by a Component may be disclosed to the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies. I. Routine Use--Disclosure to the Department of Justice for Litigation A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. J. Routine Use--Disclosure to Military Banking Facilities Overseas Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. K. Routine Use--Disclosure of Information to the General Services Administration (GSA) A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration (GSA) for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. L. Routine Use--Disclosure of Information to the National Archives and Records Administration (NARA) A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration (NARA) for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. M. Routine Use--Disclosure to the Merit Systems Protection Board A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DoD investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law. N. Routine Use-Counterintelligence Purpose A record from a system of records maintained by this component may be disclosed as a routine use outside the DoD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991; 62 FR 18518, Apr. 16, 1997] Appendix D--Provisions of the Privacy Act From Which a General or Specific Exemption May Be Claimed [See paragraph (d) of Sec. 310.50, subpart F] ------------------------------------------------------------------------ Exemption -------------------------------------------- Section of the Privacy Act (j)(2) (k)(1-7) ------------------------------------------------------------------------ No................... No.................. (b)(1) Disclosures within the Department of Defense. No................... No.................. (2) Disclosures to the public. No................... No.................. (3) Disclosures for a ``routine use.'' No................... No.................. (4) Disclosures to the Bureau of Census. No................... No.................. (5) Disclosures for statistical research and reporting. No................... No.................. (6) Disclosures to the National Archives. No................... No.................. (7) Disclosures for law enforcement purposes. No................... No.................. (8) Disclosures under emergency circumstances. No................... No.................. (9) Disclosures to the Congress. No................... No.................. (10) Disclosures to the General Accounting Office. No................... No.................. (11) Disclosures pursuant to court orders. No................... No.................. (12) Disclosure to consumer reporting agencies. No................... No.................. (c)(1) Making disclosure accountings. No................... No.................. (2) Retaining disclosure accountings. Yes.................. Yes................. (c)(3) Making disclosure accounting available to the individual. Yes.................. No.................. (c)(4) Informing prior recipients of corrections. Yes.................. Yes................. (d)(1) Individual access to records. Yes.................. Yes................. (2) Amending records. Yes.................. Yes................. (3) Review of the component's refusal to amend a record. Yes.................. Yes................. (4) Disclosure of disputed information. Yes.................. Yes................. (5) Access to information compiled in anticipation of civil action. Yes.................. Yes................. (e)(1) Restrictions on collecting information. Yes.................. No.................. (e)(2) Collecting directly from the individual. Yes.................. No.................. (3) Informing individuals from whom information is requested. No................... No.................. (e)(4)(A) Describing the name and location of the system. No................... No.................. (B) Describing categories of individuals. No................... No.................. (C) Describing categories of records. No................... No.................. (D) Describing routine uses. No................... No.................. (E) Describing records management policies and practices. No................... No.................. (F) Identifying responsible officials. Yes.................. Yes................. (e)(4)(G) Procedures for determining if a system contains a record on an individual. Yes.................. Yes................. (H) Procedures for gaining access. Yes.................. Yes................. (I) Describing categories of information sources. Yes.................. No.................. (e)(5) Standards of accuracy. No................... No.................. (e)(6) Validating records before disclosure. No................... No.................. (e)(7) Records of first amendment activities. No................... No.................. (e)(8) Notification of disclosure under compulsory legal process. No................... No.................. (e)(9) Rules of conduct. No................... No.................. (e)(10) Administrative, technical and physical safeguards. No................... No.................. (11) Notice for new and revised routine uses. Yes.................. Yes................. (f)(1) Rules for determining if an individual is subject of a record. Yes.................. Yes................. (f)(2) Rules for handling access requests. Yes.................. Yes................. (f)(3) Rules for granting access. Yes.................. Yes................. (f)(4) Rules for amending records. Yes.................. Yes................. (f)(5) Rules regarding fees. Yes.................. No.................. (g)(1) Basis for civil action. Yes.................. No.................. (g)(2) Basis for judicial review and remedies for refusal to amend. Yes.................. No.................. (g)(3) Basis for judicial review and remedies for denial of access. Yes.................. No.................. (g)(4) Basis for judicial review and remedies for other failure to comply. Yes.................. No.................. (g)(5) Jurisdiction and time limits. Yes.................. No.................. (h) Rights of legal guardians. No................... No.................. (i)1) Criminal penalties for unauthorized disclosure. No................... No.................. (2) Criminal penalties for failure to publish. No................... No.................. (3) Criminal penalties for obtaining records under false pretenses. Yes \1\.............. No.................. (j) Rulemaking requirement. N/A.................. No.................. (j)(1) General exemption for the Central Intelligence Agency. N/A.................. No.................. (i)(2) General exemption for criminal law enforcement records. Yes.................. N/A................. (k)(1) Exemption for classified material. N/A.................. N/A................. (k)(2) Exemption for law enforcement material. Yes.................. N/A................. (k)(3) Exemption for records pertaining to Presidential protection. Yes.................. N/A................. (k)(4) Exemption for statistical records. Yes.................. N/A................. (k)(5) Exemption for investigatory material compiled for determining suitability for employment or service. Yes.................. N/A................. (k)(6) Exemption for testing or examination material. Yes.................. N/A................. (k)(7) Exemption for promotion evaluation materials used by the Armed Forces. Yes.................. No.................. (l)(1) Records stored in NASA records centers. Yes.................. No.................. (l)(2) Records archived before Sept. 27, 1975. Yes.................. No.................. (l)(3) Records archived on or after Sept. 27, 1975. Yes.................. No.................. (m) Applicability to Government contractors. Yes.................. No.................. (n) Mailing lists. Yes \1\.............. No.................. (o) Reports on new systems. Yes \1\.............. No.................. (p) Annual report. ------------------------------------------------------------------------ \1\ See paragraph (d) of Sec. 310.50, subpart F. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991; 62 FR 26389, May 14, 1997] Appendix E--Sample of New or Altered System of Records Notice in ``Federal Register'' Format (See paragraph (f) of Sec. 310.60, subpart G) DEPARTMENT OF DEFENSE Defense Nuclear Agency Privacy Act of 1974; New System of Records agency: Defense Nuclear Agency (DNA). action: Notice of a new record system. -------------------------------------------------- summary: The Defense Nuclear Agency is adding a new system of records to its inventory of systems of records subject to the Privacy Act of 1974. The system notice for the new system is set forth below. dates: This system shall be effective (30 days after publication in the Federal Register) unless comments are received which result in a contrary determination. address: Send comments to the System Manager identified in the system notice. for further information contact: Robert L. Brittigan, General Counsel, Defense Nuclear Agency, Washington, D.C. 20305, Telephone (202) 325- 7681. supplementary information: The Defense Nuclear Agency record system notice as prescribed by the Privacy Act of 1974 (5 U.S.C. 552a), as amended, have appeared in the Federal Register on September 28, 1981 (46 FR 51073) and February 16, 1982 (47 FR 6829). The Defense Nuclear Agency has submitted a new system report on March 27, 1982, for this system of records under the provisions of 5 U.S.C. 552a(o) of the Privacy Act. Patricia H. Means, OSD Federal Register Liaison Officer, Department of Defense. Sample HDNA 609-03 System name: Personnel Exposed to Radiation from Nuclear Tests. System Location: Headquarters, Defense Nuclear Agency, Washington, D.C. 20305, Main computer location. Categories of individuals covered by the system: All DoD and DoD- affiliated personnel, military and civilian, who participated in the U.S. Government atmospheric nuclear test programs in the Pacific and at the Nevada Test Site. Categories of records in the system: Personal information consisting of name, rank, service number, last known or current address, dates of test participation, exposure and unit of assignment. Authority for maintenance of the system: 10 U.S.C. Section 133, Powers of an Executive Department of a Military Department to Prescribe Departmental Regulations; 10 U.S.C. Section 133, Secretary of Defense: Appointment, Powers, Duties and Delegation by; DoD Directive 5105.31, ``Defense Nuclear Agency (DNA).'' Purpose(s): To identify those individuals who may have been exposed to radiation from nuclear atmospheric test conducted by the U.S. Government in the Pacific or at the Nevada Test Site. Information is provided to the medical services of all the Military Departments to identify military and retired personnel who were exposed to ionizing radiator during testing. Routine uses of records maintained in the system including categories of users, and the purpose of such uses: To the National Research Council and Center for Disease Control to determine the effects of ionizing radiation for the limited purpose of conducting epidemiological studies of the atmospheric nuclear weapons tests on DoD participants in those tests. To the Department of Energy (DoE) to identify DoE contractor personnel exposed to ionizing radiation during nuclear testing for the limited purpose of conducting epidemiological studies of radiation effects of individuals so identified. To the Department of Transportation (DoT) for the limited purpose of identifying DoT and DoT-affiliated personnel exposed to ionizing radiation during nuclear testing. To the Veterans Administration to make determinations on service- connected disability for the purpose of resolving claims. Policies and Practices for storing, retrieving, accessing, retaining, and disposing of records in the system. Storage: Paper records in file folders; computer magnetic tape disks and printouts in secure computer facility. Retrievability: Paper records filed in folders and computer magnetic tape and disk retrieved by name. Safeguards: Paper records are filed in folders stored in locked security safes. Magnetic tapes stored in a vault in a secure computer area. Retention and disposal: Paper records are retained until information is transferred to magnetic tapes; then destroyed. Magnetic tapes and disks are retained indefinitely. System manager(s) and address: Director, Defense Nuclear Agency, Attn.: Privacy Act Officer, Washington, D.C. 20305, telephone (202) 325- 7681. Notification procedure: Information may be obtained from the System Manager. Record access procedures: Requests should be addressed to the System Manager. Contesting record procedures: The agency's rules for contesting contents and appealing initial determinations are contained in DNA Instruction 5400.11 (32 CFR part 291a). Additional information may be obtained from the System Manager. Record source categories: DNA records, searches of DoD records by other DoD Components, and from individuals voluntarily contacting DNA by telephone or mail. Systems exempted from certain provision of the Act: None. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Appendix F.--Format for New or Altered System Report (See paragraph (c) of Sec. 310.63, subpart G) The report on a new or altered system shall consist of a transmittal letter, a narrative statement, and include supporting documentation. A. Transmittal Letter. The transmittal letter to the Director, Defense Privacy Office, ODASD(A), shall include any request for waivers as set forth in paragraph (g) of Sec. 310.63, subpart G. The narrative statement shall be attached thereto. B. Narrative Statement. The narrative statement is typed in double space on standard bond paper in the format shown at attachment 1. The statement includes: 1. System identification and name. This caption sets forth the identification and name of the system (see paragraphs (b) and (c) of Sec. 310.62, subpart G). 2. Responsible official. The name, title, address, and telephone number of the privacy official responsible for the report and to whom inquiries and comments about the report may be directed by Congress, the Office of Management and Budget, or Defense Privacy Office. 3. Purpose of the system or nature of the change proposed. Describe the purpose of the new system. For an altered system, describe the nature of the change being proposed. 4. Authority for the system. See paragraph (g) of Sec. 310.62, subpart G. 5. Number of individuals. The approximate number of individuals about whom records are to be maintained. 6. Information on First Amendment activities. Describe any information to be kept on the exercise of individual's First Amendment rights and the basis for maintaining it as provided for in paragraph (e) of Sec. 310.10, subpart B. 7. Measures to ensure information accuracy. If the system is to be used to make determinations about the rights, benefits, or entitlements of individuals; describe the measures being established to ensure the accuracy, currency, relevance, and completeness of the information used for these purposes. 8. Other measures to ensure system security: Describe the steps taken to minimize the risk of unauthorized access to the system. A more detailed assessment of security risks and specific administrative, technical, and physical safeguards shall be available for review upon request. 9. Relationship to state and local government activities. Describe the relationship of the system to state or local government activities that are the sources, recipients, or users of the information in the system. C. Supporting Documentation. Item 10 of the narrative is captioned Supporting Documents. A positive statement for this caption is essential for those enclosures that are not required to be enclosed. For example, ``No changes to the existing Army procedural or exemption rules (32 CFR part 505) are required for this proposed system.'' List in numerical sequence only those enclosures that are actually furnished. The following are typical enclosures that may be required: 1. For a new system, an advance copy of the system notice which is proposed for publication. For an altered system (see paragraph (d) of Sec. 310.64, subpart G) an advance copy of the notice reflecting the specific changes proposed. 2. An advance copy of any new rules or changes to the published Component rules to be issued for the new or altered system. If no change to existing rules is required, so state in the narrative. 3. An advance copy of any proposed exemption rule if the new or altered system is to be exempted in accordance with Subpart F. If there is no exemption, so state in the narrative. 4. Any other supporting documentation that may be pertinent or helpful in understanding the need for the system or clarifying its intended use. While not required, such documentation, when available, is helpful in evaluating the new or altered system. Attachment 1.--Sample Format for Narrative Statement DEPARTMENT OF DEFENSE (Component Name) REPORT ON NEW (OR ALTERED) SYSTEM UNDER THE PRIVACY ACT OF 1974 (Indicate none or not applicable, as appropriate.) 1. System Identification and name: 2. Responsible official: 3. Purpose(s) of the System: (for a new system only) or Nature of the Change(s) Proposed: (for altered system). 4. Authority for the System: 5. Number of Individuals: 6. Information on First Amendment Activities: 7. Measures to Ensure Information Accuracy: 8. Other Measures to Ensure System Security: 9. Relations to State or Local Government Activities: 10. Supporting Documentation: (Indicate here, as a positive statement, those enclosures not required as set forth in section C. of the format instructions.) SIGNATURE BLOCK OF SUBMITTING OFFICIAL Attachment 2.--Sample Report DEPARTMENT OF DEFENSE Defense Nuclear Agency REPORT ON NEW SYSTEM UNDER THE PRIVACY ACT OF 1974 1. System Identification and Name: HDNA 609-03, entitled ``Personnel Exposed To Radiation From Nuclear Tests.'' 2. Responsible Official: Robert L. Brittigan, General Counsel, Defense Nuclear Agency, Washington, D.C. 20305. Telephone: Area Code 202 325- 7781. 3. Purpose(s) of the System: To consolidate into one system the names, addresses, and exposures of all DoD or DoD-associated personnel who may have been exposed to ionizing radiation during the atmospheric nuclear testing programs in the Pacific and at the Nevada Test Site. 4. Authority for the System: See ``Authority for Maintenance of the System'' caption of the attached proposed system notice. 5. Number of Individuals: Approximately 300,00 individuals will be affected by this new system, since the system includes all DoD and DoD- affiliated participants in the atmospheric nuclear tests program. 6. Information on First Amendment Activities: None. 7. Measures to Ensure Information Accuracy: Records consist of personal data to be provided by the individual such as name, rank, service number, last known or current address, dates of test participation, exposure date, if available, and unit of assignment. When the information has been obtained from sources other than the individual, follow-up is attempted to ensure accuracy. 8. Other Measures to Ensure System Security: a. Paper records before processing for computer storage are retained in locked filing cabinets located in limited access facilities at DNA Headquarters and the Armed Forces Radiobiology Research Institute. b. Privacy data in the Headquarters, DNA, ADP facility is afforded the same protection as classified data in that the DNA computer system employs a File Security System (FSS) to protect classified and privacy data files from being accessed by unauthorized user. 9. Relations to State and Local Government Activities: None 10. Supporting Documentation: No changes to existing procedural or exemption rules are required for this proposed new system. Robert L. Brittigan General Counsel Enclosures--2 1. Advance copy of proposed system notice. 2. Copy of tasking memorandum from the Assistant Secretary of Defense (Manpower, Reserve Affairs, and Logistics) to the Director, Defense Nuclear Agency, ``DoD Personnel Participation in Atmospheric Nuclear Weapons Testing,'' January 28, 1978. Note.-Enclosures are not included in the sample, above. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Appendix G.--Sample Deletions and Amendments to Systems Notices in ``Federal Register'' Format (See paragraph (d) of Sec. 310.64, subpart G) DEPARTMENT OF DEFENSE Department of Air Force Privacy Act of 1974; Deletions and Amendments to Systems of Records Notices Agency: Department of the Air Foce, DoD. Action: Notice of deletions and amendments to systems of records. -------------------------------------------------- Summary: The Air Force proposes to delete three and amend two notices for systems of records subject to the Privacy Act of 1974. The specific changes to the notices being amended are set forth below followed by the system notices, as amended, published in their entirety. Dates: These systems notices shall be amended as proposed without further notice on (30 days after publication in the Federal Register unless comments are received that would result in a contrary determination. Address: Send comments to the system manager identified in the particular system notice concerned. For Further Information Contact: Mr. Jon E. Updike, HQ USAF/DAQD, The Pentagon, Washington, D.C. 20330-5024, Telephone: (202) 694-3431 Autovon: 224-3431 Supplementary Information: The Air Force systems of records notices inventory subject to the Privacy Act of 1974 (5 U.S.C. 552a), as amended, have been published to date in the Federal Register as follows: FR Doc. 80-28255 (46 FR 50785) September 28, 1980 FR Doc. 80-31218 (46 FR 56774) October 28, 1980 FR Doc. 80-32284 (46 FR 58195) November 8, 1980 FR Doc. 80-33780 (46 FR 59996) November 23, 1980 The proposed amendments are not within the purview of the provisions of 5 U.S.C. 552a(o) which requires the submission of an altered system report. Patricia H. Means, OSD Federal Register Liaison Officer, Department of Defense. Deletions F01001 OQPTFLA System name: Human Reliability for Special Missions. Reason: This system is covered by F03004 AFDPMDB Advanced Personnel Data System (APDS) (46 FR 50821) August 28, 1981. F01003 OBXQPCA System name: Cadet Promotion List. Reason: This system has been incorporated into F03502 AFA A Cadet Management System (46 FR 50875) July 28, 1981. F01102 OYUEBLA System name: Locator or Personnel Data file. Reason: This sytem is covered by F01102 DAYX A Base, Unit, and Organizational Military and Civilian Personnel Locator Files (46 FR 50800) October 28, 1981. Amendments F03501 DPMDQIA System name: Military Personnel Records System. Changes: System Location: In line 8, change ``Adjustment'' to Adjutant''. External users, uses and purposes: Add at end: ``American National Red Cross. Information to local Red Cross offices for emergency assistance to military members, dependents, relatives, or other persons if conditions are compelling.'' ``Drug Enforcement Administration'' (added to those agencies listed under Department of Justice). ``Department of Labor: Bureau of Employees' Compensation--medical information for claims of civilian employees formerly in military service; Employment and Training Administration--verification of service-related information for unemployment compensation claims; Labor- Management Services Administration--for investigations of possible violations of labor laws and preemployment investigations; National Research Council--for medical research purposes; U.S. Soldiers' and Airmen's Home--service information to determine eligibility.'' F03504 OJMPLSC System name: Assessments Screening Records. Changes: System location: In line 1, change ``3700 Personnel Processing Group'' to ``3507 Airman Classification Squadron.'' Retention and disposal: Delete entry and substitute: ``Records on airmen accepted for sensitive or high risk assignments are retained in the office files for 18 months, then destroyed. Records of nonselectees are retained in office files for 1 year, then destroyed. Destruction is by tearing into pieces, shredding, pulping, macerating, or burning.'' Systems manager: In line 1, change ``3700 PPGP (CCO),'' to ``3507 Airman Classification Squadron.'' Record source categories: Add at end, ``peers, character references, and the individual member.'' [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Appendix H.--Litigation Status Sheet (See 310.104, subpart K) 1. Case Number.1 --------------------------------------------------------------------------- \1\ Number used by the Component for reference purposes --------------------------------------------------------------------------- 2. Requester. 3. Document Title or Description.2 --------------------------------------------------------------------------- \2\ Indicate the nature of the case, such as, ``Denial of access,'' ``Refusal to amend,'' ``Incorrect records,'' or other violations of the Act (specify). --------------------------------------------------------------------------- 4. Litigation: a. Date Complaint Filed. b. Court. c. Case File Number1 5. Defendants (DoD Component and individual). 6. Remarks (brief explanation of what the case is about). 7. Court Action: a. Court's Finding. b. Disciplinary Action (as appropriate). 8. Appeal (as appropriate): a. Date Complaint Filed. b. Court. c. Case File Number.1 d. Court's Finding. e. Disciplinary Action (as appropriate). [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] Appendix I.--Office of Management and Budget (OMB) Matching Guidelines (See 310.110, subpart L) A. Purpose. These guidelines supplement and shall be used in conjunction with OMB Guidelines on the Administration of the Privacy Act of 1974, issued on July 1, 1975, and supplemented on November 21, 1975. They replace earlier guidance on conducting computerized matching programs issued on March 30, 1979. They are intended to help agencies relate the procedural requirements of the Privacy Act to the operational requirements of computerized matching. They are designed to address the concerns expressed by the Congress in the Privacy Act of 1974 that ``the increasing use of computers and sophisticated information technology, while essential to the efficient operation of the Government, has greatly magnified the harm to individual privacy that can occur from any collection, maintenance, use, or dissemination of personal information.'' These guidelines do not authorize activities that are not permitted by law, nor do they prohibit activities expressly required to be performed by law. Complying with these guidelines, however, does not relieve a federal agency of the obligation to comply with the provisions of the Privacy Act, including any provisions not cited in these guidelines. B. Scope. These guidelines apply to all agencies subject to the Privacy Act of 1974 (5 U.S.C. 552a) and to all matching programs: 1. Performed by a federal agency, whether the personal records used in the match are federal or nonfederal. 2. For which a federal agency discloses any personal records for use in a matching program performed by any other federal agency or any nonfederal organization. C. Effective Date. These guidelines are effective on May 11, 1982. D. Definitions. For the purposes of the Guidelines, all the terms defined in the Privacy Act of 1974 apply. 1. Personal Record. Any information pertaining to an individual that is stored in an automated system of records; for example, a data base which contains information about individuals that is retrieved by name or some other personal identifier. 2. Matching Program. A procedure in which a computer is used to compare two or more automated systems of records or a system of records with a set of nonfederal records to find individuals who are common to more than one system or set. The procedure includes all of the steps associated with the match, including obtaining the records to be matched, actual use of the computer, administrative and investigative action on the hits, and disposition of the personal records maintained in connection with the match. It should be noted that a single matching program may involve several matches among a number of participants. Matching programs do not include the following: a. Matches that do not compare a substantial number of records, such as, comparison of the Department of Education's defaulted student loan data base with the Office of Personnel Management's federal employee data base would be covered; comparison of six individual student loan defaultees with the OPM file would not be covered. b. Checks on specific individuals to verify data in an application for benefits done reasonably soon after the application is received. c. Checks on specific individuals based on information which raises questions about an individual's eligibility for benefits or payments done reasonably soon after the information is received. d. Matches done to produce aggregate statistical data without any personal identifiers. e. Matches done to support any research or statistical project when the specific data are not to be used to make decisions about the rights, benefits, or privileges of specific individuals. f. Matches done by an agency using its own records. 3. Matching Agency. The federal agency which actually performs the match. 4. Source Agency. The federal agency which discloses records from a system of records to be used in the match. Note that in some circumstances a source agency may be the instigator and ultimate beneficiary of the matching program, as when an agency lacking computer resources uses another agency to perform the match. The disclosure of records to the matching agency and any later disclosure of ``hits'' (by either the matching or the source agencies) must be done in accordance with the provisions of paragraph (b) of the Privacy Act. 5. Hit. The identification, through a matching program, of a specific individual. E. Guidelines for Agencies Participating in Matching Programs. Agencies should acquire and disclose matching records and conduct matching programs in accordance with the provisions of this section and the Privacy Act. 1. Disclosing Personal Records for Matching Programs. a. To another federal agency. Source agencies are responsible for determining whether or not to disclose personal records from their systems and for making sure they meet the necessary Privacy Act disclosure provisions when they do. Among the factors source agencies should consider are: (1) Legal authority for the match; (2) Purpose and description of the match; (3) Description of the records to be matched; (4) Whether the record subjects have consented to the match; or whether disclosure of records for the match would be compatible with the purpose for which the records were originally collected; that is, whether disclosure under a ``routine use'' would be appropriate; whether the soliciting agency is seeking the records for a legitimate law enforcement activity--whichever is appropriate; or any other provision of the Privacy Act under which disclosure may be made; (5) Description of additional information which may be subsequently disclosed in relation to ``hits''; (6) Subsequent actions expected of the source (for example, verification of the identity of the ``hits'' or follow-up with individuals who are ``hits''); (7) Safeguards to be afforded the records involved, including disposition. b. If the agency is satisfied that disclosure of the records would not violate its responsibilities under the Privacy Act, it may proceed to make the disclosure to the matching agency. It should ensure that only the minimum information necessary to conduct the match is provided. If disclosure is to be made pursuant to a ``routine use'' (Section (b)(3) of the Privacy Act), it should ensure that the system of records contains such a use, or it should publish a routine use notice in the Federal Register. The agency should also be sure to maintain an accounting of the disclosures pursuant to Section (c) of the Privacy Act. c. To a nonfederal entity. Before disclosing records to a nonfederal entity for a matching program to be carried out by that entity, a source agency should, in addition to all of the consideration in paragraph E.1.a., above, also make reasonable efforts, pursuant to Section (e)(6) of the Privacy Act, to ``assure that such records are accurate, complete, timely, and relevant for agency purposes.'' 2. Written Agreements. Before disclosing to either a federal or nonfederal entity, the source agency should require the matching entity to agree in writing to certain conditions governing the use of the matching file; for example, that the matching file will remain the property of the source agency and be returned at the end of the matching program (or destroyed as appropriate); that the file will be used and accessed only to match the file or files previously agreed to; that it will not be used to extract information concerning ``non-hit'' individuals for any purpose, and that it will not be duplicated or disseminated within or outside the matching agency unless authorized in writing by the source agency. 3. Performing Matching Programs. (a) Matching agencies should maintain reasonable administrative, technical, and physical security safeguards on all files involved in the matching program. (b) Matching agencies should insure that they have appropriate systems of records including those containing ``hits,'' and that such systems and any routine uses have been appropriately noticed in the Federal Register and reported to OMB and the Congress, as appropriate. 4. Disposition of Records. a. Matching agencies will return or destroy source matching files (by mutual agreement) immediately after the match. b. Records relating to hits will be kept only so long as an investigation, either criminal or administrative, is active, and will be disposed of in accordance with the requirements of the Privacy Act and the Federal Records Schedule. 5. Publication Requirements. a. Agencies, before disclosing records outside the agency, will publish appropriate ``routine use'' notices in the Federal Register, if necessary. b. If the matching program will result in the creation of a new or the substantial alteration of an existing system of records, the agency involved should publish the appropriate Federal Register notice and submit the requisite report to OMB and the Congress pursuant to OMB Circular No. A-108. 6. Reporting Requirements. a. As close to the initiation of the matching program as possible, matching agencies shall publish in the Federal Register a brief public notice describing the matching program. The notice should include: (1) The legal authority under which the match is being conducted; (2) A description of the matching program including whether the program is one time or continuing, the organizations involved, the purpose or purposes for which the program is being conducted, and the procedures to be used in matching and following up on the ``hits''; (3) A complete description of the personal records to be matched, including the source or sources, system of records identifying data, date or dates and page number of the most recent Federal Register full text publication when appropriate; (4) The projected start and ending dates of the program; (5) The security safeguards to be used to protect against unauthorized access or disclosure of the personal records; and (6) Plans for disposition of the source records and ``hits.'' 7. Agencies should send a copy of this notice to the Congress and to OMB at the same time it is sent to the Federal Register. a. Agencies should report new or altered systems of records as described in paragraph E.5.b., above, as necessary. b. Agencies should also be prepared to report on matching programs pursuant to the reporting requirements of either the Privacy Act or the Paperwork Reduction Act. Reports will be solicited by the Office of Information and Regulatory Affairs and will focus on both the protection of individual privacy and the government's effective use of information technology. Reporting instructions will be disseminated to the agencies as part of either the reports required by paragraph (p) of the Privacy Act, or Section 3514 of Pub. L. 96-511. 8. Use of Contractors. Matching programs should, as far as practicable, be conducted ``in-house'' by federal agencies using agency personnel, rather than by contract. When contractors are used, however, a. The matching agency should, consistent with paragraph (m) of the Privacy Act, cause the requirements of that Act to be applied to the contractor's performance of the matching program. The contract should include the Privacy Act clause required by Federal Personnel Regulation Amendment 155 (41 CFR 1-1.337-5); b. The terms of the contract should include appropriate privacy and security provisions consistent with policies, regulations, standards, and guidelines issued by OMB, GSA, and the Department of Commerce; c. The terms of the contract should preclude the contractor from using, disclosing, copying, or retaining records associated with the matching program for the contractor's own use; d. Contractor personnel involved in the matching program shall be made explicitly aware of their obligations under the Act and of these guidelines, agency rules, and any special safeguards in relation to each specific match performed. e. Any disclosures of records by the agency to the contractor should be made pursuant to a ``routine use'' (5 U.S.C. 552a(b)(3)). F. Implementation and Oversight. OMB will oversee the implementation of these guidelines and shall interpret and advise upon agency proposals and actions within their scope, consistent with Section 6 of the Privacy Act. [51 FR 1364, Jan. 16, 1986. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57800, Nov. 14, 1991] PART 311--OSD PRIVACY PROGRAM Sec. 311.1 Purpose. 311.2 Applicability and scope. 311.3 Definitions. 311.4 Policy. 311.5 Responsibilities. 311.6 Procedures. 311.7 Information requirements. 311.8 Procedures for exemptions. Authority: Pub. L. 93-579, 88 Stat. 1986 (5 U.S.C. 552a). Source: 64 FR 22786, Apr. 28, 1999. Sec. 311.1 Purpose. This part updates and implements basic policies and procedures outlined in 5 U.S.C. 552a, OMB Circular A-130,\1\ and DoD 5400.11-R \2\ and provides guidance and procedures for use in establishing the Privacy Program in the Office of the Secretary of Defense (OSD) and those organizations assigned to OSD for administrative support. --------------------------------------------------------------------------- \1\ Copies may be obtained by contacting EOP Publications, 725 16th Street, NW., NEOB, Washington, DC 20503. \2\ Copies may be obtained via internet at http://web7.whs.osd.mil/ corres.htm. --------------------------------------------------------------------------- Sec. 311.2 Applicability and scope. This part: (a) Applies to the OSD, the Chairman of the Joint Chiefs of Staff, Uniformed Services University of the Health Sciences (USUHS) and other activities assigned to OSD for administrative support hereafter referred to collectively as ``OSD Components.'' (b) Covers record systems maintained by OSD Components and governs the maintenance, access, change, and release of information contained in OSD Component record systems, from which information about an individual is retrieved by a personal identifier. Sec. 311.3 Definitions. Access. Any individual's review of a record or a copy of a record or parts of a system of records. Disclosure. The transfer of any personal information from a system of records by any means of oral, written, electronic, mechanical, or other communication, to any person, private entity, or Government agency, other than the subject of the record, the subject's designated agent, or the subject's guardian. Individual. A living citizen of the United States or an alien lawfully admitted to the United States for permanent residence. The legal guardian of an individual has the same rights as the individual and may act on his or her behalf. Individual access. Access to personal information pertaining to the individual, by the individual, his or her designated agent or legal guardian. Maintain. Includes maintenance, collection, use or dissemination. Personal information. Information about an individual that is intimate or private, as distinguished from information related solely to the individual's official functions or public life. Sec. 311.4 Policy. (a) It is DoD policy to safeguard personal information contained in any system of records maintained by any DoD Component and to permit any individual to know what existing records pertain to him or her in any OSD Component covered by this part. (b) Each office maintaining records and information about individuals shall ensure that their privacy is protected from unauthorized disclosure of personal information. These offices shall permit individuals to have access to, and to have a copy made of all, or any portion of records about them, except as provided in Chapters 3 and 5, DoD 5400.11-R, and to have an opportunity to request that such records be amended as provided by the Privacy Act of 1974 and Chapter 3 of DoD 5400.11-R. Individuals requesting access to their records shall receive concurrent consideration under 5 U.S.C. 552a and the Freedom of Information Act, as amended, if appropriate. (c) Heads of OSD Components shall maintain any necessary record of a personal nature that is individually identifiable in a manner that complies with the law and DoD policy. Any information collected must be as accurate, relevant, timely, and complete as is reasonable to ensure fairness to the individual. Adequate safeguards must be provided to prevent misuse or unauthorized release of such information. Sec. 311.5 Responsibilities. (a) The Director of Administration and Management, Office of the Secretary of Defense (DA&M, OSD) shall: (1) Direct and administer the DoD Privacy Program for OSD Components. (2) Establish standards and procedures to ensure implementation of and compliance with the Privacy Act of 1974, OMB Circular No. A-130, and DoD 5400.11-R. (3) Designate the Director for Freedom of Information and Security Review as the point of contact for individuals requesting information of access to records and copies about themselves. (4) Serve as the appellate authority within OSD when a requester appeals a denial for access to records under the Privacy Act. (5) Serve as the appellate authority within OSD when a requester appeals a denial for amendment of a record or initiates legal action to correct a record. (6) Evaluate and decide, in coordination with The General Counsel of the Department of Defense (GC, DoD), appeals resulting from denials of access or amendments to records by the OSD Components. (7) Designate the Directives and Records Division, Correspondence and Directives Directorate, Washington Headquarters Services (WHS) as the office responsible for all aspects of the Privacy Act, except that portion about receiving and acting on public requests for personal records. As such, the Directives and Records Division shall: (i) Exercise oversight and administrative control of the Privacy Act Program in OSD and those organizations assigned to OSD for administrative support. (ii) Provide guidance and training to organizational entities as required by 5 U.S.C. 552a and OMB Circular A-130. Periodic training will be provided to public affairs officers and others who may be expected to deal with the news media or the public. (iii) Collect and consolidate data from OSD Components, and submit an annual report to the Defense Privacy Office, as required by 5 U.S.C. 552a, OMB Circular A-130, and DoD 5400.11-R. (iv) Coordinate and consolidate information for reporting all record systems, as well as changes to approved systems, to the OMB, the Congress, and the Federal Register, as required by 5 U.S.C. 552a, OMB Circular A-130, and DoD 5400.11-R. (v) Collect information from OSD Components, and prepare consolidated reports required by 5 U.S.C. 552a and DoD 5400.11-R. (b) The Director for Freedom of Information and Security Review shall: (1) Forward requests for information or access to records to the appropriate OSD Component having primary responsibility for any pertinent system of records under 5 U.S.C. 552a, or to OSD Components, under the Freedom of Information Act, as amended. (2) Maintain deadlines to ensure that responses are made within the time limits prescribed in DoD 5400.7-R,\3\ DoD Instruction 5400.10,\4\ and this part. --------------------------------------------------------------------------- \3\ See footnote 2 to Sec. 311.1. \4\ See footnote 2 to Sec. 311.1. --------------------------------------------------------------------------- (3) Collect fees charged and assessed for reproducing requested materials. (4) Refer all matters about amendments of records and general and specific exemptions under the 5 U.S.C. 552a to the proper OSD Components. (c) The General Counsel of the Department of Defense shall: (1) Coordinate all OSD final denials of appeals for amending records, and review actions to confirm denial of access to records, as appropriate. (2) Provide advice and assistance to the DA&M, OSD in the discharge of appellate and review responsibilities, and to the DFOISR on all access matters. (3) Provide advice and assistance to OSD Components on legal matters pertaining to the Privacy Act of 1974. (d) The Heads of the OSD Components shall: (1) Designate an individual as the point of contact for Privacy Act matters; designate an official to deny initial requests for access to an individual's records or changes to records; and advise both DA&M, OSD and DFOISR of names of officials so designated. (2) Report any new record system, or changes to an existing system, to the Chief, Directives and Records Division, WHS, at least 90 days before the intended use of the system. (3) Review all contracts that provide for maintaining records systems, by or on behalf of his or her office, to ensure within his or her authority, that language is included that provides that such systems shall be maintained in a manner consistent with 5 U.S.C. 552a. (4) Revise procurement guidance to ensure that any contract providing for the maintenance of a records system, by or on behalf of his or her office, includes language that ensures that such system shall be maintained in accordance with 5 U.S.C. 552a. (5) Revise computer and telecommunications procurement policies to ensure that agencies review all proposed contracts for equipment and services to comply with 5 U.S.C. 552a. (6) Coordinate with Automatic Data Processing (ADP) and word processing managers providing services to ensure that an adequate risk analysis is conducted to comply with DoD 5400.11-R. (7) Review all Directives that require forms or other methods used to collect information about individuals to ensure that they are in compliance with 5 U.S.C. 552a. (8) Establish administrative systems in OSD Component organizations to comply with the procedures listed in this part and DoD 5400.11-R. (9) Coordinate with the GC, DoD on all proposed denials of access to records. (10) Provide justification to the DFOISR when access to a record is denied in whole or in part. (11) Provide the record to the DFOISR when the initial denial of a request for access to such record has been appealed by the requester, or at the time of initial denial when appeal seems likely. (12) Maintain an accurate account of the actions resulting in a denial for access to a record or for the correction of a record. This account should be maintained so that it can be readily certified as the complete record of proceedings if litigation occurs. (13) Ensure that all personnel who either have access to the system of records, or who are engaged in developing or supervising procedures for handling records in the system, are aware of their responsibilities for protecting personal information as established in the Privacy Act and DoD 5400.11-R. (14) Forward all requests for access to records received directly from an individual to the DFOISR for appropriate suspense control and recording. (15) Provide DFOISR with a copy of the requested record when the request is granted. (e) The requester who desires to submit a request is responsible for: (1) Determining whether to submit the request in writing or in person. A requester who seeks access to records pertaining to himself or herself which are filed by his or her name or personal identifier: (i) May make such a request in person to the custodian of the records. If the requester is not satisfied with the response, however, in order to invoke any provision of 5 U.S.C. 552a, DoD 5400.11-R, or this part, the requester must file a request in writing as provided in Sec. 311.6(b)(10). The requester must provide proof of identify by showing drivers license or similar credentials. (ii) Describing the record sought, and providing sufficient information to enable the material to be located (e.g., identification of system of records, approximate date it was initiated, originating organization, and type of document). (iii) Complying with procedures provided in DoD 5400.11-R for inspecting and/or obtaining copies of requested records. (iv) Submitting a written request to amend the record to the system manager or to the office designated in the system notice. Sec. 311.6 Procedures. (a) Publication of notice in the Federal Register. (1) A notice shall be published in the Federal Register of any record system meeting the definition of a system of records in DoD 5400.11-R. (2) Regarding new or revised records systems, each OSD Component shall provide the Chief, Directives and Records Division with 90 days advance notice of any anticipated new or revised system of records. This material shall be submitted to the OMB and to Congress at least 60 days before use and to the Federal Register at least 30 days before being put into use, to provide an opportunity for interested persons to submit written data, views, or arguments to the OSD Components. Instructions on content and preparation are outlined in DoD 5400.11-R. (b) Access to information on records systems. (1) Upon request, and as provided by the Privacy Act, records shall be disclosed only to the individual they pertain to and under whose individual name or identifier they are filed, unless exempted by provisions stated in DoD 5400.11-R. (2) There is not requirement under 5 U.S.C. 552a that a record be created or that an individual be given access to records that are not in a group of records that meet this definition of a system of records in 5 U.S.C. 552a. (3) Granting access to a record containing personal information shall not be conditioned upon any requirement that the individual state a reason or otherwise justify the need to gain access. (4) No verification of identity shall be required of an individual seeking access to records that are otherwise available to the public. (5) Individuals shall not be denied access to a record in a system of records about themselves because those records are exempted from disclosure under DoD 5400.7-R. Individuals may only be denied access to a record in a system of records about themselves when those records are exempted from the access provisions of the Privacy Act under DoD 5400.11-R, Chapter 5. (6) Individuals shall not be denied access to their records for refusing to disclose their Social Security Numbers (SSNs), unless disclosure of the SSN is required by statute, by regulation adopted before January 1, 1975, or if the record's filing identifier and only means of retrieval is by SSN. (7) Individuals may request access to their records, in person or by mail, in accordance with the procedures outlined in paragraph (b)(8) of this section. (8) Information necessary to identify a record is: the individual's name, date of birth, place of birth, identification of the records system as listed in the Federal Register, or sufficient information to identify the type of records being sought, and the approximate date the records might have been created. Any individual making a request for access to records in person shall come to the Directorate for Freedom of Information and Security Review (DFOISR), Room 2C757, Pentagon, Washington, DC 20301-1155; and shall provide personal identification acceptable to the Director, DFOISR, to verify the individual's identity (e.g., driver's license, other licenses, permits, or passes used for routine identification purposes). (9) If an individual wishes to be accompanied by a third party when seeking access to records or wishes to have the record released directly to a third party, the individual may be required to furnish a signed access authorization granting the third party access. (10) Any individual submitting a request by mail for access to information shall address such request to the Directorate for Freedom of Information and Security Review, Pentagon, Room 2C757, Washington, DC 20301-1155. To verify the identity of the individual, the request shall include either a signed notarized statement or an unsworn declaration in the format specified by 28 U.S.C. 1746. (11) The following procedures shall apply to requests for access to records or information complied for law enforcement purposes: (i) Individuals requesting access to records or information about themselves and complied for law enforcement purposes are processed under DoD 5400.11-R and DoD 5400.7-R to give them the greater degree of access. (ii) Individual requests for access to records or information about themselves and compiled for law enforcement purposes (and in the custody of law enforcement activities) that have been incorporated into the records system, exempted from the access provisions of 5 U.S.C. 552a, will be processed in accordance with subsection C1.5.13 and Chapter 5, DoD 5400.7-R. Individuals shall not be denied access to records solely because they are in the exempt system, but they will have the same access that they would receive under DoD 5400.7-R. (Also see subsection A.10., Chapter 3, DoD 5400.11-R).) (iii) Requests by the individuals for access to records or information about themselves and compiled for law enforcement purposes that are in records systems exempted from access provisions will be processed under subsection C.1., Chapter 5 of DoD 5400.11-R or DoD 5400.7-R, depending upon which regulation gives the greater degree of access. (See also subsection A. 10., Chapter 3, DoD 5400.1-R) (iv) Individual requests for access to records or information about themselves and complied for law enforcement purposes exempted from access under Section B, Chapter 5 of DoD 54.11-R, that are temporarily in the hands of a non-law enforcement element for adjudicative or personnal actions, shall be referred to the originating agency. The requester will be informed in writing of these referrals. (12) The following procedures shall apply to requests for illegible, incomplete, or partially exempt records: (i) An individual shall not be denied access to a record or a copy of a record solely because the physical condition or format of the record does not make it readily available (e.g., deteriorated state or on magnetic tape). The document will be prepared as an extract, or it will be exactly recopied. (ii) If a portion of the record contains information that is exempt from access, an extract or summary containing all of the information in the record that is releasable shall be prepared. (iii) When the physical condition to the record makes it necessary to prepare an extract for release, the extract shall be prepared so that the requester will understand it. (iv) The requester shall be informed of all deletions or changes to records. (13) Medical records shall be disclosed to the individual they pertain to, unless a determination is made in consultation with a medical doctor, that the disclosure could have adverse effects on the individual's physical or mental health. Such information may be transmitted to a medical doctor named by the individual concerned. If the named medical doctor declines to provide the record to the individual, the OSD Components shall take positive action to ensure that the requested records are provided the individual. (14) The individual may be charged reproduction fees for copies or records as outlined in DoD 5400.11-R. (c) Requested to amend personal information in records systems and disputes. (1) The Head of an OSD Component, or the designated official, shall allow individuals to request amendment to their records to the extent that such records are not accurate, relevant, timely, or complete. Requests should be as brief and as simple as possible and should contain, as a minimum, identifying information to locate the record, as description of the items to be amended, and the reason for a change. A request shall not be rejected nor required to be resubmitted unless additional information is essential to process the request. Requesters shall be required to provide verification of their identify as stated in paragraph (b)(8) of this section, to ensure that they are seeking to amend records about themselves, and not, inadvertently or intentially, the records of others. (2) The appropriate system manager shall mail a written acknowledgement to an individual's request to amend a record within 10 days after receipt, excluding Saturdays, Sundays, and legal public holidays. Such acknowledgement shall identify the request and may, if necessary, request any additional information needed to make a determination. No acknowledgment is necessary if the request can be reviewed, processed, and if the individual can be notified of compliance or denial within the 10-day period. Whenever practical, the decision shall be made within 30 working days. For requests presented in person, written acknowledgment may be provided at the time the request is presented. (3) The Head of an OSD Component, or designated official, shall promptly take one of the following actions on requests to amend the records: (i) If the OSD Component official agrees with any portion or all of an individual's request, he or she will proceed to amend the records in accordance with existing statutes, requlations, or administrative procedures, and inform the requester of the action taken. The OSD Component official shall also notify all previous holders of the record that the amendment has been made, and shall explain the substance of the correction. (ii) If the OSD Component official disagrees with all or any portion of a request, the individual shall be informed promptly of the refusal to amend a record, the reason for the refusal, and the procedure established by OSD for an appeal as outlined in paragraph (c)(6) of this section. (iii) If the request for an amendment pertains to a record controlled and maintained by another Federal Agency, the request shall be referred to the appropriate Agency, and the requester advised of this: (4) The following procedures shall be used when reviewing records under dispute: (i) In response to a request for an amendment to records, officials shall determine whether the requester has adequately supported their claim that the record is inaccurate, irrelevant, untimely, or incomplete. (ii) The Head of an OSD Component, or designated official, shall limit the review of a record of those items of information that clearly bear on any determination to amend the records and shall ensure that all those elements are present before determination is made. (5) If the Head of an OSD Component, or designated official, after an initial review of a request to amend a record, disagrees with all or any portion of a record, he or she shall: (i) Advise the individual of the denial and the reason for it. (ii) Inform the individual that he or she may appeal the denial. (iii) Describe the procedures for appealing the denial including the name and address of the official to whom the appeal should be directed. The procedures should be as brief and simple as possible. (iv) Furnish a copy of the justification of any denial to amend a record to the DA&M, OSD. (6) If an individual disagrees with the initial OSD determination, he or she may file an appeal. The request should be sent to the Director of Administration and Management, Office of the Secretary of Defense (DA&M, OSD), 1950 Defense Pentagon, Washington, D.C. 20301-1950, if the record is created and maintained by an OSD Component. (7) If, after review, the DA&M, OSD further refuses to amend the record as requested, he shall advise the individual: (i) Of the refusal and the reason and authority for the denial. (ii) Of his or her right to file a statement of the reason for disagreeing with the DA&M's decision. (iii) Of the procedures for filing a statement of disagreements. (iv) That the statement filed shall be made available to anyone the record is disclosed to, together with a brief statement, at the discretion of the OSD Component, summarizing its reasons for refusing to amend the records. (v) That prior recipients of copies of disputed records by provided by a copy of any statement of dispute to the extent that an accounting of disclosure is maintained. (vi) Of his or her right to seek judicial review of the DA&M's refusal to amend a record. (8) If, after the review, the DA&M, OSD, determines that the record should be amended in accordance with the individual's request, the OSD Component shall amend the record, advise the individual, and inform previous recipients where an accounting of disclosure has been maintained. (9) All appeals should be processed within 30 days (excluding Saturdays, Sundays, and legal public holidays) after receipt by the proper office. If the DA&M determines that a fair and equitable review cannot be made within that time, the individual shall be informed in writing of the reasons for the delay and of the approximate date the review is expected to be completed. (d) Disclosure of disputed information. (1) If the DA&M, OSD, has refused to amend a record and the individual has filed a statement under paragraph (c)(7) of this section, the OSD Component shall clearly annotate the disputed record so that it is apparent to any person to whom the record is disclosed that a statement has been filed. Where feasible, the notation itself shall be integral to the record. Where an accounting of a disclosure has been made, the OSD Component shall advise previous recipients that the record has been disputed and shall provide a copy of the individual's statement. (i) This statement shall be maintained to permit ready retrieval whenever the disputed portion of the record is to be disclosed. (ii) When information that is the subject of a statement of dispute is subsequently disclosed, the OSD Component's designated official shall note which information is disputed and provide a copy of the individual's statement. (2) The OSD Component shall include a brief summary of its reasons for not making a correction when disclosing disputed information. Such statement shall normally be limited to the reasons given to the individual for not amending the record. (3) Copies of the OSD Component's summary will be treated as part of the individual's record; however, it will not be subject to the amendment procedure outlined in paragraph (c)(3)(iii) of this section. (e) Penalties--(1) Civil action. (i) An individual may file a civil suit against the United States and may recover damages, for: (A) Refusal to amend a record. (B) Improper denial of the access to a record. (C) Failure to maintain an accurate, relevant, timely, and complete record that is used to make determinations adverse to the individual. (ii) An individual may also file a suit against the United States for failure to implement a provision of the Privacy Act when such failure leads to an adverse determination. (iii) If the individual's suit is upheld, the court may direct the United States to pay the court costs and attorney's fees. (2) Criminal action. (i) Criminal penalties may be imposed against an OSD officer or employee for certain offenses listed in section (i) of the Privacy Act, as follows: willful unauthorized disclosure of protected information in the records; failure to publish a notice of the existence of a record system in the Federal Register; requesting or gaining access to the individual's record under false pretenses. (ii) An OSD officer or employee may be fine up to $5,000 for a violation as outlined in paragraph (e)(2)(i) of this section. (3) Litigation status sheet. Whenever a complaint citing 5 U.S.C. 552a is filed in a U.S. District Court against the Department of Defense, a DoD component, or any DoD employee, the responsible system manager shall promptly notify the Defense Privacy Office. The litigation status sheet in DoD 5400.II-R provides a standard format for this notification. (The initial litigation status sheet shall, as a minimum, provide the information required by items 1. through 6.) A revised litigation status sheet shall be provided at each stage of the litigation. When a court renders a formal opinion or judgment, copies of the judgment or opinion shall be provided to the Defense Privacy Office with the litigation status sheet reporting that judgment or opinion. (f) Computer matching programs. Paragraph B of Chapter 11 of DoD 5400.11-R prescribes that all requests for participation in a matching program (either as a matching agency or a source agency) be submitted to the Defense Privacy Office for review and compliance. OSD Components shall submit these request through the Directives and Records Division. [64 FR 22785, Apr. 28, 1999, as corrected at 64 FR 27694, May 21, 1999; 66 FR 41780, Aug. 9, 2001] Sec. 311.7 Information requirements. The Defense Privacy Office shall establish requirements and deadlines for DoD privacy reports. These reports shall be licensed in accordance with DoD Directive 8910.1.\5\ \5\ See footnote 2 to Sec. 311.1. --------------------------------------------------------------------------- Sec. 311.8 Procedures for exemptions. (a) General information. The Secretary of Defense designates those Office of the Secretary of Defense (OSD) systems of records which will be exempt from certain provisions of the Privacy Act. There are two types of exemptions, general and specific. The general exemption authorizes the exemption of a system of records from all but a few requirements of the Act. The specific exemption authorizes exemption of a system of records or portion thereof, from only a few specific requirements. If an OSD Component originates a new system of records for which it proposes an exemption, or if it proposes an additional or new exemption for an existing system of records, it shall submit the recommended exemption with the records system notice as outlined in Sec. 311.6. No exemption of a system of records shall be considered automatic for all records in the system. The systems manager shall review each requested record and apply the exemptions only when this will serve significant and legitimate Government purpose. (b) General exemptions. The general exemption provided by 5 U.S.C. 552a(j)(2) may be invoked for protection of systems of records maintained by law enforcement activities. Certain functional records of such activities are not subject to access provisions of the Privacy Act of 1974. Records identifying criminal offenders and alleged offenders consisting of identifying data and notations of arrests, the type and disposition of criminal charges, sentencing, confinement, release, parole, and probation status of individuals are protected from disclosure. Other records and reports compiled during criminal investigations, as well as any other records developed at any stage of the criminal law enforcement process from arrest to indictment through the final release from parole supervision are excluded from release. (1) System identifier and name: DWHS P42.0, DPS Incident Reporting and Investigations Case Files. (i) Exemption. Portions of this system that fall within 5 U.S.C. 552a(j)(2) are exempt from the following provisions of 5 U.S.C. 552a, Sections (c) (3) and (4); (d)(1) through (d)(5); (e)(1) through (e)(3); (e)(5); (f)(1) through (f)(5); (g)(1) through (g)(5); and (h) of the Act. (ii) Authority: 5 U.S.C. 552a(j)(2). (iii) Reason: The Defense Protective Service is the law enforcement body for the jurisdiction of the Pentagon and immediate environs. The nature of certain records created and maintained by the DPS requires exemption from access provisions of the Privacy Act of 1974. The general exemption, 5 U.S.C. 552a(j)(2), is invoked to protect ongoing investigations and to protect from access criminal investigation information contained in this record system, so as not to jeopardize any subsequent judicial or administrative process taken as a result of information contained in the file. (2) System identifier and name: JS006.CND, Department of Defense Counternarcotics C4I System. (i) Exemption: Portions of this system that fall within 5 U.S.C. 552a(j)(2) are exempt from the following provisions of 5 U.S.C. 552a, section (c) (3) and (4); (d)(1) through (d)(5); (e)(1) through (e)(3); (e)(4)(G) and (e)(4)(H); (e)(5); (f)(1) through (f)(5); (g)(1) through (g)(5) of the Act. (ii) Authority: 5 U.S.C. 552a(j)(2). (iii) Reason: From subsection (c)(3) because the release of accounting of disclosure would inform a subject that he or she is under investigation. This information would provide considerable advantage to the subject in providing him or her with knowledge concerning the nature of the investigation and the coordinated investigative efforts and techniques employed by the cooperating agencies. This would greatly impede USSOUTHCOM's criminal law enforcement. (iv) For subsections (c)(4) and (d) because notification would alert a subject to the fact that an investigation of that individual is taking place, and might weaken the on-going investigation, reveal investigatory techniques, and place confidential informants in jeopardy. (v) From subsections (e)(4) (G) and (H) because this system of records is exempt from the access provisions of subsection (d) pursuant to subsection (j). (vi) From subsection (f) because the agency's rules are inapplicable to those portions of the system that are exempt and would place the burden on the agency of either confirming or denying the existence of a record pertaining to a requesting individual might in itself provide an answer to that individual relating to an on-going criminal investigation. The conduct of a successful investigation leading to the indictment of a criminal offender precludes the applicability of established agency rules relating to verification of record, disclosure of the record to that individual, and record amendment procedures for this record system. (vii) For compatibility with the exemption claimed from subsection (f), the civil remedies provisions of subsection (g) must be suspended for this record system. Because of the nature of criminal investigations, standards of accuracy, relevance, timeliness and completeness cannot apply to this record system. Information gathered in criminal investigations is often fragmentary and leads relating to an individual in the context of one investigation may instead pertain to a second investigation. (viii) From subsection (e)(1) because the nature of the criminal investigative function creates unique problems in prescribing a specific parameter in a particular case with respect to what information is relevant or necessary. Also, due to USSOUTHCOM's close liaison and working relationships with the other Federal, as well as state, local and foreign country law enforcement agencies, information may be received which may relate to a case under the investigative jurisdiction of another agency. The maintenance of this information may be necessary to provide leads for appropriate law enforcement purposes and to establish patterns of activity which may relate to the jurisdiction of other cooperating agencies. (ix) From subsection (e)(2) because collecting information to the greatest extent possible directly from the subject individual may or may not be practicable in a criminal investigation. The individual may choose not to provide information and the law enforcement process will rely upon significant information about the subject from witnesses and informants. (x) From subsection (e)(3) because supplying an individual with a form containing a Privacy Act Statement would tend to inhibit cooperation by many individuals involved in a criminal investigation. The effect would be somewhat inimical to established investigative methods and techniques. (xi) From subsection (e)(5) because the requirement that records be maintained with attention to accuracy, relevance, timeliness, and completeness would unfairly hamper the criminal investigative process. It is the nature of criminal law enforcement for investigations to uncover the commission of illegal acts at diverse stages. It is frequently impossible to determine initially what information is accurate, relevant, timely, and least of all complete. With the passage of time, seemingly irrelevant or untimely information may acquire new significant as further investigation brings new details to light. (xii) From subsection (e)(8) because the notice requirements of this provision could present a serious impediment to criminal law enforcement by revealing investigative techniques, procedures, and existence of confidential investigations. (c) Specific exemptions. All systems of records maintained by any OSD Component shall be exempt from the requirements of 5 U.S.C. 552a(d) pursuant to subsection (k)(1) of that section to the extent that the system contains any information properly classified under Executive Order 11265, `National Security Information,' dated June 28, 552a(d) pursuant to subsection (k)(1) of that section to the extent that the system contains any information properly classified under E.O. 11265, `National Security Information,' dated June 28, 1979, as amended, and required by the Executive Order to be kept classified in the interest of national defense or foreign policy. This exemption, which may be applicable to parts of all systems of records, is necessary because certain record systems not otherwise specifically designated for exemptions may contain isolated information which has been properly classified. The Secretary of Defense has designated the following OSD system of records described below specifically exempted from the appropriate provisions of the Privacy Act pursuant to the designated authority contained therein: (1) System identifier and name: DGC 16, Political Appointment Vetting Files. (i) Exemption. Portions of this system of records that fall within the provisions of 5 U.S.C. 552a(k)(5) may be exempt from the following subsections (d)(1) through (d)(5). (ii) Authority. 5 U.S.C. 552a(k)(5). (iii) Reasons. From (d)(1) through (d)(5) because the agency is required to protect the confidentiality of sources who furnished information to the Government under an expressed promise of confidentiality or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. This confidentiality is needed to maintain the Government's continued access to information from persons who otherwise might refuse to give it. This exemption is limited to disclosures that would reveal the identity of a confidential source. (2) System identifier and name: DWHS P28, The Office of the Secretary of Defense Clearance File. (i) Exemption. This system of records is exempt from subsections (c)(3) and (d) of 5 U.S.C. 552a, which would require the disclosure of investigatory material compiled solely for the purpose of determining access to classified information but only to the extent that disclosure of such material would reveal the identity of a source who furnished information to the Government under an expressed promise that the identity of the source would be held in confidence or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. A determination will be made at the time of the request for a record concerning the specific information which would reveal the identity of the source. (ii) Authority. 5 U.S.C. 552a(k)(5). (iii) Reasons. This exemption is required to protect the confidentiality of the sources of information compiled for the purpose of determining access to classified information. This confidentiality helps maintain the Government's continued access to information from persons who would otherwise refuse to give it. (3) System identifier and name: DGC 04, Industrial Personnel Security Clearance Case Files. (i) Exemption. All portions of this system which fall under 5 U.S.C. 552a(k)(5) are exempt from the following provisions of Title 5 U.S.C. 552a: (c)(3); (d). (ii) Authority. 5 U.S.C. 552a(k)(5). (iii) Reasons. This system of records is exempt from subsections (c)(3) and (d) of section 552a of 5 U.S.C. which would require the disclosure of investigatory material compiled solely for the purpose of determining access to classified information, but only to the extent that the disclosure of such material would reveal the identity of a source who furnished information to the Government under an expressed promise that the identity of the source would be held in confidence, or prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. A determination will be made at the time of the request for a record concerning whether specific information would reveal the identity of a source. This exemption is required in order to protect the confidentiality of the sources of information compiled for the purpose of determining access to classified information. This confidentiality helps maintain the Government's continued access to information from persons who would otherwise refuse to give it. (4) System identifier and name: DWHS P32, Standards of Conduct Inquiry File. (i) Exemption. This system of records is exempted from subsections (c)(3) and (d) of 5 U.S.C. 552a, which would require the disclosure of: Investigatory material compiled for law enforcement purposes; or investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, or Federal contracts, but only to the extent that the disclosure of such material would reveal the identity of a source who furnished information to the Government under an express promise or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. If any individual is denied any right, privilege, or benefit that he would otherwise be entitled by Federal law, or otherwise be eligible, as a result of the maintenance of investigatory material compiled for law enforcement purposes, the material shall be provided to that individual, except to the extent that its disclosure would reveal the identity of a source who furnished information to the Government under an express promise or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. At the time of the request for a record, a determination will be made concerning whether a right, privilege, or benefit is denied or specific information would reveal the identity of a source. (ii) Authority. 5 U.S.C. 552a(k) (2) and (5). (iii) Reasons. These exemptions are necessary to protect the confidentiality of the records compiled for the purpose of: enforcement of the conflict of interest statutes by the Department of Defense Standards of Conduct Counselor, General Counsel, or their designees; and determining suitability, eligibility or qualifications for Federal civilian employment, military service, or Federal contracts of those alleged to have violated or caused others to violate the Standards of Conduct regulations of the Department of Defense. (5) System identifier and name: DUSDP 02, Special Personnel Security Cases. (i) Exemption: All portions of this system which fall under 5 U.S.C. 552a(k)(5) are exempt from the following provisions of 5 U.S.C. 552a: (c)(3); (d). (ii) Authority: 5 U.S.C. 552a(k)(5). (iii) Reasons: This system of records is exempt from subsections (c)(3) and (d) of 5 U.S.C. 552a which would require the disclosure of investigatory material compiled solely for the purpose of determining access to classified information, but only to the extent that the disclosure of such material would reveal the identity of a source who furnished information to the Government under an expressed promise that the identity of the source would be held in confidence or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. A determination will be made at the time of the request for a record concerning whether specific information would reveal the identity of a source. This exemption is required in order to protect the confidentiality of the sources of information compiled for the purpose of determining access to classified information. This confidentiality helps maintain the Government's continued access to information from persons who would otherwise refuse to give it. (6) System identifier and name: DODDS 02.0, Educator Application Files. (i) Exemption. All portions of this system which fall within 5 U.S.C. 552a(k)(5) may be exempt from the following provisions of 5 U.S.C. 552a: (c)(3); (d). (ii) Authority. 5 U.S.C. 552a(k)(5). (iii) Reasons. It is imperative that the confidential nature of evaluation and investigatory material on teacher application files furnished the Department of Defense Dependent Schools (DoDDS) under promises of confidentiality be exempt from disclosure to the individual to insure the candid presentation of information necessary to make determinations involving applicants suitability for DoDDS teaching positions. (7) System identifier and name: DGC 20, DoD Presidential Appointee Vetting File. (i) Exemption: Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. Portions of this system of records that may be exempt pursuant to 5 U.S.C. 552a(k)(5) are subsections (d)(1) through (d)(5). (ii) Authority: 5 U.S.C. 552a(k)(5). (iii) Reason: From (d)(1) through (d)(5) because the agency is required to protect the confidentiality of sources who furnished information to the government under an expressed promise of confidentiality or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. This confidentiality is needed to maintain the Government's continued access to information from persons who otherwise might refuse to give it. (8) System identifier and name: DWHS P29, Personnel Security Adjudications File. (i) Exemption: Portions of this system of records that fall within the provisions of 5 U.S.C. 552a(k)(5) may be exempt from the following subsections (d)(1) through (d)(5). (ii) Authority: 5 U.S.C. 552a(k)(5). (iii) Reasons. From (d)(1) through (d)(5) because the agency is required to protect the confidentiality of sources who furnished information to the Government under an expressed promise of confidentiality or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. This confidentiality is needed to maintain the Government's continued access to information from persons who otherwise might refuse to give it. This exemption is limited to disclosures that would reveal the identity of a confidential source. At the time of the request for a record, a determination will be made concerning whether a right, privilege, or benefit is denied or specific information would reveal the identity of a source. (9) System identifier and name: JS004SECDIV, Joint Staff Security Clearance Files. (i) Exemption: Portions of this system of records are exempt pursuant to the provisions of 5 U.S.C. 552a(k)(5) from subsections 5 U.S.C. 552a(d)(1) through (d)(5). (ii) Authority: 5 U.S.C. 552a(k)(5). (iii) Reasons: From subsections (d)(1) through (d)(5) because the agency is required to protect the confidentiality of sources who furnished information to the government under an expressed promise of confidentiality or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. This confidentiality is needed to maintain the Government's continued access to information from persons who otherwise might refuse to give it. This exemption is limited to disclosures that would reveal the identity of a confidential source. At the time of the request for a record, a determination will be made concerning whether a right, privilege, or benefit is denied or specific information would reveal the identity of a source. (10) System identifier and name: DFMP 26, Vietnamese Commando Compensation Files. (i) Exemption: Information classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). (ii) Authority: 5 U.S.C. 552a(k)(1). (iii) Reasons: From subsection 5 U.S.C. 552a(d) because granting access to information that is properly classified pursuant to E.O. 12958, as implemented by DoD 5200.1-R, may cause damage to the national security. (11) System identifier and name: DUSP 11, POW/Missing Personnel Office Files. (i) Exemption: Information classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). (ii) Authority: 5 U.S.C. 552a(k)(1). (iii) Reasons: From subsection 5 U.S.C. 552a(d) because granting access to information that is properly classified pursuant to E.O. 12958, as implemented by DoD 5200.1-R, may cause damage to the national security. [65 FR 53168, Sept. 1, 2000, as amended by 66 FR 41780, Aug. 9, 2001] PART 312--OFFICE OF THE INSPECTOR GENERAL (OIG) PRIVACY PROGRAM Sec. 312.1 Purpose. 312.2 Definitions. 312.3 Procedure for requesting information. 312.4 Requirements for identification. 312.5 Access by subject individuals. 312.6 Fees. 312.7 Request for correction or amendment. 312.8 OIG review of request for amendment. 312.9 Appeal of initial amendment decision. 312.10 Disclosure of OIG records to other than subject. 312.11 Penalties. 312.12 Exemptions. 312.13 Ownership of OIG investigative records. 312.14 Referral of records. Authority: Pub. L. 93-579, 88 Stat 1896 (5 U.S.C. 552a). Source: 56 FR 51976, Oct. 17, 1991. Sec. 312.1 Purpose. Pursuant to the requirements of the Privacy Act of 1974 (5 U.S.C. 552a) and 32 CFR part 310-DoD Privacy Program, the following rules of procedures are established with respect to access and amendment of records maintained by the Office of the Inspector General (OIG) on individual subjects of these records. Sec. 312.2 Definitions. (a) All terms used in this part which are defined in 5 U.S.C. 552a shall have the same meaning herein. (b) As used in this part, the term ``agency'' means the Office of the Inspector General (OIG), Department of Defense. Sec. 312.3 Procedure for requesting information. Individuals should submit inquiries regarding all OIG files by mail to the Assistant Inspector General for Investigations, ATTN: FOIA/PA Division, 400 Army Navy Drive, Arlington, VA 22202-2884. All personal visits will require some form of common identification. Sec. 312.4 Requirements for identification. Only upon proper identification will any individual be granted access to records which pertain to him/her. Identification is required both for accurate record identification and to avoid disclosing records to unauthorized individuals. Requesters must provide their full name and as much information as possible in order that a proper search for records can be accomplished. Inclusion of a telephone number for the requester is recommended to expedite certain matters. Requesters applying in person must provide an identification with photograph, such as a driver's license, military identification card, building pass, etc. [59 FR 2746, Jan. 19, 1994] Sec. 312.5 Access by subject individuals. (a) No individual will be allowed access to any information compiled or maintained in reasonable anticipation of civil or criminal actions or proceedings or otherwise exempt under Sec. 312.12. Requests for pending investigations will be denied and the requester instructed to forward another request giving adequate time for the investigation to be completed. Requesters shall be provided the telephone number so they can call and check on the status in order to know when to resubmit the request. (b) Any individual may authorize the OIG to provide a copy of his/her records to a third party. This authorization must be in writing, must designate the recipient by name, must specify the records or portion to be provided to the recipient, and should accompany the the initial request to the OIG. [56 FR 51976, Oct. 17, 1991, as amended at 59 FR 2746, Jan. 19, 1994] Sec. 312.6 Fees. Requesters will be charged only for the reproduction of requested documents and special postal methods, such as express mail, if applicable. There will be no charge for the first copy of a record provided to any individual. Thereafter, fees will be computed as set forth in appropriate DoD Directives and Regulations. Sec. 312.7 Request for correction or amendment. (a) Requests to correct or amend a file shall be addressed to the system manager in which the file is located. The request must reasonably describe the record to be amended, the items to be changed as specifically as possible, the type of amendment (e.g., deletion, correction, amendment), and the reason for amendment. Reasons should address at least one of the following categories: Accuracy, relevance, timeliness, completeness, fairness. The request should also include appropriate evidence which provide a basis for evaluating the request. Normally all documents submitted, to include court orders, should be certified. Amendments under this part are limited to correcting factual matters and not matters of official judgment or opinions, such as performance ratings, promotion potential, and job performance appraisals. (b) Requirements of identification as outlined in Sec. 312.4 apply to requests to correct or amend a file. (c) Incomplete requests shall not be honored, but the requester shall be contacted for the additional information needed to process the request. (d) The amendment process is not intended to permit the alteration of evidence presented in the course of judicial or quasi-judicial proceedings. Any amendments or changes to these records normally are made through the specific procedures established for the amendment of such records. (e) Nothing in the amendment process is intended or designed to permit a collateral attack upon what has already been the subject of a judicial or quasi-judicial determination. However, while the individual may not attack the accuracy of the judicial or quasi-judicial determination, he or she may challenge the accuracy of the recording of that action. Sec. 312.8 OIG review of request for amendment. (a) A written acknowledgement of the receipt of a request for amendment of a record will be provided to the requester within 10 working days, unless final action regarding approval or denial will constitute acknowledgement. (b) Where there is a determination to grant all or a portion of a request to amend a record, the record shall be promptly amended and the requesting individual notified. Individuals, agencies or DoD components shown by disclosure accounting records to have received copies of the record, or to whom disclosure has been made, will be notified of the amendment by the responsible OIG official. (c) Where there is a determination to deny all or a portion of a request to amend a record, OIG will promptly advise the requesting individual of the specifics of the refusal and the reasons; and inform the individual that he/she may request a review of the denial(s) from the OIG designated official. Sec. 312.9 Appeal of initial amendment decision. (a) All appeals of an initial amendment decision should be addressed to the Assistant Inspector General for Investigations, ATTN: FOIA/PA Division, 400 Army Navy Drive, Arlington, VA 22202-2884. The appeal should be concise and should specify the reasons the requester believes that the initial amendment action by the OIG was not satisfactory. Upon receipt of the appeal, the designated official will review the request and make a determination to approve or deny the appeal. (b) If the OIG designated official decides to amend the record, the requester and all previous recipients of the disputed information will be notified of the amendment. If the appeal is denied, the designated official will notify the requester of the reason of the denial, of the requester's right to file a statement of dispute disagreeing with the denial, that such statement of dispute will be retained in the file, that the statement will be provided to all future users of the file, and that the requester may file suit in a federal district court to contest the OIG decision not to amend the record. (c) The OIG designated official will respond to all appeals within 30 working days or will notify the requester of an estimated date of completion if the 30 day limit cannot be met. Sec. 312.10 Disclosure of OIG records to other than subject. No record containing personally identifiable information within a OIG system of records shall be disclosed by any means to any person or agency outside the Department of Defense, except with the written consent of the individual subject of the record or as provided for in the Act and DoD 5400.11-R (32 CFR part 310). Sec. 312.11 Penalties. (a) An individual may bring a civil action against the OIG to correct or amend the record, or where there is a refusal to comply with an individual request or failure to maintain any records with accuracy, relevance, timeliness and completeness, so as to guarantee fairness, or failure to comply with any other provision of the Privacy Act. The court may order correction or amendment of records. The court may enjoin the OIG from withholding the records and order the production of the record. (b) Where it is determined that the action was willful or intentional with respect to 5 U.S.C. 552a(g)(1) (C) or (D), the United States shall be liable for the actual damages sustained, but in no case less than the sum of $1,000 and the costs of the action with attorney fees. (c) Criminal penalties may be imposed against an officer or employee of the OIG who discloses material, which he/she knows is prohibited from disclosure, or who willfully maintains a system of records without compliance with the notice requirements. (d) Criminal penalties may be imposed against any person who knowingly and willfully requests or obtains any record concerning another individual from an agency under false pretenses. (e) All of these offenses are misdemeanors with a fine not to exceed $5,000. Sec. 312.12 Exemptions. (a) Exemption for classified records. Any record in a system of records maintained by the Office of the Inspector General which falls within the provisions of 5 U.S.C. 552a(k)(1) may be exempt from the following subsections of 5 U.S.C. 552a: (c)(3), (d), (e)(1), (e)(4) (G- I) and (f) to the extent that a record system contains any record properly classified under Executive Order 12356 and that the record is required to be kept classified in the interest of national defense or foreign policy. This specific exemption rule, claimed by the Inspector General under authority of 5 U.S.C. 552a(k)(1), is applicable to all systems of records maintained, including those individually designated for an exemption herein as well as those not otherwise specifically designated for an exemption, which may contain isolated items of properly classified information (b) The Inspector General of the Department of Defense claims an exemption for the following record systems under the provisions of 5 U.S.C. 552a(j) and (k)(1)-(7) from certain indicated subsections of the Privacy Act of 1974. The exemptions may be invoked and exercised on a case by case basis by the Deputy Assistant Inspector General for Investigations or the Director, Investigative Support Directorate and Freedom of Information Act/Privacy Act Division Chief which serves as the Systems Program Managers. Exemptions will be exercised only when necessary for a specific, significant and legitimate reason connected with the purpose of the records system. (c) No personal records releasable under the provisions of The Freedom of Information Act (5 U.S.C. 552) will be withheld from the subject individual based on these exemptions. (d) System Identifier: CIG-04 (1) System name: Case Control System. (2) Exemption: Any portion of this system which falls within the provisions of 5 U.S.C. 552a(j)(2) may be exempt from the following subsections of 5 U.S.C. 552a: (c)(3), (c)(4), (d), (e)(1), (e)(2), (e)(3), (e)(4)(G), (H), (I), (e)(5), (e)(8), (f), and (g). (3) Authority: 5 U.S.C. 552a(j)(2). (4) Reasons: From subsection (c)(3) because the release of accounting of disclosure would inform a subject that he or she is under investigation. This information would provide considerable advantage to the subject in providing him or her with knowledge concerning the nature of the investigation and the coordinated investigative efforts and techniques employed by the cooperating agencies. This would greatly impede OIG's criminal law enforcement. (5) From subsection (c)(4) and (d), because notification would alert a subject to the fact that an open investigation on that individual is taking place, and might weaken the on-going investigation, reveal investigatory techniques, and place confidential informants in jeopardy. (6) From subsection (e)(1) because the nature of the criminal and/or civil investigative function creates unique problems in prescribing a specific parameter in a particular case with respect to what information is relevant or necessary. Also, due to OIG's close liaison and working relationships with other Federal, state, local and foreign country law enforcement agencies, information may be received which may relate to a case under the investigative jurisdiction of another agency. The maintenance of this information may be necessary to provide leads for appropriate law enforcement purposes and to establish patterns of activity which may relate to the jurisdiction of other cooperating agencies. (7) From subsection (e)(2) because collecting information to the fullest extent possible directly from the subject individual may or may not be practical in a criminal and/or civil investigation. (8) From subsection (e)(3) because supplying an individual with a form containing a Privacy Act Statement would tend to inhibit cooperation by many individuals involved in a criminal and/or civil investigation. The effect would be somewhat adverse to established investigative methods and techniques. (9) From subsection (e)(4) (G) through (I) because this system of records is exempt from the access provisions of subsection (d). (10) From subsection (e)(5) because the requirement that records be maintained with attention to accuracy, relevance, timeliness, and completeness would unfairly hamper the investigative process. It is the nature of law enforcement for investigations to uncover the commission of illegal acts at diverse stages. It is frequently impossible to determine initially what information is accurate, relevant, timely, and least of all complete. With the passage of time, seemingly irrelevant or untimely information may acquire new significance as further investigation brings new details to light. (11) From subsection (e)(8) because the notice requirements of this provision could present a serious impediment to law enforcement by revealing investigative techniques, procedures, and existence of confidential investigations. (12) From subsection (f) because the agency's rules are inapplicable to those portions of the system that are exempt and would place the burden on the agency of either confirming or denying the existence of a record pertaining to a requesting individual might in itself provide an answer to that individual relating to an on- going investigation. The conduct of a successful investigation leading to the indictment of a criminal offender precludes the applicability of established agency rules relating to verification of record, disclosure of the record to that individual, and record amendment procedures for this record system. (13) For comparability with the exemption claimed from subsection (f), the civil remedies provisions of subsection (g) must be suspended for this record system. Because of the nature of criminal investigations, standards of accuracy, relevance, timeliness, and completeness cannot apply to this record system. Information gathered in an investigation is often fragmentary and leads relating to an individual in the context of one investigation may instead pertain to a second investigation. (e) System Identification: CIG-06. (1) System name: Investigative Files. (2) Exemption: Any portion of this system which falls within the provisions of 5 U.S.C. 552a(j)(2) may be exempt from the following subsections of 5 U.S.C. 552a (c)(3), (c)(4), (d), (e)(1), (e)(2), (e)(3), (e)(4) (G), (H), (I), (e)(5), (e)(8), (f), and (g). (3) Authority: 5 U.S.C. 552a(j)(2). (4) Reasons: From subsection (c)(3) because the release of accounting of disclosure would inform a subject that he or she is under investigation. This information would provide considerable advantage to the subject in providing him or her with knowledge concerning the nature of the investigation and the coordinated investigative efforts and techniques employed by the cooperating agencies. This would greatly impede OIG's criminal law enforcement. (5) From subsection (c)(4) and (d), because notification would alert a subject to the fact that an open investigation on that individual is taking place, and might weaken the on-going investigation, reveal investigatory techniques, and place confidential informants in jeopardy. (6) From subsection (e)(1) because the nature of the criminal and/ or civil investigative function creates unique problems in prescribing a specific parameter in a particular case with respect to what information is relevant or necessary. Also, due to OIG's close liaison and working relationships with other Federal, state, local and foreign country law enforcement agencies, information may be received which may relate to a case under the investigative jurisdiction of another agency. The maintenance of this information may be necessary to provide leads for appropriate law enforcement purposes and to establish patterns of activity which may relate to the jurisdiction of other cooperating agencies. (7) From subsection (e)(2) because collecting information to the fullest extent possible directly from the subject individual may or may not be practical in a criminal and/or civil investigation. (8) From subsection (e)(3) because supplying an individual with a form containing a Privacy Act Statement would tend to inhibit cooperation by many individuals involved in a criminal and/or civil investigation. The effect would be somewhat adverse to established investigative methods and techniques. (9) From subsection (e)(4) (G) through (I) because this system of records is exempt from the access provisions of subsection (d). (10) From subsection (e)(5) because the requirement that records be maintained with attention to accuracy, relevance, timeliness, and completeness would unfairly hamper the investigative process. It is the nature of law enforcement for investigations to uncover the commission of illegal acts at diverse stages. It is frequently impossible to determine initially what information is accurate, relevant, timely, and least of all complete. With the passage of time, seemingly irrelevant or untimely information may acquire new significance as further investigation brings new details to light. (11) From subsection (e)(8) because the notice requirements of this provision could present a serious impediment to law enforcement by revealing investigative techniques, procedures, and existence of confidential investigations. (12) From subsection (f) because the agency's rules are inapplicable to those portions of the system that are exempt and would place the burden on the agency of either confirming or denying the existence of a record pertaining to a requesting individual might in itself provide an answer to that individual relating to an on- going investigation. The conduct of a successful investigation leading to the indictment of a criminal offender precludes the applicability of established agency rules relating to verification of record, disclosure of the record to that individual, and record amendment procedures for this record system. (13) For comparability with the exemption claimed from subsection (f), the civil remedies provisions of subsection (g) must be suspended for this record system. Because of the nature of criminal investigations, standards of accuracy, relevance, timeliness, and completeness cannot apply to this record system. Information gathered in an investigation is often fragmentary and leads relating to an individual in the context of one investigation may instead pertain to a second investigation. (f) System identifier: CIG-15. (1) System name: Departmental Inquiries Case System. (2) Exemption: Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Any portions of this system which fall under the provisions of 5 U.S.C. 552a(k)(2) may be exempt from the following subsection of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I). (3) Authority: 5 U.S.C. 552a(k)(2). (4) Reasons: From subsection (c)(3) because disclosures from this system could interfere with the just, thorough and timely resolution of the compliant or inquiry, and possibly enable individuals to conceal their wrongdoing or mislead the course of the investigation by concealing, destroying or fabricating evidence or documents. (5) From subsection (d) because disclosures from this system could interfere with the just thorough and timely resolution of the compliant or inquiry, and possibly enable individuals to conceal their wrongdoing or mislead the course of the investigation by concealing, destroying or fabricating evidence or documents. Disclosures could also subject sources and witnesses to harassment or intimidation which jeopardize the safety and well-being of themselves and their families. (6) From subsection (e)(1) because the nature of the investigation function creates unique problems in prescribing specific parameters in a particular case as to what information is relevant or necessary. Due to close liaison and working relationships with other Federal, state, local and foreign country law enforcement agencies, information may be received which may relate to a case under the investigative jurisdiction of another government agency. It is necessary to maintain this information in order to provide leads for appropriate law enforcement purposes and to establish patterns of activity which may relate to the jurisdiction of other cooperating agencies. (7) From subsection (e)(4) (G) through (H) because this system of records is exempt from the access provisions of subsection (d). (8) From subsection (f) because the agency's rules are inapplicable to those portions of the system that are exempt and would place the burden on the agency of either confirming or denying the existence of a record pertaining to a requesting individual might in itself provide an answer to that individual relating to an on-going investigation. The conduct of a successful investigation leading to the indictment of a criminal offender precludes the applicability of established agency rules relating to verification of record, disclosure of the record to that individual, and record amendment procedures for this record system. (g)System Identifier: CIG-16. (1)System name: DOD Hotline Program Case Files. Exemptions: Any portions of this system of records which fall under the provisions of 5 U.S.C. 552a(k)(2) and (k)(5) may be exempt from the following subsections of 5 U.S.C. 552a: (c)(3), (d), (e)(1), (e)(4)(G), (H), and (f). (3)Authority: 5 U.S.C. 552a(k)(2) and (k)(5). (4)Reasons:From subsection (c)(3) because disclosures from this system could interfere with the just, thorough and timely resolution of the complaint or inquiry, and possibly enable individuals to conceal their wrongdoing or mislead the course of the investigation by concealing, destroying or fabricating evidence or documents. (5) From subsection (d) because disclosures from this system could interfere with the just, thorough and timely resolution of the complaint or inquiry, and possibly enable individuals to conceal their wrongdoing or mislead the course of the investigation by concealing, destroying or fabricating evidence or documents. Disclosures could also subject sources and witnesses to harassment or intimidation which jeopardizes the safety and well-being of themselves and their families. (6) From subsection (e)(1) because the nature of the investigation functions creates unique problems in prescribing specific parameters in a particular case as to what information is relevant or necessary. Due to close liaison and working relationship with other Federal, state, local, and foreign country law enforcement agencies, information may be received which may relate to a case under the investigative jurisdiction of another government agency. It is necessary to maintain this information in order to provide leads for appropriate law enforcement purposes and to establish patterns of activity which may relate to the jurisdiction of other cooperating agencies. (7) From subsection (e)(4)(G) through (H) because this system of records is exempt from the access provisions of subsection (d). (8) From subsection (f) because the agency's rules are inapplicable to those portions of the system that are exempt and would place the burden on the agency of either confirming or denying the existence of a record pertaining to a requesting individual might in itself provide an answer to that individual relating to an on-going investigation. The conduct of a successful investigation leading to the indictment of a criminal offender precludes the applicability of established agency rules relating to verification of record, disclosure of the records to that individual, and record amendment procedures for this record system. [56 FR 51976, Oct. 17, 1991, as amended at 57 FR 24547, Jun. 10, 1992; 64 FR 72929, Dec. 29, 1999] Sec. 312.13 Ownership of OIG investigative records. (a) Criminal and or civil investigative reports shall not be retained by DoD recipient organizations. Such reports are the property of OIG and are on loan to the recipient organization for the purpose for which requested or provided. All copies of such reports shall be destroyed within 180 days after the completion of the final action by the requesting organization. (b) Investigative reports which require longer periods of retention may be retained only with the specific written approval of OIG. Sec. 312.14 Referral of records. An OIG system of records may contain records other DoD Components or Federal agencies originated, and who may have claimed exemptions for them under the Privacy Act of 1974. When any action is initiated on a portion of any several records from another agency which may be exempt, consultation with the originating agency or component will be affected. Documents located within OIG system of records coming under the cognizance of another agency will be referred to that agency for review and direct response to the requester. PART 313--THE CHAIRMAN OF THE JOINT CHIEFS OF STAFF AND THE JOINT STAFF PRIVACY PROGRAM Note: Redesignated at 56 FR 55631, Oct. 29, 1991, and amended at 56 FR 57802, Nov. 14, 1991. Sec. 313.1 Source of regulations. The Office of the Joint Chiefs of Staff is governed by the Privacy Act implementation regulations of the Office of the Secretary of Defense, 32 CFR part 311. (Pub. L. 93-579, 88 Stat. 1896 (5 U.S.C. 552a)) [40 FR 55535, Nov. 28, 1975. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57802, Nov. 14, 1991] PART 314--DEFENSE ADVANCED RESEARCH PROJECTS AGENCY, PRIVACY ACT OF 1974................................................................. Sec. 314.1 Source of regulations. The Defense Advanced Research Projects Agency is governed by the Privacy Act implementation regulations of the Office of the Secretary of Defense, 32 CFR part 311. (Pub. L. 93-579, 88 Stat. 1896 (5 U.S.C. 552a)) [40 FR 55535, Nov. 28, 1975. Redesignated at 56 FR 55631, Oct. 29, 1991, and amended at 56 FR 57802, Nov. 14, 1991] PART 315--UNIFORMED SERVICES UNIVERSITY OF HEALTH SCIENCES, PRIVACY ACT OF 1974.......................................................... Sec. 315.1 Source of regulations. The Uniformed Services University of the Health Sciences, is governed by the Privacy Act implementation regulations of the Office of the Secretary of Defense, 32 CFR part 311. (Pub. L. 93-579, 88 Stat. 1896 (5 U.S.C. 552a)) [40 FR 55535, Nov. 28, 1975. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57802, Nov. 14, 1991] PART 316--PERSONAL PRIVACY AND RIGHTS OF INDIVIDUALS REGARDING THEIR PERSONAL RECORDS..................................................... Sec. 316.1 Purpose. 316.2 Applicability. 316.3 Authority. 316.4 Definitions. 316.5 Policy. 316.6 Procedures and responsibilities. 316.7 Questions. 316.8 Exemptions. Authority: Pub. L. 93-579, 88 Stat. 1986 (5 U.S.C. 552a) Source: 40 FR 55535, Nov. 28, 1975, unless otherwise noted. Redesignated from 287a at 57 FR 8074, Feb. 20, 1992. Sec. 316.1 Purpose. This part delineates responsibility and provides guidance for the implementation of Pub. L. 93-579 (Privacy Act of 1974). Sec. 316.2 Applicability. This part applies to Headquarters, Defense Information Systems Agency (DISA) and DISA field activities. 0[40 FR 55535, Nov. 23, 1975. Redesignated at 57 FR 8074, Feb. 20, 1992, as amended at 62 FR 26389, May 14, 1997] Sec. 316.3 Authority. This part is published in accordance with the authority contained in 32 CFR part 310, August 1975. [40 FR 55535, Nov. 28, 1975. Redesignated and amended at 57 FR 8074, Feb. 20, 1992] Sec. 316.4 Definitions. Add to the definitions contained in 32 CFR 310.6 the following: System Manager: The DISA official who is responsible for policies and procedures governing a DISA System of Record. His title and duty address will be found in the paragraph entitled Sysmanager in DISA's Record System Notices which are published in the Federal Register in compliance with provisions of the Privacy Act of 1974. [40 FR 55535, Nov. 28, 1975. Redesignated and amended at 57 FR 8074, Feb. 20, 1992; 62 FR 26389, May 14, 1997] Sec. 316.5 Policy. It is the policy of DISA: (a) To preserve the personal privacy of individuals, to permit an individual to know what records exist pertaining to him in the DISA, and to have access to and have a copy made of all or any portion of such records and to correct or amend such records. (b) To collect, maintain, use, or disseminate any record of identifiable personal information in a manner that assures that such action is for a necessary and lawful purpose; that the information is timely and accurate for its intended use; and that adequate safeguards are provided to prevent misuse of such information. [40 FR 55535, Nov. 28, 1975. Redesignated and amended at 57 FR 8074, Feb. 20, 1992; 62 FR 26389, May 14, 1997] Sec. 316.6 Procedures and responsibilities. (a) The Counsel, DISA, is hereby designated the Privacy Act Officer for DISA and is responsible for insuring that an internal DISA Privacy Program is established and maintained. He will also insure that all echelons of DISA effectively comply with and implement 32 CFR part 310. (b) The Civilian Assistant to the Chief of Staff will be responsible for the annual reporting requirements contained in 32 CFR 310.5. (c) DISA System Managers and other appropriate DISA officials will: (1) Insure compliance with the provisions of 32 CFR 310.9. (2) Comply with the provisions of 32 CFR 310.11. In this area the Assistant to the Director for Administration will provide assistance. (3) Adhere to the following: (i) Within DISA, the System Manager of any record system will assure that records pertaining to an individual will be disclosed, upon request, to the individual to whom the record pertains. The individual need not state a reason or otherwise justify the need to gain access. A person of the individual's choosing may accompany the individual when the record is disclosed. The System Manager may require the individual to furnish a written statement authorizing discussion of the individual's records in the presence of the accompanying person. If requested, the System Manager will have a copy made of all or any portion of the record pertaining to the individual in a form comprehensible to the requester. (ii) The System Manager may release records to the individual's representative who has the written consent of the individual. The System Manager will require reasonable identification of individuals to assure that records are disclosed to the proper person. No verification of identity will be required of an individual seeking access to records which are otherwise available to any member of the public under the Freedom of Information Act. Identification requirements should be consistent with the nature of the records being disclosed. For disclosure of records to an individual in person, the System Manager will require that the individual show some form of identification. For records disclosed to an individual in person or by mail, the System Manager may require whatever identifying information is needed to locate the record; i.e., name, social security number, date of birth. If the sensitivity of the data warrants, the System Manager may require a signed notarized statement of identity. The System Manager may compare the signatures of the requester with those in the records to verify identity. An individual will not be denied access to his record for refusing to disclose his social security number unless disclosure is required by statute or by regulation adopted before January 1,1975. An individual will not be denied access to records pertaining to him because the records are exempted from disclosure under the provisions of the Freedom of Information Act. (iii) The System Manager will not deny access to a record or a copy thereof to an individual solely because its physical presence is not readily available (i.e. on magnetic tape) or because the context of the record may disclose sensitive information about another individual. To protect the personal privacy of other individuals who may be identified in a record, the System Manager shall prepare an extract to delete only that information which would not be releasable to the requesting individual under the Freedom of Information Act. (iv) When the System Manager is of the opinion that the disclosure of medical information could have an adverse effect upon the individual to whom it pertains, the System Manager will promptly request the individual to submit the name and address of a doctor who will determine whether the medical record may be disclosed directly to the individual. The System Manager will then request the opinion of the doctor named by the individual on whether a medical record may be disclosed to the individual. The System Manager shall disclose the medical record to the individual to whom it pertains unless, in the judgment of the doctor, access to the record could have an adverse effect upon the individual's physical or mental health. In this event the System Manager will transmit the record to the doctor and immediately inform the individual. (v) The fees to be charged, if any, to an individual for making copies of his record, excluding the cost of any search for and review of the record, will be in accordance with the ``Schedule of Fees'' as set forth in 32 CFR 286.5 and 286.10. (vi) The System Manager of the record will permit an individual to request amendment of a record pertaining to the individual. Requests to amend records shall be in person or in writing and shall be submitted to the System Manager who maintains the records. Such requests should contain as a minimum, identifying information needed to locate the record, a brief description of the item or items of information to be amended, and the reason for the requested change. (vii) The System Manager will provide a written acknowledgment of the receipt of a request to amend a record to the individual who requested the amendment within 10 days (excluding Saturdays, Sundays, and legal public holidays) after the date of receipt of such request. Such an acknowledgment may, if necessary, request any additional information needed to make a determination. No acknowledgment is required if the request can be reviewed and processed and the individual notified of compliance or denial within the 10 day period. (viii) The System Manager will promptly take one of the following actions on requests to amend records: (A) Refer the request to the agency or office that has control of and maintains the record in those instances where the record requested remains the property of the controlling office or agency. (B) In accordance with existing statute, regulation, or administrative procedure, make any correction of any portion thereof which the individual believes is not accurate, relevant, timely or complete, or (C) Inform the individual of the System Manager's refusal to amend the record in accordance with the individual's request, the reason for the refusal, and the individual's right to request a review of the refusal by the Director, DISA, through the DCA Privacy Act Board. (ix) The DISA Privacy Act Board will be comprised of the DCA Counsel, as Chairman; the Assistant to the Director for Administration, and the Assistant to the Director for Personnel; or in their absence, their authorized representatives. The individual who disagrees with the refusal of the System Manager to amend his record may request a review of this refusal by the DISA Privacy Act Board. The request for the review may be made orally or in writing and shall be made to the System Manager. The System Manager will promptly forward the request for review to the Chairman of the Board to make a proper review. The Board will promptly review the matter. If, after review, the Board is unanimous in its decision that the record be amended in accordance with the request of the individual then the Chairman of the Board shall so notify the System Manager. The System Manager will immediately make the necessary corrections to the record and will promptly notify the individual. The System Manager will, if an accounting of disclosure of the record has been made, advise all previous recipients of the record, which was corrected, of the correction and its substance. This will be done in all instances when a record is amended. If, after review, the Board decides that the request for amendment should be denied, it will promptly forward its recommendation to the Director, DISA. A majority vote of the members of the Board will constitute a recommendation to the Director. (x) The Director, DISA, upon receipt of the Board's recommendation, will complete the review and make a final determination. (xi) If the Director, DISA, after his review, agrees with the individual's request to amend the record, he will, through the DISA Counsel, so advise the individual in writing. The System Manager will receive a copy of the Director's decision and will assure that the record is corrected accordingly and that if an accounting of disclosure of the record has been made, advise all previous recipients of the record which was corrected of the correction and its substance. (xii) If, after his review, the Director refuses to amend the records as the individual requested, he will, through the DISA Counsel, advise the individual of his refusal and the reasons for it; of the individual's right to file a concise statement setting forth the reasons for the individual's disagreement with the decision of the Director, DISA; that the statement which is filed will be made available to anyone to whom the record is subsequently disclosed together with, at the discretion of the Agency, a brief statement by the Agency summarizing its reasons for refusing to amend the record; that prior recipients of the disputed record will be provided a copy of any statement of dispute to the extent that an accounting of disclosures was maintained; and of the individual's right to seek judicial review of the Agency's refusal to amend a record. (xiii) The Director's final determination on the individual's request for a review of the System Manager's initial refusal to amend the record must be concluded within 30 days (excluding Saturdays, Sundays, and legal public holidays) from the date on which the individual requested such review unless the Director determines that a fair and equitable review cannot be made within that time. If additional time is required, the individual will be informed in writing of reasons for the delay and of the approximate date on which the review is expected to be completed. (xiv) After the Director, DISA has refused to amend a record and the individual has filed a statement setting forth the reasons for the individual's disagreement with the decision of the Director, the System Manager will clearly note any portion of the record which is disputed. The System Manager's notation should make clear that the record is disputed and this should be apparent to anyone who may subsequently have access to, use, or disclose the record. When the System Manager has previously disclosed or will subsequently disclose that portion of the record which is disputed he will note that that portion of the record is disputed and will provide the recipients of the record with a copy of the individual's statement setting forth the reasons for the individual's disagreement with the decision of the Director not to amend the record. The System Manager will also provide recipients of the disputed record with a brief summary of the Director's reasons for not making the requested amendments to the record. (xv) Nothing herein shall allow an individual access to any information compiled in reasonable anticipation of a civil action or proceeding. (xvi) Any requests by an individual for access to or copies of his records shall be processed in accordance with this part and 32 CFR part 310. (d) DISA System Managers will be: (1) Responsible for complying with the provisions contained in 32 CFR 310.8 relating to the disclosure to others of personal records, obtaining the written consent of individuals to whom the record pertains, and for keeping an accurate accounting of each disclosure of a record. (2) Responsible for providing to the Civilian Assistant to the Chief of Staff the information requested in 32 CFR 310.5. However, the information will be reported on a quarterly basis with the first report due to the Civilian Assistant to the Chief of Staff by December 31, 1975. (e) The Assistant to the Director for Administration, Headquarters, DISA will: (1) Be responsible for furnishing written guidelines to assist System Managers and other DISA officials in evaluating and implementing paperwork management procedures required under the Privacy Act of 1974. In this regard it should be noted that the Act establishes a number of requirements. Among these are the requirements: (i) To disclose records contained in a system of records only under conditions specified in the law, (ii) To maintain an accounting of such disclosures, (iii) To establish procedures for the disclosure to an individual of his record or information pertaining to him, (iv) For reviewing a request concerning the amendment of such record, and (v) For permitting individuals to file a statement of disagreement which will be forwarded with subsequent disclosures. The guidelines will cover those portions of the Privacy Act which requires paperwork systems for implementation. In preparing those guidelines the Assistant to the Director for Administration will make use of the ``Records Management System for Implementing the Privacy Act'' as provided by the GSA National Archives and Records Service, Office of Records Management. The GSA procedures and guidelines will be adapted and modified as required to meet DCA needs. (2) Be responsible for providing the ``Forms'' which are required to comply with 32 CFR 310.9(b). (f) The Assistant to the Director for Personnel, Headquarters, DISA will: (1) Be responsible for development, within DISA, of an appropriate training program for all DISA personnel whose duties involve responsibilities for systems of records affected by the Privacy Act. (2) Assure that DISA personnel involved in the design, development, operation, or maintenance of any system of records, as defined in 32 CFR 310.6 are informed of all requirements to protect the privacy of the individuals who are subjects of the records. The criminal penalties and civil suit aspects of the Privacy Act will be emphasized. (3) Assure that within DISA administrative and physical safeguards are established to protect information from unauthorized or unintentional access, disclosure, modification or destruction and to insure that all persons whose official duties require access to or processing and maintenance of personal information are trained in the proper safeguarding and use of such information. [40 FR 55535, Nov. 28, 1975. Redesignated and amended at 57 FR 8074, Feb. 20, 1992; 62 FR 26390, May 14, 1997] Sec. 316.7 Questions. Questions on both the substance and procedure of the Privacy Act and the DISA implementation thereof should be addressed to the DISA Counsel by the most expeditious means possible, including telephone calls. [40 FR 55535, Nov. 28, 1975. Redesignated at 57 FR 8074, Feb. 20, 1992 (see also paragraph (h) of this section)., as amended at 62 FR 26390, May 14, 1997] Sec. 316.8 Exemptions. Section 5 U.S.C. 552a (3)(j) and (3)(k) authorize an agency head to exempt certain systems of records or parts of certain systems of records from some of the requirements of the act. This part reserves to the Director, DISA, as head of an agency, the right to create exemptions pursuant to the exemption provisions of the act. All systems of records maintained by DISA shall be exempt from the requirements of 5 U.S.C. 552a (d) pursuant to 5 U.S.C. 552a(3)(k)(1) to the extent that the system contains any information properly classified under Executive Order 11652, ``Classification and Declassification of National Security Information and Material,'' dated March 8, 1972 (37 FR 10053, May 19, 1972) and which is required by the executive order to be kept secret in the interest of national defense or foreign policy. This exemption, which may be applicable to parts of all systems of records, is necessary because certain record systems not otherwise specifically designated for exemptions may contain isolated information which has been properly classified. [42 FR 20298, Apr. 19, 1977. Redesignated at 57 FR 8074, Feb. 20, 1992, as amended at 62 FR 26390, May 14, 1997] PART 317--DCAA PRIVACY ACT PROGRAM Sec. 317.1 Purpose. 317.2 Applicability and scope. 317.3 Policy. 317.4 Responsibilities. 317.5 Information requirements. 317.6 Procedures. Authority: Pub. L. 93-579, 88 Stat. 1896 (5 U.S.C. 552a). Source: 65 FR 63799, Oct. 25, 2000. Sec. 317.1 Purpose This part provides policies and procedures for the Defense Contract Audit Agency's implementation of the Privacy Act of 1974 (DCAA Regulation 5410.10,\1\ as amended, (5 U.S.C. 552a); DoD 5400.11 and DoD 5400.11-R,\2\ ``DoD Privacy Program'' (32 CFR part 310); and is intended to promote uniformity within DCAA. \1\ Copies may be obtained from http:// www.deskbook.osd.mil. \2\ Copies may be obtained from http:// web7.whs.osd.mil. Sec. 317.2 Applicability and scope. (a) This part applies to all DCAA organizational elements and takes precedence over all regional regulatory issuances that supplement the DCAA Privacy Program. (b) This part shall be made applicable by contract or other legally binding action to contractors whenever a DCAA contract provides for the operation of a system of records or portion of a system of records to accomplish an Agency function. Sec. 317.3 Policy. (a) It is DCAA policy that personnel will comply with the DCAA Privacy Program; the Privacy Act of 1974; and the DoD Privacy Program (32 CFR part 310). Strict adherence is necessary to ensure uniformity in the implementation of the DCAA Privacy Program and create conditions that will foster public trust. It is also Agency policy to safeguard personal information contained in any system of records maintained by DCAA organizational elements and to make that information available to the individual to whom it pertains to the maximum extent practicable. (b) DCAA policy specifically requires that DCAA organizational elements: (1) Collect, maintain, use, and disseminate personal information only when it is relevant and necessary to achieve a purpose required by statute or Executive Order. (2) Collect personal information directly from the individuals to whom it pertains to the greatest extent practical. (3) Inform individuals who are asked to supply personal information for inclusion in any system of records: (i) The authority for the solicitation. (ii) Whether furnishing the information is mandatory or voluntary. (iii) The intended uses of the information. (iv) The routine disclosures of the information that may be made outside of DoD. (v) The effect on the individual of not providing all or any part of the requested information. (4) Ensure that records used in making determinations about individuals and those containing personal information are accurate, relevant, timely, and complete for the purposes for which they are being maintained before making them available to any recipients outside of DoD, other than a Federal agency, unless the disclosure is made under DCAA Regulation 5410.8, DCAA Freedom of Information Act Program.\3\ \3\ Copies may be obtained from http:// www.deskbook.osd.mil. (5) Keep no record that describes how individuals exercise their rights guaranteed by the First Amendment to the U.S. Constitution, unless expressly authorized by statute or by the individual to whom the records pertain or is pertinent to and within the scope of an authorized law enforcement activity. (6) Notify individuals whenever records pertaining to them are made available under compulsory legal processes, if such process is a matter of public record. (7) Establish safeguards to ensure the security of personal information and to protect this information from threats or hazards that might result in substantial harm, embarrassment, inconvenience, or unfairness to the individual. (8) Establish rules of conduct for DCAA personnel involved in the design, development, operation, or maintenance of any system of records and train them in these rules of conduct. (9) Assist individuals in determining what records pertaining to them are being collected, maintained, used, or disseminated. (10) Permit individual access to the information pertaining to them maintained in any system of records, and to correct or amend that information, unless an exemption for the system has been properly established for an important public purpose. (11) Provide, on request, an accounting of all disclosures of the information pertaining to them except when disclosures are made: (i) To DoD personnel in the course of their official duties. (ii) Under DCAA Regulation 5410.8, DCAA Freedom of Information Act Program. (iii) To another agency or to an instrumentality of any governmental jurisdiction within or under control of the United States conducting law enforcement activities authorized by law. (12) Advise individuals on their rights to appeal any refusal to grant access to or amend any record pertaining to them, and file a statement of disagreement with the record in the event amendment is refused. Sec. 317.4 Responsibilities. (a) The Assistant Director, Resources has overall responsibility for the DCAA Privacy Act Program and will serve as the sole appellate authority for appeals to decisions of respective initial denial authorities. (b) The Chief, Administrative Management Division under the direction of the Assistant Director, Resources, shall: (1) Establish, issue, and update policies for the DCAA Privacy Act Program; monitor compliance with this part; and provide policy guidance for the DCAA Privacy Act Program. (2) Resolve conflicts that may arise regarding implementation of DCAA Privacy Act policy. (3) Designate an Agency Privacy Act Advisor, as a single point of contact, to coordinate on matters concerning Privacy Act policy. (4) Make the initial determination to deny an individual's written Privacy Act request for access to or amendment of documents filed in Privacy Act systems of records. This authority cannot be delegated. (c) The DCAA Privacy Act Advisor under the supervision of the Chief, Administrative Management Division shall: (1) Manage the DCAA Privacy Act Program in accordance with this part and applicable DCAA policies, as well as DoD and Federal regulations. (2) Provide guidelines for managing, administering, and implementing the DCAA Privacy Act Program. (3) Implement and administer the Privacy Act program at the Headquarters. (4) Ensure that the collection, maintenance, use, or dissemination of records of identifiable personal information is in a manner that assures that such action is for a necessary and lawful purpose; that the information is timely and accurate for its intended use; and that adequate safeguards are provided to prevent misuse of such information. (5) Maintain and publish DCAA Pamphlet 5410.13, DCAA Compilation of Privacy Act System Notices.\4\ \4\ Copies may be obtained from the Defense Contract Audit Agency, ATTN: DCAA- CMO, 8725 John J. Kingman Road, Suite 2135, Fort Belvoir, VA 22060-6219. Electronic copies of DCAA Privacy notices may be obtained from http://www.defenselink. mil/ privacy. (6) Prepare promptly any required new, amended, or altered system notices for systems of records subject to the Privacy Act and submit them to the Defense Privacy Office for subsequent publication in the Federal Register. (7) Prepare the annual Privacy Act Report as required by DoD 5400.11-5, DoD Privacy program. (8) Conduct training on the Privacy Act program for Agency personnel. (d) Heads of Principal Staff Elements are responsible for: (1) Reviewing all regulations or other policy and guidance issuances for which they are the proponent to ensure consistency with the provisions of this part. (2) Ensuring that the provisions of this part are followed in processing requests for records. (3) Forwarding to the DCAA Privacy Act Advisor, any Privacy Act requests received directly from a member of the public, so that the request may be administratively controlled and processed. (4) Ensuring the prompt review of all Privacy Act requests, and when required, coordinating those requests with other organizational elements. (5) Providing recommendations to the DCAA Privacy Act Advisor regarding the releasability of DCAA records to members of the public, along with the responsive documents. (6) Providing the appropriate documents, along with a written justification for any denial, in whole or in part, of a request for records to the DCAA Privacy Act Advisor. Those portions to be excised should be bracketed in red pencil, and the specific exemption or exemptions cites which provide the basis for denying the requested records. (e) The General Counsel is responsible for: (1) Ensuring uniformity is maintained in the legal position, and the interpretation of the Privacy Act; 32 CFR part 310; and this part. (2) Consulting with DoD General Counsel on final denials that are inconsistent with decisions of other DoD components, involve issues not previously resolved, or raise new or significant legal issues of potential significance to other Government agencies. (3) Providing advice and assistance to the Assistant Director, Resources; Regional Directors; and the Regional Privacy Act Officer, through the DCAA Privacy Act Advisor, as required, in the discharge of their responsibilities. (4) Coordinating Privacy Act litigation with the Department of Justice. (5) Coordinating on Headquarters denials of initial requests. (f) Each Regional Director is responsible for the overall management of the Privacy Act program within their respective regions. Under his/her direction, the Regional Resources Manager is responsible for the management and staff supervision of the program and for designating a Regional Privacy Act Officer. Regional Directors will, as designee of the Director, make the initial determination to deny an individual's written Privacy Act request for access to or amendment of documents filed in Privacy Act systems of records. This authority cannot be delegated. (g) Regional Privacy Act Officers will: (1) Implement and administer the Privacy Act program throughout the region. (2) Ensure that the collection, maintenance, use, or dissemination of records of identifiable personal information is in a DCAAR 5410.10 manner that assures that such action is for a necessary and lawful purpose; that the information is timely and accurate for its intended use; and that adequate safeguards are provided to prevent misuse of such information. (3) Prepare input for the annual Privacy Act Report when requested by the DCAA Information and Privacy Advisor. (4) Conduct training on the Privacy Act program for regional and FAO personnel. (5) Provide recommendations to the Regional Director through the Regional Resources Manager regarding the releasability of DCAA records to members of the public. (h) Managers, Field Audit Offices (FAOs) will: (1) Ensure that the provisions of this part are followed in processing requests for records. (2) Forward to the Regional Privacy Act Officer, any Privacy Act requests received directly from a member of the public, so that the request may be administratively controlled and processed. (3) Ensure the prompt review of all Privacy Act requests, and when required, coordinating those requests with other organizational elements. (4) Provide recommendation to the Regional Privacy Act Officer regarding the releasability of DCAA records to members of the public, along with the responsive documents. (5) Provide the appropriate documents, along with a written justification for any denial, in whole or in part, of a request for records to the Regional Privacy Act Officer. Those portions to be excised should be bracketed in red pencil, and the specific exemption or exemptions cited which provide the basis for denying the requested records. (i) DCAA Employees will: (1) Not disclose any personal information contained in any system of records, except as authorized by this part. (2) Not maintain any official files which are retrieved by name or other personal identifier without first ensuring that a notice for the system has been published in the Federal Register. (3) Report any disclosures of personal information from a system of records or the maintenance of any system of records that are not authorized by this part to the appropriate Privacy Act officials for their action. Sec. 317.5 Information requirements. The Report Control Symbol. Unless otherwise directed, any report concerning implementation of the Privacy Program shall be assigned Report Control Symbol DD-DA&M(A)1379. Sec. 317.6 Procedures. Procedures for processing material in accordance with the Privacy Act of 1974 are outlined in DoD 5400.11-R, DoD Privacy Program (32 CFR part 310). PART 318--DEFENSE THREAT REDUCTION AGENCY PRIVACY PROGRAM Sec. 318.1 Reissuance and purpose. 318.2 Application. 318.3 Definitions. 318.4 Policy. 318.5 Designations and responsibilities. 318.6 Procedures for requests pertaining to individual records in a record system. 318.7 Disclosure of requested information to individuals. 318.8 Request for correction or amendment to a record. 318.9 Agency review of request for correction or amendment of record. 318.10 Appeal of initial adverse Agency determination for access, correction or amendment 318.11 Disclosure of record to persons other than the individual to whom it pertains. 318.12 Fees. 318.13 Enforcement actions. 318.14 Blanket routine uses. 318.15 Rules of conduct. 318.16 Exemption rules. Authority: Pub. L. 93-579, 88 Stat 1896 (5 U.S.C. 552a). Source: 65 FR 18894, Apr. 10, 2000. Sec. 318.1 Reissuance and purpose. (a) This part updates the policies, responsibilities, and procedures of the DTRA Privacy Program under the Privacy Act of 1974, as amended (5 U.S.C. 552a), OMB Circular A-130,\1\ and the DoD Privacy Program (32 CFR part 310). \1\ Copies may be obtained: http:// www.whitehouse.gov/OMB/circulars. (b) This rule establishes procedures whereby individuals can: (1) Request notification of whether Defense Threat Reduction Agency (DTRA) maintains or has disclosed a record pertaining to them in any nonexempt system of records; (2) Request a copy or other access to such a record or to an accounting of its disclosure; (3) Request that the record be amended; and (4) Appeal any initial adverse determination of any such request. (c) Specifies those system of records which the Director, Defense Threat Reduction Agency has determined to be exempt from the procedures established by this rule and by certain provisions of the Privacy Act. (d) DTRA policy encompasses the safeguarding of individual privacy from any misuse of DTRA records and the provides the fullest access practicable by individuals to DTRA records concerning them. Sec. 318.2 Applicability. (a) This part applies to all members of the Armed Forces and Department of Defense civilians assigned to the DTRA at any of its duty locations. (b) This part shall be made applicable to DoD contractors who are operating a system of records on behalf of DTRA, to include any of the activities, such as collecting and disseminating records, associated with maintaining a system of records. Sec. 318.3 Definitions. Access. The review of a record or a copy of a record or parts thereof in a system of records by any individual. Agency. For the purposes of disclosing records subject to the Privacy Act among DoD Components, the Department of Defense is considered a single agency. For all other purposes to include applications for access and amendment, denial of access or amendment, appeals from denials, and record keeping as regards release to non- DoD agencies; each DoD Component is considered an agency within the meaning of the Privacy Act. Confidential source. A person or organization who has furnished information to the federal government under an express promise that the person's or the organization's identity will be held in confidence or under an implied promise of such confidentiality if this implied promise was made before September 27, 1975. Disclosure. The transfer of any personal information from a system of records by any means of communication (such as oral, written, electronic, mechanical, or actual review) to any person, private entity, or government agency, other than the subject of the record, the subject's designated agent or the subject's legal guardian. Individual. A living person who is a citizen of the United States or an alien lawfully admitted for permanent residence. The parent of a minor or the legal guardian of any individual also may act on behalf of an individual. Corporations, partnerships, sole proprietorships, professional groups, businesses, whether incorporated or unincorporated, and other commercial entities are not ``individuals.'' Law enforcement activity. Any activity engaged in the enforcement of criminal laws, including efforts to prevent, control, or reduce crime or to apprehend criminals, and the activities of prosecutors, courts, correctional, probation, pardon, or parole authorities. Maintain. Includes maintain, collect, use or disseminate. Official use. Within the context of this part, this term is used when officials and employees of a DoD Component have a demonstrated need for the use of any record or the information contained therein in the performance of their official duties, subject to DoD 5200.1- R,\2\ ``DoD Information Security Program Regulation''. \2\ Copies may be obtained: http:// web7.whs.osd.mil/corres.htm. Personal information. Information about an individual that identifies, relates or is unique to, or describes him or her; e.g., a social security number, age, military rank, civilian grade, marital status, race, salary, home/office phone numbers, etc. Privacy Act request. A request from an individual for notification as to the existence of, access to, or amendment of records pertaining to that individual. These records must be maintained in a system of records. Member of the public. Any individual or party acting in a private capacity to include federal employees or military personnel. Record. Any item, collection, or grouping of information, whatever the storage media (e.g., paper, electronic, etc.), about an individual that is maintained by a DoD Component, including but not limited to, his or her education, financial transactions, medical history, criminal or employment history and that contains his or her name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as a finger or voice print or a photograph. Risk assessment. An analysis considering information sensitivity, vulnerabilities, and the cost to a computer facility or word processing activity in safeguarding personal information processed or stored in the facility or activity. Routine use. The disclosure of a record outside the Department of Defense for a use that is compatible with the purpose for which the information was collected and maintained by the Department of Defense. The routine use must be included in the published system notice for the system of records involved. Statistical record. A record maintained only for statistical research or reporting purposes and not used in whole or in part in making determinations about specific individuals. System manager. The DoD Component official who is responsible for the operation and management of a system of records. System of records. A group of records under the control of a DoD Component from which personal information is retrieved by the individual's name or by some identifying number, symbol, or other identifying particular assigned to an individual. Word processing system. A combination of equipment employing automated technology, systematic procedures, and trained personnel for the primary purpose of manipulating human thoughts and verbal or written or graphic presentations intended to communicate verbally or visually with another individual. Word processing equipment. Any combination of electronic hardware and computer software integrated in a variety of forms (firmware, programmable software, handwiring, or similar equipment) that permits the processing of textual data. Generally, the equipment contains a device to receive information, a computer-like processor with various capabilities to manipulate the information, a storage medium, and an output device Sec. 318.4 Policy. (a) It is DTRA policy that: (1) The personal privacy of an individual shall be respected and protected. Personal information shall be collected, maintained, used, or disclosed to insure that: (2) It shall be relevant and necessary to accomplish a lawful DTRA purpose required to be accomplished by Federal statute or Executive order; (3) It shall be collected to the greatest extent practicable directly from the individual; (4) The individual shall be informed as to why the information is being collected, the authority for collection, what uses will be made of it, whether disclosure is mandatory or voluntary, and the consequences of not providing the information; (5) It shall be relevant, timely, complete and accurate for its intended use; and (6) Appropriate administrative, technical, and physical safeguards shall be established, based on the media (e.g., paper, electronic, etc.) involved, to ensure the security of the records and to prevent compromise or misuse during storage or transfer. (b) No record shall be maintained on how an individual exercises rights guaranteed by the First Amendment to the Constitution, except as specifically authorized by statute; expressly authorized by the individual on whom the record is maintained; or when the record is pertinent to and within the scope of an authorized law enforcement activity. (c) Notices shall be published in the Federal Register and reports shall be submitted to Congress and the Office of Management and Budget, in accordance with, and as required by 5 U.S.C. 552a, OMB Circular A-130, and 32 CFR part 310, as to the existence and character of any system of records being established or revised by the DoD Components. Information shall not be collected, maintained, or disseminated until the required publication/review requirements are satisfied. (d) Individuals shall be permitted, to the extent authorized by this part: (1) To determine what records pertaining to them are contained in a system of records; (2) Gain access to such records and obtain a copy of those records or a part thereof; (3) Correct or amend such records on a showing the records are not accurate, relevant, timely, or complete. (4) Appeal a denial of access or a request for amendment. (e) Disclosure of records pertaining to an individual from a system of records shall be prohibited except with the consent of the individual or as otherwise authorized by 5 U.S.C. 552a and 32 CFR part 286. When disclosures are made, the individual shall be permitted, to the extent authorized by 5 U.S.C. 552a and 32 CFR part 310, to seek an accounting of such disclosures from DTRA. (f) Computer matching programs between DTRA and Federal, State, or local governmental agencies shall be conducted in accordance with the requirements of 5 U.S.C. 552a, OMB Circular A-130, and 32 CFR part 310. (g) DTRA personnel and Systems Managers shall conduct themselves, pursuant to established rules of conduct, so that personal information to be stored in a system of records shall only be collected, maintained, used, and disseminated as authorized by this part. Sec. 318.5 Designations and responsibilities (a) The Director, DTRA shall: (1) Provide adequate funding and personnel to establish and support an effective Privacy Program. (2) Appoint a senior official to serve as the Agency Privacy Act Officer. (3) Serve as the Agency Appellate Authority. (b) The Privacy Act Officer shall: (1) Implement the Agency's Privacy Program in accordance with the specific requirements set forth in this part, 5 U.S.C. 552a, OMB Circular A-130, and 32 CFR part 310. (2) Establish procedures, as well as rules of conduct, necessary to implement this part so as to ensure compliance with the requirements of 5 U.S.C. 552a, OMB Circular A-130, and 32 CFR part 310. (3) Ensure that the DTRA Privacy Program periodically shall be reviewed by the DTRA Inspectors General or other officials, who shall have specialized knowledge of the DoD Privacy Program. (4) Serve as the Agency Initial Denial Authority. (c) The Privacy Act Program Manager shall: (1) Manage activities in support of the DTRA Program oversight in accordance with part, 5 U.S.C. 552a, OMB Circular A-130, and 32 CFR part 310. (2) Provide operational support, guidance and assistance to Systems Managers for responding to requests for access/amendment of records. (3) Direct the day-by-day activities of the DTRA Privacy Program. (4) Provide guidance and assistance to DTRA elements in their implementation and execution of the DTRA Privacy Program. (5) Prepare and submit proposed new, altered, and amended systems of records, to include submission of required notices for publication in the Federal Register consistent with this part, 5 U.S.C. 552a, OMB Circular A-130, and 32 CFR part 310. (6) Prepare and submit proposed DTRA privacy rulemaking, to include documentation for submission of the proposed rule to the Office of the Federal Register for publication. Additionally, provide required documentation for reporting to the OMB and Congress, consistent with this part, 5 U.S.C. 552a, OMB Circular A-130, and 32 CFR part 310. (7) Provide advice and support to DTRA elements to ensure that: (i) All information requirements developed to collect and/or maintain personal data conform to DoD Privacy Act Program standards; (ii) Appropriate procedures and safeguards shall be developed, implemented, and maintained to protect personal information when it is stored in either a manual and/or automated system of records or transferred by electronic or non-electronic means; and (iii) Specific procedures and safeguards shall be developed and implemented when personal data is collected and maintained for research purposes. (8) Conduct reviews, and prepare and submit reports consistent with the requirements in this part, 5 U.S.C. 552a, OMB Circular A-130, and 32 CFR part 310, or as otherwise directed by the Defense Privacy Office. (9) Conduct training for all assigned and employed DTRA personnel and for those individuals having primary responsibility for DTRA Privacy Act Record Systems consistent with requirements of this part, 5 U.S.C. 552a, OMB Circular A-130, and 32 CFR part 310. (10) Serve as the principal points of contact for coordination of privacy and related matters. (d) The Directorate Heads and Office Chiefs shall: (1) Recognize and support the DTRA Privacy Act Program. (2) Appoint an individual to serve as Privacy Act Point of Contact within their purview. (3) Initiate prompt, constructive management actions on agreed-upon actions identified in agency Privacy Act reports. (e) The Chief, Information Systems shall: (1) Ensure that all personnel who have access to information from an automated system of records during processing or who are engaged in developing procedures for processing such information are aware of the provisions of this Instruction. (2) Promptly notify automated system managers and the Privacy Act Officer whenever they are changes to Agency Information Technology that may require the submission of an amended system notice for any system of records. (3) Establish rules of conduct for Agency personnel involved in the design, development, operation, or maintenance of any automated system of records and train them in these rules of conduct. (f) Agency System Managers shall exercise the Rules of Conduct as specified in 32 CFR part 310. (g) Agency personnel shall exercise the Rules of Conduct as specified in 32 CFR part 310. Sec. 318.6 Procedures for requests pertaining to individual records in a record system. (a) An individual seeking notification of whether a system of records, maintained by the Defense Threat Reduction Agency, contains a record pertaining to himself/herself and who desires to review, have copies made of such records, or to be provided an accounting of disclosures from such records, shall submit his or her request in writing. Requesters are encourage to review the systems of records notices published by the Agency so as to specifically identify the particular record system(s) of interest to be accessed. (b) In addition to meeting the requirements set forth in this section 318.6, the individual seeking notification, review or copies, and an accounting of disclosures will provide in writing his or her full name, address, Social Security Number, and a telephone number where the requester can be contacted should questions arise concerning the request. This information will be used only for the purpose of identifying relevant records in response to an individual's inquiry. It is further recommended that individuals indicate any present or past relationship or affiliations, if any, with the Agency and the appropriate dates in order to facilitate a more thorough search. A notarized statement or an unsworn declaration in accordance with 28 U.S.C. 1746 may also be required. (c) An individual who wishes to be accompanied by another individual when reviewing his or her records, must provide the Agency with written consent authorizing the Agency to disclose or discuss such records in the presence of the accompanying individual. (d) Individuals should mail their written request to the FOIA/ Privacy Act Division, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517 and indicate clearly on the outer envelope ``Privacy Act Request.'' Sec. 318.7 Disclosure of requested information to individuals. (a) The Defense Threat Reduction Agency, upon receiving a request for notification of the existence of a record or for access to a record, shall acknowledge receipt of the request within 10 working days. (b) Determine whether or not such record exists. (c) Determine whether or not such request for access is available under the Privacy Act. (d) Notify requester of determinations within 30 working days after receipt of such request. (e) Provide access to information pertaining to that person which has been determined to be available within 30 working days. (f) Notify the individual if fees will be assessed for reproducing copies of the records. Fee schedule and rules for assessing fees are contained in Sec. 318.11. Sec. 318.8 Request for correction or amendment to a record. (a) An individual may request that the Defense Threat Reduction Agency correct, amend, or expunge any record, or portions thereof, pertaining to the requester that he/she believe to be inaccurate, irrelevant, untimely, or incomplete. (b) Such requests shall specify the particular portions of the records in question, be in writing and should be mailed to the FOIA/ Privacy Act Division, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. (c) The requester shall provide sufficient information to identify the record and furnish material to substantiate the reasons for requesting corrections, amendments, or expurgation. Sec. 318.9 Agency review of request for correction or amendment of record. (a) The Agency will acknowledge a request for correction or amendment within 10 working days of receipt. The acknowledgment will be in writing and will indicate the date by which the Agency expects to make its initial determination. (b) The Agency shall complete its consideration of requests to correct or amend records within 30 working days, and inform the requester of its initial determination. (c) If it is determined that records should be corrected or amended in whole or in part, the Agency shall advise the requester in writing of its determination; and correct or amend the records accordingly. The Agency shall then advise prior recipients of the records of the fact that a correction or amendment was made and provide the substance of the change. (d) If the Agency determines that a record should not be corrected or amended, in whole or in part, as requested by the individual, the Agency shall advise the requester in writing of its refusal to correct or amend the records and the reasons therefor. The notification will inform the requester that the refusal may be appealed administratively and will advise the individual of the procedures for such appeals. Sec. 318.10 Appeal of initial adverse Agency determination for access, correction or amendment. (a) An individual who disagrees with the denial or partial denial of his or her request for access, correction, or amendment of Agency records pertaining the himself/herself, may file a request for administrative review of such refusal within 30 days after the date of notification of the denial or partial denial. (b) Such requests shall be made in writing and mailed to the FOIA/ Privacy Act Division, Defense Threat Reduction Agency, 45045 Aviation Drive, Dulles, VA 20166-7517. (c) The requester shall provide a brief written statement setting for the reasons for his or her disagreement with the initial determination and provide such additional supporting material as the individual feels necessary to justify the appeal. (d) Within 30 working days of receipt of the request for review, the Agency shall advise the individual of the final disposition of the request. (e) In those cases where the initial determination is reversed, the individual will be so informed and the Agency will take appropriate action. (f) In those cases where the initial determination is sustained, the individual shall be advised: (1) In the case of a request for access to a record, of the individual's right to seek judicial review of the Agency refusal for access. (2) In the case of a request to correct or amend the record: (i) Of the individual's right to file a concise statement of his or her reasons for disagreeing with the Agency's decision in the record, (ii) Of the procedures for filing a statement of the disagreement, and (iii) Of the individual's right to seek judicial review of the Agency's refusal to correct or amend a record. Sec. 318.11 Disclosure of record to persons other than the individual to whom it pertains. (a) General. No record contained in a system of records maintained by DTRA shall be disclosed by any means to any person or agency within or outside the Department of Defense without the request or consent of the subject of the record, except as described in 32 CFR 310.41, Appendix C to part 310, and/or a Defense Threat Reduction Agency system of records notice. (b) Accounting of disclosures. Except for disclosures made to members of the DoD in connection with their official duties, and disclosures required by the Freedom of Information Act, an accounting will be kept of all disclosures of records maintained in DTRA system of records. (1) Accounting entries will normally be kept on a DTRA form, which will be maintained in the record file jacket, or in a document that is part of the record. (2) Accounting entries will record the date, nature and purpose of each disclosure, and the name and address of the person or agency to whom the disclosure is made. (3) Accounting records will be maintained for at least 5 years after the last disclosure, of for the life of the record, whichever is longer. (4) Subjects of DTRA records will be given access to associated accounting records upon request, except for those disclosures made to law enforcement activities when the law enforcement activity has requested that the disclosure not be made, and/or as exempted under Sec. 318.16. Sec. 318.12 Fees. Individuals may request copies for retention of any documents to which they are granted access in DTRA records pertaining to them. Requesters will not be charged for the first copy of any records provided; however, duplicate copies will require a charge to cover costs of reproduction. Such charges will be computed in accordance with 32 CFR part 310. Sec. 318.13 Enforcement actions. Procedures and sanctions are set forth in 5 U.S.C. 552a, OMB Circular A-130, and 32 CFR part 310. Sec. 318.14 Blanket routine uses. (a) Blanket routine uses. Certain `blanket routine uses' of the records have been established that are applicable to every record system maintained within the Department of Defense unless specifically stated otherwise within a particular record system. These additional blanket routine uses of the records are published only once in the interest of simplicity, economy and to avoid redundancy. (b) Routine Use--Law Enforcement. If a system of records maintained by a DoD Component, to carry out its functions, indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, to the agency concerned, whether Federal, State, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto. (c) Routine Use--Disclosure When Requesting Information. A record from a system of records maintained by a Component may be disclosed as a routine use to a Federal, State, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a Component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit. (d) Routine Use--Disclosure of Requested Information. A record from a system of records maintained by a Component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. (e) Routine Use--Congressional Inquiries. Disclosure from a system of records maintained by a Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual. (f) Routine Use--Private Relief Legislation. Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, will be disclosed to the OMB in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. (g) Routine Use--Disclosures Required by International Agreements. A record from a system of records maintained by a Component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of DoD military and civilian personnel. (h) Routine Use--Disclosure to State and Local Taxing Authorities. Any information normally contained in Internal Revenue Service (IRS) Form W-2 which is maintained in a record from a system of records maintained by a Component may be disclosed to State and local taxing authorities with which the Secretary of the Treasury has entered into agreements under 5 U.S.C. 5516, 5517, and 5520 and only to those State and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin No. 76-07. (i) Routine Use--Disclosure to the Office of Personnel Management. A record from a system of records subject to the Privacy Act and maintained by a Component may be disclosed to the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies. (j) Routine Use--Disclosure to the Department of Justice for Litigation. A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. (k) Routine Use--Disclosure to Military Banking Facilities Overseas. Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. (l) Routine Use--Disclosure of Information to the General Services Administration (GSA). A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration (GSA) for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. (m) Routine Use--Disclosure of Information to the National Archives and Records Administration (NARA). A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration (NARA) for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. (n) Routine Use--Disclosure to the Merit Systems Protection Board. A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DoD investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law. (o) Routine Use--Counterintelligence Purpose. A record from a system of records maintained by this component may be disclosed as a routine use outside the DoD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. Sec. 318.15 Rules of conduct (a) DTRA personnel shall: (1) Take such actions, as considered appropriate, to ensure that personal information contained in a system of records, to which they have access or are using incident to the conduct of official business, shall be protected so that the security and confidentiality of the information shall be preserved. (2) Not disclose any personal information contained in any system of records except as authorized by 32 CFR part 310 or other applicable law or regulation. Personnel willfully making such a disclosure when knowing the disclosure is prohibited are subject to possible criminal penalties and/or administrative sanctions. (3) Report any unauthorized disclosure of personal information from a system of records or the maintenance of any system of records that are not authorized by the Instruction to the DTRA Privacy Act Officer. (b) DTRA system managers for each system of records shall: (1) Ensure that all personnel who either have access to the system of records or who shall develop or supervise procedures for the handling of records in the system of records shall be aware of their responsibilities for protecting personnel information being collected and maintained under the DTRA Privacy Program. (2) Promptly notify the Privacy Act Officer of any required new, amended, or altered system notices for the system of records. (3) Not maintain any official files on individuals, which are retrieved by name or other personal identifier without first ensuring that a notice for the system of records shall have been published in the ``Federal Register.'' Any official who willfully maintains a system of records without meeting the publication requirements, as prescribed by 5 U.S.C. 552a, OMB Circular A-130, and 32 CFR part 310, is subject to possible criminal penalties and/or administrative sanctions. Sec. 318.16 Exemption rules. (a) Exemption for classified material. All systems of records maintained by the Defense Threat Reduction Agency shall be exempt under section (k)(1) of 5 U.S.C. 552a, to the extent that the systems contain any information properly classified under E.O. 12598 and that is required by that E.O. to be kept secret in the interest of national defense or foreign policy. This exemption is applicable to parts of all systems of records including those not otherwise specifically designated for exemptions herein which contain isolated items of properly classified information. (b) System identifier and name: HDTRA 007, Security Operations. (1) Exemption: Portions of this system of records may be exempt from the provisions of 5 U.S.C. 552a(c)(3), (d)(1) through (d)(4), (e)(1), (e)(4)(G), (H), (I), and (f). (2) Authority: 5 U.S.C. 552a(k)(5). (3) Reasons: (i) From subsection (c)(3) because it will enable DTRA to safeguard certain investigations and relay law enforcement information without compromise of the information, and protect the identities of confidential sources who might not otherwise come forward and who have furnished information under an express promise that the sources' identity would be held in confidence (or prior to the effective date of the Act, under an implied promise.) (ii) From subsection (d)(1) through (d)(4) and (f) because providing access to records of a civil investigation and the right to contest the contents of those records and force changes to be made to the information contained therein would seriously interfere with and thwart the orderly and unbiased conduct of security investigations. Providing access rights normally afforded under the Privacy Act would provide the subject with valuable information that would allow interference with or compromise of witnesses or render witnesses reluctant to cooperate; lead to suppression, alteration, or destruction of evidence; and result in the secreting of or other disposition of assets that would make them difficult or impossible to reach in order to satisfy any Government claim growing out of the investigation or proceeding. (iii) From subsection (e)(1), (e)(4)(G), (H), (I) because it will provide protection against notification of investigatory material including certain reciprocal investigations and counterintelligence information, which might alert a subject to the fact that an investigation of that individual is taking place, and the disclosure of which would weaken the on-going investigation, reveal investigatory techniques, and place confidential informants in jeopardy who furnished information; under an express promise that the sources' identity would be held in confidence (or prior to the effective date of the Act, under an implied promise.) (c) System identifier and name: HDTRA 011, Inspector General Investigation Files. (1) Exemption: Portions of this system of records may be exempt from the provisions of 5 U.S.C. 552a(c)(3); (d)(1) through (4); (e)(1); (e)(4)(G), (H), and (I); and (f). (2) Authority: 5 U.S.C. 552a(k)(2). (3) Reasons: (i) From subsection (c)(3) because it will enable DTRA to conduct certain investigations and relay law enforcement information without compromise of the information, protection of investigative techniques and efforts employed, and identities of confidential sources who might not otherwise come forward and who furnished information under an express promise that the sources' identity would be held in confidence (or prior to the effective date of the Act, under an implied promise.) (ii) From subsection (d)(1) through (d)(4) and (f) because providing access to records of a civil investigation and the right to contest the contents of those records and force changes to be made to the information contained therein would seriously interfere with and thwart the orderly and unbiased conduct of the investigation and impede case preparation. Providing access rights normally afforded under the Privacy Act would provide the subject with valuable information that would allow interference with or compromise of witnesses or render witnesses reluctant to cooperate; lead to suppression, alteration, or destruction of evidence; and result in the secreting of or other disposition of assets that would make them difficult or impossible to reach in order to satisfy any Government claim growing out of the investigation or proceeding. (iii) From subsection (e)(1), (e)(4)(G), (H), and (I) because it will provide protection against notification of investigatory material including certain reciprocal investigations and counterintelligence information, which might alert a subject to the fact that an investigation of that individual is taking place, and the disclosure of which would weaken the on-going investigation, reveal investigatory techniques, and place confidential informants in jeopardy who furnished information under an express promise that the sources' identity would be held in confidence (or prior to the effective date of the Act, under an implied promise). PART 319--PRIVACY ACT OF 1974 Sec. 319.1 Authority. 319.2 Purpose. 319.3 Scope. 319.4 Definitions. 319.5 Procedures for requests pertaining to individual records in a record system. 319.6 Disclosure of requested information to individuals. 319.7 Special procedures: Medical records. 319.8 Request for correction of amendment to record. 319.9 Agency review of request for correction or amendment of record. 319.10 Appeal of initial adverse Agency determination for access, correction or amendment. 319.11 Fees. 319.12 General exemptions. [Reserved] 319.13 Specific exemptions. Authority: Pub. L. 93-579, 88 Stat. 1896 (5 U.S.C. 552a) Source: 51 FR 44064, Dec. 8, 1986. Correctly redesignated from 292a at 56 FR 57799, Nov. 14, 1991. Sec. 319.1 Authority. Pursuant to the requirements of section 553 of Title 5 of the United States Code, the Defense Intelligence Agency promulgates its rules for the implementation of the Privacy Act of 1974, Pub. L. 93- 579, 5 U.S.C. 552a (f) and (k). Sec. 319.2 Purpose. (a) To promulgate rules providing procedures by which individuals may exercise their rights granted by the act to: (1) Determine whether a Defense Intelligence Agency system of records contains a record pertaining to themselves; (2) be granted access to all or portions thereof; (3) request administrative correction or amendment of such records; (4) request an accounting of disclosures from such records; and (5) appeal any adverse determination for access or correction/ amendment of records. (b) To set forth Agency policy and fee schedule for cost of duplication. (c) To identify records subject to the provisions of these rules. (d) To specify those systems of records for which the Director, Defense Intelligence Agency, claims an exemption. Sec. 319.3 Scope. (a) Any individual who is a citizen of the United States or an alien lawfully admitted for permanent residence in the United States may submit an inquiry to the Defense Intelligence Agency. (b) These rules apply to those systems of records: (1) Maintained by the Defense Intelligence Agency; (2) For which the Defense Intelligence Agency prescribes the content and disposition pursuant to statute or executive order of the President, which may be in the physical custody of another Federal agency;0 (3) Not exempted from certain provisions of the act by the Director, Defense Intelligence Agency. (c) The Defense Intelligence Agency may have physical custody of the official records of another Federal agency which exercises dominion and control over the records, their content, and access thereto. In such cases, the Defense Intelligence Agency maintenance of the records is considered subject to the rules of the other Federal agency. Except for a request for a determination of the existence of the record, when the Defense Intelligence Agency receives requests related to these records, the DIA will immediately refer the request to the controlling agency for all decisions regarding the request and will notify the individual making the request of the referral. (d) Records subject to provisions of the Act which are transferred to the Washington National Records Center for storage shall be considered to be maintained by the Defense Intelligence Agency. Disclosure from such records--to other than an element of the Defense Intelligence Agency--can only be made with the prior approval of the Defense Intelligence Agency. (e) Records subject to provisions of the act which are transferred to the National Archives shall be considered to be maintained by the National Archives and are no longer records of the Agency. Sec. 319.4 Definitions. (a) All terms used in this part which are defined in 5 U.S.C. 552a shall have the same meaning herein. (b) As used in this part: (1) The term Act means the Privacy Act of 1974, Pub. L. 93-579, 5 U.S.C. 552a. (2) The term Agency means the Defense Intelligence Agency. Sec. 319.5 Procedures for requests pertaining to individual records in a record system. (a) An individual seeking notification of whether a system of records, maintained by the Defense Intelligence Agency, contains a record pertaining to himself/herself and who desires to review, have copies made of such records, or to be provided an accounting of disclosures from such records, shall submit his or her request in writing. Requesters are encouraged to review the systems of records notices published by the Agency so as to specifically identify the particular record system(s) of interest to be accessed. (b) In addition to meeting the requirements set forth in Sec. 319.5, the individual seeking notification, review or copies, and an accounting of disclosures will provide in writing his or her full name, address, social security account number or date of birth and a telephone number where the requester can be contacted should questions arise concerning his or her request. This information will be used only for the purpose of identifying relevant records in response to an individual's inquiry. It is further recommended that individuals indicate any present or past relationship or affiliations, if any, with the Agency and the appropriate dates in order to facilitate a more thorough search of the record system specified and any other system which may contain information concerning the individual. A signed notarized statement may also be required. (c) An individual who wishes to be accompanied by another individual when reviewing his or her records, must provide the Agency with written consent authorizing the Agency to disclose or discuss such records in the presence of the accompanying individual. (d) A request for medical records must be submitted as set forth in Sec. 319.7. (e) Individuals should mail their written request to: Defense Intelligence Agency, DSP-1A, Washington, DC 20340-3299 and indicate clearly on the outer envelope ``Privacy Act Request.'' (f) An individual who makes a request on behalf of a minor or legal incompetent shall provide a signed notarized statement affirming the relationship. (g) When an individual wishes to authorize another person access to his or her records, the individual shall provide a signed notarized statement authorizing and consenting to access by the designated person. (h) Except as provided by section 552a(b) of the act, 5 U.S.C. 552a(b), the written request or prior written consent of the individual to whom a record pertains shall be required before such record is disclosed to any person or to another agency outside the Department of Defense. (i) Any person who knowingly and willfully requests or obtains any record concerning an individual from this Agency under false pretenses shall be guilty of a misdemeanor and fined not more than $5,000. [51 FR 44064, Dec. 8, 1986, as amended by 56 FR 56595, Nov. 6, 1991. Correctly redesignated at 56 FR 57799, Nov. 14, 1991] Sec. 319.6 Disclosure of requested information to individuals. The Defense Intelligence Agency, upon receiving a request for notification of the existence of a record or for access to a record, shall: (a) Determine whether such record exists; (b) Determine whether access is available under the Privacy Act; (c) Notify the requester of those determinations within 10 days (excluding Saturday, Sunday and legal public holidays) and; (d) Provide access to information pertaining to that person which has been determined to be available. Sec. 319.7 Special procedures: Medical records. Medical records, requested pursuant to Sec. 319.5, will be disclosed to the requester unless the disclosure of such records directly to the requester could, in the judgment of a physician, have an adverse effect on the physical or mental health or safety and welfare of the requester or other persons with whom he may have contact. In such an instance, the information will be transmitted to a physician named by the requester or to a person qualified to make a psychiatric or medical determination. [51 FR 44064, Dec. 8, 1986, as amended by 56 FR 56595, Nov. 6, 1991. Correctly redesignated at 56 FR 57799, Nov. 14, 1991] Sec. 319.8 Request for correction or amendment to record. (a) An individual may request that the Defense Intelligence Agency correct, amend, or expunge any record, or portions thereof, pertaining to the requester that he believes to be inaccurate, irrelevant, untimely, or incomplete. (b) Such requests shall be in writing and may be mailed to DSP-1A as indicated in Sec. 319.5. (c) The requester shall provide sufficient information to identify the record and furnish material to substantiate the reasons for requesting corrections, amendments or expurgation. [51 FR 44064, Dec. 8, 1986, as amended by 56 FR 56595, Nov. 6, 1991. Correctly redesignated at 56 FR 57799, Nov. 14, 1991] Sec. 319.9 Agency review of request for correction or amendment of record. (a) The Agency will acknowledge a request for correction or amendment of a record within 10 days (excluding Saturday, Sunday, and legal public holidays) of receipt. The acknowledgment will be in writing and will indicate the date by which the Agency expects to make its initial determination. (b) The Agency shall complete its consideration of requests to correct or amend records within 30 days (excluding Saturday, Sunday, and legal holidays) and inform the requester of its initial determination. (c) If it is determined that records should be corrected or amended in whole or in part, the Agency shall advise the requester in writing of its determination; and correct or amend the records accordingly. The Agency shall then advise prior recipients of the records of the fact that a correction or amendment was made and provide the substance of the change. (d) If the Agency determines that a record should not be corrected or amended, in whole or in part, as requested by the individual, the Agency shall advise the requester in writing of its refusal to correct or amend the records and the reasons therefor. The notification will inform the requester that the refusal may be appealed administratively and will advise the individual of the procedures for such appeals. Sec. 319.10 Appeal of initial adverse Agency determination for access, correction, or amendment. (a) An individual who disagrees with the denial or partial denial of his or her request for access, correction, or amendment of Agency records pertaining to himself/herself, may file a request for administrative review of such refusal within 30 days after the date of notification of the denial or partial denial. (b) Such requests should be in writing and may be mailed to RTS-1 as indicated in Sec. 319.5. (c) The requester shall provide a brief written statement setting forth the reasons for his or her disagreement with the initial determination and provide such additional supporting material as the individual feels necessary to justify his or her appeal. (d) Within 30 days (excluding Saturday, Sunday, and legal public holidays) of the receipt of request for review, the Agency shall advise the individual of the final disposition of his or her request. (e) In those cases where the initial determination is reversed, the individual will be so informed and the Agency will take appropriate action. (f) In those cases where the initial determinations are sustained, the individual shall be advised: (1) In the case of a request for access to a record, of the individual's right to seek judicial review of the Agency refusal for access. (2) In the case of a request to correct or amend the record: (i) Of the individual's right to file with record in question a concise statement of his or her reasons for disagreeing with the Agency's decision, (ii) Of the procedures for filing a statement of disagreement, and (iii) Of the individual's right to seek judicial review of the Agency's refusal to correct or amend a record. [51 FR 44064, Dec. 8, 1986, as amended by 56 FR 56595, Nov. 6, 1991. Correctly redesignated at 56 FR 57799, Nov. 14, 1991] Sec. 319.11 Fees. (a) The schedule of fees chargeable is contained at Sec. 286.60 et seq. As a component of the Department of Defense, the applicable published Departmental rules and schedules with respect to fees will also be the policy of DIA. (b) Current employees of the Agency will not be charged for the first copy of a record provided by the Agency. (c) In the absence of an agreement to pay required anticipated costs, the time for responding to a request begins on resolution of this agreement to pay. (d) The fees may be paid by check, draft or postal money order payable to the Treasurer of the United States. Remittance will be forwarded to the office designated in Sec. 319.5(e). [51 FR 44064, Dec. 8, 1986, as amended by 56 FR 56595, Nov. 6, 1991. Correctly redesignated at 56 FR 57799, Nov. 14, 1991] Sec. 319.12 General exemptions [Reserved]. Sec. 319.13 Specific exemptions. (a) All systems of records maintained by the Director, Defense Intelligence Agency shall be exempt from the requirements of 5 U.S.C. 552a(d) pursuant to 5 U.S.C. 552a(k)(1) to the extent that the system contains any information properly classified under Executive order to be kept secret in the interest of national defense or foreign policy. This exemption, which may be applicable to parts of all systems of records, is necessary because certain record systems not specifically designated for exemption may contain isolated information which has been properly classified. (b) The Director, Defense Intelligence Agency, designated the systems of records listed below for exemptions under the specified provisions of the Privacy Act of 1974, as amended (Pub. L. 93-579): (c) System identification and name: LDIA 0271, Investigations and Complaints. (1) Exemption: Any portion of this record system which falls within the provisions of 5 U.S.C. 552a(k) (2) and (5) may be exempt from the following subsections of 5 U.S.C. 552a: (c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), and (e)(4)(I). (2) Authority: 5 U.S.C. 552a(k) (2) and (5). (3) Reasons: The reasons for asserting these exemptions are to ensure the integrity of the Inspector General process within the Agency. The execution requires that information be provided in a free and open manner without fear of retribution or harassment in order to facilitate a just, thorough and timely resolution of the complaint or inquiry. Disclosures from this system can enable individuals to conceal their wrongdoing or mislead the course of the investigation by concealing, destroying or fabricating evidence or documents. Also, disclosures can subject sources and witnesses to harassment or intimidation which may cause individuals not to seek redress for wrongs through Inspector General channels for fear of retribution or harassment. (d) System identification and name: LDIA 0275, DoD Hotline Referrals. (1) Exemption: Any portion of this record system which falls within the provisions of 5 U.S.C. 552a(k) (2) and (5) may be exempt from the following subsections of 5 U.S.C. 552a: (c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), and (e)(4)(I). (2) Authority: 5 U.S.C. 552a(k) (2) and (5). (3) Reason: The reasons for asserting these exemptions are to ensure that informants can report instances of fraud and mismanagement without fear of reprisal or unauthorized disclosure of their identity. The execution of this function requires that information be provided in a free and open manner without fear of retribution of harassment in order to facilitate a just, thorough and timely resolution of the case. These records are privileged Director, DIA, documents and information contained therein is not routinely released or disclosed to anyone. (e) System identification and name: LDIA 0660, Security Files. (1) Exemption: Any portion of this record system which falls within the provisions of 5 U.S.C. 552a(k) (2) and (5) may be exempt from the following subsections of 5 U.S.C. 552a: (c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), and (e)(4)(I). (2) Authority: 5 U.S.C. 552a(k) (2) and (5). (3) Reason: The reasons for asserting these exemptions are to ensure the integrity of the adjudication process used by the Agency to determine the suitability, eligibility or qualification for Federal service with the Agency and to make determinations concerning the questions of access to classified materials and activities. The proper execution of this function requires that the Agency have the ability to obtain candid and necessary information in order to fully develop or resolve pertinent information developed in the process. Potential sources, out of fear or retaliation, exposure or other action, may be unwilling to provide needed information or may not be sufficiently frank to be a value in personnel screening, thereby seriously interfering with the proper conduct and adjudication of such matters. (f) System identification and name: LDIA 0800, Operation Record System. (1) Exemption: Any portion of this record system which falls within the provisions of 5 U.S.C. 552a(k) (2) and (5) may be exempt from the following subsections of 5 U.S.C. 552a: (c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), and (e)(4)(I). (2) Authority: 5 U.S.C. 552a(k) (2) and (5). (3) Reason: The reasons for asserting these exemptions are to ensure the integrity of ongoing foreign intelligence collection and/ or training activities conducted by the Defense Intelligence Agency and the Department of Defense. The execution of these functions requires that information in response to national level intelligence requirements be provided in a free and open manner without fear of retribution or unauthorized disclosure. Disclosures from this system can jeopardize sensitive sources and methodology. [56 FR 56595, Nov. 6, 1991. Correctly redesignated at 56 FR 57799, Nov. 14, 1991] PART 320- NATIONAL IMAGERY AND MAPPING AGENCY (NIMA) PRIVACY PROGRAM Sec. 320.1 Purpose and scope. 320.2 Definitions. 320.3 Procedures for requests for information pertaining to individual records in a record system. 320.4 Disclosure of requested information to individuals. 320.5 Request for correction or amendment to record. 320.6 Agency review of request for correction or amendment of record. 320.7 Appeal of initial adverse agency determination on correction or amendment. 320.8 Disclosure of record to person other than the individual to whom it pertains. 320.9 Fees. 320.10 Penalties. 320.11 Specific exemptions. Authority: Pub. L. 93-579, 88 Stat. 1986 (5 U.S.C. 552a). Source: 40 FR 55543, Nov. 28, 1975, unless otherwise noted. Redesignated from 295c at 57 FR 8074, Feb. 20, 1992. Sec. 320.1 Purpose and scope. (a) This regulation is published pursuant to the Privacy Act of 1974, Pub. L. 93-579, 88 Stat. 1896, 5 U.S.C. 552a (hereinafter the ``Privacy Act''). This regulation: (1) Establishes or advises of procedures whereby an individual can: (i) Request notification of whether the National Imagery and Mapping Agency (NIMA) maintains or has disclosed a record pertaining to him in any nonexempt system of records, (ii) Request a copy or other access to such a record or to an accounting of its disclosure, (iii) Request that the record be amended and (iv) Appeal any initial adverse determination of any such request; (2) Specifies those systems of records which the Director, Headquarters NIMA has determined to be exempt from the procedures established by this regulation and from certain provisions of the Privacy Act. NIMA policy encompasses the safeguarding of individual privacy from any misuse of NIMA records and the provision of the fullest access practicable to individuals to NIMA records concerning them. [40 FR 55543, Nov. 28, 1975. Redesignated at 57 FR 6074, Feb. 20, 1992, as amended at 62 FR 65020, Dec. 10, 1997] Sec. 320.2 Definitions. As used in this part: Individual means a natural person who is a citizen of the United States or an alien lawfully admitted for permanent residence. A legal guardian or the parent of a minor have the same rights as the individual and may act on behalf of the individual. Maintain means to collect, use or disseminate records on individuals. Record means any item, collection or grouping of information about an individual that is maintained by the NIMA or a Component thereof, including, but not limited to, his education, financial transactions, medical history and criminal or employment history and that contains his name or the identifying number, symbol or other identifying particulars assigned to the individual such as a finger or voice print or a photograph. System of records means a group of any records under the control of the DMA or a Component thereof from which information is retrieved by the name of an individual or by some identifying number or symbol or other identifying particular assigned to the individual. Routine use means (with respect to the disclosure of a record), the use of such record for a purpose which is compatible with the purpose for which it was collected. Routine use encompasses not only common or ordinary uses but also all the proper and necessary uses of the record even if such use occurs infrequently. [40 FR 55543, Nov. 28, 1975. Redesignated at 57 FR 6074, Feb. 20, 1992, as amended at 62 FR 65020, Dec. 10, 1997] Sec. 320.3 Procedures for requests for information pertaining to individual records in a record system. (a) Upon request in person or by mail any individual, as defined in Sec. 320.2, shall be informed whether or not any NIMA system of records contains a record pertaining to him. (b) Any individual requesting such information in person may present himself at NIMA General Counsel Office ( refer to the NIMA address list at paragraph (e)) of this section) or at the NIMA office thought to maintain the record in question and shall provide: (1) Information sufficient to identify the record, e.g., the individual's own name, date of birth, place of birth, and, if possible, an indication of the type of record believed to contain information concerning the individual, and (2) Acceptable identification to verify the individual's identity, e.g., driver's license, employee identification card or medicare card. (c) Any individual requesting such information by mail shall address his request to the Director, National Imagery and Mapping Agency , or to the Office of General Counsel (refer to paragraph (e) of this section) or NIMA office thought to maintain the record in question and shall include in such request the following: (1) Information sufficient to identify the record, e.g., the individual's own name, date of birth, place of birth, and, if possible, an indication of the type of record believed to contain information concerning the individual, and, (2) A signed, notarized statement to verify his identity, if, in the opinion of the DMA custodian of the record, the sensitivity of the material involved warrants. (d) DMA Procedures on Requests for Information. Upon receipt of a request for information made in accordance with these regulations, notice of the existence or nonexistence of any records described in such requests will be furnished to the requesting party within ten working days of receipt. (e) NIMA General Counsel address list. (1) NIMA Fairfax, Attn: GC, Mail Stop A-7 NIMA Fairfax, 8613 Lee Highway, Fairfax, VA 22031-2137. (2) NIMA Bethesda, Attn: GCM, Mail Stop D-10, 4600 Sangamore Road, Bethesda, MD 20816-5003. (3) NIMA St. Louis, Attn: GCM Mail Stop L-32, 3200 South Second Street, St. Louis, MO 63118-3399. (4) NIMA Navy Yard, Attn: GCM Stop, N-24, Building 213, Washington, DC 20505-0001. (5) NIMA Westfields, Attn: GCM, Room 13F20C, 14675 Lee Road, Chantilly, VA 20151-1715. [40 FR 55543, Nov. 28, 1975. Redesignated and amended at 57 FR 6074, Feb. 20, 1992; 60 FR 7908, Feb. 10, 1995; 62 FR 65020, Dec. 10, 1997] Sec. 320.4 Disclosure of requested information to individuals. (a) Upon request by an individual made in accordance with the procedures set forth in this section, such individual shall be granted access to any record pertaining to him which is contained in a nonexempt NIMA system of records. However, nothing in this section shall allow an individual access to any information compiled by NIMA in reasonable anticipation of a civil or criminal action or proceeding. (b) Procedures for requests for access to records. Any individual may request access to a NIMA record pertaining to him in person or by mail. (1) Any individual making such request in person shall present himself at Office of General Counsel (refer to Sec. 320.3(e) for address list) or at the NIMA office thought to maintain such record and shall provide identification to verify the individuals' identity, e.g., driver's license, employee identification card, or medicare card. (2) Any individual making a request for access to records by mail shall address such request to the General Counsel (refer to Sec. 320.3(e) for address list) or to the NIMA officer thought to maintain the record in question, and shall include therein a signed, notarized statement to verify his identity. (3) Any individual requesting access to records under this section in person may be accompanied by a person of his own choosing while reviewing the record requested. If an individual elects to be so accompanied he shall give notice of such election in his request and shall provide a written statement authorizing disclosure of the record in the presence of the accompanying person. Failure to so notify DMA in a request for access shall be deemed to be a decision by the individual not to be accompanied. (c) NIMA determination of requests for access. (1) Upon receipt of a request made in accordance with this section, the NIMA Office of the General Counsel or NIMA office having responsibility for maintenance of the record in question shall release the record, or refer it to an Initial Denial Authority, who shall: (i) Determine whether or not such request shall be granted. (ii) Make such determination and provide notification within 30 working days after receipt of such request. (iii) Notify the individual that fees for reproducing copies of records will be assessed and should be remitted before the copies may be delivered. Fee schedule and rules for assessing fees are contained in Sec. 320.9. (iv) Requests for access to personal records may be denied only by an agency official authorized to act as an Initial Denial Authority or Final Denial Authority, after coordination with the Office of General Counsel. (2) If access to a record is denied because such information has been compiled by DMA in reasonable anticipation of a civil or criminal action or proceeding, the individual will be notified of such determination and his right to judicial appeal under 5 U.S.C. 552a(g). (d) Manner of providing access. (1) If access is granted, the individual making the request shall notify the DMA whether the records requested are to be copied and mailed to him. (2) If the records are to be made available for personal inspection the individual shall arrange for a mutually agreeable time and place for inspection of the record. The DMA reserves the right to require the presence of a DMA officer or employee during personal inspection of any record pursuant to this section and to request of the individual that he provide a signed acknowledgment of the fact that access to the record in question was granted him by the DMA. [40 FR 55543, Nov. 28, 1975. Redesignated and amended at 57 FR 6074, Feb. 20, 1992; 62 FR 65021, Dec. 10, 1997] Sec. 320.5 Request for correction or amendment to record. (a) Any individual may request amendment of a record pertaining to him in accordance with the following procedure. (b) After inspection of a record pertaining to him an individual may file a request in writing with the NIMA Office of the General Counsel or NIMA office having responsibility for maintenance of the record in question for amendment of a record. Such requests shall specify the particular portions of the record to be amended, the desired amendments and the reasons, supported by documentary proof, if available, therefor. [40 FR 55543, Nov. 28, 1975. Redesignated at 57 FR 6074, Feb. 20, 1992, as amended 62 FR 65021, Dec. 10, 1997] Sec. 320.6 Agency review of request for correction or amendment of record. (a) Not later than 10 working days after receipt of a request to amend a record, in whole or in part, the NIMA Office of General Counsel, or NIMA office having responsibility for maintenance of the record in question shall make any correction of any portion of the record which the individual believes is not accurate, relevant, timely or complete and thereafter inform the individual of such correction or process the request for refusal. (b) Refusals of requests for amendment of a record will be made only by an agency official authorized to act as an Initial Denial Authority or Final Denial Authority, after coordination with the Office of General Counsel. The refusal letter will inform the individual by certified mail, return receipt requested, of refusal to amend the record setting forth the reasons therefor and notifying the individual of his right to appeal the decision to the Director, NIMA, in accordance with Sec. 320.7. (c) Any person or other agency to whom the record has been previously disclosed shall be informed of any correction or notation of dispute with respect to such records. (d) These provisions for amending records are not intended to permit the alteration of evidence previously presented during any administrative or quasi-judicial proceeding, such as an employee grievance case. Any changes in such records should be made only through the established procedures for such cases. Further, these provisions are not designed to permit collateral attack upon what has already been the subject of an administrative or quasi-judicial action. For example, an individual may not use this procedure to challenge the final decision on a grievance, but the individual would be able to challenge the fact that such action has been incorrectly recorded in his file. [40 FR 55543, Nov. 28, 1975. Redesignated and amended at 57 FR 6074, Feb. 20, 1992; 62 FR 65021, Dec. 10, 1997] Sec. 320.7 Appeal of initial adverse agency determination on correction or amendment. (a) An individual whose request for amendment of a record pertaining to him may further request a review of such determination in accordance with this section. (b) Not later than 30 working days following receipt of notification of refusal to amend, an individual may file an appeal of such decision with the Director, NIMA. The appeal shall be in writing, mailed or delivered to NIMA, Attn: Mai Stop D-10, 4600 Sangamore Road, Bethesda, MD 20816-5003. The appeal shall identify the records involved, shall indicate the dates of the request and adverse determination and shall indicate the express basis for that determination. In addition, the letter of appeal shall state briefly and succinctly the reasons why the adverse determination should be reversed. (c) Upon appeal from a denial to amend a record the Director, NIMA, or his designee shall make a determination whether or not to amend the record and shall notify the individual of that determination by certified mail, return receipt requested, not later than 10 working days after receipt of such appeal, unless extended pursuant to paragraph (d) of this section. (1) The Director or his designee shall also notify the individual of the provisions of the Privacy Act of 1974 (5 U.S.C. 552a(g) (1A) regarding judicial review of his determination. (2) If on appeal the refusal to amend the record is upheld, the individual shall be permitted to file a statement setting forth the reasons for his disagreement with the Director's determination and such statement shall be appended to the record in question. (d) The Director or his designee may extend up to 30 days the time period prescribed above within which to make a determination on an appeal from refusal to amend a record for the reason that a fair and equitable review cannot be completed within the prescribed time period. [40 FR 55543, Nov. 28, 1975. Redesignated at 57 FR 6074, Feb. 20, 1992, as amended at 62 FR 65021, Dec, 10, 1997] Sec. 320.8 Disclosure of record to person other than the individual to whom it pertains. (a) Subject to the conditions hereinafter set forth, no officer or employee of the DMA will disclose any record which is contained in a system of records, by any means of communication to any person or other agency who is not an individual to whom the record pertains. (b) Any such record may be disclosed to any person or other agency only upon written request or with prior written consent of the individual to whom the record pertains. (c) In the absence of a written consent from the individual to whom the record pertains, such record may be disclosed only provided such disclosure is: (1) To those officers and employees of the DoD who have a need for the record in the performance of their duties. (2) Required under the Freedom of Information Act. (3) For a routine use as defined in Appendix C to 32 CFR part 310. (4) To the Bureau of Census for purposes of planning or carrying out a census or survey or related activity under the provisions of Title 13 of the U.S. Code. (5) To a recipient who has provided the NIMA with adequate advance written assurance that the record will be used solely as a statistical research or reporting record and the record is transferred in a form that is not individually identifiable and will not be used to make any decisions about the rights, benefits or entitlements of an individual. (6) To the National Archives of the United States as a record which has sufficient historical or other value to warrant its continued preservation by the U.S. Government or for evaluation by the Administrator of the General Services Administration or his designee to determine whether the record has such value. (7) To another agency or to an instrumentality of any governmental jurisdiction within or under the control of the U.S. for a civil or criminal law enforcement activity authorized by law, provided the head of the agency or instrumentality has made a prior written request to the Director, NIMA specifying the particular record and the law enforcement activity for which it is sought. (8) To a person pursuant to a showing of compelling circumstances affecting the health or safety of an individual, if upon such disclosure notification is transmitted to the last known address of such individual. (9) To either house of Congress, and, to the extent of the matter within its jurisdiction, any committee or subcommittee or joint committee of Congress. (10) To the Comptroller General or any of his authorized representatives in the course of the performance of the duties of the GAO. (11) Under an order of a court of competent jurisdiction. (d) Except for disclosures made pursuant to paragraphs (c) (1) and (2) of this section, an accurate accounting will be kept of the data, nature and purpose of each disclosure of a record to any person or agency, and the name and address of the person or agency to whom the disclosure was made. The accounting of disclosures will be made available for review by the subject of a record at his request except for disclosures made pursuant to paragraph (c)(7) of this section. If an accounting of disclosure has been made, any person or agency contained therein will be informed of any correction or notation of dispute made pursuant to Sec. 320.6. [40 FR 55543, Nopv. 28, 1975. Redesignated at 57 FR 6074, Feb. 20, 1992, as amended at 62 FR 65021, Dec. 10, 1997] Sec. 320.9 Fees. (a) The following services are available with respect to requests made under the provisions of this part for which fees will be charged as provided in paragraphs (b) and (c) of this section. (1) Copying of records/documents. (2) Certification of copies of records/documents. (b) The fees set forth below provide for documents to be mailed with ordinary first-class postage prepaid. If a copy is to be transmitted, at the individual's request, by registered, certified, air or special delivery mail, postage therefor will be added to the basic fee. Also, if special handling or packaging is required, costs thereof will be added to the basic fee. (1) Schedule of fees: General fees: Minimum fee, per request plus................................. $2.00 Forms, per copy............................................. .05 Publication, per printed page............................... .01 Microfiche, per fiche....................................... .06 Reports, per printed page................................... .05 (Examples: Cost of 20 forms, $3.00; cost of a printed publication with 100 pages, $3.00; cost of a microfiche publication consisting of 10 fiche, $2.60). Office copy reproduction (when shelf stock is not available): Minimum charge up to six reproduced pages..................... 2.00 Minimum charge, first fiche................................... 5.00 Each additional page.......................................... .05 Each additional fiche......................................... .10 Other issuances: Minimum charge up to six pages................................ 2.00 Each additional page.......................................... .05 Certification and validation of documents with the NIMA seal.... 2.00 (2) Rules relating to charging fees: (i) Fees may be charged to an individual only for the making of copies when requested by the individual. When copies are made by the NIMA as a necessary incident to granting access to a record, a fee may not be charged. (ii) The individual may not be charged for time spent in searching for requested records or for time spent in reviewing records to determine if they fall within the disclosure requirements of the Act. (iii) The fee charged may not exceed the direct cost of making the copy. (3) Certification and validation with the NIMA seal of documents will be available at $2.00 for each certification. (c) Fees charged for the above services are payable in advance by check, or money order payable to the Treasurer of the United States. [40 FR 55543, Nopv. 28, 1975. Redesignated at 57 FR 6074, Feb. 20, 1992, as amended at 62 FR 65021, Dec. 10, 1997] Sec. 320.10 Penalties. The Privacy Act of 1974 (5 U.S.C. 552a(i)(3)) makes it a misdemeanor subject to a maximum fine of $5,000, to knowingly and willfully request or obtain any record concerning an individual under false pretenses. The Act also establishes similar penalties for violations by NIMA employees of the Act or regulations established thereunder. [40 FR 55543, Nov. 28, 1975. Redesignated at 57 FR 6074, Feb. 20, 1992, as amended at 62 FR 65021, Dec. 10, 1997] Sec. 320.11 Specific exemptions. All systems of records maintained by the NIMA and its components shall be exempt from the requirements of 5 U.S.C. 552a(d) pursuant to 5 U.S.C. 552a(k)(1), to the extent that the system contains any information properly classified under Executive Order 12356 and that is required by that Executive Order to be kept secret in the interest of national defense or foreign policy. This exemption is applicable to parts of all systems of records including those not otherwise specifically designated for exemptions herein which contain islolated items of properly classified information. [60 FR 7909, Feb. 10, 1995, as amended at 62 FR 65021, Dec. 10, 1997] PART 321--DEFENSE INVESTIGATIVE SERVICE, PRIVACY ACT OF 1974 Sec. 321.1 Purpose and applicability. 321.2 References. 321.3 Definitions. 321.4 Information and procedures for requesting notification. 321.5 Requirements for identification. 321.6 Access by subject individuals. 321.7 Medical records. 321.8 Request for correction or amendment. 321.9 DIS review of request for amendment. 321.10 Appeal of initial amendment decision. 321.11 Disclosure to other than subject. 321.12 Fees. 321.13 Penalties. 321.14 Exemption. 321.15 DIS implementation policies. Authority: Pub. L. 93-579, 88 Stat. 1896 (5 U.S.C. 552a). Source: 40 FR 55546, Nov. 28, 1975, unless otherwise noted. Redesignated from 298a at 56 FR 55631, Oct. 29, 1991. Sec. 321.1 Purpose and applicability. (a) This part establishes rules, policies and procedures for the disclosure of personal records in the custody of the Defense Investigative Service (DIS) to the individual subjects, the handling of requests for amendment or correction of such records, appeal and review of DIS decisions on these matters, and the application of general and specific exemptions, under the provisions of the Privacy Act of 1974. It also prescribes other policies and procedures to effect compliance with the Privacy Act of 1974 and DOD Directive 5400.11. (b) The procedures set forth in this part do not apply to DIS personnel seeking access to records pertaining to themselves which previously have been available. DIS personnel will continue to be granted ready access to their personnel, security, and other records by making arrangements directly with the maintaining office. DIS personnel should contact the Office of Information and Legal Affairs for access to investigatory records pertaining to themselves or any assistance in obtaining access to other records pertaining to themselves, and may follow the procedures outlined in these rules in any case. [40 FR 55546, Nov. 28, 1975, as amended at 46 FR 35640, July 10, 1981] Sec. 321.2 References. (a) Pub. L. 93-579 (5 U.S.C. 552a) the Privacy Act of 1974. (b) DOD Directive 5400.11, Personal Privacy and Rights of Individuals Regarding Their Personal Records, dated August 4,1975. (c) DIS Regulation 28-4, ``AAccess to and Maintenance of DIS Personal Records.'' (d) DOD Directive 5400.7, DOD Freedom of Information Program. (e) Office of Management and Budget Guidelines for Implementation of the Privacy Act of 1974, dated July 1,1975. (f) DIS Manual for Personnel Security Investigations. [40 FR 55546, Nov.28, 1975, as amended at 46 FR 35640, July 10, 1981; 57 FR 33124, July 27, 1992] Sec. 321.3 Definitions. (a) All terms used in this part which are defined in 5 U.S.C. 552a shall have the same meaning herein. (b) As used in this part, the term ``agency'' means the Defense Investigative Service. [ 46 FR 35640, July 10, 1981] Sec. 321.4 Information and procedures for requesting notification. (a) General. Any individual may request and receive notification of whether he is the subject of a record in any system of records maintained by DIS using the information and procedures described in this section. (1) Paragraphs (b) and (c) of this section give information that will assist an individual in determining in what systems of DIS records (if any) he may be the subject. This information is presented as a convenience to the individual in that he may avoid consulting the lengthy systems notices elsewhere in the Federal Register. (2) Paragraph (d) of this section details the procedure an individual should use to contact DIS and request notification. It will be helpful if the individual states what his connection with DIS has or may have been, and about what record system(s) he is inquiring. Such information is not required, but its absence may cause some delay. (b) DIS Record Systems. A list of DIS records systems is available by contacting Defense Investigative Service, Office of Information and Public Affairs, 1900 Half Street, SW, Washington, DC 20324-1700. (c) Categories of Individuals in DIS Record Systems. (1) If an individual has ever been investigated by DIS, the investigative case file should be a record in system DIS 5-01. An index to such files should be in DIS 5-02. (2) If an individual has ever made a formal request to DIS under the Freedom of Information Act or the Privacy Act of 1974, a record pertaining to that request under the name of the requester, or subject matter, will be in system DIS 1-01. (3) If an individual is or has ever been a member of DIS, i.e., a civilian employee or appointee, or a military assignee, then he may be a subject of any of the 22 record systems depending on his activities, with the following exceptions: (i) Civilian personnel will not be subjects of DIS 4-05. (ii) Military personnel will not be subjects of systems DIS 4-06, 07, 08, or 09. (4) Individuals who have been applicants for employment with DIS, or nominees for assignment to DIS, but who have not completed their DIS affiliation, may be subjects in systems DIS 4-02, 4-04, 5-01, 5- 02, or 6-01. (5) Any individual who is a subject, victim or cross-referenced personally in an investigation by an investigative element of any DoD component, may be referenced in the Defense Central Index of Investigations, system DIS 5-02, in an index to the location, file number, and custodian of the case record. (6) Individuals who have ever presented a complaint to or have been connected with a DIS Inspector General inquiry may be subjects of records in system DIS 2-01. (7) If an individual has ever attended the Defense Industrial Security Institute, he should be subject of a record in DIS 7-01. (8) If an individual has ever been a guest speaker or instructor at the Defense Industrial Security Institute, he should be the subject of a record in DIS 7-02. (9) If an individual is an employee or major stockholder of a government contractor or other DoD-affiliated company or agency and has been issued, now possesses or has been processed for a security clearance, he may be subject to a record in DIS 8-01. (d) Procedures. The following procedures should be followed to determine if an individual is a subject of records maintained by DIS, and to request notification and access. (1) Individuals should submit inquiries in person or by mail to the Office of Information and Legal Affairs, 1900 Half St., SW, Washington, DC 20325. Inquiries by personal appearance should be made Monday through Friday from 8:30 to 11:30 a.m. and 1 to 4 p.m. The information requested in Sec. 321.5 must be provided if records are to be accurately identified. Telephonic requests for records will not be honored. In a case where the system of records is not specified in the request, only systems that would resonably contain records of the individual will be checked, as described in Sec. 321.4b. (2) Only the Director, the Chief, Office of Information and Legal Affairs, or the Director for Investigations may authorize exemptions to notification of individuals in accordance with Sec. 321.14. [40 FR 55546, Nov. 28, 1975. Redesignated at 56 FR 55631, Oct. 29, 1991, and amended at 56 FR 57802, Nov. 14, 1991] Sec. 321.5 Requirements for identification. (a) General. Only upon proper identification, made in accordance with the provisions of this section, will any individual be granted notification concerning and access to all releasable records pertaining to him which are maintained in a DIS system. (b) Identification. Identification of individuals is required both for accurate record identification and to verify identity in order to avoid disclosing records to unauthorized persons. Individuals who request notification of, access to, or amendment of records pertaining to themselves, must provide their full name (and additional names such as aliases, maiden names, alternate spellings, etc., if a check of these variants is desired), date and place of birth, and social security account number (SSAN). (1) Where reply by mail is requested, a mailing address is required, and a telephone number is recommended to expedite certain matters. For military requesters residing in the United States, home address or P.O. Box number is preferred in lieu of duty assignment address. (2) Signatures must be notarized on requests received by mail. Exceptions may be made when the requester is well known to releasing officials. For requests made in person, a photo identification card, such as military ID, driver's licnse or building pass, must be presented. (3) While it is not required as a condition of receiving notification, in many cases the SSAN may be necessary to obtain an accurate search of DCII (DIS 5-02) records. (c) A DIS Form 30 (Request for Notification of/Access to Personal Records) will be provided to any individual inquiring about records pertaining to himself whose mailed request was not notarized. This form is also available at the Office of Information and Legal Affairs, Washington, DC for those who make their requests in person. [40 FR 55546, Nov. 28,1975, as amended at 46 FR 35641, July 10, 1981] Sec. 321.6 Access by subject individuals. (a) General. (1) Individuals may request access to records pertaining to themselves in person or by mail in accordance with this section. However, nothing in this section shall allow an individual access to any information compiled or maintained by DIS in reasonable anticipation of a civil or criminal action or proceeding, or otherwise exempted under the provisions of Sec. 321.14. (2) A request for a pending personnel security investigation will be held in abeyance until completion of the investigation and the requester will be so notified. (b) Manner of access.(1) Requests by mail or in person for access to DIS records should be made to the Offices specified in the record systems notices published in the Federal Register by the Department of Defense or to the Office of Information and Legal Affairs, 1900 Half St. SW, Washington, DC 20324. (2) Any individual who makes a request for access in person shall: (i) Provide identification as specified in Sec. 321.5. (ii) Complete and sign a request form. (3) Any individual making a request for access to records by mail shall include a signed and notarized statement to verify his identity, which may be the DIS request form if he has received one. (4) Any individual requesting access to records in person may be accompanied by an identified person of his own choosing while reviewing the record. If the individual elects to be accompanied, he shall make this known in his written request, and include a statement authorizing disclosure of the record contents to the accompanying person. Without written authorization of the subject individual, records will not be disclosed to third parties accompanying the subject. (5) Members of DIS field elements may be given access to records maintained by the field elements without referral to the Office of Information or the records system manager at headquarters. An account of such access will be kept for reporting purposes. (6) In all requests for access, the requester must state whether he or she desires access in person or mailed copies of records. During personal access, where copies are made for retention, a fee for reproduction and postage may be assessed as provided in Sec. 321.12. Where copies are mailed because personal appearance is impractical, there will be no fee. (7) All individuals who are not affiliates of DIS will be given access to records in the Office of Information and Legal Affairs, or by means of mailed copies. [40 FR 55546, Nov. 28, 1975, as amended at 46 FR 35641, July 10, 1981. Redesignated at 56 FR 55631, Oct. 29, 1991, and amended at 56 FR 57802, Nov. 14, 1991]] Sec. 321.7 Medical records. (a) General. Medical records that are part of DIS records systems will generally be included with those records when access is granted to the subject to which they pertain. However, if it is determined that such access could have an adverse effect upon the individual's physical or mental health, the medical record in question will be released only to a physician named by the requesting individual. [40 FR 55546, Nov. 28, 1975, as amended at 46 FR 35641, July 10, 1981] Sec. 321.8 Request for correction or amendment. (a) General. Upon request and proper identification by any individual who has been granted access to DIS records pertaining to himself or herself, that individual may request, either in person or through the mail, that the record be amended. Such a request must be made in writing and addressed to the Office of Information and Legal Affairs, 1900 Half St., SW, Washington, DC 20324. (b) Content. The following information must be included to insure effective action on the request: (1) Description of the record. Requesters should specify the number of pages and documents, the titles of the documents, form numbers if there are any, dates on the documents and names of individuals who signed them. Any reasonable description of the document is acceptable. (2) Description of the items to be amended. The description of the passages, pages or documents to be amended should be as clear and specific as possible. (i) Page, line and paragraph numbers should be cited where they exist. (ii) A direct quotation of all or a portion of the passage may be made if it isn't otherwise easily identifiable. If the passage is long, a quotation of its beginning and end will suffice. (iii) In appropriate cases, a simple substantive request may be appropriate, e.g., ``delete all references to my alleged arrest in July 1970.'' (iv) If the requester has received a copy of the record, he may submit an annotated copy of documents he wishes amended. (3) Type of amendment. The requester must clearly state the type of amendment he is requesting. (i) Deletion or expungement, i.e., a complete removal from the record of data, sentences, passages, paragraphs or documents. (ii) Correction of the information in the record to make it more accurate, e.g., rectify mistaken identities, dates, data pertaining to the individual, etc. (iii) Additions to make the record more relevant, accurate or timely may be requested. (iv) Other changes may be requested; they must be specifically and clearly described. (4) Reason for amendment. Requests for amendment must be based on specific reasons, included in writing. Categories of reasons are as follows: (i) Accuracy.Amendment may be requested where matters of fact are believed incorrectly recorded, e.g., dates, names, addresses, identification numbers, or any other information concerning the individual. The request, whenever possible, should contain the accurate information, copies of verifying documents, or indication of how the information can be verified. (ii) Relevance. Amendment may be requested when information in a record is believed not to be relevant or necessary to the purposes of the record system. (See DOD Federal Register Descriptions.) (iii) Timeliness. Amendment may be requested when information is thought to be so old as to no longer be pertinent to the stated purposes of the records system. It may also be requested when there is recent information of a pertinent type that is not included in the record. (iv) Completeness. Amendment may be requested where information in a record is incomplete with respect to its purpose. The data thought to have been omitted should be included or identified with the request. (v) Fairness. Amendment may be requested when a record is thought to be unfair concerning the subject, in terms of the stated purposes of the record. In such cases, a source of additional information to increase the fairness of the record should be identified where possible. (vi) Other reasons. Reasons for requesting amendment are not limited to those cited above. The content of the records is authorized in terms of their stated purposes which should be the basis for evaluating them. However, any matter believed appropriate may be submitted as a basis of an amendment request. (vii) Court orders and statutes may require amendment of a file. While they do not require a Privacy Act request for execution, such may be brought to the attention of DIS by these procedures. (c) [Reserved] (d) Assistance. Individuals seeking to request amendment of records pertaining to themselves that are maintained by DIS will be assisted as necessary by DIS officials. Where a request is incomplete, it will not be denied, but the requester will be contacted for the additional information necessary to his request. (e) This section does not permit the alteration of evidence presented to courts, boards and other official proceedings. [40 FR 55546, Nov. 28, 1975, as amended at 46 FR 35641, July 10, 1981] Sec. 321.9 DIS review of request for amendment. (a) General. Upon receipt from any individual of a request to amend a record pertaining to himself and maintained by the DIS, the Office of Information and Legal Affairs will handle the request as follows: (1) A written acknowledgment of the receipt of a request for amendment of a record will be provided to the individual within 10 working days, unless final action regarding approval or denial can be accomplished within that time. In that case, the notification of approval or denial will constitute adequate acknowledgment. (2) Where there is a determination to grant all or a portion of a request to amend a record, the record shall be promptly amended and the requesting individual notified. Individuals, agencies or components shown by accounting records to have received copies of the record, or to whom disclosure has been made, will be notified of the amendment by the responsible official. Where a DOD recipient of an investigative record cannot be located, the notification will be sent to the personnel security element of the parent Component. (3) Where there is a determination to deny all or a portion of a request to amend a record, the office will promptly: (i) Advise the requesting individual of the specifics of the refusal and the reasons; (ii) Inform the individual that he may request a review of the denial(s) from ``Director, Defense Investigative Service, 1900 Half Street, SW, Washington, DC 20324.'' The request should be brief, in writing, and enclose a copy of the denial correspondence. (b) DIS Determination to Approve or Deny. Determination to approve or deny and request to amend a record or portion thereof may necessitate additional investigation or inquiry be made to verify assertions of individuals requesting amendment. Coordination will be made with the Director for Investigations and the Director of the Personnel Investigations Center in such instances. [40 FR 55546, Nov. 28, 1975, as amended at 46 FR 35641, July 10, 1981] Sec. 321.10 Appeal of initial amendment decision. (a) General. Upon receipt from any individual of an appeal to review a DIS refusal to amend a record, the Office of Information and Legal Affairs will assure that such appeal is handled in compliance with the Privacy Act of 1974 and DOD Directive 5400.11 and accomplish the following: (1) Review the record, request for amendment, DIS action on the request and the denial, and direct such additional inquiry or investigation as is deemed necessary to make a fair and equitable determination. (2) Recommend to the Director whether to approve or deny the appeal. (3) If the determination is made to amend a record, advise the individual and previous recipients (or an appropriate office) where an accounting of disclosures has been made. (4) Where the decision has been made to deny the individual's appeal to amend a record, notify the individual: (i) Of the denial and the reason; (ii) Of his right to file a concise statement of reasons for disagreeing with the decision not to amend the record; (iii) That such statement may be sent to the Office of Information and Legal Affairs, DIS (D0030), Washington, DC 20314, and that it will be disclosed to users of the disputed record; (iv) That prior recipients of the disputed record will be provided a copy of the statement of disagreement, or if they cannot be reached (e.g., through deactivation) the personnel security element of their DOD component; (v) And, that he may file a suit in a Federal District Court to contest DIS's decision not to amend the disputed record. (b) Time limit for review of appeal. If the review of an appeal of a refusal to amend a record cannot be accomplished within 30 days, the Office of Information and Legal Affairs will notify the individual and advise him of the reasons, and inform him of when he may expect the review to be completed. [40 FR 55546, Nov. 28, 1975, as amended at 46 FR 35641, July 10, 1981] Sec. 321.11 Disclosure to other than subject. (a) General. No record contained in a system of records maintained by DIS shall be disclosed by any means to any person or agency outside the Department of Defense, except with the written consent or request of the individual subject of the record, except as provided in this section. Disclosures that may be made without the request or consent of the subject of the record are as follows: (1) To those officials and employees of the Department of Defense who have a need for the record in the performance of their duties, when the use is compatible with the stated purposes for which the record is maintained. (2) Required to be disclosed by the Freedom of Information Act. (3) For a routine use as described in DOD Directive 5400.11 and DOD publication in the Federal Register. (4) To the Census Bureau, National Archives, the U.S. Congress, the Comptroller General or General Accounting Office under the conditions specified in DOD Directive 5400.11. (5) At the written request of the head of an agency outside DOD for a law enforcement activity as authorized by DOD Directive 5400.11. (6) For statistical purposes, in response to a court order, or for compelling circumstances affecting the health or safety of an individual as described in DOD Directive 5400.11. (7) Legal guardians recognized by the Act. (b) Accounting of disclosures. Except for disclosures made to members of the DOD in connection with their routine duties, and disclosures required by the Freedom of Information Act, an accounting will be kept of all disclosures of records maintained in DIS systems listed in Sec. 321.4(b). (1) Accounting entries will normally be kept on a DIS form, which will be maintained in the record file jacket, or in a document that is part of the record. (2) Accounting entries will record the date, nature and purpose of each disclosure, and the name and address of the person or agency to whom the disclosure is made. (3) An accounting of disclosures made to agencies outside the DOD of records in the Defense Central Index of Investigations (DIS 5-02) will be kept as prescribed by the Director of Systems, DIS. (4) Accounting records will be maintained for at least 5 years after the last disclosure, or for the life of the record, whichever is longer. (5) Subjects of DIS records will be given access to associated accounting records upon request, except as exempted under Sec. 321.14. [40 FR 55546, Nov. 28, 1975, as amended at 46 FR 35641, July 10, 1981. Redesignated at 56 FR 55631, Oct. 29, 1991, and amended at 56 FR 57803, Nov. 14, 1991] Sec. 321.12 Fees. Individuals may request copies for retention of any documents to which they are granted access in DIS records pertaining to them. Requestors will not be charged for the first copy of any records provided; however, duplicate copies will require a charge to cover costs of reproduction. Such charges will be computed in accordance with DoD Directive 5400.11. [46 FR 35641, July 10,1981] Sec. 321.13 Penalties. (a) An individual may bring a civil action against the DIS to correct or amend the record, or where there is a refusal to comply with an individual request or failure to maintain any record with accuracy, relevance, timeliness and completeness, so as to guarantee fairness, or failure to comply with any other provision of 5 U.S.C. 552a. The court may order correction or amendment. It may assess against the United States reasonable attorney fees and other costs, or may enjoin the DIS from withholding the records and order the production to the complainant. (b) Where it is determined that the action was willful or intentional with respect to 5 U.S.C. 552a(g) (1) (C) or (D), the United States shall be liable for the actual damages sustained, but in no case less than the sum of $1,000 and the costs of the action with attorney fees. (c) Criminal penalties may be imposed against an officer or employee of the DIS who fully discloses material, which he knows is prohibited from disclosure, or who willfully maintains a system of records without the notice requirements; or against any person who knowingly and willfully requests or obtains any record concerning an individual from an agency under false pretenses. These offenses shall be misdemeanors with a fine not to exceed $5,000. Sec. 321.14 Exemptions. (a) General. The Director of the Defense Investigative Service establishes the following exemptions of records systems (or portions thereof) from the provisions of these rules, and other indicated portions of Pub. L. 93-579, in this section. They may be exercised only by the Director, DIS and the Chief of the Office of Information and Legal Affairs. Exemptions will be exercised only when necessary for a specific, significant and legitimate reason connected with the purpose of a records system, and not simply because they are authorized by statute. Personal records releasable under the provisions of 5 U.S.C. 552 will not be withheld from subject individuals based on these exemptions. (b) All systems of records maintained by DIS shall be exempt from the requirements of 5 U.S.C. 552a(d) pursuant to 5 U.S.C. 552a(k)(1) to the extent that the system contains any information properly classified under Executive Order 12356 and which is required by the Executive Order to be withheld in the interest of national defense or foreign policy. This exemption, which may be applicable to parts of all systems of records, is necessary because certain record systems not otherwise specifically designated for exemptions herein may contain items of information that have been properly classified. (c) System identifier. V1-01 (1) System name. Privacy and Freedom of Information Request Records. (2) Exemption. Any portion of this system that falls under the provisions of 5 U.S.C. 552a(k)(2), (k)(3), (k)(5) may be exempt from the following subsections of 5 U.S.C. 552a: (c)(3); (d); (e)(1); (e)(4)(G), (H) and (I); and (f). (3) Authority. 5 U.S.C. 552a(k)(2), (k)(3), and (k)(5) (4) Reasons. From subsection (c)(3) because it will enable DIS to conduct certain investigations and relay law enforcement information without compromise of the information, protection of investigative techniques and efforts employed, and identities of confidential sources who might not otherwise come forward and who furnished information under an express promise that the sources' identity would be held in confidence (or prior to the effective date of the Act, under an implied promise); (i) From subsections (e)(1), (e)(4)(G), (H), and (I) because it will provide protection against notification of investigatory material including certain reciprocal investigations and counterintelligence information, which might alert a subject to the fact that an investigation of that individual is taking place, and the disclosure of which would weaken the on-going investigation, reveal investigatory techniques, and place confidential informants in jeopardy who furnished information under an express promise that the sources' identity would be held in confidence (or prior to the effective date of the Act, under an implied promise); (ii) From subsections (d) and (f) because requiring DIS to grant access to records and agency rules for access and amendment of records would unfairly impede the agency's investigation of allegations of unlawful activities. To require DIS to confirm or deny the existence of a record pertaining to a requesting individual may in itself provide an answer to that individual relating to an on- going investigation. The investigation of possible unlawful activities would be jeopardized by agency rules requiring verification of record, disclosure of the record to the subject, and record amendment procedures. (d) System identifier. V5-01 (1) System name. Investigative Files System (2) Exemption. Any portion of this system that falls under the provisions of 5 U.S.C. 552a(k)(2), (k)(3), or (k)(5) may be exempt from the following subsections of 5 U.S.C. 552a: (c)(3); (d); (e)(1); (e)(4)(G), (H), and (I); and (f). (3) Authority. 5 U.S.C. 552a(k)(2), (k)(3), and (k)(5). (4) Reasons. From subsection (c)(3) because it will enable DIS to conduct certain investigations and relay law enforcement information without compromise of the information, protection of investigative techniques and efforts employed, and identities of confidential sources who might not otherwise come forward and who furnished information under an express promise that the sources' identity would be held in confidence (or prior to the effective date of the Act, under an implied promise). (i) From subsections (e)(1), (e)(4)(G), (H), and (I) because it will provide protection against notification of investigatory material including certain reciprocal investigations and counterintelligence information, which might alert a subject to the fact that an investigation of that individual is taking place, and the disclosure of which would weaken the on-going investigation, reveal investigatory techniques, and place confidential informants in jeopardy who furnished information under an express promise that the sources' identity would be held in confidence (or prior to the effective date of the Act, under an implied promise). (ii) From subsections (d) and (f) because requiring DIS to grant access to records and agency rules for access and amendment of records would unfairly impede the agency's investigation of allegations of unlawful activities. To require DIS to confirm or deny the existence of a record pertaining to a requesting individual may in itself provide an answer to that individual relating to an on- going investigation. The investigation of possible unlawful activities would be jeopardized by agency rules requiring verification of record, disclosure of the record to the subject, and record amendment procedures. (e) System identifier. V5-02 (1) System name. Defense Clearance and Investigations Index (DCII). (2) Exemption. Any portion of this system that falls under the provisions of 5 U.S.C. 552a(k)(2) may be exempt from the following subsections of 5 U.S.C. 552a: (c)(3); (d); (e)(1); (e)(4)(G), (H), and (I), and (f). (3) Authority. 5 U.S.C. 552a(k)(2). (4) Reasons. From subsection (c)(3) because it will enable DIS to conduct certain investigations and relay law enforcement information without compromise of the information, protection of investigative techniques and efforts employed, and identities of confidential sources who might not otherwise come forward and who furnished information under an express promise that the sources' identity would be held in confidence (or prior to the effective date of the Act, under an implied promise). (i) From subsections (e)(1), (e)(4)(G), (H), and (I) because it will provide protection against notification of investigatory material including certain reciprocal investigations and counterintelligence information, which might alert a subject to the fact that an investigation of that individual is taking place, and the disclosure of which would weaken the on-going investigation, reveal investigatory techniques, and place confidential informants in jeopardy who furnished information under an express promise that the sources' identity would be held in confidence (or prior to the effective date of the Act, under an implied promise). (ii) From subsections (d) and (f) because requiring DIS to grant access to records and agency rules for access and amendment of records would unfairly impede the agency's investigation of allegations of unlawful activities. To require DIS to confirm or deny the existence of a record pertaining to a requesting individual may in itself provide an answer to that individual relating to an on- going investigation. The investigation of possible unlawful activities would be jeopardized by agency rules requiring verification of record, disclosure of the record to the subject, and record amendment procedures. (f) System identifier. V5-03 (1) System name. Defense Integrated Management System (DIMS). (2) Exemption. Any portion of this system that falls under the provisions of 5 U.S.C. 552a(k)(2) may be exempt from the following subsections of 5 U.S.C. 552a: (c)(3); (d); (e)(1); (e)(4)(G), (H), and (I), and (f). (3) Authority. 5 U.S.C. 552a(k)(2). (4) Reasons. From subsection (c)(3) because it will enable DIS to conduct certain investigations and relay law enforcement information without compromise of the information, protection of investigative techniques and efforts employed, and identities of confidential sources who might not otherwise come forward and who furnished information under an express promise that the sources' identity would be held in confidence (or prior to the effective date of the Act, under an implied promise). (i) From subsections (e)(1), (e)(4)(G), (H), and (I) because it will provide protection against notification of investigatory material including certain reciprocal investigations and counterintelligence information, which might alert a subject to the fact that an investigation of that individual is taking place, and the disclosure of which would weaken the on-going investigation, reveal investigatory techniques, and place confidential informants in jeopardy who furnished information under an express promise that the sources' identity would be held in confidence (or prior to the effective date of the Act, under an implied promise). (ii) From subsections (d) and (f) because requiring DIS to grant access to records and agency rules for access and amendment of records would unfairly impede the agency's investigation of allegations of unlawful activities. To require DIS to confirm or deny the existence of a record pertaining to a requesting individual may in itself provide an answer to that individual relating to an on- going investigation. The investigation of possible unlawful activities would be jeopardized by agency rules requiring verification of record, disclosure of the record to the subject, and record amendment procedures. (g) System identifier. V5-04. (1)System name. Counintelligence Issues Database(CII-DB). (2) Exemption. Portions of this system of records that fall within the provisions of 5 U.S.C. 552a(k)(1), (k)(2), (k)(3) and (k)(5) may be exempt from the following subsections (c)(3); (d)(1) through (d)(5); (e)(1); (e)(4)(G), (H), and (I); and (f). (3) Authority: 5 U.S.C. 552a(k)(1), (k)(2), (k)(3) and (k)(5). (4) Reasons.From subsection (c)(3) because giving the individual access to the disclosure accounting could alert the subject of an investigation to the existence and nature of the investigation and reveal investigative or prosecutive interest by other agencies, particularly in a joint-investigation situation. This would seriously impede or compromise the investigation and case preparation by prematurely revealing its existence and nature; compromise or interfere with witnesses or make witnesses reluctant to cooperate with the investigators; lead to suppression, alteration, fabrication, or destruction of evidence; and endanger the physical safety of confidential sources, witnesses, law enforcement personnel and their families. From subsection (d) because the application of these provisions could impede or compromise an investigation or prosecution. If the subject of an investigation had access to the records or were able to use such rules to learn of the existence of an investigation before it would be completed In addition, the mere notice of the fact of an investigation could inform the subject and others that their activities are under or may become the subject of an investigation and could enable the subjects to avoid detection or apprehension, to influence witnesses improperly, to destroy evidence, or to fabricate testimony. From subsection (e)(1) because during an investigation it is not always possible to detect the relevance or necessity of such piece of information in the early stages of an investigation. In some cases, it is only after the information is evaluated in light of other evidence that its relevance and necessity will be clear. In some cases, what may appear to be a relevant and necessary piece of information may become irrelvant in light of further investigation. In addition, during the course of an investigation, the investigator may obtain information that relates primarily to matters under the investigative jurisdiction of another agency, and that information may not be reasonably segregated. In the interest of effective law enforcement, DIS investigators should retain this information, since it can aid in establishing patterns or criminal activity and can provide valuable leads for Federal and other law enforcement agencies. From subsection (e)(4)(G), (e)(4)(H), (e)(4)(I), and (f) because thios system is exempt from subsection (d)of the Act, concerning access to records. These requirements are inapplicable to the extent that these records will be exempt from these subsections. However, DIS has published information concerning its notification and access procedures, and the records source categories because under certain circumstances, DIS could decide it is appropriate for an individual to have access to all or portion of his/her records in this system of records. (h) System identifier. V8-01 (1) System name. Industrial Personnel Security Clearance Files (2) Exemption. Any portion of this system that falls under the provisions of 5 U.S.C. 552a (k)(5) may be exempt from the following subsections of 5 U.S.C. 552a: (c)(3); (d); (e)(1); (e)(4)(G), (H), and (I); and (f). (3) Authority. 5 U.S.C. 552a(k)(5). (4) Reasons. From subsection (c)(3) because it will enable DIS to conduct certain investigations and relay law enforcement information without compromise of the information, protection of investigative techniques and efforts employed, and identities of confidential sources who might not otherwise come forward and who furnished information under an express promise that the sources' identity would be held in confidence (or prior to the effective date of the Act, under an implied promise). (i) From subsections (e)(1), (e)(4)(G), (H), and (I) because it will provide protection against notification of investigatory material including certain reciprocal investigations and counterintelligence information, which might alert a subject to the fact that an investigation of that individual is taking place, and the disclosure of which would weaken the on-going investigation, reveal investigatory techniques, and place confidential informants in jeopardy who furnished information under an express promise that the sources' identity would be held in confidence (or prior to the effective date of the Act, under an implied promise). (ii) From subsections (d) and (f) because requiring DIS to grant access to records and agency rules for access and amendment of records would unfairly impede the agency's investigation of allegations of unlawful activities. To require DIS to confirm or deny the existence of a record pertaining to a requesting individual may in itself provide an answer to that individual relating to an on- going investigation. The investigation of possible unlawful activities would be jeopardized by agency rules requiring verification of record, disclosure of the record to the subject, and record amendment procedures. [40 FR 55546, Nov. 28, 1975, as amended at 46 FR 881, Jan. 5 , 1981, 46 FR 35641, Jul. 10, 1981; 57 FR 33123, Jul. 27, 1992; 61 FR 3814, Feb. 2, 1996] Sec. 321.15 DIS implementation policies. (a) General. The implementation of the Privacy Act of 1974 within DIS is as prescribed by DOD Directive 5400.11. This section provides special rules and information that extend or amplify DOD policies with respect to matters of particular concern to the Defense Investigative Service. (b) Privacy Act rules application.Any request which cites neither Act, concerning personal record information in a system or records, by the individual to whom such information pertains, for access, amendment, correction, accounting of disclosures, etc., will be governed by the Privacy Act of 1974, DoD Directive 5400.11 and these rules exclusively. Requests for like information which cite only the Freedom of Information Act will be governed by the Freedom of Information Act DoD Regulation 5400.7R. Any denial or exemption of all or part of a record from notification, access, disclosure, amendment or other provision, will also be processed under these rules, unless court order or other competant authority directs otherwise. (c) [Reserved] (d) First amendment rights. No DIS official or element may maintain any information pertaining to the exercise by an individual of his rights under the First Amendment without the permission of that individual unless such collection is specifically authorized by statute or necessary to and within the scope of an authorized law enforcement activity. (e) Standards of accuracy and validation of records. (1) All individuals or elements within DIS which create or maintain records pertaining to individuals will insure that they are reasonably accurate, relevant, timely and complete to serve the purpose for which they are maintained and to assure fairness to the individual to whom they pertain. Information that is not pertinent to a stated purpose of a system of records will not be maintained within those records. Officials compiling investigatory records will make every reasonable effort to assure that only reports that are impartial, clear, accurate, complete, fair and relevant with respect to the authorized purpose of such records are included, and that reports not meeting these standards or serving such purposes are not included in such records. (2) Prior to dissemination to an individual or agency outside DOD of any record about an individual (except for a Freedom of Information Act action or access by a subject individual under these rules) the disclosing DIS official will by review, make a reasonable effort to assure that such record is accurate, complete, timely, fair and relevant to the purpose for which they are maintained. (f) The defense central index of investigations (DCII). It is the policy of DIS, as custodian, that each DOD component or element that has direct access to or contributes records to the DCII (DIS 5-02), is individually responsible for compliance with The Privacy Act of 1974 and DOD Directive 5400.11 with respect to requests for notification, requests for access by subject individuals, granting of such access, request for amendment and corrections by subjects, making amendments or corrections, other disclosures, accounting for disclosures and the exercise of exemptions, insofar as they pertain to any record placed in the DCII by that component or element. Any component or element of the DOD that makes a disclosure of any record whatsoever to an individual or agency outside the DOD, from the DCII, is individually responsible to maintain an accounting of that disclosure as prescribed by The Privacy Act of 1974 and DOD Directive 5400.11 and to notify the element placing the record in the DCII of the disclosure. Use of and compliance with the procedures of the DCII Disclosure Accounting System will meet these requirements. Any component or element of DOD with access to the DCII that, in response to a request concerning an individual, discovers a record pertaining to that individual placed in the DCII by another component or element, may refer the requester to the DOD component that placed the record into the DCII without making an accounting of such referral, although it involves the divulging of the existence of that record. Generally, consultation with, and referral to, the component or element placing a record in the DCII should be effected by any component receiving a request pertaining to that record to insure appropriate exercise of amendment or exemption procedures. (g) Investigative operations. (1) DIS agents must be thoroughly familiar with and understand these rules and the authorities, purposes and routine uses of DIS investigative records, and be prepared to explain them and the effect of refusing information to all sources of investigative information, including subjects, during interview, in response to questions that go beyond the required printed and oral notices. Agents shall be guided by reference (f) Sec. 321.2, in this respect. (2) All sources may be advised that the subject of an investigative record may be given access to it, but that the identities of sources may be withheld under certain conditions. Such advisement will be made as prescribed in Sec. 321.2(f), and the interviewing agent may not urge a source to request a grant of confidentiality. Such pledges of confidence will be given sparingly and then only when required to obtain information relevant and necessary to the stated purpose of the investigative information being collected. (h) Non-system information on individuals. The following information is not considered part of personal records systems reportable under the Privacy Act of 1974 and may be maintained by DIS members for ready identification, contact, and property control purposes only. If at any time the information described in this paragraph is to be used for other than these purposes, that information must become part of a reported, authorized record system. No other information concerning individuals except that described in the records systems notice and this paragraph may be maintained within DIS. (1) Identification information at doorways, building directories, desks, lockers, nametags, etc. (2) Identification in telephone directories, locator cards and rosters. (3) Geographical or agency contact cards. (4) Property receipts and control logs for building passes, credentials, vehicles, weapons, etc. (5) Temporary personal working notes kept solely by and at the initiative of individual members of DIS to facilitate their duties. (i) Notification of prior recipients. Whenever a decision is made to amend a record, or a statement contesting a DIS decision not to amend a record is received from the subject individual, prior recipients of the record identified in disclosure accountings will be notified to the extent possible. In some cases, prior recipients cannot be located due to reorganization or deactivations (e.g., U.S. Military Assistance Command, Vietnam). In these cases, the personnel security element of the receiving Defense Component will be sent the notification or statement for appropriate action. (j) Ownership of DIS Investigative Records. Personnel security investigative reports shall not be retained by DoD recipient organizations. Such reports are considered to be the property of the investigating organization and are on loan to the recipient organization for the purpose for which requested. All copies of such reports shall be destroyed within 120 days after the completion of the final personnel security determination and the completion of all personnel action necessary to implement the determination. Reports that are required for longer periods may be retained only with the specific written approval of the investigative organization. (k) Consultation and referral. DIS system of records may contain records originated by other components or agencies which may have claimed exemptions for them under the Privacy Act of 1974. When any action that may be exempted is initiated concerning such a record, consultation with the originating agency or component will be effected. Where appropriate such records will be referred to the originating component or agency for approval or disapproval of the action. [40 FR 55546, Nov. 28, 1975, as amended at 46 FR 35641, July 10, 1981. Redesignated at 56 FR 55631, Oct. 29, 1991 and amended at 56 FR 57803, Nov. 14, 1991] PART 322--PRIVACY ACT SYSTEMS OF RECORDS--DISCLOSURES AND AMENDMENT PROCEDURES--SPECIFIC EXEMPTIONS, NATIONAL SECURITY AGENCY............ Sec. 322.1 Purpose and scope. 322.2 Definitions. 322.3 Procedures for requests concerning individual records in a system of records. 322.4 Times, places and procedures for disclosures. 322.5 Medical or psychological records. 322.6 Parents or legal guardians acting on behalf of minor applicants and employees. 322.7 Procedures for amendment. 322.8 Appeal determination. 322.9 Fees. 322.10 Specific exemptions. Authority: Pub. L. 93-579, 88 Stat. 1896 (5 U.S.C. 552a). Source: 40 FR 44294, Sept. 25, 1975, unless otherwise noted. Redesignated at 56 FR 55631, Oct. 29, 1991. Sec. 322.1 Purpose and scope. (a) The purpose of this rule is to comply with and implement title 5 U.S.C. 552a, sections (f) and (k), hereinafter identified as the Privacy Act. It establishes the procedures by which an individual may be notified whether a system of records contains information pertaining to the individual; defines times, places and requirements for identification of the individual requesting records, for disclosure of requested records where appropriate; special handling for medical and psychological records; for amendment of records; appeal of denials of requests for amendment; and provides a schedule of fees to be charged for making copies of requested records. In addition, this rule contains the exemptions promulgated by the Director, NSA, pursuant to 5 U.S.C. 552a (k), to exempt Agency systems of records from subsections (c)(3); (d); (e)(1); (e)(4)(G) (H), (I); and (f) of section 552a. (b) The procedures established and exemptions claimed apply to systems of records for which notice has been published in the Federal Register pursuant to the Privacy Act. Requests from individuals for records pertaining to themselves will be processed in accordance with these procedures and consistent with the exemptions claimed. Requests for records which do not specify the statute pursuant to which they are made but which may be reasonably construed to be requests by an individual for records pertaining to that individual will also be processed in accordance with these procedures and consistent with exemptions claimed. To the extent appropriate, these procedures apply to records maintained by this Agency pursuant to system of records notices published by the Civil Service Commission. The primary category of records affected by a Commission notice is that maintained in conjunction with the CSC system identified as ``CSC- Retirement Life Insurance and Health Benefits Records System.'' Authority pursuant to 44 U.S.C. 3101 to maintain each system of records for which notice has been published is implied in each ``authority for maintenance of a system'' of each systems notice. Sec. 322.2 Definitions. (a) Access to the NSA headquarters. Means current and continuing daily access to those facilities making up the NSA headquarters. (b) Individual. Means a natural person who is a citizen of the United States or an alien lawfully admitted for permanent residence. (c) Request. Means a request in writing for records pertaining to the requester contained in a system of records and made pursuant to the Privacy Act or if no statute is identified considered by the Agency to be made pursuant to that Act. (d) System of Records. Means a grouping of records maintained by the Agency for which notice has been published in the Federal Register pursuant to section 552a(e)(4) of title 5 U.S.C. Sec. 322.3 Procedures for requests concerning individual records in a system of records. (a)(1) Notification. Any individual may be notified in response to a request if any system of records contains a record pertaining to the requester by sending a request addressed to: Information Officer, National Security Agency, Fort George G. Meade, Maryland 20755. Such request shall be in writing, shall be identified on the envelope and the request as a ``Privacy Act Request,'' shall designate the system or systems of records using the names of the systems as published in the system notices, shall contain the full name, present address, date of birth, social security number and dates of affiliation or contact with NSA/CSS of the requester and shall be signed in full by the requester. (2) A request pertaining to records concerning the requester which does not specify the Act pursuant to which the request is made shall be processed as a Privacy Act request. A request which does not designate the system or systems of records to be searched shall be processed by checking the following systems of records: Applicants; Personnel; Health, Medical and Safety. (b)(1) Identification. Any individual currently not authorized access to the National Security Agency headquarters who requests disclosure of records shall provide the following information with the written request for disclosure: Full name, present address, date of birth, social security number, and date of first affiliation or contact with NSA/CSS and date of last affiliation or contact with NSA/CSS. (2) Any individual currently authorized access to the National Security Agency headquarters shall provide the following information with the request for notification: Full name, present organizational assignment, date of birth, social security number. (3) Such request shall be treated as a certification of the requester that the requester is the individual named. Individuals should be aware that the Privacy Act provides criminal penalties for any person who knowingly and willfully requests or obtains any records concerning an individual under false pretenses. Sec. 322.4 Times, places and procedures for disclosures. (a) Individual not currently affiliated with NSA: (1) Request procedure. Any individual currently not authorized access to the National Security Agency headquarters shall make the request for notification in writing and shall include the required identifying data. Upon verification of the existence in systems of records pertaining to the requester, a copy of the records located shall be mailed to the requester subject to appropriate specific exemptions, applicable Public Laws, special procedures pertaining to medical records, including psychological records, and the exclusion for information compiled in reasonable anticipation of a civil action or proceeding. If the request cannot be processed within ten working days from the time of receipt of the request, an acknowledgment of receipt of the request will be sent to the requester. (2) Appointment of other individual. If a requester wishes another individual to obtain the requested records on his behalf, the requester shall provide a written, signed, notarized statement appointing that individual as his representative, certifying that the individual appointed may have access to the records of the requester and that such access shall not constitute an invasion of the privacy of the requester nor a violation of his rights under the Privacy Act of 1974. (b) Individual currently affiliated with NSA--(1) Request procedure. Any individual currently authorized access to the National Security Agency headquarters may make the request for notification to the appropriate official delegated responsibility for a system of records pursuant to internal agency regulations pertaining to the Privacy Act of 1974. In the alternative, such individual may direct the request to the NSA Information Officer in writing in the same form and including the data required in Sec. 322.4(a)(1) above. In the case of any denial of notification by officials delegated responsibility for a system the request shall be referred to the NSA Information Officer for review. (2) Appointment of other individual. If the requester makes a request pursuant to this paragraph and wishes to designate another individual to accompany him, the same procedures as provided in paragraph (a)(2) of this section apply. If the individual appointed is currently authorized access to the National Security Agency headquarters, he may accompany the requester. If the individual appointed is not currently authorized access, a copy of the records located may be mailed to the appointed individual subject to appropriate specific exemptions, applicable Public Laws, special procedures pertaining to medical records including psychological records, and the exclusion for information compiled in reasonable anticipation of a civil action or proceeding. [40 FR 44294, Sept. 25, 1975. Redesignated at 56 FR 55631, Oct. 29, 1991, and amended at 56 FR 57803. Nov. 14, 1991] Sec. 322.5 Medical or psychological records. If the request includes records of a medical or psychological nature, and if an Agency doctor makes the determination that the records requested contain information which would have an adverse effect upon the requester, the requester will be advised to appoint a medical doctor in the appropriate discipline to receive the information. The appointment of the doctor shall be in the same form as that indicated in Sec. 322.4(a)(2) and shall include a certification that the doctor appointed is authorized to practice the appropriate specialty by virtue of a license to practice same in the state which granted the license. [40 FR 44294, Sept. 25, 1975. Redesignated at 56 FR 55631, Oct. 29, 1991, and amended at 56 FR 57803. Nov. 14, 1991] Sec. 322.6 Parents or legal guardians acting on behalf of minor applicants and employees. Parents or Legal Guardians acting on behalf of minors who request records concerning NSA/CSS applicants or employees who are minors shall be subject to the same requirements contained in Sec. 322.4(a)(1) Appointment of Other Individuals, including the requirement for written authorization. Requests by parents or legal guardians acting on behalf of minors will be processed in the same manner and in accordance with the procedures established herein for individuals not currently authorized access to the NSA headquarters. [40 FR 44294, Sept. 25, 1975. Redesignated at 56 FR 55631, Oct. 29, 1991, and amended at 56 FR 57803. Nov. 14, 1991] Sec. 322.7 Procedures for amendment. (a) Request procedure. Any request for amendment of a record or records contained in a system of records shall be in writing addressed to the Information Officer, National Security Agency, Fort George G. Meade, Md. 20755, Attention: Privacy Act Amendment, and shall contain sufficient details concerning the requested amendment, justification for the amendment, and a copy of the record(s) to be amended or sufficient identifying data concerning the affected record(s) to permit its timely retrieval. Such requests may not be used to accomplish actions for which other procedures have been established such as grievances, performance appraisal protests, etc. In such cases the requester will be advised of the appropriate procedures for such actions. (b) Initial determination: The NSA Information Officer may make an initial determination concerning the requested amendment within ten working days or shall acknowledge receipt of the amendment request within that period if a determination cannot be completed. The determination shall advise the requester of action taken to make the requested amendment or inform the requester of the rejection of the request, the reason(s) for the rejection and the procedures established by the Agency for review of rejected amendment requests. (c) Request on appeal: A requester may appeal the rejection by the NSA Information Officer of a request for amendment to the Executive for Staff Services. Such appeal shall be in writing, addressed to the Executive for Staff Services, National Security Agency, Fort George G. Meade, Md. 20755, Attention: Privacy Act Amendment Appeal. Sec. 322.8 Appeal determination. The Executive for Staff Services shall acknowledge receipt of the appeal within ten working days. A determination concerning the appeal shall be provided to the requester within 30 working days, unless the Director, National Security Agency, extends the period for good cause. The Executive for Staff Services shall advise the requester of the action taken to make the requested amendment or inform the requester of the rejection of the appeal, the right to submit for incorporation in the file containing the disputed record(s) a concise statement of disagreement, and notify the requester of the right of judicial review of the denial pursuant to subsection (g)(1)(A) of 5 U.S.C. 552a. Sec. 322.9 Fees. A fee may be charged for the reproduction of copies of any requested records, provided one copy is made available without charge where access is limited to mail service only. Fees shall be charged in accordance with The Uniform Schedule of Fees established by the Department of Defense pursuant to Pub. L. 93-502. Sec. 322.10 Specific exemptions. (a)(1) The following National Security Agency systems of records, published in the Federal Register, are specifically exempted from the provisions of 5 U.S.C. 552a, subsections (c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), (e)(4)(I) and (f) pursuant to subsection (k) of Section 552a to the extent that each system contains individual records or files within the category or categories provided by subsection (k). Notice is hereby given that individual records and files within each NSA system of records may be subject to specific provisions of Pub. L. 86-36, Pub. L. 88-290 and Title 18 U.S.C. 798 and other laws limiting access to certain types of information or application of laws to certain categories of information. (2) In addition, those records maintained pursuant to notice of systems of records published by the CSC are exempted pursuant to Title 5 U.S.C. 552a(k)(1) to the extent that they contain classified information in order to protect such information from unauthorized disclosure. Such records may also be subject to other specific exemptions pursuant to rules promulgated by the CSC. (b) Systems of records subject to specific exemptions: (1) System name: NSA/CSS Access, Authority and Release of Information File. Exemption: This system of records is exempted from the sections of title 5 U.S.C. 552a cited in Sec. 322.10(a) and is subject to the limitations noted in that paragraph. Authority: 5 U.S.C. 552a (k) (1), (k) (5) Reasons: This system of records is exempted from all subsections cited pursuant to exemption (k)(1) to protect from unauthorized disclosure classified information which may be contained in records and files making up the system. The exemption does not limit access to that portion of the records in the system which are not classified or otherwise protected from unauthorized disclosure. This system of records is also exempted from all subsections cited pursuant to exemption (k)(5) to protect the identity of confidential sources of information constituting investigatory material compiled solely for the purpose of determining access to classified information. The exemption does not limit access to that portion of the records in the system which are not exempted, not otherwise protected from unauthorized disclosure, and which would not undermine the integrity of the controlled access system. (2) System name: NSA/CSS Applicants Exemption: This system of records is exempted from the sections of title 5 U.S.C. 552a cited in Sec. 322.10(a) and is subject to the limitations noted in that paragraph. Authority: 5 U.S.C. 552a(k) (1), (k) (5) Reasons: This system of records is exempted from all subsections cited pursuant to exemption (k)(1) to protect from unauthorized disclosure classified information which may be contained in records and files making up the system. The exemption does not limit access to that portion of the records in the system which are not classified or otherwise protected from unauthorized disclosure. This system of records is also exempted from all subsections cited pursuant to exemption (k)(5) to protect the identity of confidential sources of information constituting investigatory material compiled solely for the purposes of determining suitability; eligibility; qualifications for Federal civilian employment; Federal contracts; or access to classified information which may be contained in records and files making up the system. The exemption does not limit access to that portion of the records in the system which are not subject to this exemption, nor otherwise protected from unauthorized disclosure. (3) System name: NSA/CSS Correspondence, Cases, Complaints, Visitors, Requests Exemption: This system of records is exempted from the sections of title 5 U.S.C. 552a cited in Sec. 322.10(a) and is subject to the limitations noted in that paragraph. Authority: 5 U.S.C. 552a(k) (1), (k) (2), (k) (4), (k) (5) Reasons: This system of records is exempted from all subsections cited pursuant to exemption (k)(1) to protect from unauthorized disclosure classified information which may be contained in records and files making up the system. The exemption does not limit access to that portion of the records in the system which are not classified or otherwise protected from unauthorized disclosure. This system of records is exempted from all subsections cited pursuant to exemption (k)(2) to protect from unauthorized disclosure individual records and files which constitute investigatory material compiled for law enforcement purposes pursuant to a lawful national security intelligence investigation and maintain the integrity of the personnel security system required by Pub. L. 88-290. The exemption does not limit access to that portion of the records in the system which are not investigatory material which are not exempted or otherwise protected from unauthorized disclosure. This system is exempted from all subsections cited pursuant to exemption (k)(4) where individual records and files are maintained and used solely for statistical records in accordance with statutory requirements to insure compliance with those requirements with a minimum of administrative burden and expense. This system is exempted from all subsections cited pursuant to exemption (k)(5) to protect the identity of confidential sources of information constituting investigatory material compiled solely for the purpose of determining suitability; eligibility; qualifications for Federal civilian employment, Federal contracts; or access to classified information which may be contained in records and files making up the system. The exemption does not limit access to that portion of the records in the system which are not subject to this exemption or otherwise protected from unauthorized disclosure. (4) System name: NSA/CSS Cryptologic Reserve Mobilization Designee List Exemption: This system of records is exempted from the sections of title 5 U.S.C. 552a cited in Sec. 322.10(a) and is subject to the limitations noted in that paragraph. Authority: 5 U.S.C. 552a (k) (1), (k) (5) Reasons: This system of records is exempted from all subsections cited pursuant to exemption (k)(1) to prevent the unauthorized disclosure of classified information concerning anticipated personnel assignments to sensitive cryptologic positions during periods of national emergency or war requiring reserve mobilization. This system of records is also exempted from all subsections cited pursuant to exemption (k)(5) to protect the identity of confidential sources of information constituting investigatory material compiled solely for the purpose of determining suitability, eligibility or qualifications for designation for mobilization to fill a sensitive cryptologic position or access to classified material as a result of designation for mobilization. (5) System name: NSA/CSS Equal Employment Opportunity Data Exemption: This system of records is exempted from the sections of title 5 U.S.C. 552a cited in Sec. 322.10(a) and is subject to the limitations noted in that paragraph. Authority: 5 U.S.C. 552a(k) (1), (k) (2), (4) Reasons: This system of records is exempted from all subsections cited pursuant to exemption (k)(1) to protect from unauthorized disclosure classified information which may be contained in records and files making up the system. The exemption does not limit access to that portion of the records in the system which are not classified or otherwise protected from unauthorized disclosure. This system of records is exempted from all subsections cited pursuant to exemption (k)(4) to protect the integrity of those statistical records compiled for Equal Employment Opportunity purposes. This system of records is also exempted from all subsections cited pursuant to exemption (k)(2) to the extent that individual records and files are related to investigations to enforce the provisions of Pub. L. 92-261 and consistent with the provisions of that statute with respect to individual access to such records. The purpose of the exemption is to protect the integrity of investigations conducted pursuant to Pub. L. 92-261. (6) System name: NSA/CSS Health, Medical and Safety Files Exemption: This system of records is exempted from sections of title 5 U.S.C. 552a cited in Sec. 322.10(a) and is subject to the statutory limitations noted in that paragraph. Authority: 5 U.S.C. 552a(k) (1), (k) (5), (k) (6). Reasons: This system of records is exempted from all subsections cited pursuant to exemption (k)(1) to protect from unauthorized disclosure classified information which may be contained in records and files making up the system. The exemption does not limit access to that portion of the records in the system which are not classified or otherwise protected from unauthorized disclosure. This system of records is exempted from all subsections cited pursuant to exemption (k)(5) to protect the identity of confidential sources of information constituting investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, Federal contracts or access to classified information. The exemption does not limit access to that portion of the records in the system which are not exempted or otherwise protected from unauthorized disclosure. This system of records is also exempted from all subsections cited pursuant to exemption (k)(6) to protect those testing or examination materials used solely to determine individual qualifications for employment in the Federal service the disclosure of which would compromise the objectivity or fairness of the testing or examination process. (7) System name: NSA/CSS Motor Vehicles and Carpools Exemption: This system of records is exempted from the sections of title 5 U.S.C. 552a cited in Sec. 322.10(a) and is subject to the statutory limitations noted in that paragraph. Authority: 5 U.S.C. 552a(k)(1) Reasons: This system of records is exempted from all subsections cited pursuant to exemption (k)(1) to protect from unauthorized disclosure any and all classified information which may be contained in records and files making up the system. The exemption does not limit access to that portion of the records in the system which are not classified or otherwise protected from unauthorized disclosure. (8) System name: NSA/CSS Payroll and Claims Exemption: This system of records is exempted from the sections of title 5 U.S.C. 552a cited in Sec. 322.10(a) and is subject to the statutory limitations noted in that paragraph. Authority: 5 U.S.C. 552a(k) (1), (k) (2) Reasons: This system of records is exempted from all subsections cited pursuant to exemption (k)(1) to protect from unauthorized disclosure classified information which may be contained in records and files making up this system. The exemption does not limit access to that portion of the records in the system which are not classified or otherwise protected from unauthorized disclosure. This system of records is also exempted from all subsections cited pursuant to exemption (k)(2) to protect investigatory materials related to the enforcement of laws with respect to claims against the Government. The exemption does not limit access to that portion of the records in the system not related to investigations of claims or otherwise protected from unauthorized disclosure. (9) System name: NSA/CSS Personnel File Exemption: This system of records is exempted from the sections of title 5 U.S.C. 552a cited in Sec. 322.10(a) and is subject to the statutory limitations noted in that paragraph. Authority: 5 U.S.C. 552a(k) (1), (k) (5), (k) (6) Reasons: This system of records is exempted from all subsections cited pursuant to exemption (k)(1) to protect from unauthorized disclosure classified information which may be contained in records and files making up the system. The exemption does not limit access to that portion of the records in the system which are not classified or otherwise protected from unauthorized disclosure. This system of records is exempted from all subsections cited pursuant to exemption (k)(5) to protect the identity of confidential sources of information constituting investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, Federal contracts or access to classified information. The exemption does not limit access to that portion of the records in the system which are not exempted or otherwise protected from unauthorized disclosure. This system of records is also exempted from all subsections cited pursuant to exemption (k)(6) to protect those testing or examination materials used solely to determine individual qualifications for employment in the Federal service the disclosure of which would compromise the objectivity or fairness of the testing or examination process. (10) System name: NSA/CSS Personnel Security File Exemption: This system of records is exempted from the sections of title 5 U.S.C. 552a cited in Sec. 322.10(a) and is subject to the limitations noted in that paragraph. Authority: 5 U.S.C. 552a(k)(1), (k)(2), (k) (5). Reasons: This system of records is exempted from all subsections cited pursuant to exemption (k)(1) to protect from unauthorized disclosure classified information which may be contained in records and files making up the system. The exemption does not limit access to that portion of the records in the system which are not classified or otherwise protected from unauthorized disclosure. This system of records is exempted from all subsections cited pursuant to exemption (k)(2) to protect investigatory materials compiled for purposes of enforcement of Pub. L. 88-290 and title 18 U.S.C. 798 as well as other appropriate criminal and civil laws related to the protection of sensitive cryptologic information. Both statutes cited require the Director, NSA, to observe special procedures and standards in permitting access to sensitive cryptologic information and provide statutory authority to act when those standards are breached. The materials contained in this system are of an investigatory nature, are maintained on a continuing basis and are used to insure compliance with and enforcement of the cited statutes. This system of records is exempted from all subsections cited pursuant to exemption (k)(5) to protect the identity of confidential sources of information constituting investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, Federal contracts or access to classified information. The exemption does not limit access to that portion of the records in the system which are not exempted or otherwise protected from unauthorized disclosure. This system of records is exempted from all subsections cited pursuant to exemption (k)(6) to protect testing or examination materials and procedures, the disclosure of which would compromise the objectivity or fairness of the testing or examination process. (11) System name: NSA/CSS Time, Attendance, and Absence Exemption: This system of records is exempted from the sections of title 5 U.S.C. 552a cited in Sec. 322.10(a) and is subject to the limitations noted in that paragraph. Authority: 5 U.S.C. 552a(k)(1) Reasons: This system of records is exempted from all subsections cited pursuant to exemption (k)(1) to protect from unauthorized disclosure classified information which may be contained in records and files making up the system. The exemption does not limit access to that portion of the rec- ords in the system which are not classified or otherwise protected from unauthorized disclosure. (12) System name: NSA/CSS Training Exemption: This system of records is exempted from the sections of title 5 U.S.C. 552a cited in Sec. 322.10(a) and is subject to the limitations noted in that paragraph. Authority: 5 U.S.C. 552a (k)(1), (k)(5), (k)(6). Reasons: This system of records is exempted from all subsections cited pursuant to exemption (k)(1) to protect from unauthorized disclosure classified information which may be contained in records and files making up the system. The exemption does not limit access to that portion of the records in the system which are not classified or otherwise protected from unauthorized disclosure. This system of records is exempted from all subsections cited pursuant to exemption (k)(5) to protect the identity of confidential sources of information constituting investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, Federal contracts or access to classified information. The exemption does not limit access to that portion of the records in the system which are not exempted or otherwise protected from unauthorized disclosure. This system of records is also exempted from all subsections cited pursuant to exemption (k)(6) to protect those testing or examination materials used solely to determine individual qualifications for employment in the Federal service the disclosure of which would compromise the objectivity or fairness of the testing or examination process. (13) System name: NSA/CSS Archival Records. Exemption: This system is exempted from the sections of Title 5 U.S.C. 552a cited in Sec. 322.10(a) and is subject to the statutory limitations noted in that paragraph. Authority: 5 U.S.C. 552a(k)(1) and (k)(4). Reasons: This system of records is exempted from all subsections cited pursuant to exemption (k)(1) to protect from unauthorized disclosure classified information which may be contained in records and files making up the system. The exemption does not limit access to that portion of the rec- ords in the system which are not classified or otherwise protected from unauthorized disclosure. This system is exempted from all subsections cited pursuant to exemption (k)(4) where individual records and files are maintained and used solely for statistical compliance with those requirements with a minimum of administrative burden and expense. (14) System Identification and Name--GNSA14, entitled ``NSA/CSS Library Patron File Control System''. Exemption--Portions of this system which fall within 5 U.S.C. 552a (k)(1) and (k)(4) are exempt from the following provisions of 5 U.S.C. 552a, sections (c)(3), (d) (1)-(5), (e)(1), (e)(4) (G)-(I), and (f) (1)-(5). Authority--5 U.S.C. 552a (k)(1) and (k)(4). Reasons--This record system is exempted from all subsections pursuant to exemption (k)(1) to protect from unauthorized disclosure classified information which may be contained in records and files making up the system. The exemption does not limit access to that portion of the records in the system which are not classified or otherwise protected from unauthorized disclosure. This record system is exempted from all subsections pursuant to exemption (k)(4) to protect from unauthorized disclosure records maintained for statistical research or program evaluation. The exemption does not limit access to that portion of the records in the system which are not classified or otherwise protected from unauthorized disclosure. (15) System Identification and Name--GNSA15, entitled ``NSA/CSS Computer Users Control System''. Exemption--Portions of this system which fall within 5 U.S.C. 552a (k)(1) and (k)(2) are exempt from the following provisions of 5 U.S.C. 552a, sections (c)(3), (d) (1)-(5), (e)(1), (e)(4) (G)-(I), and (f) (1)-(5). Authority--5 U.S.C. 552a (k)(1) and (k)(2). Reasons--This system of records is exempted from all subsections pursuant to exemption (k)(1) to protect from unauthorized disclosure classified information which may be contained in records and files making up the system. The exemption does not limit access to that portion of the records in the system which are not classified or otherwise protected from unauthorized disclosure. This system of records is exempted from all subsections cited pursuant to exemption (k)(2) to the extent that individual records and files are related to investigations to enforce the provisions of Pub. L. 88-290 and consistent with the provisions of that statute with respect to individual access to such records. The purpose of the exemption is to protect the integrity of investigations conducted pursuant to Pub. L. 88-290. (16) System Identification and Name--GNSA16, entitled ``NSA/CSS Drug Testing Program''. Exemption--Portions of this system which fall within 5 U.S.C. 552a(k)(1) are exempt from the following provisions of 5 U.S.C. 552a, sections (c)(3), (d) (1)-(5), (e)(1), (e)(4) (G)-(I), and (f) (1)- (5). Authority--5 U.S.C. 552a(k)(1). Reasons--This system of records is exempted from all subsections cited pursuant to exemption (k)(1) to protect from unauthorized disclosure classified information which may be contained in records and files making up the system. (17) System Identification and Name--GNSA17, entitled ``Employee Assistance Service (EAS) Case Record System''. Exemption--Portions of this system which fall within 5 U.S.C. 552a (k)(1), (k)(2), (k)(4) and (k)(5) are exempt from the following provisions of 5 U.S.C. 552a, sections (c)(3), (d) (1)-(5), (e)(1), (e)(4) (G)-(I), and (f) (1)-(5). Authority--5 U.S.C. 552a (k)(1), (k)(2), (k)(4), and (k)(5). Reasons--This system of records is exempted from all subsections cited pursuant to exemption (k)(1) to protect from unauthorized disclosure classified information which may be contained in records and files making up the system. This system of records is exempted from all subsections cited pursuant to exemption (k)(2) to the extent that individual records and files are related to investigations to enforce the provisions of Pub. L. 92-261 and consistent with the provisions of that statute with respect to individual access to such records. The purpose of the exemption is to protect the integrity of investigations conducted pursuant to Pub. L. 92-261. This record system is exempted from all subsections pursuant to exemption (k)(4) to protect from unauthorized disclosure records maintained for statistical research or program evaluation. The exemption does not limit access to that portion of the records in the system which are not classified or otherwise protected from unauthorized disclosure. This system of records is also exempted from all subsections cited pursuant to exemption (k)(5) to protect the identity of confidential sources of information constituting investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, federal contracts, or access to classified information. The exemption does not limit access to that portion of the records in the system which are not exempted or otherwise protected from unauthorized disclosure. (18) System identification and name--GNSA18, NSA/CSS Operations Files. Exemption--Portions of this record system may be exempted from subsections of 5 U.S.C. 552a (c)(3), (d)(1)--(5), (e)(4)(G)--(I), and (f)(1)--(5). Authority--5 U.S.C. 552a(k) (1), (2) and (5). Reasons--Subsection (c)(3) because there may be occasions when making an accounting available to the individual named in the record at his or her request, would reveal classified information. The release of accounting of disclosure would inform a subject that he or she is under investigation. This information would provide considerable advantage to the subject in providing him or her with knowledge concerning the nature of the investigation and the coordinated investigative efforts and techniques employed by the cooperating agencies. Subsection (d) because granting access and/or subsequent amendment to the record would reveal classified information. It may also alert a subject to the fact that an investigation of that individual is taking place, and might weaken the on-going investigation, reveal investigatory techniques, and place confidential informants in jeopardy. NSA/CSS may refuse to confirm or deny the existence of a particular record because to do so would reveal classified information. Subsection (e)(4)(G), (e)(4)(H), and (e)(4)(I). Although NSA/CSS has published procedures whereby an individual can be notified if a particular record system contains information about themselves; how to gain access to that information; and the source of the information, there may be occasions when confirming that a record exists, granting access, or giving out the source of the information would reveal classified information. Subsection (f) because the agency's rules are inapplicable to those portions of the system that are exempt and would place the burden on the agency of either confirming or denying the existence of a record pertaining to a requesting individual. The confirming or denying might, in itself, provide an answer to that individual relating to an on-going criminal investigation. The conduct of a successful investigation leading to the indictment of a criminal offender precludes the applicability of established agency rules relating to verification of record, disclosure of the record to that individual, and record amendment procedures for this record system. Also, because this record system is exempt from the individual access provisions of subsection (d). [40 FR 44294, Sept. 25, 1975, as amended at 45 FR 80106, Dec. 3, 1980; 52 FR 41711, Oct. 30, 1987; 55 FR 34907, Aug. 27, 1990; 56 FR 16007, Apr. 19, 1991. Redesignated at 56 FR 55631, Oct. 29, 1991, and amended at 56 FR 57803, Nov. 14, 1991] PART 323--DEFENSE LOGISTICS AGENCY PRIVACY PROGRAM................... Sec. 323.1 Purpose and scope. 323.2 Policy. 323.3 Definitions. 323.4 Responsibilities. 323.5 Procedures. 323.6 Forms and reports. APPENDIX A--Instructions for Preparation of System Notices APPENDIX B--Criteria for New and Altered Record Systems APPENDIX C--Instructions for Preparation of Reports to New or Altered Systems APPENDIX D--Word Processing Center (WPC) Safeguards APPENDIX E--OMB Guidelines for Matching Programs APPENDIX F--Litigation Status Sheet APPENDIX G--Privacy Act Enforcement Actions APPENDIX H--DLA Exemption Rules Authority: Privacy Act of 1974, Pub. L. 93-579, Stat. 1896 (5 U.S.C. 552a). Source: 51 FR 33595, Sept. 22, 1986. Redesignated from 1286 at 56 FR 57803, Nov. 14, 1991. Sec. 323.1 Purpose and scope. This Part 323 implements the Privacy Act of 1974 (5 U.S.C. 552a) and DoD Directive and DoD Regulation 5400.11, Department of Defense Privacy Program (32 CFR part 310). It applies to Headquarters, Defense Logistics Agency (HQ DLA) and all DLA field activities. Sec. 323.2 Policy. It is the policy of DLA to safeguard personal information contained in any system of records maintained by DLA activities and to make that information available to the individual to whom it pertains to the maximum extent practicable. DLA policy specifically requires that DLA activities: (a) Collect, maintain, use, and disseminate personal information only when it is relevant and necessary to achieve a purpose required by statute or Executive Order. (b) Collect personal information directly from the individuals to whom it pertains to the greatest extent practical. (c) Inform individuals who are asked to supply personal information for inclusion in any system of records: (1) The authority for the solicitation. (2) Whether furnishing the information is mandatory or voluntary. (3) The intended uses of the information. (4) The routine disclosures of the information that may be made outside DoD. (5) The effect on the individual of not providing all of any part of the requested information. (d) Ensure that all records used in making determinations about individuals are accurate, relevant, timely, and complete. (e) Make reasonable efforts to ensure that records containing personal information are accurate, relevant, timely, and complete for the purposes for which they are being maintained before making them available to any recipients outside DoD, other than a Federal agency, unless the disclosure is made under DLAR 5400.14, DLA Freedom of Information Act Program (32 CFR part 1285). (f) Keep no record that describes how individuals exercise their rights guaranteed by the First Amendment of the U.S. Constitution, unless expressly authorized by statute or by the individual to whom the records pertain or is pertinent to and within the scope of an authorized law enforcement activity. (g) Make reasonable efforts, when appropriate, to notify individuals whenever records pertaining to them are made available under compulsory legal process, if such process is a matter of public record. (h) Establish safeguards to ensure the security of personal information and to protect this information from threats or hazards that might result in substantial harm, embarrassment, inconvenience, or unfairness to the individual. (i) Establish rules of conduct for DoD personnel involved in the design, development, operation, or maintenance of any system of records and train them in these rules of conduct. (j) Assist individuals in determining what records pertaining to them are being collected, maintained, used, or disseminated. (k) Permit individual access to the information pertaining to them maintained in any system of records, and to correct or amend that information, unless an exemption for the system has been properly established for an important public purpose. (l) Provide, on request, an accounting of all disclosures of the information pertaining to them except when disclosures are made: (1) To DoD personnel in the course of their official duties. (2) Under 32 CFR part 1285 (DLAR 5400.14). (m) Advise individuals on their rights to appeal any refusal to grant access to or amend any record pertaining to them, and to file a statement of disagreement with the record in the event amendment is refused. [DLAR 5400.21, 51 FR 33595, Sept. 22, 1986. Redesignated at 56 FR 57803, Nov. 14, 1991, as amended at 66 FR 41781, Aug. 9, 2001] Sec. 323.3 Definitions. (a) Access. The review of a record or a copy of a record or parts thereof in a system of records by any individual. (b) Agency. For the purpose of disclosing records subject to the Privacy Act among DoD Components, the Department of Defense is considered a single agency. For all other purposes including applications for access and amendment, denial of access or amendment, appeals from denials, and recordkeeping as regards release to non-DoD agencies, DLA is considered an agency within the meaning of the Privacy Act. (c) Confidential source. A person or organization who has furnished information to the Federal Government under an express promise that the person's or the organization's identity will be held in confidence or under an implied promise of such confidentiality if this implied promise was made before September 27, 1975. (d) Disclosure. The transfer of any personal information from a system of records by any means of communication to any person, private entity, or Government agency, other than the subject of the record, the subject's designated agent or the subject's legal guardian. (e) Individual. A living citizen of the United States or an alien lawfully admitted to the United States for permanent residence. The legal guardian of an individual has the same rights as the individual and may act on his or her behalf. (f) Individual access. Access to information pertaining to the individual by the individual or his or her designated agent or legal guardian. (g) Maintain. Includes maintain, collect, use, or disseminate. (h) Member of the public. Any individual or party acting in a private capacity to include Federal employees or military personnel. (i) Official use. Within the context of this part, this term is used when officials and employees of a DLA activity have a demonstrated need for the use of any record or the information contained therein in the performance of their official duties. (j) Personal information. Information about an individual that is intimate or private to the individual, as distinguished from information related solely to the individual's official functions or public life. (k) Privacy Act. The Privacy Act of 1974, as amended, 5 U.S.C. 552a. (l) Privacy Act request. A request from an individual for notification as to the existence of, access to, or amendment of records pertaining to that individual. These records must be maintained in a system of records. The request must indicate that it is being made under the Privacy Act to be considered a Privacy Act request. (m) Record. Any item, collection, or grouping of information about an individual that is maintained by DLA, including, but not limited to, the individual's education, financial transactions, medical history, and criminal or employment history, and that contains the individual's name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as a finger or voice print or a photograph. (n) Risk assessment. An analysis considering information sensitivity, vulnerabilities, and the cost to a computer facility or word processing activity in safeguarding personal information processed or stored in the facility or activity. (o) Routine use. The disclosure of a record outside DoD for a use that is compatible with the purpose for which the information was collected and maintained by DoD. The routine use must be included in the published system notice for the system of records involved. (p) Statistical record. A record maintained only for statistical research or reporting purposes and not used in whole or in part in making determinations about specific individuals. (q) System of Records. A group of records under the control of a DLA activity from which information is retrieved by the individual's name or by some identifying number, symbol, or other identifying particular assigned to the individual. System notices for all Privacy Act systems of records must be published in the Federal Register. Sec. 323.4 Responsibilities. (a) Headquarters Defense Logistics Agency. (1) The Staff Director, Corporate Communications, DLAS Support Services (DSS-C) will: (i) Formulate policies, procedures, and standards necessary for uniform compliance with the Privacy Act by DLA activities. (ii) Serve as the DLA Privacy Act Officer and DLA representative on the Defense Privacy Board. (iii) Maintain a master registry of system notices published by DLA. (v) Establish training programs for all individuals with public affairs duties, and all other personnel whose duties require access to or contact with systems of records affected by the Privacy Act. Initial training will be given to new employees and military members upon assignment. Refresher training will be provided annually or more frequently if conditions warrant. (2) The General Counsel, DLA (DLA-G) will: (i) Serve as the appellate authority for denials of individual access and amendment of records. (ii) Provide representation to the Defense Privacy Board Legal Committee. (iii) Advise the Defense Privacy Office on the status of DLA privacy litigation. (3) The DLA Chief Information Office (J-6) will formulate and implement protective standards for personal information maintained in automated data processing systems and facilities. (b) The Heads of DLA Primary Level Field Activities (PLFAs) will: (1) Ensure that the collection, maintenance, use, or dissemination of records of identifiable personal information is in a manner that assures that such action is for a necessary and lawful purpose; that the information is timely and accurate for its intended use; and that adequate safeguards are provided to prevent misuse of such information. (2) Designate a Privacy Act Officer to serve as the principal point of contact on privacy matters. (3) Ensure the internal operating procedures provide for effective compliance with the Privacy Act. (4) Establish training programs for all individuals with public affairs duties, and all other personnel whose duties require access to or contact with systems of records affected by the Privacy Act. Initial training will be given to new employees and military members upon assignment. Refresher training will be provided annually or more frequently if conditions warrant. [DLAR 5400-21, 51 FR 33595, Sept. 22, 1986. Redesignated at 56 FR 57803, Nov. 14, 1991, as amended at 66 FR 41781, Aug. 9, 2001] Sec. 323.5 Procedures. (a) Individual access. (1) The access provisions of this part are intended for use by individuals whose records are maintained in systems of records. Release of personal information to individuals under this part is not considered public release of information. (2) Individuals will address requests for access to personal information about themselves in a system of records to the system manager or to the office designated in the system notice. Before being granted access to personal data, an individual may be required to provide reasonable verification of his or her identity. Identity verification procedures will be simple so as not to discourage individuals from seeking access to information about themselves; or be required of an individual seeking access to records which normally would be available under 32 CFR part 1285 (DLAR 5400.14). (i) Normally, when individuals seek personal access to records pertaining to themselves, identification will be made from documents that normally are readily available, such as employee and military identification cards, driver's license, other licenses, permits, or passes used for routine identification purposes. (ii) When access is requested by mail, identity verification may consist of the individual providing certain minimum identifying data, such as full name, date and place of birth, or such other personal information necessary to locate the record sought. If the information sought is sensitive, additional identifying data may be required. If notarization of requests is required, procedures will be established for an alternate method of verification for individuals who do not have access to notary services, such as military members overseas. (3) If an individual wishes to be accompanied by a third party when seeking access to his or her records or to have the records released directly to a third party, the individual may be required to furnish a signed access authorization granting the third party access. An individual will not be refused access to his or her record solely for failure to divulge his or her social security number (SSN) unless it is the only method by which retrieval can be made. The individual is not required to explain or justify his or her need for access to any record under this part. (4) Disclose medical records to the individual to whom they pertain, even if a minor, unless a judgment is made that access to such records could have an adverse effect on the mental or physical health of the individual. Normally, this determination will be made in consultation with a medical doctor. If it is determined that the release of the medical information may be harmful to the mental or physical health of the individual, send the record to a physician named by the individual and in the transmittal letter to the physician, explain why access by the individual without proper professional supervision could be harmful (unless it is obvious from the record). Do not require the physician to request the records for the individual. If the individual refuses or fails to designate a physician, the record will not be provided. Such refusal of access is not considered a denial for reporting purposes. (5) Requests by individuals for access to investigatory records pertaining to themselves and compiled for law enforcement purposes are processed under this part or 32 CFR part 1285 depending on which part gives them the greatest degree of access. (6) Certain documents under the physical control of DoD personnel and used to assist them in performing official functions, are not considered ``agency records'' within the meaning of this part. Uncirculated personal notes and records that are not disseminated or circulated to any person or organization (for example, personal telephone lists or memory aids) that are retained or discarded at the author's discretion and over which DLA exercises no direct control, are not considered agency records. However, if personnel are officially directed or encouraged, either in writing or orally, to maintain such records, they may become ``agency records,'' and may be subject to the Privacy Act of 1974 (5 U.S.C. 552a) and this part. (7) Acknowledge requests for access within 10 working days after receipt and provide access within 30 working days. (b) Denial of individual access. (1) Individuals may be formally denied access to a record pertaining to them only if the record was compiled in reasonable anticipation of civil action; is in a system of records that has been exempted from the access provisions of this part under one of the permitted exemptions; contains classified information that has been exempted from the access provision of this part under the blanket exemption for such material claimed for all DoD records systems; or is contained in a system of records for which access may be denied under some other Federal statute. Only deny the individual access to those portions of the records from which the denial of access serves some legitimate Governmental purpose. (2) An individual may be refused access if the record is not described well enough to enable it to be located with a reasonable amount of effort on the part of an employee familiar with the file; or access is sought by an individual who fails or refuses to comply with the established procedural requirements, including refusing to name a physician to receive medical records when required or to pay fees. Always explain to the individual the specific reason access has been refused and how he or she may obtain access. (3) Formal denials of access must be in writing and include as a minimum: (i) The name, title or position, and signature of the appropriate Head of the HQ DLA principal staff element or primary level field activity. (ii) The date of the denial. (iii) The specific reason for the denial, including specific citation to the appropriate sections of the Privacy Act of 1974 (5 U.S.C. 552a) or other statutes, this part, or DLAR 5400.21 authorizing the denial. (iv) Notice to the individual of his or her right to appeal the denial within 60 calendar days of the date of the denial letter and to file any such appeal with the HQ DLA Privacy Act Officer, Defense Logistics Agency (DSS-CA), 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. (v) The title or position and address of the Privacy Act appeals official, DLA-G, Cameron Station, Alexandria, VA 22304-6100. (4) DLA will process all appeals within 30 days of receipt unless a fair an equitable review cannot be made within that period. The written appeal notification granting or denying access is the final DLA action on access. (5) The records in all systems of records maintained in accordance with the Office of Personnel Management (OPM) Government-wide system notices are technically only in the temporary custody of DLA. All requests for access to these records must be processed in accordance with the Federal Personnel Manual (5 CFR parts 293, 294, 297 and 735) as well as this part. DLA-GC is responsible for the appellate review of denial of access to such records. (c) Amendment of records. (1) Individuals are encouraged to review the personal information being maintained about them by DLA and to avail themselves of the procedures established by this part to update their records. An individual may request the amendment of any record contained in a system of records pertaining to him or her unless the system of record has been exempted specifically from the amendment procedures of this part. Normally, amendments under this part are limited to correcting factual matters and not matters of official judgment, such as performance ratings promotion potential, and job performance appraisals. (2) The applicant must adequately support his or her claim and may be required to provide identification to ensure that they are indeed seeking to amend a record pertaining to themselves and not, inadvertently or intentionally, the record of others. Consider the following factors when evaluating the sufficiency of a request to amend: (i) The accuracy of the information itself. (ii) The relevancy, timeliness, completeness, and necessity of the recorded information for accomplishing an assigned mission or purpose. (3) Provide written acknowledgement of a request to amend within 10 working days of its receipt by the appropriate systems manager. There is no need to acknowledge a request if the action is completed within 10 working days and the individual is so informed. The letter of acknowledgement shall clearly identify the request and advise the individual when he or she may expect to be notified of the completed action. Only under the most exceptional circumstances will more than 30 days be required to reach a decision on a request to amend. (4) If the decision is made to grant all or part of the request for amendment, amend the record accordingly and notify the requester. Notify all previous recipients of the information, as reflected in the disclosure accounting records, that an amendment has been made and the substance of the amendment. Recipients who are known to be no longer retaining the information need not be advised of the amendment. All DoD Components and Federal agencies known to be retaining the record or information, even if not reflected in disclosure records, will be notified of the amendment. Advise the requester of these notifications, and honor all requests by the requester to notify specific Federal agencies of the amendment action. (5) If the request for amendment is denied in whole or in part, promptly advise the individual in writing of the decision to include: (i) The specific reason and authority for not amending. (ii) Notification that he or she may seek further independent review of the decision by filing an appeal with the HQ DLA Privacy Act Officer, Defense Logistics Agency (DSS-CA), 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221, and including all supporting materials. (6) DLA will process all appeals within 30 days unless a fair review cannot be made within this time limit. (i) If the appeal is granted, DLA will promptly notify the requester and system manager of the decision. The system manager will amend the record(s) as directed and ensure that all prior known recipients of the records who are known to be retaining the record are notified of the decision and the specific nature of the amendment and that the requester is notified as to which DoD Components and Federal agencies have been told of the amendment. (ii) If the appeal is denied completely or in part, the individual is notified in writing by the reviewing official that: (A) The appeal has been denied and the specific reason and authority for the denial. (B) The individual may file a statement of disagreement with the appropriate authority and the procedures for filing this statement. (C) If filed properly, the statement of disagreement shall be included in the records, furnished to all future recipients of the records, and provided to all prior recipients of the disputed records who are known to hold the record. (D) The individual may seek a judicial review of the decision not to amend. (7) The records in all systems of records controlled by the Office of Personnel Management (OPM) Government-wide system notices are technically only temporarily in the custody of DLA. All requests for amendment of these records must be processed in accordance with the Federal Personnel Manual (FPM). A DLA denial authority may deny a request. However, the appeal process for all such denials must include a review by the Assistant Director for Agency Compliance and Evaluation, Office of Personnel Management, 1900 E Street, NW, Washington, DC 20415. When an appeal is received from a DLA denial of amendment of the OPM controlled record, process the appeal in accordance with the FPM and notify the OPM appeal authority listed above. The individual may appeal any DLA decision not to amend the OPM records directly to OPM. OPM is the final review authority for any appeal from a denial to amend the OPM records. (8) If the reviewing authority refuses to amend the record as requested, the individual may submit a concise statement of disagreement setting forth his or her reasons for disagreeing with the decision not to amend. (i) If an individual chooses to file a statement of disagreement, annotate the record to indicate that the statement has been filed. Furnish copies of the statement of disagreement to all DoD Components and Federal agencies that have been provided copies of the disputed information and who may be maintaining the information. (ii) When possible, incorporate the statement of disagreement into the record. If the statement cannot be made a part of the record, establish procedures to ensure that it is apparent from the records that a statement of disagreement has been filed and maintain the statement so that it can be obtained readily when the disputed information is used or disclosed. Automated record systems that are not programmed to accept statements of disagreement shall be annotated or coded so that they clearly indicate that a statement of disagreement is on file, and clearly identify the statement with the disputed information in the system. Provide a copy of the statement of disagreement whenever the disputed information is disclosed for any purpose. (9) A summary of reasons for refusing to amend may be included with any record for which a statement of disagreement is filed. Include in this summary only the reasons furnished to the individual for not amending the record. Do not include comments on the statement of disagreement. Normally, the summary and statement of disagreement are filed together. When disclosing information for which a summary has been filed, a copy of the summary may be included in the release, if desired. (d) Documentation. Establish a separate Privacy Case File to retain the documentation received and generated during the amendment or access process. There is no need to establish a Privacy Case File if the individual has not cited the Privacy Act or this part. Privacy Case Files shall not be furnished or disclosed to anyone for use in making any determination about the individual other than determinations made under this part. Only the items listed below may be included in the system of records challenged for amendment or for which access is sought. Do not retain copies of unamended records in the basis record system if the request for amendment is granted. (1) The following items relating to an amendment request may be included in the disputed record system: (i) Copies of the amended record. (ii) Copies of the individual's statement of disagreement. (iii) Copies of activity summaries. (iv) Supporting documentation submitted by the individual. (2) The following items relating to an access request may be included in the basic records system: (i) Copies of the request. (ii) Copies of the activity action granting total access. (Note: A separate Privacy Case File need not be created in such cases.) (iii) Copies of the activity action denying access. (iv) Copies of any appeals filed. (v) Copies of the reply to the appeal. (e) Fees. An individual may be charged only for the direct cost of copying and reproduction, computed using the appropriate portions of the fee schedule in DLAR 5400.14 (32 CFR part 1285) under the provisions of this part. Normally, fees are waived automatically if the direct costs of a given request is less than $30. This fee waiver provision does not apply when a waiver has been granted to the individual before, and later requests appear to be an extension or duplication of that original request. DLA activities may, however, set aside this automatic fee waiver provision when on the basis of good evidence it determines that the waiver of fees is not in the public interest. Decisions to waive or reduce fees that exceed the automatic waiver threshold will be made on a case-by-case basis. Fees may not be charged when: (1) Copying is performed for the convenience of the Government or is the only means to make the record available to the individual. (2) The record may be obtained without charge under any other part, directive, or statute. (3) Providing documents to members of Congress for copying records furnished even when the records are requested under the Privacy Act on behalf of a constituent. (f) Disclosures of personal information. (1) For the purposes of disclosure and disclosure accounting, the Department of Defense is considered a single agency. Records pertaining to an individual may be disclosed without the consent of the individual to any DoD official who has need for the record in the performance of his or her assigned duties. Do not disclose personnel information from a system of records outside the Department of Defense unless the record has been requested by the individual to whom it pertains; the written consent of the individual to whom the record pertains has been obtained for release of the record to the requesting agency, activity, or individual; or the release is for one of the specific nonconsensual purposes set forth in this part or DLAR 5400.14, (32 CFR part 1285). (2) Except for releases made in accordance with DLAR 5400.14, (32 CFR part 1285) before disclosing any personal information to any recipient outside DoD other than a Federal agency or the individual to whom it pertains; (i) Ensure that the records are accurate, timely, complete, and relevant for agency purposes. (ii) Contact the individual, if reasonably available, to verify the accuracy, timeliness, completeness, and relevancy of the information, if this cannot be determined from the record. (iii) If the information is not current and the individual is not reasonably available, advise the recipient that the information is believed accurate as of a specific date and any other known factors bearing on its accuracy and relevancy. (3) All records must be disclosed if their release is required by the Freedom of Information Act. DLAR 5400.14, (32 CFR part 1285) requires that records be made available to the public unless exempted from disclosure by one of the nine exemptions found in the Freedom of Information Act. The standard for exempting most personal records, such as personnel records, medical records, and similar records, is found in DLAR 5400.14 (32 CFR part 1285). Under the exemption, release of personal information can only be denied when its release would be a `clearly unwarranted invasion of personal privacy.' (i) All disclosures of personal information regarding Federal civilian employees will be made in accordance with the Federal Personnel Manual. Some examples of personal information regarding DoD civilian employees that normally may be released without a clearly unwarranted invasion of personal privacy include: (A) Name. (B) Present and past position titles. (C) Present and past grades. (D) Present and past salaries. (E) Present and past duty stations. (F) Office and duty telephone numbers. (ii) All release of personal information regarding military members shall be made in accordance with the standards established by DLAR 5400.14, (32 CFR part 1285). While it is not possible to identify categorically information that must be released or withheld from military personnel records in every instance, the following items of personal information regarding military members normally may be disclosed without a clearly unwarranted invasion of their personal privacy: (A) Full name. (B) Rank. (C) Date of rank. (D) Gross salary. (E) Past duty assignments. (F) Present duty assignment. (G) Future assignments that are officially established. (H) Office or duty telephone numbers. (I) Source of commission. (J) Promotion sequence number. (K) Awards and decorations. (L) Attendance at professional military schools. (M) Duty status at any given time. (iii) All releases of personal information regarding civilian personnel not subject to the FPM shall be made in accordance with the standards established by DLAR 5400.14 (32 CFR part 1285). While it is not possible to identify categorically those items of personal information that must be released regarding civilian employees not subject to the FPM, such as nonappropriated fund employees, normally the following items may be released without a clearly unwarranted invasion of personal privacy: (A) Full name. (B) Grade or position. (C) Date of grade. (D) Gross salary. (E) Present and past assignments. (F) Future assignments, if officially established. (G) Office or duty telephone numbers. (4) A request for a home address or telephone number may be referred to the last known address of the individual for a direct reply by him or her to the requester. In such cases the requester will be notified of the referral. The release of home addresses and home telephone numbers normally is considered a clearly unwarranted invasion of personal privacy and is prohibited. However, these may be released without prior specific consent of the individual if: (i) The individual has indicated previously that he or she has no objection to their release. (ii) The source of the information to be released is a public document such as commercial telephone directory or other public listing. (iii) The release is required by Federal statute (for example, pursuant to Federally-funded state programs to locate parents who have defaulted on child support payments (42 U.S.C. 653).) (iv) The releasing official releases the information under the provisions of DLAR 5400.14, (32 CFR part 1285). (5) Records may be disclosed outside DoD without consent of the individual to whom they pertain for an established routine use. Routine uses may be established, discontinued, or amended without the consent of the individuals involved. However, new or changed routine uses must be published in the Federal Register at least 30 days before actually disclosing any records under their provisions. In addition to the routine uses established by the individual system notices, common blanket routine uses for all DLA-maintained systems of records have been established. These blanket routine uses are published in DLAH 5400.1,\1\ DLA Systems of Records Handbook. Unless a system notice specifically excludes a system from a given blanket routine use, all blanket routine uses apply. \1\ Copies may be obtained from the Defense Logistics Agency, ATTN: DSS-CV, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. (6) Records in DLA systems of records may be disclosed without the consent of the individuals to whom they pertain to the Bureau of the Census for purposes of planning or carrying out a census survey or related activities. (7) Records may be disclosed for statistical research and reporting without the consent of the individuals to whom they pertain. Before such disclosures, the recipient must provide advance written assurance that the records will be used as statistical research or reporting records; the records will only be transferred in a form that is not individually identifiable; and the records will not be used, in whole or in part, to make any determination about the rights, benefits, or entitlements of specific individuals. A disclosure accounting is not required. (8) Records may be disclosed without the consent of the individual to whom they pertain to the National Archives and Records Administration (NARA) if they have historical or other value to warrant continued preservation; or for evaluation by NARA to determine if a record has such historical or other value. Records transferred to a Federal Record Center (FRC) for safekeeping and storage do not fall within this category. These remain under the control of the transferring activity, and the FRC personnel are considered agents of the activity which retain control over the records. No disclosure accounting is required for the transfer of records to FRCs. (9) Records may be disclosed without the consent of the individual to whom they pertain to another agency or an instrumentality of any governmental jurisdiction within or under the control of the United States for a civil or criminal law enforcement activity, provided the civil or criminal law enforcement activity is authorized by law; the head of the law enforcement acitivity or a designee has made a written request specifying the particular records desired and the law enforcement purpose (such as criminal investigations, enforcement of civil law, or a similar propose) for which the record is sought; and there is no Federal statute that prohibits the disclosure of the records. Normally, blanket requests for access to any and all records pertaining to an individual are not honored. When a record is released to a law enforcement activity, maintain a disclosure accounting. This disclosure accounting will not be made available to the individual to whom the record pertains if the law enforcement activity requests that the disclosure not be released. (10) Records may be disclosed without the consent of the individual to whom they pertain if disclosure is made under compelling circumstances affecting the health or safety of any individual. The affected individual need not be the subject of the record disclosed. When such a disclosure is made, notify the individual who is the subject of the record. Notification sent to the last known address of the individual as reflected in the records is sufficient. (11) Records may be disclosed without the consent of the individual to whom they pertain to either House of the Congress or to any committee, joint committee or subcommittee of Congress if the release pertains to a matter within the jurisdiction of the committee. Records may also be disclosed to the General Accounting Office (GAO) in the course of the activities of GAO. (12) Records may be disclosed without the consent of the person to whom they pertain under a court order signed by a judge of a court of competent jurisdiction. Releases may also be made under the compulsory legal process of Federal or state bodies having authority to issue such process. (i) When a record is disclosed under this provision, make reasonable efforts to notify the individual to whom the record pertains, if the legal process is a matter of public record. (ii) If the process is not a matter of public record at the time it is issued, seek to be advised when the process is made public and make reasonable efforts to notify the individual at that time. (iii) Notification sent to the last known address of the individual as reflected in the records is considered reasonable effort to notify. Make a disclosure accounting each time a record is disclosed under a court order or compulsory legal process. (13) Certain personal information may be disclosed to consumer reporting agencies as defined by the Federal Claims Collection Act. Information which may be disclosed to a consumer reporting agency includes: (i) Name, address, taxpayer identification number (SSN), and other information necessary to establish the identity of the individual. (ii) The amount, status, and history of the claim. (iii) The agency or program under which the claim arose. (g) Disclosure accounting. (1) Keep an accurate record of all disclosures made from any system of records except disclosures to DoD personnel for use in the performance of their official duties or under DLAR 5400.14 (32 CFR part 1285). In all other cases a disclosure accounting is required even if the individual has consented to the disclosure of the information pertaining to him or her. (2) Use any system of disclosure accounting that will provide the necessary disclosure information. As a minimum, disclosure accounting will contain the date of the disclosure, a description of the information released, the purpose of the disclosure, the name and address of the person or agency to whom the disclosure was made. When numerous similar records are released (such as transmittal of payroll checks to a bank), identify the category of records disclosed and include the data required in some form that can be used to construct an accounting disclosure record for individual records if required. Retain disclosure accounting records for 5 years after the disclosure or the life of the record, whichever is longer. (3) Make available to the individual to whom the record pertains all disclosure accountings except when the disclosure has been made to a law enforcement activity and the law enforcement activity has requested that disclosure not be made, or the system of records has been exempted from the requirement to furnish the disclosure accounting. If disclosure accountings are not maintained with the record and the individual requests access to the accounting, prepare a listing of all disclosures and provide this to the individual upon request. (h) Collecting personal information. (1) Collect to the greatest extent practicable personal information directly from the individual to whom it pertains if the information may be used in making any determination about the rights, privileges, or benefits of the individual under any Federal program. (2) When an individual is requested to furnish personal information about himself or herself for inclusion in a system of records, a Privacy Act Statement is required regardless of the medium used to collect the information (forms, personal interviews, stylized formats, telephonic interviews, or other methods). The statement enables the individual to make an informed decision whether to provide the information requested. If the personal information solicited is not to be incorporated into a system of records, the statement need not be given. The Privacy Act Statement shall be concise, current, and easily understood. It must include: (i) The specific Federal statute or Executive Order that authorizes collection of the requested information. (ii) The principal purpose or purposes for which the information is to be used. (iii) The routine uses that will be made of the information. (iv) Whether providing the information is voluntary or mandatory. (v) The effects on the individual if he or she chooses not to provide the requested information. (3) The Privacy Act Statement may appear as a public notice (sign or poster), conspicuously displayed in the area where the information is collected, such as at check-cashing facilities or identification photograph facilities. The individual normally is not required to sign the Privacy Act Statement. Provide the individual a written copy of the Privacy Act Statement upon request. This must be done regardless of the method chosen to furnish the initial advisement. (4) Include in the Privacy Act Statement specifically whether furnishing the requested personal data is mandatory or voluntary. A requirement to furnish personal data is mandatory only when a Federal statute, Executive order, regulation, or other lawful order specifically imposes a duty on the individual to provide the information sought, and the individual is subject to a penalty if he or she fails to provide the requested information. If providing the information is only a condition of a prerequisite to granting a benefit or privilege and the individual has the option of requesting the benefit or privilege, providing the information is always voluntary. However, the loss or denial of the privilege, benefit, or entitlement sought may be listed as a consequence of not furnishing the requested information. (5) It is unlawful for any Federal, state, or local government agency to deny an individual any right, benefit, or privilege provided by law because the individual refuses to provide his or her social security number (SSN). However, if a Federal statute requires that the SSN be furnished or if the SSN is required to verify the identity of the individual in a system of records that was established and in use before January 1, 1975, and the SSN was required as an identifier by a statute or regulation adopted before that date, this restriction does not apply. (i) When an individual is requested to provide his or her SSN, he or she must be told: (A) The uses that will be made of the SSN. (B) The statute, regulation, or rule authorizing the solicitation of the SSN. (C) Whether providing the SSN is voluntary or mandatory. (ii) Include in any systems notice for any system of records that contains SSNs a statement indicating the authority for maintaining the SSN and the source of the SSNs in the system. If the SSN is obtained directly from the individual indicate whether this is voluntary or mandatory. (iii) Upon entrance into Military Service of civilian employment with DoD, individuals are asked to provide their SSNs. The SSN becomes the service or employment number for the individual and is used to establish personnel, financial, medical, and other official records. After an individual has provided his or her SSN for the purpose of establishing a record, a Privacy Act Statement is not required if the individual is only requested to furnish or verify the SSNs for identification purposes in connection with the normal use of his or her records. However, if the SSN is to be written down and retained for any purpose by the requesting official, the individual must be provided a Privacy Act Statement. (6) DLAI 5530.1, Publications, Forms, Printing, Duplicating, Micropublishing, Office Copying, and Automated Information Management Programs,\2\ provides guidance on administrative requirements for Privacy Act Statements used with DLA forms. Forms subject to the Privacy Act issued by other Federal agencies have a Privacy Act Statement attached or included. Always ensure that the statement prepared by the originating agency is adequate for the purpose for which the form will be used by the DoD activity. If the Privacy Act Statement provided is inadequate, the activity concerned will prepare a new statement of a supplement to the existing statement before using the form. Forms issued by agencies not subject to the Privacy Act (state, municipal, and other local agencies) do not contain Privacy Act Statements. Before using a form prepared by such agencies to collect personal data subject to this part, an appropriate Privacy Act Statement must be added. \2\ Copies may be obtained from the Defense Logistics Agency, ATTN: DSS-CV, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. (i) Systems of records. (1) To be subject to this part, a ``system of records'' must consist of records retrieved by the name of an individual or some other personal identifier and be under the control of a DLA activity. Records in a group of records that may be retrieved by a name or personal identifier are not covered by this part. The records must be, in fact, retrieved by name or other personal identifier to become a system of records for the purpose of this part. (2) Retain in a system of records only that personal information which is relevant and necessary to accomplish a purpose required by a Federal statute or an Executive Order. The existence of a statute or Executive order mandating that maintenance of a system of records does not abrogate the responsibility to ensure that the information in the system of records is relevant and necessary. (3) Do not maintain any records describing how an individual exercises his or her rights guaranteed by the First Amendment of the U.S. Constitution unless expressly authorized by Federal statute or the individual. First Amendment rights include, but are not limited to, freedom of religion, freedom of political beliefs, freedom of speech, freedom of the press, the right to assemble, and the right to petition. (4) Maintain all personal information used to make any determination about an individual with such accuracy, relevance, timeliness, and completeness as is reasonably necessary to ensure fairness to the individual in making any such determination. Before disseminating any personal information from a system of records to any person outside DoD, other than a Federal agency, make reasonable efforts to ensure that the information to be disclosed is accurate, relevant, timely, and complete for the purpose it is being maintained. (ii) Special administrative, physical, and technical procedures are required to protect data that are stored or being processed temporarily in an automated data processing (ADP) system or in a word processing activity to protect it against threats unique to those environments (see DLAR 5200.17, Security Requirements for Automated Information and Telecommunications Systems,\3\ and appendix D to this part). (i) Treat all unclassified records that contain personal information that normally would be withheld from the public as if they were designated ``For Official Use Only'' and safeguard them in accordance with the standards established by DLAR 5400.14 (32 CFR part 1285) even if they are not marked ``For Official Use Only.'' (ii)Special, administrative, physical, and technical procedures are required to protect data that are stored or being processed temporarily in an automated data processing (ADP) system or in a word processing activity to protect it against threats unique to those environments (see DLAM 5200.1, ADP Security Manual,\3\ and Appendix D of this part). \3\ Copies may be obtained from the Defense Logistics Agency, ATTN: DSS-CV, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. (6) Dispose of records containing personal data so as to prevent inadvertent compromise. Disposal methods such as tearing, burning, melting, chemical decomposition, pulping, pulverizing, shredding, or mutilation are considered adequate if the personal data is rendered unrecognizable or beyond reconstruction. (i) The transfer of large quantities of records containing personal data (for example, computer cards and printouts) in bulk to a disposal activity, such as the Defense Property Disposal Office, is not a release of personal information under this part. The sheer volume of such transfers makes it difficult or impossible to identify readily specific individual records. (ii) When disposing of or destroying large quantities of records containing personal information, care must be exercised to ensure that the bulk of the records is maintained so as prevent specific records from being readily identified. If bulk is maintained, no special procedures are required. (7) When DLA contracts for the operation or maintenance of a system of records or a portion of a system of records by a contractor, the record system or the portion of the record system affected are considered to be maintained by DLA and are subject to this part. The activity concerned is responsible for applying the requirements of this part to the contractor. The contractor and its employees are to be considered employees of DLA for purposes of the sanction provisions of the Privacy Act during the performance of the contract. See the Federal Acquisition Regulation (FAR), section 24.000 (48 CFR chapter 1). (j) System Notices. (1) A notice of the existence of each system of records must be published in the Federal Register. While system notices are not subject to formal rulemaking procedures, advance public notice must be given before an activity may begin to collect personal information or use a new system of records. The notice procedures require that: (i) The system notice describes the contents of the record system and the routine uses for which the information in the system may be released. (ii) The public be given 30 days to comment on any proposed routine uses before implementation. (iii) The notice contains the date on which the system will become effective. (2) Appendix A of this part discusses the specific elements required in a system notice. DLAH 5400.1 \4\ contains systems notices published by DLA. \4\ Copies may be obtained from the Defense Logistics Agency, ATTN: DSS-CV, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. (3) In addition to system notices, reports are required for new and altered systems of records. The criteria of these reports are outlined in appendixes B and C of this part. No report is required for amendments to existing systems which do not meet the criteria for altered record systems. (4) System managers shall evaluate the information to be included in each new system before establishing the system and evaluate periodically the information contained in each existing system of records for relevancy and necessity. Such a review will also occur when a system notice amendment or alteration is prepared. Consider the following: (i) The relationship of each item of information retained and collected to the purpose for which the system is maintained. (ii) The specific impact on the purpose or mission of not collecting each category of information contained in the system. (iii) The possibility of meeting the informational requirements through use of information not individually identifiable or through other techniques, such as sampling. (iv) The length of time each item of personal information must be retained. (v) The cost of maintaining the information. (vi) The necessity and relevancy of the information to the purpose for which it was collected. (5) Systems notices and reports of new and altered systems will be submitted to DLA Support Services (DSS-CA) as required. (k) Exemptions. The Director, DLA will designate the DLA records which are to be exempted from certain provisions of the Privacy Act. DLA Support Services (DSS-CA) will publish in the Federal Register information specifying the name of each designated system, the specific provisions of the Privacy Act from which each system is to be exempted, the reasons for each exemption, and the reason for each exemption of the record system. (1) General exemptions. To qualify for a general exemption, as defined in the Privacy Act, the system of records must be maintained by a system manager who performs as his/her principal function any activity pertaining to the enforcement of criminal laws, including police efforts to prevent, control, or reduce crime or to apprehend criminals, and the activities or prosecutors, courts, correctional, probation, pardon, or parole authorities. Such system of records must consist of : (i) Information compiled for the purpose of identifying individual criminal offenders and alleged offenders and containing only identifying data and notations or arrests, the nature and disposition of criminal charges, sentencing, confinement, release, and parole, and probation status. (ii) Information compiled for the purpose of a criminal investigation, including reports of informants and investigators, and associated with an identifiable individual. (iii) Reports identifiable to an individual compiled at any stage of the process of enforcement of the criminal laws from arrest or indictment through release from supervision. (2) Specific exemption. To qualify for a specfic exemption, as defined by the Privacy Act, the systems of records must be: (i) Specifically authorized under criteria established by an Executive Order to be kept classified in the interest of national defense or foreign policy and are in fact properly classified pursuant to such Executive Order. (ii) Investigatory material compiled for law enforcement purposes other than material covered under a general exemption. However, an individual will not be denied access to information which has been used to deny him/her a right or privilege unless disclosure would reveal a source who furnished information to the Government under a promise that the identity of the source would be held in confidence. For investigations made after September 27, 1975, the identity of the source may be treated as confidential only if based on the expressed guarantee that the identity would not be revealed. (iii) Maintained in connection with providing protective services to the President of the United States or other individuals protected pursuant to 18 U.S.C. 3056. (iv) Used only to generate aggregate statistical data or for other similarly evaluative or analytic purposes, and which are not used to make decisions on the rights, benefits, or entitlements of individuals except for the disclosure of a census record permitted by 13 U.S.C. 8. (v) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, Military Service, Federal contracts, or access to classified information, but only to the extent that the disclosure of such material would reveal the identity of a source who furnished information to the Government under an express promise that the source would be held in confidence, or prior to September 27 1975, under an implied promise that the identity of the source would be held in confidence. (vi) Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal service, the disclosure of which would compromise the objectivity or fairness of the testing or elimination process. (vii) Evaluation material used to determine potential for promotion in the Military Services, but only the extent that the disclosure of such material would reveal the identity of a source who furnished information to the Government under an express promise that the identity of the source would be held in confidence or prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. System managers will specify those categories of individuals for whom pledges of confidentiality may be made when obtaining information on an individual's suitability for promotion. (viii) Exemption rules for DLA systems of records are published in appendix H of this part. (l) Matching Program Procedures. The OMB has issued special guidelines to be followed in programs that match the personal records in the computerized data bases of two or more Federal agencies by computer (see appendix E). These guidelines are intended to strike a balance between the interest of the Government in maintaining the integrity of Federal programs and the need to protect individual privacy expectations. They do not authorize matching programs as such and each matching program must be justified individually in accordance with the OMB guidelines. (1) Forward all requests for matching programs to include necessary routine use amendments and analysis and proposed matching program reports to DLA Support Services. Changes to existing matching programs shall be processed in the same manner as a new matching program report. (2) No time limits are set by the OMB guidelines. However, in order to establish a new routine use for a matching program, the amended system notice must have been published in the Federal Register at least 30 days before implementation. Submit the documentation required above to DLA Support Services (DSS-CA) at least 60 days before the proposed initiation date of the matching program. Waivers to the 60 days' deadline may be granted for good cause shown. Requests for waivers will be in writing a fully justified. (3) For the purpose of the OMB guidelines, DoD and all DoD Components are considered a single agency. Before initiating a matching program using only the records of two or more DoD activities, notify DLA Support Services (DSS-CA) that the match is to occur. Further information may be requested from the activity proposing the match. (4) System managers shall review annually each system of records to determine if records from the system are being used in matching programs and whether the OMB Guidelines have been complied with. [DLAR 5400.21, 51 FR 33595, Sept. 22, 1986. Redesignated at 56 FR 57803, Nov. 14, 1991, as amended at 66 FR 41781, Aug. 9, 2001] Sec. 323.6 Forms and reports. DLA activities may be required to provide data under reporting requirements established by the Defense Privacy Office and DLA Support Services (DSS-CA). Any report established shall be assigned Report Control Symbol DD-DA&M(A)1379. [66 FR 41782, Aug. 9, 2001] Appendix A--Instructions for Preparation of System Notices A. System identification. See DLAH 5400.1.\1\ \1\ Copies may be obtained from the Defense Logistics Agency, ATTN: DSS-CV, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. B. System name. The name of the system reasonably identifies the general purpose of the system and, if possible, the general categories of individuals involved. Use acronyms only parenthetically following the title or any portion thereof, such as, ``Joint Uniform Military Pay System (JUMPS).'' Do not use acronyms that are not commonly known unless they are preceded by an explanation. The system name may not exceed 55 character positions including punctuation and spacing. C. System location 1. For systems maintained in a single location provided the exact office name, organizational identity, and address or routing symbol. For geographically or organizationally decentralized systems, specify each level of organization or element that maintains a segment of the system. For automated data systems with a central computer facility and input/output terminals at several geographically separated location, list each location by category. 2. When multiple locations are identified by type of organization, the system location may indicate that official mailing addresses are contained in an address directory published as an appendix to DLAH 5400.1\2\. \2\ Copies may be obtained from the Defense Logistics Agency, ATTN: DSS-CV, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. 3. If no address directory is used or the addresses in the directory are incomplete, the address of each location where a segment of the record system is maintained must appear under the ``System Location'' caption. Classified addresses are not listed, but the fact that they are classified is indicated. Use the standard U.S. Postal Service two letter state abbreviation symbols and zip codes for all domestic addresses. (D) Categories of individuals covered by the system. Set forth the specific categories of individuals to whom records in the system pertain in clear, easily understood, nontechnical terms. Avoid the use of broad over-general descriptions, such as ``all DLA personnel'' or ``all civilian personnel'' unless this actually reflects the category of individuals involved. E. Categories of records in the system. Describe in clear, nontechnical terms the types of records maintained in the system. Only documents actually retained in the system of records will be described, not source documents that are used only to collect data and the destroyed. F. Authority for maintenance of the system. 1. Cite the specific provisions of the Federal statute or Executive Order that authorizes the maintenance of the system. Include with citations for statutes the popular names, when appropriate (for example, Title 51, United States Code Section 2103, ``Tea-Tasters Licensing Act''), and for Executive Orders, the official title (for example, Executive Order No. 9397, ``Numbering System for Federal Accounts Relative to Individual Persons''). 2. For administrative housekeeping records, cite the directive establishing DLA as well as the Secretary of Defense authority to issue the directive. For example, `Pursuant to the authority contained in the National Security Act of 1947, as amended (10 U.S.C. 133d), the Secretary of Defense has issued DoD Directive 5105.22 (32 CFR part 398), Defense Logistics Agency (DLA), the charter of the Defense Logistics Agency (DLA) as a separate agency of the Department of Defense under this control. Therein, the Director, DLA, is charged with the responsibility of maintaining all necessary and appropriate records.' G. Purpose or purposes. List the specific purposes for maintaining the system of records by the activity. Include the use made of the information within DLA and the Department of Defense (so- called ``internal routine uses''). H. Routine uses. 1. The blanket routine uses that appear in DLAH 5400.1 \3\ apply to all systems notices unless the individual system notice specifically states that one or more of them do not apply to the system. For all other routine uses, when practical, list the specific activity to which the record may be released, to include any routine automated system interface (for example, ``to the Department of Justice, Civil Rights Compliance Division,'' ``to the Veterans Administration, Office of Disability Benefits,'' or ``to state and local health agencies''). \3\ Copies may be obtained from the Defense Logistics Agency, ATTN: DSS-CV, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. 2. For each routine use identified, include a statement as to the purpose or purposes for which the record is to be released to the activity. Do not use general statements, such as, ``to other Federal agencies as required'' and ``to any other appropriate Federal agency.'' I. Policies and practices for storing, retiring, accessing, retaining, and disposing of records. This caption is subdivided into four parts: 1. Storage. Indicate the medium in which the records are maintained. (For example, a system may be ``automated, maintained on magnetic tapes or disks,'' ``manual, maintained in paper files,'' or ``hybrid, maintained in a combination of paper and automated form.'') Storage does not refer to the container or facility in which the records are kept. 2. Retrievability. Specify how the records are retrieved (for example, name and SSN, name, SSN) and indicate whether a manual or computerized index is required to retrieve individual records. 3. Safeguards. List the categories of DLA personnel having immediate access and these responsible for safeguards (such as storage in safes, vaults, locked cabinets or rooms, use of guards, visitors registers, personnel screening, or computer ``fail-safe'' systems software). Do not describe safeguards in such detail as to compromise system security. 4. Retention and disposal. Indicate how long the record is retained. When appropriate, state the length of time the records are maintained by the activity, when they are transferred to a Federal Records Center, length of retention at the Records Center and when they are transferred to the National Archives or are destroyed. A reference to DLAI 5015.1,\4\ DLA Records Management Procedures and Records Schedules, or other issuances without further detailed information is insufficient. \4\ Copies may be obtained from the Defense Logistics Agency, ATTN: DSS-CV, 8725 John J. Kingman Road, Suite 2533, Fort Belvoir, VA 22060-6221. J. System manager or managers and address. 1. List the title and address of the official responsible for the management of the system. If the title of the specific official is unknown, such as for a local system, specify the local commander or office head as the systems manager. 2. For geographically separated or ogranizationally decentralized activities for which individuals may deal directly with officials at each location in exercising their rights, list the position or duty title of each category of officials responsible for the system or a segment thereof. 3. Do not include business or duty addresses if they are listed in DLAH 5400.1. K. Notification procedures. 1. If the record system has been exempted from subsection (e)(4)(G) the Privacy Act, so indicate. 2. For all nonexempt systems, describe how an individual may determine if there are records pertaining to him or her in the system. The procedural rules may be cited, but include a brief procedural description of the needed data. Provide sufficient information in the notice to allow an individual to exercise his or her rights without referrals to this part. 3. As a minimum, the caption will include: a. The official title (normally the system manager) and official address to which request is to be directed. b. The specific information required to determine if there is a record of the individual in the system. c. Identification of the offices through which the individual may obtain access. d. A description of any proof of identity required. 4. When appropriate, the individual may be referred to an activity official who shall provide this data to him or her. L. Record access procedures. 1. If the record system has been exempted from subsection (e)(4)(H) of the Privacy Act, so indicate. 2. For all nonexempt record systems, describe the procedures under which individuals may obtain access to the record pertaining to them in the system. When appropriate, the individual may be referred to the system manager or activity official to obtain access procedures. Do not repeat the addresses listed in DLAH 5400.1, but refer the individual to that directory. M. Contesting record procedures. 1. If the record system has been exempted from subsection (e)(4)(H) of the Privacy Act, so indicate. 2. For all nonexempt systems of records, state briefly how an individual may contest the content of a record pertaining to him or her in the system. The detailed procedures for contesting record accuracy, refusal of access or amendment, or initial review and appeal need not be included if they are readily available elsewhere and can be referred to by the public. (For example, ``The Defense Logistics Agency rules for contesting contents and for appealing initial determinations are contained in 32 CFR part.'') (DLAR 5400.21). 3. The individual may also be referred to the system manager to determine these procedures. N. Record source categories. 1. If the record system has been exempted from subsection (e)(4)(I) of the Privacy Act, so indicate. 2. For all nonexempt systems of records, list the sources of the information in the system. Specific individuals or institutions need not be identified by name, particularly if these sources have been granted confidentiality. O. System exempted from certain provisions of the Privacy Act. 1. If no exemption has been claimed for the system, indicate ``None.'' 2. If there is an exemption claimed, indicate specifically under which subsection of the Privacy Act is is claimed. Cite the regulation and CFR section containing the exemption rule for the system. (For example, ``Parts of this record system may be exempt under Title 5, United States Code, Sections 552a(k)2. and (5), as applicable. See exemption rules contained in 32 CFR part 323.'') (DLAR 5400.21). [DLAR 5400.21, 51 FR 33595, Sept. 22, 1986. Redesignated and amended at 56 FR 57803, Nov. 14, 1991; 66 FR 41782, Aug. 9, 2001] Appendix B--Criteria for New and Altered Record Systems A. Criteria for a new record system. A new system of records is one for which there has been no system notice published in the Federal Register. If a notice for a system, of records has been canceled or deleted, before reinstating or reusing the system, a new system notice must be published in the Federal Register. B. Criteria for an altered record system. A system is considered altered whenever one of the following actions occurs or is proposed: 1. A significant increase or change in the number or type of individuals about whom records are maintained. a. Only changes that alter significantly the character and purpose of the records system are considered alterations. b. Increases in numbers of individuals due to normal growth are not considered alterations unless they truly alter the character and purpose of the system. c. Increases that change significantly the scope of population covered (for example, expansion of a system of records covering a single PLFA's enlisted personnel to include all of DLA enlisted personnel would be considered an alteration). d. A reduction in the number of individual covered is not an alteration, but only an amendment. e. All changes that add new categories of individuals to system coverage require a change to the ``Categories of individuals covered by the system'' caption of the notice and may require changes to the ``Purpose(s)'' caption. 2. An expansion in the types or categories of information maintained. a. The addition of any new category of records not described under the ``Categories of Records in System'' caption is considered an alteration. b. Adding a new data element which is clearly within the scope of the categories of records described in the existing notice is an amendment. c. All changes under this criterion require a change to the ``Categories of Records in System'' caption of the notice. 3. An alteration in the manner in which the records are organized or the manner in which the records are indexed and retrieved. a. The change must alter the nature of use or scope of the records involved (for example, combining records systems in a reorganization). b. Any change under this critera requires a change in the ``Retrievability'' caption of the system notice. c. If the records are no longer retrieved by name or personal identifier, cancel the system notice. 4. A change in the purpose for which the information in the system is used. a. The new purpose must not be compatible with the existing purposes for which the system is maintained or a use that would not reasonably be expected to be an alteration. b. If the use is compatible and reasonably expected, there is no change in purpose and no alteration occurs. c. Any change under this criterion requires a change in the ``Purpose(s)'' caption and may require a change in the ``Authority for maintenance of the system'' caption. 5. Changes that alter the computer environment (such as changes to equipment configuration, software, or procedures) so as to create the potential for greater or easier access. a. Increasing the number of offices with direct access is an alteration. b. Software releases, such as operating systems and system utilities that provide for easier access are considered alterations. c. The addition of an on-line capability to a previously batch- oriented system is an alteration. d. The addition of peripheral devices such as tape devices, disk devices, card readers, printers, and similar devices to an existing ADP system constitute an amendment if system security is preserved. e. Changes to existing equipment configuration with on-line capability need not be considered alterations to the system if: (1) The change does not alter the present security posture. (2) The addition of terminals does not extend the capacity of the current operating system and existing security is preserved. f. The connecting of two or more formerly independent automated systems or networks together creating a potential for greater access is an alteration. g. Any change under this caption requires a change to the ``Storage'' caption element of the systems notice. C. Reports of new and altered systems. Submit a report of a new or altered system to DLA Support Services (DSS-CA) before collecting information and for using a new system or altering an existing system. D. Time restrictions on the operation of a new or altered system. 1. All time periods begin from the date OSD signs the transmittal letters on the reports to OMB and Congress. The specific time limits are: a. Sixty days must elapse before collection forms or formal instructions pertaining to the system may be issued. b. Sixty days must elapse before the system may become operational. c. Sixty days must elapse before any public issuance of a Request for Proposal or Invitation to Bid for a new ADP or telecommunication system. Note.--Requests for delegation of procurement authority may be submitted to the General Services Administration during the 60 days' waiting period, but these will include language that the Privacy Act reporting criteria have been reviewed and that a system report is required for such procurement. d. Normally 30 days must elapse before publication in the Federal Register of the notice of a new or altered system and the preamble to the Federal Register notice must reflect the date the transmittal letters to OMB and Congress were signed by OSD. 2. Do not operate a system of records until the waiting periods have expired. E. Outside review of new and altered systems reports. If no objections are received within 30 days of a submission to the President of the Senate, Speaker of the House of Representatives, and the Director, OMB, of a new or altered system report, it is presumed that the new or altered systems have been approved as submitted. F. Waiver of time restrictions. 1. The OMB may authorize a Federal agency to begin operation of a system of records before the expiration of time limits described above. When seeking such a waiver, include in the letter of transmittal to DLA Support Services (CA) an explanation why a delay of 60 days in establishing the system of records would not be in the public interest. The transmittal must include: a. How the public interest will be affected adversely if the established time limits are followed. b. Why earlier notice was not provided. 2. Under no circumstances will the routine uses for a new or altered system be implemented before 30 days have elapsed after publication of the system notice containing the routine uses in the Federal Register. This period cannot be waived. [DLAR 5400.21, 51 FR 33595, Sept. 22, 1986. Redesignated and amended at 56 FR 57803, Nov. 14, 1991; 66 FR 41782, Aug. 9, 2001] Appendix C--Instructions for Preparation of Reports to New or Altered Systems The report on a new or altered system will consist of a transmittal letter, a narrative statement, and include supporting documentation. A. Transmittal Letter. The transmittal letter shall include any request for waivers. The narrative statement will be attached. B. Narrative Statement. The narrative statement is typed in double space on standard bond paper. The statement includes: 1. System identification and name. This caption sets forth the identification and name of the system. 2. Responsible official. The name, title, address, and telephone number of the official responsible for the report and to whom inquiries and comments about the report may be directed by Congress, the Office of Management and Budget, or Defense Privacy Office. 3. Purpose of the system or nature of the change proposed. Describe the purpose of the new system. For an altered system, describe the nature of the change being proposed. 4. Authority for the system. See enclosure 1 of this part. 5. Number of individuals. The approximate number of individuals about whom records are to be maintained. 6. Information on First Amendment activities. Describe any information to be kept on the exercise of the individual's First Amendment rights and the basis for maintaining it. 7. Measures to ensure information accuracy. If the system is to be used to make determinations about the rights, benefits, or entitlements of individuals, describe the measures being established to ensure the accuracy, currency, relevance, and completeness of the information used for these purposes. 8. Other measures to ensure system security. Describe the steps taken to minimize the risk of unauthorized access to the system. A more detailed assessment of security risks and specific administrative, technical, and physical safeguards will be available for review upon request. 9. Relationship to state and local government activities. Describe the relationship of the system to state or local government activities that are the sources, recipients, or users of the information in the system. C. Supporting Documentation. Item 10 of the narrative is captioned Supporting Documents. A positive statement for this caption is essential for those enclosures that are not required to be enclosed. For example, ``No changes to the existing DLA procedural or exemption rules (32 CFR part 323) are required for this proposed system.'' List in numerical sequence only those enclosures that are actually furnished. The following are typical enclosures that may be required: 1. For a new system, an advance copy of the system notice which is proposed for publication; for an altered system an advance copy of the notice reflecting the specific changes proposed. 2. An advance copy of any proposed exemption rule if the new or altered system is to be exempted. If there is no exemption, so state in the narrative. 3. Any other supporting documentation that may be pertinent or helpful in understanding the need for the system or clarifying its intended use. While not required, such documentation, when available, is helpful in evaluating the new or altered system. [51 FR 33595, Sept. 22, 1986. Redesignated and amended at 56 FR 57803, Nov. 14, 1991] Appendix D--Word Processing Center (WPC) Safeguards A. Minimum Standards of Protection. All personal data processed using word processing equipment will be afforded the standards of protection required by this regulation. The special considerations discussed in this enclosure are primarily for Word Processing Centers (WPCs) operating independent of the customer's function. However, managers of word processing systems are encouraged to consider and adopt, when appropriate, the special considerations described. WPCs that are not independent of a customer's function are not required to prepare formal written risk assessments. B. WPC Information Flow. In analyzing procedures required to safeguard adequately personal information in a WPC, the basic elements of WPC information flow and control must be considered. These are: Information receipt, information processing, information return, information storage and filing. WPCs do not control information acquisition or its ultimate use by the customers and, therefore, these are not addressed. C. Safeguarding Information During Receipt. 1. The word processing manager will establish procedures: a. That require each customer who requests that information subject to this DLAR be processed to identify specifically that information to the WPC personnel. This may be done by: (1) Providing a check-off type entry on the WPC work requests. (2) Requiring that the WPC work requests be stamped with a special legend, or that a special notation be made on the work requests. (3) Predesignating specifically a class of documents as coming within the provisions of this DLAR (such as, all officer effectiveness reports, all recall rosters, and all medical protocols). (4) Using a special cover sheet both to alert the WPC personnel as to the type information, and to protect the document during transmittal. (5) Requiring an oral warning on all dictation. (6) Any other procedures that ensure the WPC personnel are alerted to the fact that personal data subject to this DLAR is to be processed. b. To ensure that the operators or other WPC personnel who receive data for processing not identified as being under the provisions of this DLAR, but that appear to be personal, promptly call the information to the attention of the WPC supervisor or the customer. c. To ensure that any request for the processing of personal data which the customer has not identified as being in a system of record, and that appears to meet the criteria set forth in this regulation, is called to the attention of the appropriate supervisory personnel and system manager. 2. The WPC supervisor will ensure that personal information is not inadvertently compromised within the WPC. D. Safeguarding Information During Processing. 1. Each WPC supervisor will establish internal safeguards that will protect personal data from compromise while it is being processed. 2. Physical safeguards may include: a. Controls on individual access to the center. b. Machine configurations that reduce external access to the information being processed, or arrangements that alert the operator to the presence of others. c. Using certain specific machines to process personnal data. d. Any other physical safeguards, to include special technical arrangements that will protect the data during processing. 3. Other safeguards may include: a. Using only certain selected operators to process personal data. b. Processing personal data only at certain times during the day without the WPC manager's specific authorization. c. Using only certain tapes or diskettes to process and store personal data. d. Using continuous tapes for dictation of personal data. e. Requiring all WPC copies of documents to be marked specifically so as to prevent inadvertent compromise. f. Returning extra copies and mistakes to the customer with the product. g. Disposing of waste containing personal data in a special manner. h. Any other local procedures that provide adequate protection to the data being processed. E. Safeguarding Information During Return. The WPC shall protect the data until it is returned to the customer or is placed into a formal distribution channel. In conjunction with the appropriate administrative support personnel and the WPC customers, the WPC manager will establish procedures that protect the information from the time word processing is completed until it is returned to the customer. Safeguarding procedures may include: 1. Releasing products only to specifically identified individuals. 2. Using sealed envelopes to transmit products to the customer. 3. Using special cover sheets to protect products similar to the one discussed in above. 4. Hand-carrying products to the customers. 5. Using special messengers to return the products. 6. Any other procedures that adequately protect products from compromise while they are awaiting return or being returned to the customer. F. Safeguards During Storage. The WPC manager shall ensure that all personal data retained in the center for any purpose (including samples) are protected properly. Safeguarding procedures may include: 1. Marking will hard copies retained with special legends or designators. 2. Storing media containing personal data in separate files or areas. 3. Marking the storage containers for media containing personal data with special legends or notations. 4. Restricting the reuse of media used to process personal data or erasing the media before reuse. 5. Establishing special criteria for the WPC retention of media used to store and process personal data. 6. Returning the media to the customer for retention with the file copies of the finished products. 7. Discouraging, when practical, the long-term storage of personnal data in any form within the WPC. 8. Any other filing or storage procedures that safeguard adequately any personal information retained or filed within the WPC. G. Risk Assessment for WPCs. 1. Each WPC manager will ensure that a formal, written risk assessment is prepared for each WPC that processes personal information subject to this regulation. The assessment will address the areas discussed in this enclosure, as well as any special risks that the WPC location, configuration, or organization may present to the compromise or alteration of personal data being processed or stored. 2. A risk assessment will be conducted at least every 5 years or whenever there is a change of equipment, equipment configuration, WPC location, WPC configuration or modification of the WPC facilities that either increases or decreases the likelihood or compromise of personal data. 3. Copies of the risk assessment will be retained by the WPC manager and made available to appropriate inspectors, as well as to personnel studying equipment for facility upgrading of personal data. H. Special Considerations in WPC Design and Modification. Procedures will be established to ensure that all personnel involved in the design of WPCs or the acquisition of word processing equipment are aware of the special considerations required when processing personal data subject to this DLAR. Appendix E--OMB Guidelines for Matching Programs A. Purpose. These guidelines supplement and will be used in conjunction with OMB Guidelines on the Administration of the Privacy Act of 1974, issued on July 1, 1975, and supplemented on November 21, 1975. They replace earlier guidance on conducting computerized matching programs issued on March 30, 1979. They are intended to help agencies relate the procedural requirements of the Privacy Act to the operational requirements of computerized matching. They are designed to address the concern expressed by the Congress in the Privacy Act of 1974 that ``the increasing use of computers and sophisticated information technology, while essential to the efficient operation of the Government, has greatly magnified the harm to individual privacy that can occur from any collection, maintenance, use, or dissemination of personal information.'' These guidelines do not authorize activities that are not permitted by law, nor do they prohibit activities expressly required to be performed by law. Complying with these guidelines, however, does not relieve a Federal agency of the obligation to comply with the provisions of the Privacy Act, including any provisions not cited in these guidelines. B. Scope. These guidelines apply to all agencies subject to the Privacy Act of 1974 (5 U.S.C. 552a) and to all matching programs: 1. Performed by a Federal agency, whether the personal records used in the match are Federal or nonfederal. 2. For which a Federal agency discloses any personal records for use in a matching program performed by any other Federal agency or any nonfederal organization. C. Effective Date. These guidelines were effective on May 11, 1982. D. Definitions. For the purpose of the Guidelines, all the terms defined in the Privacy Act of 1974 apply. 1. Personal Record. Any information pertaining to an individual that is stored in an automated system of records; for example, a data base which contains information about individuals that is retrieved by name or some other personal identifier. 2. Matching Program. A procedure in which a computer is used to compare two or more automated systems of records or a system of records with a set of nonfederal records to find individuals who are common to more than one system or set. The procedure includes all of the steps associated with the match, including obtaining the records to be matched, actual use of the computer, administrative and investigative action on the hits, and disposition of the personal records maintained in connection with the match. It should be noted that a single matching program may involve several matches among a number of participants. Watching programs do not include the following: a. Matches which compare a substantial number of records, such as, comparison of the Department of Education's defaulted student loan data base with the Office of Personnel Management's Federal employee data base would be covered; comparison of six individual student loan defaultees with the OPM file would not be covered. b. Checks on specific individuals to verify data in an application for benefits done reasonably soon after the application is received. c. Checks on specific individuals based on information which raises questions about an individual's eligibility for benefits or payments done reasonably soon after the information is received. d. Matches done to produce aggregate statistical data without any personal identifiers. e. Matches done to support any research or statistical project when the specfic data are not to be used to make decisions about the rights, benefits, or privileges of specific individuals. f. Matches done by an agency using its own records. 3. Matching Agency. The Federal agency which actually performs the match. 4. Source Agency. The Federal agency which discloses records from a system of records to be used in the match. Note that in some circumstances a source agency may be the instigator and ultimate beneficiary of the matching program, as when an agency lacking computer resources uses another agency to perform the match. The disclosure of records to the matching agency and any later disclosure of ``hits'' (by either the matching or the source agencies) must be done in accordance with the provisions of paragraph (b) of the Privacy Act. 5. Hit. The identification, through a matching program, of a specific individual. E. Guidelines for Agencies Participating in Matching Programs. Agencies should acquire and disclose matching records and conduct matching programs in accordance with the provisions of this section and the Privacy Act. 1. Disclosing Personal Records for Matching Programs-- a. To another Federal agency. Source agencies are responsible for determining whether or not to disclose personal records from their systems and for making sure they meet the necessary Privacy Act disclosure provisions when they do. Among the factors source agencies should consider are: (1) Legal authority for the match. (2) Purpose and description of the match. (3) Description of the records to be matched. (4) Whether the record subjects have consented to the match; or whether disclosure of records for the match would be compatible with the purpose for which the records were originally collected; that is, whether disclosure under a ``routine use'' would be appropriate; whether the soliciting agency is seeking the records for a legitimate law enforcement activity--whichever is appropriate; or any other provision of the Privacy Act under which disclosure may be made. (5) Description of additional information which may be subsequently disclosed in relation to ``hits.'' (6) Subsequent actions expected of the source (for example, verification of the identity of the ``hits'' or followup with individuals who are ``hits''). (7) Safeguards to be afforded the records involved, including disposition. b. If the agency is satisfied that disclosure of the records would not violate its responsibilities under the Privacy Act, it may proceed to make the disclosure to the matching agency. It should ensure that only the minimum information necessary to conduct the match is provided. If disclosure is to be made pursuant to a ``routine use'' (Section b.3. of the Privacy Act), it should ensure that the system of records contains such a use, or it should publish a routine use notice in the Federal Register. The agency should also be sure to maintain an accounting of the disclosure pursuant to Section (c) of the Privacy Act. c. To a nonfederal entity. Before disclosing records to a nonfederal entity for a matching program to be carried out by that entity, a source agency should, in addition to all of the consideration in subparagraph a, above, also make reasonable efforts, pursuant to Section (e)(6) of the Privacy Act, to ``assure that such records are accurate, complete, timely, and relevant for agency purposes.'' 2. Written Agreements. Before disclosing to either a Federal or non-Federal entity, the source agency should require the matching entity to agree in writing to certain conditions governing the use of the matching file; for example, that the matching file will remain the property of the source agency and be returned at the end of the matching program (or destroyed as appropriate); that the file will be used and accessed only to match the file or files previously agreed to; that it will not be used to extract information concerning ``non- hit'' individuals for any purpose, and that it will not be duplicated or disseminated within or outside the matching agency unless authorized in writing by the source agency. 3. Performing Matching Programs-- a. Matching agencies should maintain reasonable administrative, technical, and physical security safeguards on all files involved in the matching program. b. Matching agencies should ensure that they have appropriate systems of records including those containing ``hits,'' and that such systems and any routine uses have been appropriately notices in the Federal Register and reported to OMB and the Congress. 4. Disposition of Records-- a. Matching agencies will return or destroy source matching files (by mutual agreement) immediately after the match. b. Records relating to this will be kept only so long as an investigation, either criminal or administrative, is active, and will be disposed of in accordance with the requirements of the Privacy Act and the Federal Records Act. 5. Publication Requirements-- a. Agencies, before disclosing records outside the agency, will publish appropriate ``routine use'' notices in the Federal Register, if necessary. b. If the matching program will result in the creation of a new or the substantial alteration of an existing system of records, the agency involved should publish the appropriate Federal Register notice and submit the requisite report to OMB and the Congress pursuant to OMB Circular No. A-108. 6. Reporting Requirements-- a. As close to the initiation of the matching program as possible, matching agencies will publish in the Federal Register a brief public notice describing the matching program. The notice should include: 1. The legal authority under which the match is being conducted. 2. A description of the matching program including whether the program is one time or continuing, the organizations involved, the purpose or purposes for which the program is being conducted, and the procedures to be used in matching and following up on the ``hits.'' 3. A complete description of the personal records to be matched, including the source or sources, system of records identifying data, date or dates and page number of the most recent Federal Register full text publication when appropriate. 4. The projected start and ending dates of the program. 5. The security safeguards to be used to protect against unauthorized access or disclosure of the personal records. 6. Plans for disposition of the source records and ``hits.'' 7. Agencies should send a copy of this notice to the Congress and to OMB at the same time it is sent to the Federal Register. a. Agencies should report new or altered systems of records as described in subparagraph 5b, above, as necessary. b. Agencies should also be prepared to report on matching programs pursuant to the reporting requirements of either the Privacy Act or the Paperwork Reduction Act. Reports will be solicited by the Office of Information and Regulatory Affairs and will focus on both the protection of individual privacy and Government's effective use of information technology. Reporting instructions will be disseminated to the agencies as part of either the reports required by paragraph (p) of the Privacy Act, or section 3514 of Pub. L. 96- 511. 8. Use of Contractors. Matching programs should, as far as practicable, be conducted ``in-house'' by Federal agencies using agency personnel, rather than by contract. When contractors are used: a. The matching agency should, consistent with paragraph (m) of the Privacy Act, cause the requirements of that Privacy Act to be applied to the contractor's performance of the matching program. The contract should include the Privacy Act clause required by Federal Personnel Regulation Amendment 155 (41 CFR 1-1.337-5). b. The terms of the contract should include appropriate privacy and security provisions consistent with policies, regulations, standards, and guidelines issued by OMB, GSA, and the Department of Commerce. c. The terms of the contract should preclude the contractor from using, disclosing, copying, or retaining records associated with the matching program for the contractor's own use. d. Contractor personnel involved in the matching program shall be made explicitly aware of their obligations under the Privacy Act and of these guidelines, agency rules, and any special safeguards in relation to each specific match performed. e. Any disclosures of records by the agency to the contractor should be made pursuant to a ``routine use'' (5 U.S.C. 552a(b)(3)). F. Implementation and Oversight. OMB will oversee the implementation of these guidelines and will interpret and advise upon agency proposals and actions within their scope, consistent with section 6 of the Privacy Act. Appendix F--Litigation Status Sheet 1. Case Number.\1\ \1\Number used by the Component for reference purposes. 2. Requester. 3. Document Title or Description.\2\ \2\Indicate the nature of the case, such as ``Denial of access,'' ``Refusal to amend,'' ``Incorrect records,'' or other violations of the Act (specify). 4. Litigation. a. Date Complaint Filed. b. Court. c. Case File Number.\1\ 5. Defendants (DoD Component and individual). 6. Remarks (brief explanation of what the case is about). 7. Court Action. a. Court's Finding. b. Disciplinary Action (as appropriate). 8. Appeal (as appropriate). a. Date Complaint File. b. Court. c. Case File Number.\1\ d. Court's Finding. e. Disciplinary Action (as appropriate). Appendix G--Privacy Act Enforcement Actions A. Administrative Remedies. Any individual who feels he or she has a legitimate complaint or grievance against the Defense Logistics Agency or any DLA employee concerning any right granted by this DLAR will be permitted to seek relief through appropriate administrative channels. B. Civil Actions. An individual may file a civil suit against DLA or its employees if the individual feels certain provisions of the Privacy Act have been violated (see 5 U.S.C. 552a(g), reference (b).) C. Civil Remedies. In addition to specific remedial actions, the Privacy Act provides for the payment of damages, court cost, and attorney fees in some cases. D. Criminal Penalties-- 1. The Privacy Act also provides for criminal penalties (see 5 U.S.C. 552a(1).) Any official or employee may be found guilty of a misdemeanor and fined not more than $5,000 if he or she willfully discloses personal information to anyone not entitled to receive the information, or maintains a system of records without publishing the required public notice in the Federal Register. 2. A person who requests or obtains access to any record concerning another individual under false pretenses may be found guilty of a misdemeanor and fined up to $5,000. Appendix H--DLA Exemption Rules Exempted Records Systems. All systems of records maintained by the Defense Logistics Agency will be exempt from the requirements of 5 U.S.C. 552a(d) pursuant to 5 U.S.C. 552a(k)(1) to the extent that the system contains any information properly classified under Executive Order 12356, and which is required by the Executive Order to be kept secret in the interest of national defense or foreign policy. This exemption, which may be applicable to parts of all systems of records, is necessary because certain record systems not otherwise specifically designated for exemptions herein may contain isolated items of information which have been properly classified. a. ID: S500.10 DLA-I (Specific Exemption) 1. System name: Personnel Security Files. 2. Exemption: This system of records is exempted from the following provisions of title 5, United States Code, section 552a: (c)(3); (d); and (e)(1). 3. Authority: 5 U.S.C. 552a(k)(2). 4. Reasons: The investigatory reports are used by appropriate Security Officers and Commanders or other designated officials as a basis for determining a persons's eligibility for access to information classified in the interests of national defense. b. ID: S500.20 DLA -I (Specific Exemption) 1. System name: Criminal Incident/Investigations File. 2. Exemption: This system of records is exempted from the following provisions of the Title 5, United States Code, section 552a: (c)(3); (d); and (e)(1). 3. Authority: 5 U.S.C. 552a(k)(2). 4. Reasons: Granting individuals access to information collected and maintained by this component relating to the enforcement of criminal laws could interfere with orderly investigations, with the orderly administration of justice, and possibly enable suspects to avoid detection or apprehension. Disclosure of this information could result in the concealment, destruction or fabrication of evidence and jeopardize the safety and well being of informants, witnesses and their families, and law enforcement personnel and their families. Disclosure of this information could also reveal and render ineffectual investigative techniques, sources and methods used by this component and could result in the invasion of privacy of individuals only incidentally related to an investigation. Investigatory material is exempt to the extent that the disclosure of such material would reveal the identity of a source who furnished the information to the Government under an express promise that the identity of the source would be held in confidence, or prior to September 27, 1975 under an implied promise that the identity of the source would be held in confidence. This exemption will protect the identities of certain sources who would be otherwise unwilling to provide information to the Government. The exemption of the individual's right of access to his records and the reasons therefore necessitate the exemptions of this system of records from the requirements of the other cited provisions. c. ID: S100.50 DLA-GC (Specific exemption). 1. System name: Fraud and Irregularities. 2. Exemption: This system of records is exempt from the provisions of 5 U.S.C. 552a(c)(3), (d)(1) through (4), (e)(1), (e)(4)(G), (H), and (I), and (f). 3. Authorities: 5 U.S.C. 552a(k)(2) and (k)(5). 4. Reasons: From subsection (c)(3) because granting access to the accounting for each disclosure as required by the Privacy Act, including the date, nature, and purpose of each disclosure and the identity of the recipient, could alert the subject to the existence of the investigation or prosecutive interest by DLA or other agencies. This could seriously compromise case preparation by prematurely revealing its existence and nature; compromise or interfere with witnesses or make witnesses reluctant to cooperate; and lead to suppression, alteration, or destruction of evidence. From subsections (d)(1) through (d)(4) and (f) because providing access to records of a civil investigation and the right to contest the contents of those records and force changes to be made to the information contained therein would seriously interfere with and thwart the orderly and unbiased conduct of the investigation and impede case preparation. Providing access rights normally afforded under the Privacy Act would provide the subject with valuable information that would allow interference with or compromise of witnesses or render witnesses reluctant to cooperate; lead to suppression, alteration, or destruction of evidence; and result in the secreting of or other disposition of assets that would make them difficult or impossible to reach in order to satisfy any Government claim growing out of the investigation or proceeding. From subsection (e)(1) because it is not always possible to detect the relevance or necessity of each piece of information in the early stages of an investigation. In some cases, it is only after the information is evaluated in light of other evidence that its relevance and necessity will be clear. From subsections (e)(4)(G) and (H) because there is no necessity for such publication since the system of records will be exempt from the underlying duties to provide notification about and access to information in the system and to make amendments to and corrections of the information in the system. From subsection (e)(4)(I) because to the extent that this provision is construed to require more detailed disclosure than the broad, generic information currently published in the system notice, an exemption from this provision is necessary to protect the confidentiality of sources of information and to protect privacy and physical safety of witnesses and informants. DLA will, nevertheless, continue to publish such a notice in broad generic terms as is its current practice. d. ID: S100.10 GC (Specific exemption). 1. System name: Whistleblower Complaint and Investigation Files. 2. Exemption: Portions of this system of records may be exempt under the provisions of 5 U.S.C. 552a(c)(3), (d)(1) through (d)(4), (e)(1), (e)(4)(G), (e)(4)(H), and (e)(4)(I), and (f). 3. Authority: 5 U.S.C. 552a(k)(2). 4. Reasons: From subsection (c)(3) because granting access to the accounting for each disclosure as required by the Privacy Act, including the date, nature, and purpose of each disclosure and the identity of the recipient, could alert the subject to the existence of the investigation or prosecutive interest by DLA or other agencies. This could seriously compromise case preparation by prematurely revealing its existence and nature; compromise or interfere with witnesses or make witnesses reluctant to cooperate; and lead to suppression, alteration, or destruction of evidence. From subsections (d)(1) through (d)(4), and (f) because providing access to records of a civil investigation and the right to contest the contents of those records and force changes to be made to the information contained therein would seriously interfere with and thwart the orderly and unbiased conduct of the investigation and impede case preparation. Providing access rights normally afforded under the Privacy Act would provide the subject with valuable information that would allow interference with or compromise of witnesses or render witnesses reluctant to cooperate; lead to suppression, alteration, or destruction of evidence; and result in the secreting of or other disposition of assets that would make them difficult or impossible to reach in order to satisfy any Government claim growing out of the investigation or proceeding. From subsection (e)(1), because it is not always possible to detect the relevance or necessity of each piece of information in the early stages of an investigation. In some cases, it is only after the information is evaluated in light of other evidence that its relevance and necessity will be clear. From subsections (e)(4)(G) and (e)(4)(H) because there is no necessity for such publication since the system of records will be exempt from the underlying duties to provide notification about and access to information in the system and to make amendments to and corrections of the information in the system. However, DLA will continue to publish such a notice in broad generic terms as is its current practice. From subsection (e)(4)(I) because to the extent that this provision is construed to require more detailed disclosure than the broad, generic information currently published in the system notice, an exemption from this provision is necessary to protect the confidentiality of sources of information and to protect privacy and physical safety of witnesses and informants. DLA will, nevertheless, continue to publish such a notice in broad generic terms as is its current practice. e. ID: S500.60 CA (Specific exemption). 1. System name: DLA Complaint Program Records. 2. Exemption: (i) Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of the information, the individual will be provided access to the information except to the extent that disclosure would reveal the identity of a confidential source. (ii) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. 3. Authority: 5 U.S.C. 552a(k)(2) and (k)(5), subsections (c)(3), (d)(1) through (d)(4), (e)(1), (e)(4)(G), (H), and (I), and (f). 4. Reasons: (i) From subsection (c)(3) because to grant access to an accounting of disclosures as required by the Privacy Act, including the date, nature, and purpose of each disclosure and the identity of the recipient, could alert the subject to the existence of the investigation or prosecutive interest by DLA or other agencies. This could seriously compromise case preparation by prematurely revealing its existence and nature; compromise or interfere with witnesses or make witnesses reluctant to cooperate; and lead to suppression, alteration, or destruction of evidence. (ii) From subsections (d)(1) through (d)(4), and (f) because providing access to records of a civil or administrative investigation and the right to contest the contents of those records and force changes to be made to the information contained therein would seriously interfere with and thwart the orderly and unbiased conduct of the investigation and impede case preparation. Providing access rights normally afforded under the Privacy Act would provide the subject with valuable information that would allow interference with or compromise of witnesses or render witnesses reluctant to cooperate; lead to suppression, alteration, or destruction of evidence; enable individuals to conceal their wrongdoing or mislead the course of the investigation; and result in the secreting of or other disposition of assets that would make them difficult or impossible to reach in order to satisfy any Government claim growing out of the investigation or proceeding. (iii) From subsection (e)(1) because it is not always possible to detect the relevance or necessity of each piece of information in the early stages of an investigation. In some cases, it is only after the information is evaluated in light of other evidence that its relevance and necessity will be clear. (iv) From subsections (e)(4)(G) and (H) because this system of records is compiled for law enforcement purposes and is exempt from the access provisions of subsections (d) and (f). (v) From subsection (e)(4)(I) because to the extent that this provision is construed to require more detailed disclosure than the broad, generic information currently published in the system notice, an exemption from this provision is necessary to protect the confidentiality of sources of information and to protect privacy and physical safety of witnesses and informants. DLA will, nevertheless, continue to publish such a notice in broad generic terms as is its current practice. f. ID: S500.30 CAAS (Specific exemption). 1. System name: Incident Investigation/Police Inquiry Files. 2. Exemption: (i) Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of the information, the individual will be provided access to the information except to the extent that disclosure would reveal the identity of a confidential source. (ii) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. 3. Authority: 5 U.S.C. 552a(k)(2) and (k)(5), subsections (c)(3), (d)(1) through (d)(4), (e)(1), (e)(4)(G), (H), and (I), and (f). 4. Reasons: (i) From subsection (c)(3) because to grant access to the accounting for each disclosure as required by the Privacy Act, including the date, nature, and purpose of each disclosure and the identity of the recipient, could alert the subject to the existence of the investigation or prosecutive interest by DLA or other agencies. This could seriously compromise case preparation by prematurely revealing its existence and nature; compromise or interfere with witnesses or make witnesses reluctant to cooperate; and lead to suppression, alteration, or destruction of evidence. (ii) From subsections (d)(1) through (d)(4), and (f) because providing access to records of a civil or administrative investigation and the right to contest the contents of those records and force changes to be made to the information contained therein would seriously interfere with and thwart the orderly and unbiased conduct of the investigation and impede case preparation. Providing access rights normally afforded under the Privacy Act would provide the subject with valuable information that would allow interference with or compromise of witnesses or render witnesses reluctant to cooperate; lead to suppression, alteration, or destruction of evidence; enable individuals to conceal their wrongdoing or mislead the course of the investigation; and result in the secreting of or other disposition of assets that would make them difficult or impossible to reach in order to satisfy any Government claim growing out of the investigation or proceeding. (iii) From subsection (e)(1) because it is not always possible to detect the relevance or necessity of each piece of information in the early stages of an investigation. In some cases, it is only after the information is evaluated in light of other evidence that its relevance and necessity will be clear. (iv) From subsections (e)(4)(G) and (H) because this system of records is compiled for law enforcement purposes and is exempt from the access provisions of subsections (d) and (f). (v) From subsection (e)(4)(I) because to the extent that this provision is construed to require more detailed disclosure than the broad, generic information currently published in the system notice, an exemption from this provision is necessary to protect the confidentiality of sources of information and to protect privacy and physical safety of witnesses and informants. DLA will, nevertheless, continue to publish such a notice in broad generic terms as is its current practice. [51 FR 33959, Sept. 22, 1986, as amended at 55 FR 32913, Aug. 13, 1990; 57 FR 40609, Sept. 4, 1992; 59 FR 9668, Mar. 1, 1994; 60 FR 3088, Jan. 13, 1995; 63 FR 25772, May 11, 1998; 65 FR 18900, Apr. 10, 2000] PART 324-DFAS PRIVACY ACT PROGRAM Subpart A-General Information 324.1 Issuance and purpose. 324.2 Applicability and scope. 324.3 Policy. 324.4 Responsibilities. Subpart B-Systems of Records 324.5 General information. 324.6 Procedural rules. 324.7 Exemption rules. Subpart C-Individual Access to Records 324.8 Right of access. 324.9 Notification of record's existence. 324.10 Individual requests for access. 324.11 Denials. 324.12 Granting individual access to records 324.13 Access to medical and psychological records. 324.14 Relationship between the Privacy Act and the Freedom of Information Act. Appendix A to part 324 - DFAS Reporting Requirements Appendix B to part 324 - System of Records Notice Authority: Pub. L. 93-579, 88 Stat 1896 (5 U.S.C. 552a). Source: 61 FR 25561, May 22, 1996. Subpart A - General information...................................... Sec. 324.1 Issuance and purpose. The Defense Finance and Accounting Service fully implements the policy and procedures of the Privacy Act and the DoD 5400.11-R \1\, `Department of Defense Privacy Program' (see 32 CFR part 310). This regulation supplements the DoD Privacy Program only to establish policy for the Defense Finance and Accounting Service (DFAS) and provide DFAS unique procedures. \1\ Copies may be obtained at cost from the National Technical Information Service, 5285 Port Royal Road, Springfield, VA 22161. Sec. 324.2 Applicability and scope. This regulation applies to all DFAS, Headquarters, DFAS Centers, the Financial System Organization (FSO), and other organizational components. It applies to contractor personnel who have entered a contractual agreement with DFAS. Prospective contractors will be advised of their responsibilities under the Privacy Act Program. Sec. 324.3 Policy. DFAS personnel will comply with the Privacy Act of 1974, the DoD Privacy Program and the DFAS Privacy Act Program. Strict adherence is required to ensure uniformity in the implementation of the DFAS Privacy Act Program and to create conditions that will foster public trust. Personal information maintained by DFAS organizational elements will be safeguarded. Information will be made available to the individual to whom it pertains to the maximum extent practicable. Specific DFAS policy is provided for Privacy Act training, responsibilities, reporting procedures and implementation requirements. DFAS Components will not define policy for the Privacy Act Program. Sec. 324.4 Responsibilities. (a) Director, DFAS. (1) Ensures the DFAS Privacy Act Program is implemented at all DFAS locations. (2) The Director, DFAS, will be the Final Denial Appellate Authority. This authority may be delegated to the Director for Resource Management. (3) Appoints the Director for External Affairs and Administrative Support, or a designated replacement, as the DFAS Headquarters Privacy Act Officer. (b) DFAS Headquarters General Counsel. (1) Ensures uniformity is maintained in legal rulings and interpretation of the Privacy Act. (2) Consults with DoD General Counsel on final denials that are inconsistent with other final decisions within DoD. Responsible to raise new legal issues of potential significance to other Government agencies. (3) Provides advice and assistance to the DFAS Director, Center Directors, and the FSO as required, in the discharge of their responsibilities pertaining to the Privacy Act. (4) Acts as the DFAS focal point on Privacy Act litigation with the Department of Justice. (5) Reviews Headquarters' denials of initial requests and appeals. (c) DFAS Center Directors. (1) Ensures that all DFAS Center personnel, all personnel at subordinate levels, and contractor personnel working with personal data comply with the DFAS Privacy Act Program. (2) Serves as the DFAS Center Initial Denial Authority for requests made as a result of denying release of requested information at locations within DFAS Center authority. Initial denial authority may not be redelegated. Initial denial appeals will be forwarded to the appropriate DFAS Center marked to the attention of the DFAS Center Initial Denial Authority. (d) Director, FSO. (1) Ensures that FSO and subordinate personnel and contractors working with personal data comply with the Privacy Act Program. (2) Serves as the FSO Initial Denial Authority for requests made as a result of denying release of requested information at locations within FSO authority. FSO Initial denial authority may not be redelegated. (3) Appoints a Privacy Act Officer for the FSO and each Financial System Activity (FSA). (e) DFAS Headquarters Privacy Act Officer. (1) Establishes, issues and updates policy for the DFAS Privacy Act Program and monitors compliance. Serves as the DFAS single point of contact on all matters concerning Privacy Act policy. Resolves any conflicts resulting from implementation of the DFAS Privacy Act Program policy. (2) Serves as the DFAS single point of contact with the Department of Defense Privacy Office. This duty may be delegated. (3) Ensures that the collection, maintenance, use and/or dissemination of records of identifiable personal information is for a necessary and lawful purpose, that the information is current and accurate for the intended use and that adequate security safeguards are provided. (4) Monitors system notices for agency systems of records. Ensures that new, amended, or altered notices are promptly prepared and published. Reviews all notices submitted by the DFAS Privacy Act Officers for correctness and submits same to the Department of Defense Privacy Office for publication in the Federal Register. Maintains and publishes a listing of DFAS Privacy Act system notices. (5) Establishes DFAS Privacy Act reporting requirement due dates. Compiles all Agency reports and submits the completed annual report to the Defense Privacy Office. DFAS reporting requirements are provided in appendix A to this part. (6) Conducts annual Privacy Act Program training for DFAS Headquarters (HQ) personnel. Ensures that subordinate DFAS Center and FSO Privacy Act Officers fulfill annual training requirements. (f) FSO and Financial System Activities (FSAs) Legal Support. The FSO and subordinate FSA organizational elements will be supported by the appropriate DFAS-HQ or DFAS Center General Counsel office. (g) DFAS Center(s) Assistant General Counsel. (1) Ensures uniformity is maintained in legal rulings and interpretation of the Privacy Act and this regulation. Consults with the DFAS-HQ General Counsel as required. (2) Provides advice and assistance to the DFAS Center Director and the FSA in the discharge of his/her responsibilities pertaining to the Privacy Act. (3) Coordinates on DFAS Center and the FSA denials of initial requests. (h) DFAS Center Privacy Act Officer. (1) Implements and administers the DFAS Privacy Act Program for all personnel, to include contractor personnel, within the Center, Operating Locations (OpLocs) and Defense Accounting Offices (DAOs). (2) Ensures that the collection, maintenance, use, or dissemination of records of identifiable personal information is in a manner that assures that such action is for a necessary and lawful purpose; the information is timely and accurate for its intended use; and that adequate safeguards are provided to prevent misuse of such information. Advises the Program Manager that systems notices must be published in the Federal Register prior to collecting or maintenance of the information. Submits system notices to the DFAS-HQ Privacy Act Officer for review and subsequent submission to the Department of Defense Privacy Office. (3) Administratively controls and processes Privacy Act requests. Ensures that the provisions of this regulation and the DoD Privacy Act Program are followed in processing requests for records. Ensures all Privacy Act requests are promptly reviewed. Coordinates the reply with other organizational elements as required. (4) Prepares denials and partial denials for the Center Director's signature and obtain required coordination with the assistant General Counsel. Responses will include written justification citing a specific exemption or exemptions. (5) Prepares input for the annual Privacy Act Report as required using the guidelines provided in Appendix A to this part. (6) Conducts training on the DFAS Privacy Act Program for Center personnel. (i) FSO Privacy Act Officer. (1) Implements and administers the DFAS Privacy Act Program for all personnel, to include contractor personnel, within the FSO. (2) Ensures that the collection, maintenance, use, or dissemination of records of identifiable personal information is in a manner that assures that such action is for a necessary and lawful purpose; the information is timely and accurate for its intended use; and that adequate safeguards are provided to prevent misuse of such information. Advises the Program Manager that systems notices must be published in the Federal Register prior to collecting or maintenance of the information. Submits system notices to the DFAS-HQ Privacy Act Officer for review and subsequent submission to the Department of Defense Privacy Office. (3) Administratively controls and processes Privacy Act requests. Ensures that the provisions of this regulation and the DoD Privacy Act Program are followed in processing requests for records. Ensure all Privacy Act requests are promptly reviewed. Coordinate the reply with other organizational elements as required. (4) Prepares denials and partial denials for signature by the Director, FSO and obtains required coordination with the assistant General Counsel. Responses will include written justification citing a specific exemption or exemptions. (5) Prepares input for the annual Privacy Act Report (RCS: DD DA&M(A)1379) as required using the guidelines provided in appendix A to this part. (6) Conducts training on the DFAS Privacy Act Program for FSO personnel. (j) DFAS employees. (1) Will not disclose any personal information contained in any system of records, except as authorized by this regulation. (2) Will not maintain any official files which are retrieved by name or other personal identifier without first ensuring that a system notice has been published in the Federal Register. (3) Reports any disclosures of personal information from a system of records or the maintenance of any system of records not authorized by this regulation to the appropriate Privacy Act Officer for action. (k) DFAS system managers (SM). (1) Ensures adequate safeguards have been established and are enforced to prevent the misuse, unauthorized disclosure, alteration, or destruction of personal information contained in system records. (2) Ensures that all personnel who have access to the system of records or are engaged in developing or supervising procedures for handling records are totally aware of their responsibilities to protect personal information established by the DFAS Privacy Act Program. (3) Evaluates each new proposed system of records during the planning stage. The following factors should be considered: (i) Relationship of data to be collected and retained to the purpose for which the system is maintained. All information must be relevant to the purpose. (ii) The impact on the purpose or mission if categories of information are not collected. All data fields must be necessary to accomplish a lawful purpose or mission. (iii) Whether informational needs can be met without using personal identifiers. (iv) The disposition schedule for information. (v) The method of disposal. (vi) Cost of maintaining the information. (4) Complies with the publication requirements of DoD 5400.11-R, `Department of Defense Privacy Program' (see 32 CFR part 310). Submits final publication requirements to the appropriate DFAS Privacy Act Officer. (l) DFAS program manager(s). Reviews system alterations or amendments to evaluate for relevancy and necessity. Reviews will be conducted annually and reports prepared outlining the results and corrective actions taken to resolve problems. Reports will be forwarded to the appropriate Privacy Act Officer. (m) Federal government contractors. When a DFAS organizational element contracts to accomplish an agency function and performance of the contract requires the operation of a system of records or a portion thereof, DoD 5400.11-R, `Department of Defense Privacy Program' (see 32 CFR part 310) and this part apply. For purposes of criminal penalties, the contractor and its employees shall be considered employees of DFAS during the performance of the contract. (1) Contracting Involving Operation of Systems of Records. Consistent with Federal Acquisition Regulation (FAR) \2\ and the DoD Supplement to the Federal Acquisition Regulation (DFAR) \3\, Part 224.1, contracts involving the operation of a system of records or portion thereof shall specifically identify the record system, the work to be performed and shall include in the solicitations and resulting contract such terms specifically prescribed by the FAR and DFAR. \2\ Copies may be obtained at cost from the Superintendent of Documents, P.O. Box 37195, Pittsburgh, PA 15250-7954. \3\ See footnote 2 to Sec. 324.4(m)(1) (2) Contracting. For contracting subject to this part, the Agency shall: (i) Informs prospective contractors of their responsibilities under the DFAS Privacy Act Program. (ii) Establishes an internal system for reviewing contractor performance to ensure compliance with the DFAS Privacy Act Program. (3) Exceptions. This rule does not apply to contractor records that are: (i) Established and maintained solely to assist the contractor in making internal contractor management decisions, such as records maintained by the contractor for use in managing the contract. (ii) Maintained as internal contractor employee records, even when used in conjunction with providing goods or services to the agency. (4) Contracting procedures. The Defense Acquisition Regulatory Council is responsible for developing the specific policies and procedures for soliciting, awarding, and administering contracts. (5) Disclosing records to contractors. Disclosing records to a contractor for use in performing a DFAS contract is considered a disclosure within DFAS. The contractor is considered the agent of DFAS when receiving and maintaining the records for the agency. Subpart B - Systems of Records....................................... Sec. 324.5 General information. (a) The provisions of DoD 5400.11-R, `Department of Defense Privacy Program' (see 32 CFR part 310) apply to all DFAS systems of records. DFAS Privacy Act Program Procedural Rules, DFAS Exemption Rules and System of Record Notices are the three types of documents relating to the Privacy Act Program that must be published in the Federal Register. (b) A system of records used to retrieve records by a name or some other personal identifier of an individual must be under DFAS control for consideration under this regulation. DFAS will maintain only those Systems of Records that have been described through notices published in the Federal Register. (1) First amendment guarantee. No records will be maintained that describe how individuals exercise their rights guaranteed by the First Amendment unless maintenance of the record is expressly authorized by Statute, the individual or for an authorized law enforcement purpose. (2) Conflicts. In case of conflict, the provisions of DoD 5400.11-R take precedence over this supplement or any DFAS directive or procedure concerning the collection, maintenance, use or disclosure of information from individual records. (3) Record system notices. Record system notices are published in the Federal Register as notices and are not subject to the rule making procedures. The public must be given 30 days to comment on any proposed routine uses prior to implementing the system of record. (4) Amendments. Amendments to system notices are submitted in the same manner as the original notices. Sec. 324.6 Procedural rules. DFAS procedural rules (regulations having a substantial and direct impact on the public) must be published in the Federal Register first as a proposed rule to allow for public comment and then as a final rule. Procedural rules will be submitted through the appropriate DFAS Privacy Act Officer to the Department of Defense Privacy Office. Appendix B to this part provides the correct format. Guidance may be obtained from the DFAS-HQ and DFAS Center Records Managers on the preparation of procedural rules for publication. Sec. 324.7 Exemption rules. (a) Submitting proposed exemption rules. Each proposed exemption rule submitted for publication in the Federal Register must contain: The agency identification and name of the record system for which an exemption will be established; The subsection(s) of the Privacy Act which grants the agency authority to claim an exemption for the system; The particular subsection(s) of the Privacy Act from which the system will be exempt; and the reasons why an exemption from the particular subsection identified in the preceding subparagraph is being claimed. No exemption to all provisions of the Privacy Act for any System of records will be granted. Only the Director, DFAS may make a determination that an exemption should be established for a system of record. (b) Submitting exemption rules for publication. Exemption rules must be published in the Federal Register first as proposed rules to allow for public comment, then as final rules. No system of records shall be exempt from any provision of the Privacy Act until the exemption rule has been published in the Federal Register as a final rule. The DFAS Privacy Act Officer will submit proposed exemption rules, in proper format, to the Defense Privacy Office, for review and submission to the Federal Register for publication. Amendments to exemption rules are submitted in the same manner as the original exemption rules. (c) Exemption for classified records. Any record in a system of records maintained by the Defense Finance and Accounting Service which falls within the provisions of 5 U.S.C. 552a(k)(1) may be exempt from the following subsections of 5 U.S.C. 552a: (c)(3), (d), (e)(1), (e)(4)(G)-(e)(4)(I) and (f) to the extent that a record system contains any record properly classified under Executive Order 12589 and that the record is required to be kept classified in the interest of national defense or foreign policy. This specific exemption rule, claimed by the Defense Finance and Accounting Service under authority of 5 U.S.C. 552a(k)(1), is applicable to all systems of records maintained, including those individually designated for an exemption herein as well as those not otherwise specifically designated for an exemption, which may contain isolated items of properly classified information (1) General exemptions. (Reserved) (2) Specific exemptions. (Reserved) Subpart C - Individual Access to Records............................. Sec. 324.8 Right of access. The provisions of DoD 5400.11-R, `Department of Defense Privacy Program' (see 32 CFR part 310) apply to all DFAS personnel about whom records are maintained in systems of records. All information that can be released consistent with applicable laws and regulations should be made available to the subject of record. Sec. 324.9 Notification of record's existence. All DFAS Privacy Act Officers shall establish procedures for notifying an individual, in response to a request, if the system of records contains a record pertaining to him/her. Sec. 324.10 Individual requests for access. Individuals shall address requests for access to records to the appropriate Privacy Act Officer by mail or in person. Requests for access should be acknowledged within 10 working days after receipt and provided access within 30 working days. Every effort will be made to provide access rapidly; however, records cannot usually be made available for review on the day of request. Requests must provide information needed to locate and identify the record, such as individual identifiers required by a particular system, to include the requester's full name and social security number. Sec. 324.11 Denials. Only a designated denial authority may deny access. The denial must be in writing. Sec. 324.12 Granting individual access to records. (a) The individual should be granted access to the original record (or exact copy) without any changes or deletions. A record that has been amended is considered the original. (b) The DFAS component that maintains control of the records will provide an area where the records can be reviewed. The hours for review will be set by each DFAS location. (c) The custodian will require presentation of identification prior to providing access to records. Acceptable identification forms include military or government civilian identification cards, driver's license, or other similar photo identification documents. (d) Individuals may be accompanied by a person of their own choosing when reviewing the record; however, the custodian will not discuss the record in the presence of the third person without written authorization. (e) On request, copies of the record will be provided at a cost of $.15 per page. Fees will not be assessed if the cost is less that $30.00. Individuals requesting copies of their official personnel records are entitled to one free copy and then a charge will be assessed for additional copies. Sec. 324.13 Access to medical and psychological records. Individual access to medical and psychological records should be provided, even if the individual is a minor, unless it is determined that access could have an adverse effect on the mental or physical health of the individual. In this instance, the individual will be asked to provide the name of a personal physician, and the record will be provided to that physician in accordance with guidance in Department of Defense 5400.11-R, `Department of Defense Privacy Program' (see 32 CFR part 310). Sec. 324.14 Relationship between the Privacy Act and the Freedom of Information Act. Access requests that specifically state or reasonably imply that they are made under FOIA, are processed pursuant to the DFAS Freedom of Information Act Regulation. Access requests that specifically state or reasonably imply that they are made under the PA are processed pursuant to this regulation. Access requests that cite both the FOIA and the PA are processed under the Act that provides the greater degree of access. Individual access should not be denied to records otherwise releasable under the PA or the FOIA solely because the request does not cite the appropriate statute. The requester should be informed which Act was used in granting or denying access. Appendix A to part 324-DFAS Reporting Requirements By February 1, of each calendar year, DFAS Centers and Financial Systems Organizations will provide the DFAS Headquarters Privacy Act Officer with the following information: 1. Total Number of Requests for Access: a. Number granted in whole: b. Number granted in part: c. Number wholly denied: d. Number for which no record was found: 2. Total Number of Requests to Amend Records in the System: a. Number granted in whole: b. Number granted in part: c. Number wholly denied: 3. The results of reviews undertaken in response to paragraph 3a of Appendix I to OMB Circular A-130 \4\. \4\ Copies available from the Office of Personnel Management, 1900 E. Street, Washington, DC 20415. Appendix B to part 324-System of Records Notice The following data captions are required for each system of records notice published in the Federal Register. An explanation for each caption is provided. 1. System identifier. The system identifier must appear in all system notices. It is limited to 21 positions, including agency code, file number, symbols, punctuation, and spaces. 2. Security classification. Self explanatory. (DoD does not publish this caption. However, each agency is responsible for maintaining the information.) 3. System name. The system name must indicate the general nature of the system of records and, if possible, the general category of individuals to whom it pertains. Acronyms should be established parenthetically following the first use of the name (e.g., `Field Audit Office Management Information System (FMIS)'). Acronyms shall not be used unless preceded by such an explanation. The system name may not exceed 55 character positions, including punctuation and spaces. 4. Security classification. This category is not published in the Federal Register but is required to be kept by the Headquarters Privacy Act Officer. 5. System location. a. For a system maintained in a single location, provide the exact office name, organizational identity, routing symbol, and full mailing address. Do not use acronyms in the location address. b. For a geographically or organizationally decentralized system, describe each level of organization or element that maintains a portion of the system of records. c. For an automated data system with a central computer facility and input or output terminals at geographically separate locations, list each location by category. d. If multiple locations are identified by type of organization, the system location may indicate that official mailing addresses are published as an appendix to the agency's compilation of systems of records notices in the Federal Register. If no address directory is used, or if the addresses in the directory are incomplete, the address of each location where a portion of the record system is maintained must appear under the `system location' caption. e. Classified addresses shall not be listed but the fact that they are classified shall be indicated. f. The U.S. Postal Service two-letter state abbreviation and the nine-digit zip code shall be used for all domestic addresses. 6. Categories of individuals covered by the system. Use clear, non technical terms which show the specific categories of individuals to whom records in the system pertain. Broad descriptions such as `all DFAS personnel' or `all employees' should be avoided unless the term actually reflects the category of individuals involved. 7. Categories of records in the system. Use clear, non technical terms to describe the types of records maintained in the system. The description of documents should be limited to those actually retained in the system of records. Source documents used only to collect data and then destroyed should not be described. 8. Authority for maintenance of the system. The system of records must be authorized by a Federal law or Executive Order of the President, and the specific provision must be cited. When citing federal laws, include the popular names (e.g., `5 U.S.C. 552a, The Privacy Act of 1974') and for Executive Orders, the official titles (e.g., `Executive Order 9397, Numbering System for Federal Accounts Relating to Individual Persons'). 9. Purpose(s). The specific purpose(s) for which the system of records was created and maintained; that is, the uses of the records within DFAS and the rest of the Department of Defense should be listed. 10. Routine uses of records maintained in the system, including categories of users and purposes of the uses. All disclosures of the records outside DoD, including the recipient of the disclosed information and the uses the recipient will make of it should be listed. If possible, the specific activity or element to which the record may be disclosed (e.g., `to the Department of Veterans Affairs, Office of Disability Benefits') should be listed. General statements such as `to other Federal Agencies as required' or `to any other appropriate Federal Agency' should not be used. The blanket routine uses, published at the beginning of the agency's compilation, applies to all system notices, unless the individual system notice states otherwise. 11. Disclosure to consumer reporting agencies: This entry is optional for certain debt collection systems of records. 12. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system. This section is divided into four parts. 13. Storage: The method(s) used to store the information in the system (e.g., `automated, maintained in computers and computer output products' or `manual, maintained in paper files' or `hybrid, maintained in paper files and in computers') should be stated. Storage does not refer to the container or facility in which the records are kept. 14. Retrievability: How records are retrieved from the system (e.g., `by name,' `by SSN,' or `by name and SSN') should be indicated. 15. Safeguards: The categories of agency personnel who use the records and those responsible for protecting the records from unauthorized access should be stated. Generally the methods used to protect the records, such as safes, vaults, locked cabinets or rooms, guards, visitor registers, personnel screening, or computer `fail- safe' systems software should be identified. Safeguards should not be described in such detail as to compromise system security. 16. Retention and disposal: Describe how long records are maintained. When appropriate, the length of time records are maintained by the agency in an active status, when they are transferred to a Federal Records Center, how long they are kept at the Federal Records Center, and when they are transferred to the National Archives or destroyed should be stated. If records eventually are destroyed, the method of destruction (e.g., shredding, burning, pulping, etc.) should be stated. If the agency rule is cited, the applicable disposition schedule shall also be identified. 17. System manager(s) and address. The title (not the name) and address of the official or officials responsible for managing the system of records should be listed. If the title of the specific official is unknown, such as with a local system, the local director or office head as the system manager should be indicated. For geographically separated or organizationally decentralized activities with which individuals may correspond directly when exercising their rights, the position or title of each category of officials responsible for the system or portion thereof should be listed. Addresses that already are listed in the agency address directory or simply refer to the directory should not be included. 18. Notification procedures. (1) Notification procedures describe how an individual can determine if a record in the system pertains to him/her. If the record system has been exempted from the notification requirements of subsection (f)(l) or subsection (e)(4)(G) of the Privacy Act, it should be so stated. If the system has not been exempted, the notice must provide sufficient information to enable an individual to request notification of whether a record in the system pertains to him/her. Merely referring to a DFAS regulation is not sufficient. This section should also include the title (not the name) and address of the official (usually the Program Manager) to whom the request must be directed; any specific information the individual must provide in order for DFAS to respond to the request (e.g., name, SSN, date of birth, etc.); and any description of proof of identity for verification purposes required for personal visits by the requester. 19. Record access procedures. This section describes how an individual can review the record and obtain a copy of it. If the system has been exempted from access and publishing access procedures under subsections (d)(1) and (e)(4)(H), respectively, of the Privacy Act, it should be so indicated. If the system has not been exempted, describe the procedures an individual must follow in order to review the record and obtain a copy of it, including any requirements for identity verification. If appropriate, the individual may be referred to the system manager or another DFAS official who shall provide a detailed description of the access procedures. Any addresses already listed in the address directory should not be repeated. 20. Contesting records procedures. This section describes how an individual may challenge the denial of access or the contents of a record that pertains to him or her. If the system of record has been exempted from allowing amendments to records or publishing amendment procedures under subsections (d)(1) and (e)(4)(H), respectively, of the Privacy Act, it should be so stated. If the system has not been exempted, this caption describes the procedures an individual must follow in order to challenge the content of a record pertaining to him/her, or explain how he/she can obtain a copy of the procedures (e.g., by contacting the Program Manager or the appropriate DFAS Privacy Act Officer). 21. Record source categories: If the system has been exempted from publishing record source categories under subsection (e)(4)(I) of the Privacy Act, it should be so stated. If the system has not been exempted, this caption must describe where DFAS obtained the information maintained in the system. Describing the record sources in general terms is sufficient; specific individuals, organizations, or institutions need not be identified. 22. Exemptions claimed for the system. If no exemption has been established for the system, indicate `None.' If an exemption has been established, state under which provision of the Privacy Act it is established (e.g., `Portions of this system of records may be exempt under the provisions of 5 U.S.C. 552a(k)(2).') PART 326--NATIONAL RECONNAISSANCE OFFICE PRIVACY ACT PROGRAM Sec. 326.1 Purpose. 326.2 Application. 326.3 Definitions. 326.4 Policy. 326.5 Responsibilities. 326.6 Policies for processing requests for records. 326.7 Procedures for collection. 326.8 Procedures for requesting access. 326.9 Procedures for disclosure of requested records. 326.10 Procedures to appeal denial of access to requested record. 326.11 Special procedures for disclosure of medical and psychological records. 326.12 Procedures to request amendment or correction of record. 326.13 Procedures to appeal denial of amendment. 326.14 Disclosure of record to person other than subject. 326.15 Fees. 326.16 Penalties. 326.17 Exemptions. Authority: Pub. L. 93-579, 88 Stat 1896 (5 U.S.C. 552a). Source: 65 FR 20372, Apr. 17, 2000. Sec. 326.1 Purpose. This part implements the basic policies and procedures outlined in the Privacy Act of 1974, as amended (5 U.S.C. 552a), and 32 CFR part 310; and establishes the National Reconnaissance Office Privacy Program (NRO) by setting policies and procedures for the collection and disclosure of information maintained in records on individuals, the handling of requests for amendment or correction of such records, appeal and review of NRO decisions on these matters, and the application of exemptions. Sec. 326.2 Application. Obligations under this part apply to all employees detailed, attached, or assigned to or authorized to act as agents of the National Reconnaissance Office. The provisions of this part shall be made applicable by contract or other legally binding action to government contractors whenever a contract is let for the operation of a system of records or a portion of a system of records. Sec. 326.3 Definitions. Access. The review or copying of a record or its parts contained in a system of records by a requester. Agency. Any executive or military department, other establishment, or entity included in the definition of agency in 5 U.S.C. 522(f). Control. Ownership or authority of the NRO pursuant to federal statute or privilege to regulate official or public access to records. Disclosure. The authorized transfer of any personal information from a system of records by any means of communication (such as oral, written, electronic, mechanical, or actual review) to any person, private entity, or government agency other than the subject of the record, the subject's designated agent, or the subject's legal guardian. He, him, and himself. Generically used in this part to refer to both males and females. Individual or requester. A living citizen of the U.S. or an alien lawfully admitted to the U.S. for permanent residence and to whom a record might pertain. The legal guardian or legally authorized agent of an individual has the same rights as the individual and may act on his behalf. No rights are vested in the representative of a dead person or in persons acting in an entrepreneurial (for example, sole proprietorship or partnership) capacity under this part. Interested party. Any official in the executive (including military), legislative, or judicial branches of government, U.S. or foreign, or U.S. Government contractor who, in the sole discretion of the NRO, has a subject matter or physical interest in the documents or information at issue. Maintain. To collect, use, store, disclose, retain, or disseminate when used in connection with records. Originator. The NRO employee or contractor who created the document at issue or his successor in office or any official who has been delegated release or declassification authority pursuant to law. Personal information. Information about any individual that is intimate or private to the individual, as distinguished from `corporate information' which is in the public domain and related solely to the individual's official functions or public life (i.e., employee's name, job title, work phone, grade/rank, job location). Privacy Act Coordinator. The NRO Information and Access Release Center Chief who serves as the NRO manager of the information review and release program instituted under the Privacy Act. Record. Any item, collection, or grouping of information about an individual that is maintained by the NRO, including, but not limited to, the individual's education, financial transactions, medical history, and criminal or employment history, and that contains the individual's name or identifying number (such as Social Security or employee number), symbol, or other identifying particular assigned to the individual, such as fingerprint, voice print, or photograph. Records include data about individuals which is stored in computers. Responsive record. Documents or records that the NRO has determined to be within the scope of a Privacy Act request. Routine use. The disclosure of a record outside the Department of Defense (DoD) for a use that is compatible with the purpose for which the information was collected and maintained by NRO. Routine use encompasses not only common or ordinary use, but also all the proper and necessary uses of the record even if such uses occur infrequently. All routine uses must be published in the Federal Register. System managers. Officials who have overall responsibility for a Privacy Act system of records. System notice. The official public notice published in the Federal Register of the existence and general content of the system of records. System of records. A group of any records under the control of the NRO from which information is retrieved by the name of an individual or by some identifying number, symbol, or other identifying particular assigned to that individual. Working days. Days when the NRO is operating and specifically excludes Saturdays, Sundays, and legal public holidays. Sec. 326.4 Policy. (a) Records about individuals-- (1) Collection. The NRO will safeguard the privacy of individuals identified in its records. Information about an individual will, to the greatest extent practicable, be collected directly from the individual, and personal information will be protected from unintentional or unauthorized disclosure by treating it as marked `For Official Use Only.' Access to personal information will be restricted to those employees whose official duties require it during the regular course of business. (i) Privacy Act Statement. When an individual is requested to furnish personal information about himself for inclusion in a system of records, a Privacy Act Statement is required to enable him to make an informed decision whether to provide the information requested. A Privacy Act Statement may appear, in order of preference, at the top or bottom of a form, on the reverse side of a form, or attached to the form as a tear-off sheet. (ii) Social Security Numbers (SSNs). It is unlawful for any governmental agency to deny an individual any right, benefit, or privilege provided by law because the individual refuses to provide his SSN. However, if a federal statute requires that the SSN be furnished or if the SSN is required to verify the identity of an individual in a system of records that was established and in use before January 1, 1975, this restriction does not apply. When collecting the SSN, a `qualified' Privacy Act Statement must be provided even if the SSN will not be maintained in a system of records. The 'qualified' Privacy Act Statement shall inform the individual whether the disclosure is mandatory or voluntary, by what statutory or other authority such number is solicited, and what uses will be made of it. (2) Maintenance. The NRO will maintain in its records only such information about an individual which is accurate, relevant, timely, and necessary to accomplish a purpose which is required by statute or Executive Order. All records used by the NRO to make determinations about individuals will be maintained with such accuracy and completeness as is reasonably necessary to assure fairness to the individual. (3) Existence. The applicability of the Privacy Act depends on the existence of an identifiable record. The procedures described in NRO regulations do not require that a record be created or that an individual be given access to records that are not retrieved by name or other individual identifier. Nor do these procedures entitle an individual to have access to any information compiled in reasonable anticipation of a civil action or proceeding. NRO will maintain only those systems of records that have been described through notices published in the Federal Register. A system of records from which records may be retrieved by a name or some other personal identifier must be under NRO control for consideration under this part. (4) Disposal. The NRO will archive, dispose of, or destroy records containing personal data in a manner to prevent specific records from being readily identified or inadvertently compromised. (b) Evaluation of records. Statutory authority to establish and maintain a system of records does not grant unlimited authority to collect and maintain all information which may be useful or convenient. Directorates and offices maintaining records will evaluate each category of information in records systems for necessity and relevance prior to republication of all system notices in the Federal Register and during the design phase or change of a system of records. The following will be considered in the evaluation: (1) Relationship of each item of information to the statutory purpose for which the system is maintained; (2) Specific adverse consequences of not collecting each category of information; and (3) Techniques for purging parts of the records. (c) Disclosure of records. The NRO will provide the fullest access practicable by individuals to NRO records concerning them. Release of personal information to such individuals is not considered public release of information. Upon receipt of a written request, the NRO will release to individuals those records that are releasable and applicable to the individual making the request. Generally, information, other than that exempted by law and this part, will be provided to the individual. NRO personnel will comply with the Privacy Act of 1974, as amended, the DoD Privacy Act Program (32 CFR part 310), and the NRO Privacy Act Program. No NRO records shall be disclosed by any means of communication to any person or to any agency except pursuant to a written request by or the prior written consent of the individual to whom it pertains, unless disclosure of the record will be: (1) To those employees of the NRO who have an official need for the record in the performance of their duties. (2) Required to be disclosed to a member of the public under the Freedom of Information Act, as amended. (3) For a routine use as defined in the Privacy Act. (4) To the Census Bureau for the purpose of conducting a census or survey or related activity authorized by law. (5) To a recipient who has provided the NRO with advance, adequate written assurance that the record will be used solely as statistical research and that the record is to be transferred in a form in which the individual is not identifiable. (6) To the National Archives of the United States as a record which has sufficient historical or other value to warrant its continued preservation by the U. S. Government. (7) To another agency or to an instrumentality of any governmental jurisdiction within or under the control of the U.S. for a civil or criminal law enforcement activity if such activity is authorized by law and if the head of the agency or governmental entity has made a written request to the NRO specifying the particular portion of the record and the law enforcement activity for which the record is sought (blanket requests will not be accepted); a record may also be disclosed to a law enforcement agency at the initiative of the NRO pursuant to the blanket routine use for law enforcement when criminal conduct is indicated in the record. (8) To a person showing compelling circumstances affecting the health or safety of an individual if, upon such disclosure, notification is sent to the last known address of the individual to whom the record pertains (emergency medical information may be released by telephone). (9) To Congress or any committee, joint committee, or subcommittee of Congress with respect to a matter under its jurisdiction. This provision does not authorize the disclosure of a record to members of Congress acting in their individual capacities or on behalf of their constituents making third party requests. However, such releases may be made pursuant to the blanket routine use for Congressional inquiries when a constituent has sought the assistance of his Congressman for the constituent's individual record(s). (10) To the Comptroller General or any of his authorized representatives in the course of the performance of the duties of the General Accounting Office. (11) Pursuant to an order of a court of competent jurisdiction. When the record is disclosed under compulsory legal process and when the issuance of that order or subpoena is made public by the court which issued it, the NRO will make reasonable efforts to notify the individual to whom the record pertains by mail at the most recent address contained in NRO records. (12) To a consumer reporting agency in accordance with 31 U.S.C. 3711(f). (d) Allocation of resources. NRO components shall exercise due diligence in their responsibilities under the Privacy Act and must devote a reasonable level of personnel to respond to requests on a `first-in, first-out' basis. In allocating Privacy Act resources, the component shall consider its imposed business demands, the totality of resources available to it, the information review and release demands imposed by Congress and other governmental authorities, and the rights of the public under various disclosure laws. The PA Coordinator will establish priorities for cases consistent with established law to ensure that smaller as well as larger `project' cases receive equitable attention. (e) Written permission for disclosure. Disclosures made under circumstances not delineated in this part shall be made only if the written permission of the individual involved has been obtained. Written permission shall be recorded on or appended to the document transmitting the personal information to the other agency, in which case no separate accounting of the disclosure need be made. Written permission is required in each case; that is, once obtained, written permission for one case does not constitute blanket permission for other disclosures. (f) Coordination with other government agencies. Records systems of the NRO may contain records originated by other agencies that may have claimed exemptions for them under the Privacy Act. Where appropriate, coordination will be effected with the originating agency. The NRO will comply with the instructions issued by another agency responsible for a system of records (e.g., Office of Personnel Management) in granting access to such records. Records containing information or interests of another government agency will not be released until coordination with the other agency involved. A request for information pertaining to the individual in an NRO record system received from another federal agency will be coordinated with the originating agency. (g) Accounting for disclosure. Except for disclosures made under paragraphs (c)(1) and (c)(2) of this section, an accurate account of the disclosures shall be kept by the record holder in consultation with the Privacy Act Coordinator (PA Coordinator). There need not be a notation on a single document of every disclosure of a particular record. The record holder should be able to construct from its system of records the accounting information: (1) When required by the individual to whom the record pertains, or (2) When necessary to inform previous recipients of any amended records. The accounting shall be retained for at least five years or for the life of the record, whichever is longer, to be available for review by the subject of the record at his request except for disclosures made under paragraph (c)(7) of this section. (h) Application of rules. Any request for access, amendment, correction, etc., of personal record information in a system of records by an individual to whom such information pertains will be governed by the Privacy Act of 1974, as amended, DoD regulatory authority, and this part, exclusively. Any denial or exemption of all or part of a record from access, disclosure, amendment, correction, etc., will be processed under DoD regulatory authority and this part, unless court order or other competent authority directs otherwise. (i) First Amendment rights. No NRO official or component may maintain any information pertaining to the exercise by an individual of his rights under the First Amendment without the permission of that individual unless such collection is specifically authorized by statute or pertains to an authorized law enforcement activity. (j) Non-system information on individuals. The following information is not considered part of personal records systems reportable under this part and may be maintained by NRO for ready identification, contact, and property control purposes only, provided it is not maintained in a system of records. If at any time the information described in this paragraph is being maintained in a system of records, the information is subject to the Privacy Act. (1) Identification information at doorways, building directories, desks, lockers, name tags, etc. (2) Geographical or agency contact cards. (3) Property receipts and control logs for building passes, credentials, vehicles, etc. (4) Personal working notes of employees that are merely an extension of the author's memory, if maintained properly, do not come under the Privacy Act. Personal notes are not considered official NRO records if they meet the following requirements: (i) Keeping or discarding notes must be at the sole discretion of the author. Any requirement by supervising authority, whether by oral or written directive, regulation, policy, or memo to maintain such notes, likely would cause the notes to become official agency records. (ii) Such notes must be restricted to the author's personal use as memory aids, and only the author may have access to them. Passing them to a successor or showing them to other personnel (including supporting staff such as secretaries) would likely cause them to become agency records. (5) Rosters. The NRO has no restriction against rosters that contain only corporate information such as name, work telephone number, and position. Good recordkeeping practices dictate that only rosters that are relevant and necessary to the NRO's operations may be maintained, and therefore convenience rosters, which by definition do not satisfy the test, may not be maintained. Sec. 326.5 Responsibilities. (a) The Director, NRO (DNRO): (1) Supervises the execution of the Privacy Act and this part within the NRO. (2) Appoints: (i) The Chief, Information Access and Release Center as the NRO Privacy Act Coordinator. (ii) The Director of Security, the Director of Policy, and the NRO General Counsel as the NRO Appeals Panel; and (iii) The Chief of Staff as the Senior Official for Privacy Policy and the Privacy Act Appeal Authority. (b) The Privacy Act Coordinator, NRO: (1) Establishes, issues, and updates policy for the NRO Privacy Act Program, monitors compliance, and serves as the principal NRO point of contact on all Privacy Act matters. (2) Receives, processes, and responds to all Privacy Act requests received by the NRO, including: (i) Granting, granting in part, or denying an initial Privacy Act request for access or amendment to a record, and notifying a requester of such actions taken in regard to that request. (ii) Granting a requester access to all or part of a record under dispute when, after a review, a decision is made in favor of a requester. (iii) Directing the appropriate NRO component to amend a record and advising other record holders to amend a record when a decision is made in favor of a requester. (iv) Notifying a requester, if a request is denied, of the reasons for denial and the procedures for appeal to the Privacy Act Appeal Authority. (v) Notifying a requester of his right to file a concise statement of his reasons for disagreement with the NRO's refusal to amend a record. (vi) Directing that a requester's statement of reasons for the request to amend, his concise statement of disagreement with the NRO's refusal to amend a record, and the NRO's letter of denial be included in the file containing the disputed record. (vii) Referring all appeals to the Privacy Act Appeals Panel and Appeal Authority. (viii) Notifying a requester of any required fees and delivering such collected fees to the Comptroller. (ix) Obtaining supplemental information from the requester when required. (3) Serves as the NRO point of contact with the Defense Privacy Office. (4) Reviews NRO use of records, and at least 40 calendar days prior to establishing a new agency system of records, ensures that new or amended notices are prepared and published in the Federal Register consistent with the requirements of 32 CFR part 310; (5) Coordinates with forms managers to ensure that a Privacy Act Statement is on all forms or in all other methods used to collect personal information for inclusion in any NRO records system; (6) Prepares the NRO Privacy Act report for submission to the DoD Privacy Office and to other authorities, as required by 32 CFR part 310. (7) Reviews all procedures, including forms, which require an individual to furnish information for conformity with the Privacy Act. (8) Retains the accounting of disclosures for at least five years or for the life of the record, whichever is longer, to be available for review by the subject of the record at his request except for disclosures made under paragraph (c)(7) of Sec. 326.4; and (9) Develops and oversees Privacy Act Program training for NRO personnel. (c) The Privacy Act Appeals Panel, NRO: (1) Meets and reviews all denials appealed by means of the NRO internal appeals process; and (2) Recommends a finding to the Privacy Act Appeal Authority by a majority vote of those present at the meeting and based on the written record and the panel's deliberations. (d) The Privacy Act Appeal Authority, NRO: (1) Determines all NRO Privacy Act appeals. (2) Reports the determination to the PA Coordinator. (3) Signs the final appeal letter to the requester. (e) General Counsel, NRO: (1) Ensures uniformity in NRO legal positions concerning the Privacy Act and reviews proposed responses to Privacy Act requests to ensure legal sufficiency, as appropriate. (2) Consults with DoD General Counsel on final denials that may be inconsistent with other final decisions within DoD; raises new legal issues of potential significance to other government agencies. (3) Provides advice and assistance to the DNRO, the PA Coordinator, and component Directors, as required, in the discharge of their responsibilities pertaining to the Privacy Act. (4) Advises on all legal matters concerning the Privacy Act, including legal decisions, rulings by the Department of Justice, and actions by DoD and other commissions on the Privacy Act. (5) Approves all Privacy Act Statements prior to their reproduction and distribution. (6) Acts as the NRO focal point for Privacy Act litigation with the Department of Justice. (7) Provides a status report to the Defense Privacy Office, consistent with the requirements of 32 CFR part 310, whenever an individual brings suit under subsection (g) of the Privacy Act against NRO. (f) Chief Information Officer (CIO), NRO: (1) Ensures that NRO systems of records databases have procedures to protect the confidentiality of personal records maintained or processed by means of automatic data processing (ADP) systems and ensures that ADP systems contain appropriate safeguards for the privacy of personnel. (2) Coordinates with the PA Coordinator before developing or modifying CIO-sponsored ADP supported files subject to the provisions of this part. (g) Directorate and Office Managers, NRO: (1) Ensure that records contained in their directorate or office systems of records are disclosed only to those NRO officials or employees who require the records for official purposes. (2) Review their own directorate and office systems of records to ensure and certify that no systems of records other than those listed in the Federal Register System Notices are maintained; notify the CIO and the PA Coordinator promptly whenever there are changes to processing equipment, hardware, software, or database that may require an amended system notice. (3) Maintain only such information about an individual as is relevant and necessary to accomplish a purpose which is required by statute or Executive Order and identify the specific provision of law or Executive Order which provides authority for the maintenance of information in each system of records. (h) System Managers, NRO: (1) Ensure that adequate safeguards have been established and are enforced to prevent the misuse, unauthorized disclosure, alteration, or destruction of personal information contained in system records. (2) Ensure that all personnel who have access to the system of records, or are engaged in developing or supervising procedures for handling records, are aware of their responsibilities established by the NRO Privacy Act Program. (3) Evaluate each system of records during the planning stage and at regular intervals. The following factors should be considered: (i) Relationship of data to be collected and retained to the purposes for which the system is maintained (all information must be relevant and necessary to the purpose for which it is collected). (ii) The specific impact on the purpose or mission if categories of information are not collected (all data fields must be necessary to accomplish a lawful purpose or mission). (iii) Whether informational needs can be met without using personal identifiers. (iv) The cost of maintaining and disposing of records within the systems of records and the length of time each item of information must be retained according to the NRO Records Control Schedule as approved by the National Archives and Records Administration. (4) Review system alterations or amendments to evaluate for relevancy and necessity. (i) Forms and Information Managers. All NRO individuals responsible for forms or methods used to collect personal information from individuals will: (1) Ensure that Privacy Act Statements are on appropriate forms and that new forms have the required Privacy Act Statement. (2) Determine, with General Counsel's concurrence, which forms require Privacy Act Statements and will prepare such statements. (3) Assist the initiators in determining whether a form, format, questionnaire, or report requires a Privacy Act Statement. Privacy Act Statements must be complete, specific, written in plain English, and approved by the Office of General Counsel. (j) Employees, NRO: (1) Will be familiar with the provisions of this part regarding the maintenance of systems of records, authorized access, and authorized disclosure; (2) Will collect, maintain, use, and/or disseminate records containing identifiable personal information only for lawful purposes; will keep the information current, complete, relevant, and accurate for its intended use; and will safeguard the records in a system and keep them the minimum time required; (3) Will not disclose any personal information contained in any system of records, except as authorized by the Privacy Act and this part; (4) Will maintain no system of records concerning individuals except those authorized, and will maintain no other information concerning individuals except as necessary for the conduct of business at the NRO; (5) Will provide individuals a Privacy Act Statement when asking them to provide information about themselves. The Privacy Act Statement will include the authority under which the information is being requested, whether disclosure of the information is mandatory or voluntary, the purposes for which it is being requested, the uses to which it will be put, and the consequences of not providing the information; (6) May not deny an individual any right or privilege provided by law because of that individual's failure to disclose his SSN unless such information is required by federal statute or disclosure was required by statute or regulations adopted prior to January 1, 1975. If disclosure of the SSN is not required, NRO directorates and offices are not precluded from requesting it from individuals; however, the Privacy Act Statement must make clear that the disclosure of the SSN is voluntary and, if the individual refuses to disclose it, must be prepared to identify him by alternate means. (7) Will collect personal information directly from the subject whenever possible; employees may collect information from third parties when that information must be verified, opinions or evaluations are required, the subject cannot be contacted, or the subject requests it. (8) Will keep paper and electronic records which contain personal information and are retrieved by name or personal identifier only in approved systems published in the Federal Register. (9) Will amend and correct records when directed by the PA Coordinator. (10) Will report to the PA Coordinator any disclosures of personal information from a system of records, or the maintenance of any system of records, not authorized by this part. (11) Will participate in specialized Privacy Act training should their duties require dealing with special investigators, the news media, or the public. [65 FR 20372, Apr. 17, 2000, as amended at 66 FR 41783, Aug. 9, 2001] Sec. 326.6 Policies for processing requests for records. (a) An individual's written request for access to records about himself which does not specify the Act under which the request is made will be processed under both the Freedom of Information Act (FOIA) and the Privacy Act and the applicable regulations. Such requests will be processed under both Acts regardless of whether the requester cites one Act, both, or neither in the request in order to ensure the maximum possible disclosure to the requester. Individuals may not be denied access to a record pertaining to themselves merely because those records are exempt from disclosure under the FOIA. (b) A Privacy Act request that neither specifies the system(s) of records to be searched nor identifies the substantive nature of the information sought will be processed by searching the systems of records categorized as Environmental Health, Safety and Fitness, FOIA/Privacy, General, and Security. (c) A Privacy Act request that does not designate the system(s) of records to be searched but does identify the substantive nature of the information sought will be processed by searching those systems of records likely to have information similar to that sought by the requester. (d) The NRO will not disclose any record to any person or government agency except by written request or prior written consent of the subject of the record unless the disclosure is required by law or is within the exceptions of the Privacy Act. If a requester authorizes another individual to obtain the requested records on his behalf, the requester shall provide a written, signed, notarized statement appointing that individual as his representative and certifying that the individual appointed may have access to the requester's records and that such access shall not constitute an invasion of his privacy nor a violation of his rights under the Privacy Act. In lieu of a notarized statement, the NRO will accept a declaration in accordance with 28 U.S.C. 1746. (e) Upon receipt of a written request, the Privacy Act Coordinator (PA Coordinator) will release to the requester those records which are releasable and applicable to the individual making the request. Records about individuals include data stored electronically or in electronic media. Documentary material qualifies as a record if the record is maintained in a system of records. (f) Initial availability, potential for release, and cost determination will usually be made within ten working days of the date on which a written request for any identifiable record is received by the NRO (and acknowledgement is sent to the individual). If additional time is needed due to unusual circumstances, a written notification of the delay will be forwarded to the requester within the ten working day period. This notification will briefly explain the circumstances for the delay and indicate the anticipated date for a substantive response. (g) All requests will be handled in the order received on a `first- in, first-out' basis. Requests will be considered for expedited processing only if the NRO determines that there is a genuine health, humanitarian, or due process reason involving possible deprivation of life or liberty which creates an exceptional and urgent need, that there is no alternative forum for the records sought, and that substantive records relevant to the stated needs may exist and be releasable. (h) Records provided or originated by another agency or containing other agency information will not be released prior to coordination with the other agency involved. (i) Requesting or obtaining access to records under false pretenses is a violation of the Privacy Act and is subject to criminal penalties. Sec. 326.7 Procedures for collection. (a) To the maximum extent practical, personal information about an individual will be obtained directly from that individual. (b) Whenever an individual is asked to provide personal information, including Social Security Number (SSN) or a personal identifier, about himself, a Privacy Act Statement will be furnished that will advise him of the authority (whether by statute or by Executive Order) under which the information is requested, whether disclosure of the information is voluntary or mandatory, the purposes for which it is requested, the uses to which it will be put, and the consequences of not providing the information. (c) When asking third parties to provide information about other individuals, NRO employees will advise them: (1) Of the purpose of the request, and (2) That their identities and the information they are furnishing may be released to the individual unless they expressly request confidentiality. All persons interviewed must be informed of their rights and offered confidentiality. Sec. 326.8 Procedures for requesting access. (a) Request in writing. An individual seeking notification of whether a system of records contains a record pertaining to him, or an individual seeking access to records pertaining to him which are available under the Privacy Act, shall address the request in writing to the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. The request should contain at least the following information: (1) Identification. Reasonable identification, including first name, middle name or initial, surname, any aliases or nicknames, Social Security Number, and return address of the individual concerned, accompanied by a signed notarized statement that such information is true under penalty of perjury and swearing to or affirming his identity. An unsworn declaration, under 28 U.S.C. 1746, also is acceptable. In the case of a request for records of a sensitive nature if the PA Coordinator determines that this information does not sufficiently identify the individual, the PA Coordinator may requests additional identification or clarification of information submitted by the individual. (i) In addition, an alien lawfully admitted for permanent residence shall provide his Alien Registration Number and the date that status was acquired. (ii) The parent or guardian of a minor or of a person judicially determined to be incompetent, or an attorney retained to represent an individual, in addition to establishing the identity of the minor or person represented as required in this part, shall provide evidence of his own identity as required in this part and evidence of such parentage, guardianship, or representation by submitting a certified copy of the minor's birth certificate, the court order establishing such guardianship, or the representation agreement which establishes the relationship. (2) Cost. A statement of willingness to pay reproduction costs. Processing of requests and administrative appeals from individuals who owe outstanding fees will be held in abeyance until such fees are paid. (3) Record sought. A description, to the best of his ability, of the nature of the record sought and the system in which it is thought to be included. In lieu of this, a requester may simply describe why and under what circumstances he believes that the NRO maintains responsive records; the NRO will undertake the appropriate searches. (b) Access on behalf of the individual. If the requester wishes another person to obtain the records on his behalf, the requester will furnish a notarized statement or unsworn declaration appointing that person as his representative, authorizing him access to the record, and affirming that access will not constitute an invasion of the requester's privacy or a violation of his rights under the Privacy Act. The NRO requires a written statement to authorize discussion of the individual's record in the presence of a third person. Sec. 326.9 Procedures for disclosure of requested information. (a) The PA Coordinator shall acknowledge receipt of the request in writing within ten working days. (b) Upon receipt of a request, the PA Coordinator shall refer the request to those components most likely to possess responsive records. The components shall search all relevant record systems within their cognizance and shall: (1) Determine whether a responsive record exists in a system of records. (2) Determine whether access must be denied and on what legal basis. An individual may be denied access to his records under the Privacy Act only if an exemption has been properly claimed for all or part of the records or information requested; or if the information was compiled in reasonable anticipation of a civil action or proceeding. (3) Approve the disclosure of records for which they are the originator. (4) Forward to the PA Coordinator all records approved for release or necessary for coordination with or referral to another originator or interested party as well as notification of the specific determination for any denial. (c) When all records have been collected, the PA Coordinator shall notify the individual of the determination and shall provide an exact copy of records deemed to be accessible if a copy has been requested. (d) When an original record is illegible, incomplete, or partially exempt from release, the PA Coordinator shall explain in terms understood by the requester the portions of a record that are unclear. (e) If access to requested records, or any portion thereof, is denied, the PA Coordinator shall inform the requester in writing of the specific reason(s) for denial, including the specific citation to appropriate sections of the Privacy Act or other statutes, this and other NRO regulations, or the Code of Federal Regulations authorizing denial, and the right to appeal this determination through the NRO appeal procedure within 60 calendar days. The denial shall include the date of denial, the name and title/position of the denial authority, and the address of the NRO Appeal Authority. Access may be refused when the records are exempt by the Privacy Act. Usually an individual will not be denied access to the entire record, but only to those portions to which the denial of access furthers the purpose for which an exemption was claimed. Sec. 326.10 Procedures to appeal denial of access to requested record. (a) Any individual whose request for access is denied may request a review of the initial decision within 60 calendar days of the date of the notification of denial of access by appealing within the NRO internal appeals process. If a requester elects to request NRO review, the request shall be sent in writing to the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715, briefly identifying the particular record which is the subject of the request and setting forth the reasons for the appeal. The request should enclose a copy of the denial correspondence. The following procedures apply to appeals within the NRO: (1) The PA Coordinator, after acknowledging receipt of the appeal, shall promptly refer the appeal to the record-holding components, informing them of the date of receipt of the appeal and requesting that the component head or his designee review the appeal. (2) The record-holding components shall review the initial denial of access to the requested records and shall inform the PA Coordinator of their review determination. (3) The PA Coordinator shall consolidate the component responses, review the record, direct such additional inquiry or investigation as is deemed necessary to make a fair and equitable determination, and make a recommendation to the NRO Appeals Panel, which makes a recommendation to the Appeal Authority. (4) The Appeal Authority shall notify the PA Coordinator of the result of the determination on the appeal, who shall notify the individual of the determination in writing. (5) If the determination reverses the initial denial, the PA Coordinator shall provide a copy of the records requested. If the determination upholds the initial denial, the PA Coordinator shall inform the requester of his right to judicial review in U.S. District Court and shall include the exact reasons for denial with specific citations to the provisions of the Privacy Act, other statutes, NRO regulations, or the Code of Federal Regulations upon which the determination is based. (b) The Appeal Authority shall act on the appeal or provide a notice of extension within 30 working days. Sec. 326.11 Special procedures for disclosure of medical and psychological records. When requested medical and psychological records are not exempt from disclosure, the PA Coordinator may determine which non-exempt medical or psychological records should not be sent directly to the requester because of possible harm or adverse impact to the requester or another person. In that event, the information may be disclosed to a physician named by the requester. The appointment of the physician will be in the same notarized form or declaration as described in Sec. 326.8 and will certify that the physician is licensed to practice in the appropriate specialty (medicine, psychology, or psychiatry). Upon designation, verification of the physician's identity, and agreement by the physician to review the documents with the requester to explain the meaning of the documents and to offer counseling designed to mitigate any adverse reaction, the NRO will forward such records to the designated physician. If the requester refuses or fails to designate a physician, the record shall not be provided. Under such circumstances refusal of access is not considered a denial for Privacy Act reporting purposes. However, if the designated physician declines to furnish the records to the individual, the PA Coordinator will take action to ensure that the records are provided to the individual. Sec. 326.12 Procedures to request amendment or correction of record. (a) An individual may request amendment or correction of a record pertaining to him/her by addressing such request in writing, to the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715. Incomplete or inaccurate requests will not be rejected categorically; instead, the requester will be asked to clarify the request as needed. A request will not be rejected or require resubmission unless additional information is essential to process the request. Usually, amendments under this part are limited to correcting factual errors and not matters of official judgment, such as promotion ratings and job performance appraisals. The requester must adequately support his claim and must identify: (1) The particular record he wishes to amend or correct, specifying the number of pages and documents, the titles of the documents, form numbers if any, dates on documents, and individuals who signed them. Any reasonable description of the documents is acceptable. A clear and specific description of passages, pages, or documents to be amended will expedite processing the request. (2) The desired amending language. The requester should specify the type of amendment, including complete removal of data, passages, or documents from record or correction of information to make it accurate, more timely, complete, or relevant. (3) A justification for such amendment or correction to include any documentary evidence supporting the request. (b) Individuals will be required to provide verification of identity as in Sec. 326.8. to ensure that the requester is seeking to amend records pertaining to himself and not, inadvertently or intentionally, the records of another individual. (c) Minor factual errors in an individual's personal record may be corrected routinely upon request without resort to the Privacy Act or the provisions of this part, if the requester and the record holder agree to that procedure and the requester receives a copy of the corrected record whenever possible. A written request is not required when individuals indicate amendments during routine annual review and updating of records programs conducted by the NRO for civilian personnel and the Services for military personnel. Requests for deletion, removal of records, and amendment of substantive factual information will be processed according to the Privacy Act and the provisions of this part. (d) The PA Coordinator shall acknowledge receipt of the request in writing within ten working days. No separate acknowledgement of receipt is necessary if the request can be either approved or denied and the requester advised within the ten-day period. For written requests presented in person, written acknowledgement may be provided at the time the request is presented. (e) The PA Coordinator shall refer such request to the record- holder components, shall advise those components of the date of receipt, and shall request that those components make a prompt determination on such request. (f) The record-holder components shall promptly: (1) Make any amendment or correction to any portion of the record which the individual believes is not accurate, relevant, timely, or complete and notify the PA Coordinator and all holders and recipients of such records and their amendments that the correction was made; or (2) Set forth the reasons for the refusal, if they determine that the requested amendment or correction will not be made or if they decline to make the requested amendment but instead augment the official record, and so inform the PA Coordinator. (g) The Privacy Act Coordinator shall: (1) Inform the requester of the agency's determination to make the amendment or correction as requested and notify all prior recipients of the change to the disputed records for which an accounting had been required; or (2) Inform the requester of the specific reasons and legal authorities for the agency's refusal and the procedures established for him to request a review of that refusal. (h) The amendment procedure is not intended to replace other existing procedures such as those for registering grievances or appealing performance appraisal reports. In such cases the requester will be apprised of the appropriate procedures for such actions. (i) This part does not permit the alteration of evidence presented to courts, boards, or other official proceedings. Sec. 326.13 Procedures to appeal denial of amendment. (a) Any individual whose request for amendment or correction is denied may request a review of the initial decision within 60 calendar days of the date of the notification of denial by appealing within the NRO internal appeals process. If a requester elects to request NRO review, the request shall be sent in writing to the Privacy Act Coordinator, National Reconnaissance Office, 14675 Lee Road, Chantilly, VA 20151-1715, briefly identifying the particular record which is the subject of the request and setting forth the reasons for the appeal. The request should enclose a copy of the denial correspondence. The following procedures apply to appeals within the NRO: (1) The PA Coordinator, after acknowledging receipt of the appeal, shall promptly refer the appeal to the record-holding components, informing them of the date of receipt of the appeal and requesting that the component head or his designee review the appeal. (2) The record-holding components shall review the initial denial of access to the requested records and shall inform the PA Coordinator of their review determination. (3) The PA Coordinator shall act as secretary of the Appeals Panel. He shall: (i) Consolidate the component responses and reasons for the initial denial. (ii) Provide all supporting materials both furnished to and by the requester and the record-holding component. (iii) Review the record. (iv) Direct such additional inquiry or investigation as is deemed necessary to make a fair and equitable determination. (v) Prepare the record and schedule the appeal for the next meeting of the Appeals Panel. The Appeals Panel shall recommend a finding to the Appeal Authority by a majority vote of those present at the meeting based on the written record and the Panel's deliberations. No personal appearances shall be permitted without the express permission of the Panel. (4) The Appeal Authority shall notify the PA Coordinator of the result of the determination on the appeal who shall notify the individual of the determination in writing. (5) The Appeal Authority will notify the PA Coordinator if the determination is that the record should be amended. The PA Coordinator will promptly advise the requester and the office holding the record to amend the record and to notify all prior recipients of the records for which an accounting was required of the change. (6) If the determination upholds the initial denial, in whole or in part, the PA Coordinator shall inform the requester: (i) Of the denial and the reason. (ii) Of his right to file in NRO records within 60 calendar days a concise statement of the reasons for disputing the information contained in the record. If the requester elects to file a statement of disagreement, the PA Coordinator will be responsible for clearly noting any portion of the record that is disputed and for appending into the file the requester's statement as well as a copy of the NRO's letter to the requester denying the disputed information, if appropriate. The requester's statement and the NRO denial letter will be made available to anyone to whom the record is subsequently disclosed, and prior recipients of the disputed record will be provided a copy of both to the extent that an accounting of disclosures is maintained. (iii) Of his right to judicial review in U.S. District Court. (7) The Appeal Authority shall act on the appeal or provide a notice of extension within 30 working days. Sec. 326.14 Disclosure of records to person other than subject. (a) Personal records contained in a Privacy Act system of records maintained by NRO shall not be disclosed by any means to any person or agency outside the NRO except with the written consent of the individual subject of the record, unless as provided in this part. (b) Except for disclosure made to members of the NRO in connection with their official duties and disclosures required by the Freedom of Information Act, an accounting will be kept of all disclosures of records maintained in NRO systems of records and of all disclosures of investigative information. Accounting entries will record the date, kind of information, purpose of each disclosure, and the name and address of the person or agency to whom the disclosure is made. Accounting records will be maintained for at least five years after the last disclosure or for the life of the record, whichever is longer. Subjects of NRO records will be given access to associated accounting records upon request except for disclosures made pursuant to Sec. 326.4, or where an exemption has been properly claimed for the system of records. Sec. 326.15 Fees. Individuals requesting copies of their official personnel records are entitled to one free copy; a charge will be assessed for additional copies. There is a cost of $.15 per page. Fees will not be assessed if the cost is less than $30.00. Fees should be paid by check or postal money order payable to the Treasurer of the United States and forwarded to the Privacy Act Coordinator, NRO, at the time the copy of the record is delivered. In some instances, fees will be due in advance. Sec. 326.16 Penalties. Each request shall be treated as a certification by the requester that he is the individual named in the request. The Privacy Act provides criminal penalties for any person who knowingly and willfully requests or obtains any information concerning an individual under false pretenses. Sec. 326.17 Exemptions. (a) All systems of records maintained by the NRO shall be exempt from the requirements of 5 U.S.C. 552a(d) pursuant to 5 U.S.C. 552a(k)(1) to the extent that the system contains any information properly classified under Executive Order 12958 and which is required by the Executive Order to be withheld in the interest of national defense of foreign policy. This exemption, which may be applicable to parts of all systems of records, is necessary because certain record systems not otherwise specifically designated for exemptions herein may contain items of information that have been properly classified. (b) No system of records within the NRO shall be considered exempt under subsection (j) or (k) of the Privacy Act until the exemption and the exemption rule for the system of records has been published as a final rule in the Federal Register. (c) An individual is not entitled to have access to any information compiled in reasonable anticipation of a civil action or proceeding (5 U.S.C. 552a(d)(5)). (d) Proposals to exempt a system of records will be forwarded to the Defense Privacy Office, consistent with the requirements of 32 CFR part 310, for review and action. (e) QNRO-23 (1) System name: Counterintelligence Issue Files. (2) Exemptions: (i) Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. (ii) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (iii) Therefore, portions of this system of records may be exempt pursuant to 5 U.S.C. 552a(k)(2) and/or (k)(5) from the following subsections of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f). (3) Authority: 5 U.S.C. 552a(k)(2) and (k)(5). (4) Reasons: (i) From subsection (c)(3) because to grant access to the accounting for each disclosure as required by the Privacy Act, including the date, nature, and purpose of each disclosure and the identity of the recipient, could alert the subject to the identity of the recipient, could alert the subject to the existence of the investigation or prosecutable interest by NRO or other agencies. This could seriously compromise case preparation by prematurely revealing its existence and nature; compromise or interfere with witnesses or make witnesses reluctant to cooperate; and lead to suppression, alteration, or destruction of evidence. (ii) From subsections (d)(1) through (d)(4), and (f) because providing access to records of a civil or administrative investigation and the right to contest the contents of those records and force changes to be made to the information contained therein would seriously interfere with and thwart the orderly and unbiased conduct of the investigation and impede case preparation. Providing access rights normally afforded under the Privacy Act would provide the subject with valuable information that would allow interference with or compromise of witnesses or render witnesses reluctant to cooperate; lead to suppression, alteration, or destruction of evidence; enable individuals to conceal their wrongdoing or mislead the course of the investigation; and result in the secreting of or other disposition of assets that would make them difficult or impossible to reach in order to satisfy any Government claim growing out of the investigation or proceeding. (iii) From subsection (e)(1) because it is not always possible to detect the relevance or necessity of each piece of information in the early stages of an investigation. In some cases, it is only after the information is evaluated in light of other evidence that its relevance and necessity will be clear. (iv) From subsections (e)(4)(G) and (H) because this system of records is compiled for law enforcement purposes and is exempt from the access provisions of subsections (d) and (f). (v) From subsection (e)(4)(I) because to the extent that this provision is construed to require more detailed disclosure than the broad, generic information currently published in the system notice, an exemption from this provision is necessary to protect the confidentiality of sources of information and to protect privacy and physical safety of witnesses and informants. NRO will, nevertheless, continue to publish such a notice in broad generic terms as is its current practice. (vi) Consistent with the legislative purpose of the Privacy Act of 1974, the NRO will grant access to nonexempt material in the records being maintained. Disclosure will be governed by NRO's Privacy Regulation, but will be limited to the extent that the identity of confidential sources will not be compromised; subjects of an investigation of an actual or potential criminal violation will not be alerted to the investigation; the physical safety of witnesses, informants and law enforcement personnel will not be endangered, the privacy of third parties will not be violated; and that the disclosure would not otherwise impede effective law enforcement. Whenever possible, information of the above nature will be deleted from the requested documents and the balance made available. The controlling principle behind this limited access is to allow disclosures except those indicated above. The decisions to release information from these systems will be made on a case-by-case basis. (f) QNRO-10, Inspector General Investigative Files--(1) Exemption: This system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. Any portion of this system which falls within the provisions of 5 U.S.C. 552a(j)(2) may be exempt from the following subsections of 5 U.S.C. 552a (c)(3), (c)(4), (d), (e)(1), (e)(2), (e)(3), (e)(4)(G), (H), and (I), (e)(5), (e)(8), (f), and (g). (2) Authority: 5 U.S.C. 552a(j)(2) (3) Reasons (i) From subsection (c)(3) because the release of accounting of disclosure would inform a subject that he or she is under investigation. This information would provide considerable advantage to the subject in providing him or her with knowledge concerning the nature of the investigation and the coordinated investigative efforts and techniques employed by the cooperating agencies. This would greatly impede the NRO IG's criminal law enforcement. (ii) From subsection (c)(4) and (d), because notification would alert a subject to the fact that an open investigation on that individual is taking place, and might weaken the on-going investigation, reveal investigative techniques, and place confidential informants in jeopardy. (iii) From subsection (e)(1) because the nature of the criminal and/or civil investigative function creates unique problems in prescribing a specific parameter in a particular case with respect to what information is relevant or necessary. Also, due to NRO IG's close liaison and working relationships with other Federal, state, local and foreign country law enforcement agencies, information may be received which may relate to a case under the investigative jurisdiction of another agency. The maintenance of this information may be necessary to provide leads for appropriate law enforcement purposes and to establish patterns of activity, which may relate to the jurisdiction of other cooperating agencies. (iv) From subsection (e)(2) because collecting information to the fullest extent possible directly from the subject individual may or may not be practical in a criminal and/or civil investigation. (v) From subsection (e)(3) because supplying an individual with a form containing a Privacy Act Statement would tend to inhibit cooperation by many individuals involved in a criminal and/or civil investigation. The effect would be somewhat adverse to established investigative methods and techniques. (vi) From subsection (e)(4) (G) through (I) because this system of records is exempt from the access provisions of subsection (d). (vii) From subsection (e)(5) because the requirement that records be maintained with attention to accuracy, relevance, timeliness, and completeness would unfairly hamper the investigative process. It is the nature of law enforcement for investigations to uncover the commission of illegal acts at diverse stages. It is frequently impossible to determine initially what information is accurate, relevant, timely, and least of all complete. With the passage of time, seemingly irrelevant or untimely information may acquire new significance as further investigation brings new details to light. (viii) From subsection (e)(8) because the notice requirements of this provision could present a serious impediment to law enforcement by revealing investigative techniques, procedures, and existence of confidential investigations. (ix) From subsection (f) because the agency's rules are inapplicable to those portions of the system that are exempt and would place the burden on the agency of either confirming or denying the existence of a record pertaining to a requesting individual might in itself provide an answer to that individual relating to an on- going investigation. The conduct of a successful investigation leading to the indictment of a criminal offender precludes the applicability of established agency rules relating to verification of record, disclosure of the record to that individual, and record amendment procedures for this record system. (x) From subsection (g) because this system of records should be exempt to the extent that the civil remedies relate to provisions of 5 U.S.C. 552a from which this rule exempts the system. (4) Exemptions (i) Investigative material compiled for law enforcement purposes, other than material within the scope of subsection (j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. (ii) Investigative material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (iii) Therefore, portions of this system of records may be exempt pursuant to 5 U.S.C. 552a(k)(2) and/or (k)(5) from the following subsections of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f). (5) Authority 5 U.S.C. 552a(k)(2) and (k)(5). (6) Reasons (i) From subsection (c)(3) because to grant access to the accounting for each disclosure as required by the Privacy Act, including the date, nature, and purpose of each disclosure and the identity of the recipient, could alert the subject to the existence of the investigation or prosecutable interest by the NRO or other agencies. This could seriously compromise case preparation by prematurely revealing its existence and nature; compromise or interfere with witnesses or make witnesses reluctant to cooperate; and lead to suppression, alteration, or destruction of evidence. (ii) From subsections (d) and (f) because providing access to investigative records and the right to contest the contents of those records and force changes to be made to the information contained therein would seriously interfere with and thwart the orderly and unbiased conduct of the investigation and impede case preparation. Providing access rights normally afforded under the Privacy Act would provide the subject with valuable information that would allow interference with or compromise of witnesses or render witnesses reluctant to cooperate; lead to suppression, alteration, or destruction of evidence; enable individuals to conceal their wrongdoing or mislead the course of the investigation; and result in the secreting of or other disposition of assets that would make them difficult or impossible to reach in order to satisfy any Government claim growing out of the investigation or proceeding. (iii) From subsection (e)(1) because it is not always possible to detect the relevance or necessity of each piece of information in the early stages of an investigation. In some cases, it is only after the information is evaluated in light of other evidence that its relevance and necessity will be clear. (iv) From subsections (e)(4)(G) and (H) because this system of records is compiled for investigative purposes and is exempt from the access provisions of subsections (d) and (f). (v) From subsection (e)(4)(I) because to the extent that this provision is construed to require more detailed disclosure than the broad, generic information currently published in the system notice, an exemption from this provision is necessary to protect the confidentiality of sources of information and to protect privacy and physical safety of witnesses and informants. NRO will, nevertheless, continue to publish such a notice in broad generic terms as is its current practice. (vi) Consistent with the legislative purpose of the Privacy Act of 1974, the NRO will grant access to nonexempt material in the records being maintained. Disclosure will be governed by NRO's Privacy Regulation, but will be limited to the extent that the identity of confidential sources will not be compromised; subjects of an investigation of an actual or potential criminal or civil violation will not be alerted to the investigation; the physical safety of witnesses, informants and law enforcement personnel will not be endangered, the privacy of third parties will not be violated; and that the disclosure would not otherwise impede effective law enforcement. Whenever possible, information of the above nature will be deleted from the requested documents and the balance made available. The controlling principle behind this limited access is to allow disclosures except those indicated above. The decisions to release information from these systems will be made on a case-by-case basis. (g) QNRO-15, Facility Security Files. (1) Exemptions (i) Investigative material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. (ii) Investigative material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (iii) Therefore, portions of this system of records may be exempt pursuant to 5 U.S.C. 552a(k)(2) and/or (k)(5) from the following subsections of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f). (2) Authority 5 U.S.C. 552a(k)(2) and (k)(5). (3) Reasons (i) From subsection (c)(3) because to grant access to the accounting for each disclosure as required by the Privacy Act, including the date, nature, and purpose of each disclosure and the identity of the recipient, could alert the subject to the existence of the investigation or prosecutable interest by the NRO or other agencies. This could seriously compromise case preparation by prematurely revealing its existence and nature; compromise or interfere with witnesses or make witnesses reluctant to cooperate; and lead to suppression, alteration, or destruction of evidence. (ii) From subsections (d)(1) through (d)(4), and (f) because providing access to investigative records and the right to contest the contents of those records and force changes to be made to the information contained therein would seriously interfere with and thwart the orderly and unbiased conduct of the investigation and impede case preparation. Providing access rights normally afforded under the Privacy Act would provide the subject with valuable information that would allow interference with or compromise of witnesses or render witnesses reluctant to cooperate; lead to suppression, alteration, or destruction of evidence; enable individuals to conceal their wrongdoing or mislead the course of the investigation; and result in the secreting of or other disposition of assets that would make them difficult or impossible to reach in order to satisfy any Government claim growing out of the investigation or proceeding. (iii) From subsection (e)(1) because it is not always possible to detect the relevance or necessity of each piece of information in the early stages of an investigation. In some cases, it is only after the information is evaluated in light of other evidence that its relevance and necessity will be clear. (iv) From subsections (e)(4)(G) and (H) because this system of records is compiled for investigative purposes and is exempt from the access provisions of subsections (d) and (f). (v) From subsection (e)(4)(I) because to the extent that this provision is construed to require more detailed disclosure than the broad, generic information currently published in the system notice, an exemption from this provision is necessary to protect the confidentiality of sources of information and to protect privacy and physical safety of witnesses and informants. NRO will, nevertheless, continue to publish such a notice in broad generic terms as is its current practice. (vi) Consistent with the legislative purpose of the Privacy Act of 1974, the NRO will grant access to nonexempt material in the records being maintained. Disclosure will be governed by NRO's Privacy Regulation, but will be limited to the extent that the identity of confidential sources will not be compromised; subjects of an investigation of an actual or potential criminal or civil violation will not be alerted to the investigation; the physical safety of witnesses, informants and law enforcement personnel will not be endangered; the privacy of third parties will not be violated; and that the disclosure would not otherwise impede effective law enforcement. Whenever possible, information of the above nature will be deleted from the requested documents and the balance made available. The controlling principle behind this limited access is to allow disclosures except those indicated above. The decisions to release information from these systems will be made on a case-by-case basis. [65 FR 30272, Apr. 17, 2000, as amended at 66 FR 41783, Aug. 9, 2001; 66 FR 54926, Oct. 31, 2001] PART 327--DEFENSE COMMISSARY AGENCY PRIVACY ACT PROGRAM Sec. 327.1 Purpose. 327.2 Applicability. 327.3 Responsibilities. 327.4 Definitions. 327.5 Systems of records. 327.6 Collecting personal information. 327.7. Access by individuals. 327.8 Disclosure of personal information to other agencies and third parties. Appendix A to part 327--Sample DeCA response letter. Appendix B to part 327--Internal Management Control Review Checklist. Appendix C to part 327--DeCA Blanket Routine Uses. Authority: Pub. L. 93-579, 88 Stat. 1896 (5 U.S.C. 522a). Source: 65 FR 39806, Jun. 28, 2000. Sec. 327.1 Purpose. This part implements the basic policies and procedures for the implementation of the Privacy Act of 1974, as amended (5 U.S.C. 552a); OMB Circular A-130; \1\ and 32 CFR part 310; and to promote uniformity in the DeCA Privacy Act Program. \1\ Copies may be obtained: http:// www.whitehouse.gov/OMB/circulars. Sec. 327.2 Applicability. This part applies to Headquarters, Field Operating Activities (FOA), Regions, Zones, Central Distribution Centers (CDC), Commissaries of DeCA, and contractors during the performance of a contract with DeCA. All personnel are expected to comply with the procedures established herein. Sec. 327.3 Responsibilities. (a) The Director, DeCA. (1) Supervises the execution of the Privacy Act and this part within the DeCA, and serves as the DeCA Privacy Act Appeal Authority. (2) Appoints: (i) The Executive Director for Support as the DeCA Initial Denial Authority for the DeCA Privacy Act Program. (ii) The Records Manager, Office of Safety, Security, and Administration as the DeCA Privacy Act Officer. (b) The Privacy Act Officer, DeCA. (1) Establishes and manages the PA program for DeCA. (2) Provides guidance, assistance and training. (3) Controls and monitors all requests received and prepares documentation to the office of primary responsibility (OPR) for response. (4) Prepares response to requester based on information provided by the OPR. (5) Signs all response requests for releasable information to the requester after coordination through the General Counsel. Ensures that all denied requests for information are released by the DeCA Initial Denial Authority. (6) Publishes instructions to contractors that: (i) Provide DeCA Privacy program guidance to their personnel who solicit, award, or administer government contracts; (ii) Inform prospective contractors of their responsibilities regarding the DeCA Privacy Program; and (iii) Establish an internal system of contractor performance review to ensure compliance with DeCA's Privacy program. (iv) Prepare and submit System Notices to the Defense Privacy Office for publication in the Federal Register. (7) Maintain Privacy Case files and records of disclosure accounting. (8) Submit the DeCa Annual Privacy Act Report (RCS: DD-DA&M(A)1379) to the Defense Privacy Office. (c) DeCA Directorates/Staff Offices. (1) Provide response and the information requested to the PA Officer for release to the individual. (2) In the event the information is to be denied release, the requested information and rationale for denial will be forwarded to the PA Officer for denial determination. (d) Regions. Regional Directors will appoint a Regional PA Coordinator who will maintain suspense control of PA actions, prepare documentation to the OPR for response, forward the information to the DeCA PA Officer for release determination, and notify the requester that the response will be received from the DeCA PA Officer using the format in Appendix A to this part. (e) DeCA Field Operating Activities (FOAs). (1) Upon receipt of a PA request that has not been received from the DeCA PA Officer, notify the DeCA PA Officer within 2 days. (2) Collect all information available and forward to the DeCA PA Officer. If the requested information is not available, provide the DeCA PA Officer the rationale to respond to the requester. (f) Central Distribution Centers (CDCs) and Commissaries. (1) Upon receipt of a PA request, not received from the Region Coordinator, notify the Region Coordinator within 2 days. (2) Collect all information available and forward it to the Region Coordinator for submission to DeCA PA Officer. If requested information is not available, provide the Region Coordinator the rationale so they can prepare a response to the DeCA PA Officer. If the information is available but determined to be exempt, provide the Region Coordinator with the requested information and specific reasons why the request should be denied. The Region Coordinator will formalize a reply to the DeCA PA Officer, forwarding requested information and reasons for denial. The DeCA PA Officer will prepare the response to the requester with coordination by the General Counsel and signature by the IDA. Sec. 327.4 Definitions. Access. The review of a record of a copy of a record or parts thereof in a system of records by any individual. Agency. For the purposes of disclosing records subject to the Privacy Act among DoD Components, the Department of Defense is considered a single agency. For all other purposes to include applications for access and amendment, denial of access or amendment, appeals from denials, and record keeping as regards release to non- DoD agencies; each DoD Component is considered an agency within the meaning of the Privacy Act. Computer room. Any combination of electronic hardware and software integrated in a variety of forms (firmware, programmable software, hard wiring, or similar equipment) that permits the processing of textual data. The equipment contains device to receive information and other processors with various capabilities to manipulate the information, store and provide input. Confidential source. A person or organization who has furnished information to the federal government under an express promise that the person's or the organization's identity will be held in confidence or under an implied promise of such confidentiality if this implied promise was made before September 27, 1975. Disclosure. The transfer of any personal information from a system of records by any means of communication (such as oral, written, electronic, mechanical, or actual review) to any person, private entity, or government agency, other than the subject of the record, the subject's designated agent or the subject's legal guardian. Federal Register system. Established by Congress to inform the public of interim, proposed, and final regulations or rulemaking documents having substantial impact on the public. In this case, DeCA directives have the same meaning as regulations or rulemaking documents. The secondary role of the Federal Register system is to publish notice documents of public interest. Individual. A living person who is a citizen of the United States or an alien lawfully admitted for permanent residence. The parent of a minor or the legal guardian of any individual also may act on behalf of an individual. Corporations, partnerships, sole proprietorships, professional groups, businesses, whether incorporated or unincorporated, and other commercial entities are not ``individuals.'' Individual access. Access to information pertaining to the individual by the individual or his or her designated agent or legal guardian. Law enforcement activity. Any activity engaged in the enforcement of criminal laws, including efforts to prevent, control, or reduce crime or to apprehend criminals, and the activities of prosecutors, courts, correctional, probation, pardon, or parole authorities. Maintain. Includes maintain, collect, use or disseminate. Official use. Within the context of this part, this term is used when officials and employees of a DoD Component have a demonstrated need for the use of any record or the information contained therein in the performance of their official duties, subject to DoD 5200.1- R,\2\ ``DoD Information Security Program Regulation.'' \2\ Copies may be obtained: http// www.whs.osd.mil/corres.htm. Personal information. Information about an individual that identifies, relates or is unique to, or describes him or her; e.g., a social security number, age, military rank, civilian grade, marital status, race, salary, home/office phone numbers, etc. Privacy Act. The Privacy Act of 1974, as amended, (5 U.S.C. 552a). Privacy Act request. A request from an individual for notification as to the existence of, access to, or amendment of records pertaining to that individual. These records must be maintained in a system of records. Member of the public. Any individual or party acting in a private capacity to include federal employees or military personnel. Record. Any item, collection, or grouping of information, whatever the storage media (e.g., paper, electronic, etc.), about an individual that is maintained by a DoD Component, including but not limited to, his or her education, financial transactions, medical history, criminal or employment history and that contains his or her name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as a finger or voice print or a photograph. Risk assessment. An analysis considering information sensitivity, vulnerabilities, and the cost to a computer facility or word processing activity in safeguarding personal information processed or stored in the facility or activity. Routine use. The disclosure of a record outside the Department of Defense for a use that is compatible with the purpose for which the information was collected and maintained by the Department of Defense. The routine use must be included in the published system notice for the system of records involved. Statistical record. A record maintained only for statistical research or reporting purposes and not used in whole or in part in making determinations about specific individuals. System manager. The DoD Component official who is responsible for the operation and management of a system of records. System of records. A group of records under the control of a DoD Component from which personal information is retrieved by the individual's name or by some identifying number, symbol, or other identifying particular assigned to an individual. Word processing system. A combination of equipment employing automated technology, systematic procedures, and trained personnel for the primary purpose of manipulating human thoughts and verbal or written or graphic presentations intended to communicate verbally or visually with another individual. Word processing equipment. Any combination of electronic hardware and computer software integrated in a variety of forms (firmware, programmable software, hard wiring, or similar equipment) that permits the processing of textual data. Generally, the equipment contains a device to recieve information, a computer-like processor with various capabilities to manipulate the information, a storage medium, and an output device. Sec. 327.5 Systems of records. (a) System of records. To be subject to the provisions of this part, a ``system of records'' must: (1) Consist of ``records'' that are retrieved by the name of an individual or some other personal identifier, and (2) Be under the control of DeCA. (b) Retrieval practices. Records in a group of records that may be retrieved by a name or personal identifier are not covered by this part even if the records contain personal data and are under the control of DeCA. The records MUST BE, in fact, retrieved by name or other personal identifier to become a system of records for DeCA. (c) Relevance and necessity. Only those records that contain personal information which is relevant and necessary to accomplish a purpose required by Federal statute or an Executive Order will be maintained by DeCA. (d) Authority to establish systems of records. Director, DeCA has the authority to establish systems of records; however, each time a system of records is established, the Executive Order or Federal statute that authorizes maintaining the personal information must be identified. (1) DeCA will not maintain any records describing how an individual exercises his or her rights guaranteed by the First Amendment of the U.S. Constitution. (2) These rights include, but are not limited to, freedom of religion, freedom of political beliefs, freedom of speech, freedom of the press, the right to assemble, and the right to petition. (e) System manager's evaluation. Systems managers, along with the DeCA Privacy Officer, shall evaluate the information to be included in each new system before establishing the system and evaluate periodically the information contained in each existing system of records for relevancy and necessity. Such a review will also occur when a system notice amendment or alteration is prepared. Consider the following: (1) The relationship of each item of information retained and collected to the purpose for which the system is maintained. (2) The specific impact on the purpose or mission of not collecting each category of information contained in the system. (3) The possibility of meeting the informational requirements through use of information not individually identifiable or through other techniques, such as sampling. (4) The length of time each item of personal information must be retained. (5) The cost of maintaining the information. (6) The necessity and relevancy of the information to the purpose for which it was collected. (f) Discontinued information requirements. (1) When notification is received to stop collecting any category or item of personal information, the DeCA PA Officer will issue instructions to stop immediately and also excise this information from existing records, when feasible, and amend existing notice. (2) Disposition of these records will be provided by the DeCA PA Officer in accordance with the DeCA Filing System.\3\ \3\ Copies may be obtained: Defense Commissary Agency, ATTN: FOIA/Privacy Officer, 1300 E. Avenue, Fort Lee, VA 23801- 1800. (g) Government contractors. (1) When DeCA contracts for the operation or maintenance of a system of records or a portion of a system of records by a contractor, the record system or the portion affected are considered to be maintained by DeCA and are subject to this part. DeCA is responsible for applying the requirements of this part to the contractor. The contractor and its employees are to be considered employees of DeCA for the purposes of the approved provisions of the Privacy Act during the performance of the contract. Consistent with the Defense Acquisition Regulation, contracts requiring the maintenance of a system of records or the portion of a system of records shall identify specifically the record system and the work to be performed and shall include in the solicitation and resulting contract such terms as are prescribed in the Defense Acquisition Regulation (DAR).\4\ \4\ See footnote 3 to Sec. 327.5. (2) If the contractor must use or have access to individually identifiable information subject to this part to perform any part of a contract, and the information would have been collected and maintained by DeCA but for the award of the contract, these contractor activities are subject to this part. (3) The restrictions in paragraphs (g)(1) and (g)(2) of this section do not apply to records: (i) Established and maintained to assist in making internal contractor management decisions such as those maintained for use in managing the contract. (ii) Those maintained as internal contractor employee records even when used in conjunction with providing goods and services to DeCA. (4) Disclosure of records to contractors. Disclosure of personal records to a contractor for the use in the performance of any DeCA contract is considered a disclosure within the Department of Defense (DoD). The contractor is considered the agent of DeCA and is to be maintaining and receiving the records for DeCA. (h) Safeguarding personal information. DeCA personnel will protect records in every system of records for confidentiality against alteration, unauthorized disclosure, embarrassment, or unfairness to any individual about when information is kept. (1) Supervisor/Manager paper records maintained by DeCA personnel will be treated as `For Official Use Only' (FOUO) documents and secured in locked file cabinets, desks or bookcases during non-duty hours. During normal working hours, these records will be out-of- sight if the working area is accessible to non-government personnel. (2) Personnel records maintained by DeCA computer room or stand alone systems, will be safeguarded at all times. Printed computer reports containing personal data must carry the markings FOUO. Other media storing personal data such as tapes, reels, disk packs, etc., must be marked with labels which bear FOUO and properly safeguarded. (3) Adherence to paragraphs (h)(1) and (h)(2) of this section, fulfills the requirements of 32 CFR part 285. (i) Records disposal. (1) DeCA records containing personal data will be shredded or torn to render the record unrecognizable or beyond reconstruction. (2) The transfer of large quantities of DeCA records containing personal data to disposal activities is not considered a release of personal information under this part. The volume of such transfers makes it difficult or impossible to identify easily specific individual records. Care must be exercised to ensure that the bulk is maintained so as to prevent specific records from becoming readily identifiable. If the bulk is amintained, no special procedures are required. if the bulk cannot be maintained, dispose of the records by shredding or tearing to render the record unrecognizable or beyond reconstruction. Sec. 327.6 Collecting personal information (a) Collect directly from the individual. To the greatest extent practicable, collect personal information directly from the individual to whom it pertains if the information may be used in making any determination about the rights, privileges, or benefits of the individual under any Federal program. (b) Collecting personal information from third parties. It may not be practical to collect personal information directly from an individual in all cases. Some examples of this are: (1) Verification of information through third party sources for security or employment suitability determinations; (2) Seeking third party opinions such as supervisory comments as to job knowledge, duty performance, or other opinion-type evaluations; (3) When obtaining the needed information directly from the individual is exceptionally difficult or may result in unreasonable costs; or (4) Contacting a third party at the request of the individual to furnish certain information such as exact periods of employment, termination dates, copies of records, or similar information. (c) Collecting social security numbers (SSNs). (1) It is unlawful for DeCA to deny an individual any right, benefit, or privilege provided by law because an individual refuses to provide his or her SSN. Executive Order 9397 authorizes solicitation and use of SSNs as numerical identifiers for individuals in most Federal record systems, however, it does not provide mandatory authority for soliciting. (2) When an individual is requested to provide their SSN, they must be told: (i) the uses that will be made of the SSN; (ii) The statute, regulation or rule authorizing the solicitation of the SSN; and (iii) Whether providingthe SSN is voluntary or mandatory. (3) Once the SSN has been furnished for the purpose of establishing a record, the notification in paragraph (c)(2) of this section is not required if the individual is only requested to furnish or verify the SSNs for identification purposes in connection with the normal use of his or her records. (d) Privacy act statements. When a DeCA individual is requested to furnish personal information about himself or herself for inclusion in a system of records, a Privacy Act Statement is required regardless of the medium used to collect the information, e.g. forms, personal interviews, telephonic interviews. The statement allows the individual to make a decision whether to provide the information requested. The statement will be concise, curent, and easily understood and must state whether providing the information is voluntary or mandatory. if furnishing the data is mandatory, a Federal statute, Executive Order, regulation or other lawful order must be cited. If the personal information solicited is not to be incorporated into a DeCA system of records, a PA statement is not required. This information obtained without the PA statement will not be incorporated into any DeCA systems of records. (1) The DeCA Privacy Act Statement will include: (i) The specific Federal statute or Executive Order that authorized collection of the requested information; (ii) The principal purpose or purposes for which the information is to be used; (iii) The routine uses that will be made of the information; (iv) Whether providing the information is voluntary or mandatory; and (v) The effects on the individual if he or she chooses not to provide the requested information. (2) Forms. When DeCA uses forms to collect personal information, placement of the Privacy Act advisory statement should be in the following order of preference: (i) Below the title of the form and positioned so the individual will be advised of the requested information, (ii) Within the body of the form with a notation of its location below the title of the form, (iii) On the reverse of the form with a notation of its location below the title of the form, (iv) Attached to the form as a tear-off sheet, or (v) Issued as a separate supplement to the form. (3) Forms issued by non-DoD Activities. Ensure that the statement prepared by the originating agency on their forms is adequate for the purpose for which DeCA will use the form. If the statement is inadequate, DeCA will prepare a new statement before using the form. Forms issued by other agencies not subject to the Privacy Act but its use requires DeCA to collect personal data, a Privacy Act Statement will be added. Sec. 327.7 Access by individuals (a) Individual access to personal information. Release of personal information to individuals whose records are maintained in a systems of records under this part is not considered public release of information. DeCA will release to the individuals all of the personal information, except to the extent the information is contained in an exempt system of records. (1) Requests for access. (i) Individuals in DeCA Headquarters and FOAs will address requests for access to their personal information to the DeCA Privacy Act Officers. Individuals in Regions, CDCs, and commissaries, will address requests to their respective Region Privacy Act Coordinator. The individual is not required to explain or justify why access is being sought. (ii) If an individual wishes to be accompanied by a third party when seeking access to his or her records or to have the records released directly to the third party, a signed access authorization granting the third party access is required. (iii) A DeCA individual will not be denied access to his or her records because he or she refuses to provide his or her SSN unless the SSN is the only way retrieval can be made. (2) Granting access. (i) If the record is not part of an exempt system, DeCA personnel will be granted access to the original record or an exact copy of the original record without any changes or deletions. Medical records will be disclosed to the individual to whom they pertain unless an individual fails to comply with the established requirements. This includes refusing to name a physician to receive medical records when required, refusing to pay fees, or when a judgment is made that access to such records may have an adverse effect on the mental or physical health of the individual. Where an adverse effect may result, a release will be made in consultation with a physician. (ii) DeCA personnel may be denied access to information compiled in reasonable anticipation of a civil action or proceeding. The term ``civil proceeding'' is intended to include quasi-judicial and pretrial judicial proceedings. Information prepared in conjunction with the quasi-judicial, pretrial and trial proceedings to include those prepared by DeCA legal and non-legal officials of the possible consequences of a given course of action are protected from access. (iii) Requests by DeCA personnel for access to investigatory records pertaining to themselves, compiled for law enforcement purposes, are processed under this part and that of 32 CFR part 310. Those requests by DeCA personnel for investigatory records pertaining to themselves that are in records systems exempt from access provisions shall be processed under this part or 32 CFR part 285, depending upon which provides the greatest degree of access. (3) Non agency records. (i) Uncirculated personal notes and records that are not given or circulated to any person or organization (example, personal telephone list) that are kept or discarded at the author's discretion and over which DeCA exercises no direct control, are not considered DeCA records. However, if personnel are officially directed or encouraged, either in writing or orally, to maintain such records, they may become ``agency records'' and may be subject to this part. (ii) Personal uncirculate handwritten notes of team leaders, office supervisors, or military supervisory personnel concerning subordinates are not a system of records within the meaning of this part. Such notes are an extension of the individual's memory. These notes, however, must be maintained and discarded at the discretion of the individual supervisor and not circulated to others. Any established requirement to maintain such notes (written or oral directives, regulation or command policy) make these notes ``AGENCY RECORDS.'' If the notes are circulated, they must be made a part of the system of records. Any action that gives personal notes the appearance of official agency records is prohibited unless they have been incorporated into a DeCA system of records. (b) Relationship between the Privacy Act and the Freedom of Information Act (FOIA). (1) Requests from DeCA individuals for access to a record pertaining to themselves made under the FOIA are processed under the provisions of this part, 32 CFR part 310 and DeCA Directive 30-12, Freedom of Information Act (FOIA) Program.\5\ \5\ See footnote 3 to Sec. 327.5. (2) Request from DeCA individuals or access to a record pertaining to themselves are processed under this part and 32 CFR part 310. (3) Requests from DeCA individuals for access to records about themselves that cite both Acts or the DeCA implementing directives for both Acts are processed under this part except: (i) When the access provisions of the FOIA provide a greater degree of access process under the FOIA, or (ii) When access to the information sought is controlled by another Federal statute process access procedures under the controlling statute. (4) Requests from DeCA individuals for access to information about themselves in a system of records that do not cite either Act or DeCA implementing directive are processed under the procedures established by this part. (5) DeCA requesters will not be denied access to personal information concerning themselves that would be releasable to them under either Act because they fail to cite either Act or the wrong Act. The Act or procedures used in granting or denying access will be explained to requesters., (6) DeCA requesters should receive access to their records within 30 days. (7) Records in all DeCA systems maintained in accordance with the Government-wide systems notices are in temporary custody of DeCA, and all requests or amend these records will be processed in accordance with this part. (c) Denial of individual access. (1) A DeCA individual may be denied formal access to a record pertaining to him/her only if the record: (i) Was compiled in reasonable anticipation of civil action. (ii) Is in a system of records that has been exempt from access provisions of this part. (iii) All systems of records maintained by the Defense Commissary Agency shall be exempt from the requirements of 5 U.S.C. 552a(d) pursuant to 5 U.S.C. 552a(k)(1) to the extent that the system contains any information properly classified under Executive Order 12958 and which is required by the Executive Order to be withheld in the interest of national defense or foreign policy. This exemption, which may be applicable to parts of all systems of records, is necessary because certain record systems not otherwise specifically designated for exemptions herein may contain items of information that have been properly classified. (iv) Is contained in a system of records for which access may be denied under some other Federal statute. (v) All systems of records maintained by the DeCA shall be exempt from the requirements of 5 U.S.C. 552a(d) pursuant to 5 U.S.C. 552a(k)(1) to the extent that the system contains any information properly classified under Executive Order 12958 and which is required by the Executive Order to be withheld in the interest of national defense of foreign policy. This exemption, which may be applicable to parts of all systems of records, is necessary because certain record systems not otherwise specifically designated for exemptions herein may contain items of information that have been properly classified. (2) DeCA individuals will only be denied access to those portions of the records from which the denial of access serves some legitimate governmental purpose. (3) Other reasons to refuse DeCA individuals are: (i) The request is not described well enough to locate it within a reasonable amount of effort by the PA Officer or PA Coordinator; or (ii) An individual fails to comply with the established requirements including refusing to name a physician to receive medical records when required or to pay fees. (4) Only the DeCA IDA can deny access. This denial must be in writing and contain: (i) The date of the denial, name, title of position, and signature of the DeCA Initial Denial Authority. (ii) The specific reasons for the denial, including specific reference to the appropriate sections of the PA, other statutes, this part or the Code of Federal Regulations (CFR); (iii) Information providing the right to appeal the denial through the DeCa appeal procedure within 60 days, and the title, position and address of the DeCA PA Appellate Authority. (5) DeCA Appeal Procedures. The Director of DeCA, or the designee, will review any appeal by an individual from a denial of access to DeCA records. Formal written notification will be provided to the individual explaining whether the denial is sustained totally or in part. The DeCA PA Officer will: (i) Assign a control number and process the appeal to the Director, DeCA or the designee appointed by the Director. (ii) Provide formal written notification to the individual by the appeal authority explaining whether the denial is sustained totally or in part and the exact reasons for the denial to include provisions of the Act, other statute, this part or the CFR whichever the determination is based, or (iii) Provide the individual access to the material if the appeal is granted. (iv) Process all appeals within 30 days of receipt unless the appeal authority determines the review cannot be made within that period and provide notification to the individual the reasons for the delay and when an answer may be expected. (d) Amendment of records. (1) DeCA employees are encouraged to review the personal information being maintained abut them periodically. An individual may request amendment of any record contained in a system of records unless the system of records has been exempt specifically from the amendment procedures by the Director, DeCa. A request for amendment must include: (i) A description of the item or items to be amended. (ii) The specific reason for the amendment. (iii) The type of amendment action such as deletion, correction or addition. (iv) Copies of evidence supporting the request. (v) DeCA employees may be required to provide identification to make sure that they are indeed seeking to amend a record pertaining to themselves. (2) The amendment process is not intended to permit the alteration of evidence presented in the course of judicial or quasi-judicial proceedings. Amendments to these records are made through specific procedures established for the amendment of these records. (i) Written notification will be provided to the requester within 10 working days of its receipt by the DeCA PA Officer. No notification will be provided to the requester if the action completed within the 10 days. Only under exceptional circumstances will more than 30 days be required to reach the decision to amend a request. If the decision is to grant all or in part of the request for amendment, the record will be amended and the requester informed and all other offices/personnel known to be keeping the information. (ii) If the request for amendment is denied in whole or in part, The PA Officer will notify the individual in writing and provide the specific reasons and the procedures for appealing the decision. (iii) All appeals are to be processed within 30 days. If additional time is required, the requester will be informed and provided when a final decision may be expected. (e) Fee assessments. (1) DeCA personnel will only be charged the direct cost of copying and reproduction, computed using the appropriate portions of the fee schedule in DeCA Directive 30-12.\6\ Normally, fees are waived automatically if the direct costs of a given request are less than $30. This fee waiver provision does not apply when a waiver has been granted to the individual before, and later requests appear to be an extension or duplication of that original request. Decisions to waive or reduce fees that exceed the automatic waiver threshold will be made on a case-by-case basis. Fees may not be charged when: \6\ See footnote 3 to Sec. 327.5. (i) Copying is performed for the convenience of the Government or is the only means to make the record available for the individual. (ii) No reading room is available for the individual to review the record or a copy is made to keep the original in DeCA files. (iii) The information may be obtained without charge under any other regulation, directive, or statute. (2) No fees will be collected for search, retrieval, and review of records to determine releasability, copying of records when the individual has not requested a copy, transportation of records and personnel, or normal postage. Sec. 327.8 Disclosure of personal information to other agencies and third parties (a) Disclosures and nonconsensual disclosures. (1) All requests made by DeCA individuals for personal information about other individuals (third parties) will be processed under DeCA Directive 30-12 \7\ except when the third party personal information is contained in the Privacy record of the individual making the request. \7\ See footnote 3 to Sec. 327.5. (2) For the purposes of disclosure and disclosure accounting, the Department of Defense is considered a single agency. (3) Personal information from DeCA systems of records will not be disclosed outside the DoD unless: (i) The record has been requested by the individual to whom it pertains, (ii) Written consent has been given by the individual to whom the record pertains for release to the requesting agency, activity, or individual, or (iii) The release is pursuant to one of the specific nonconsensual purposes set forth in the Act. (4) Records may be disclosed without the consent of a DeCA individual to any DoD official who has need for the record in the performance of their assigned duties. Rank, position, or title alone does not authorize this access. An official need for this information must exist. (5) DeCA records must be disclosed if their release is required by 32 CFR part 285, which is implemented by DeCA Directive 30-12.\8\ 32 CFR part 285 requires that records be made available to the public unless exempt from disclosure under the FOIA. \8\ See footnote 3 to Sec. 327.5. (b) Normally releasable information. Personal information that is normally releasable without the consent of a DeCA individual that does not imply a clearly unwarranted invasion of personal privacy: (1) Civilian employees: (i) Name, (ii) Present and past position titles, (iii) Present and past grades, (iv) Present and past salaries, (v) Present and past duty stations, (vi) Office or duty telephone numbers, (2) Military members: (i) Full name, (ii) Rank, (iii) Date of rank, (iv) Gross salary, (v) Past duty assignments, (vi) Present duty assignments, (vii) Future assignments that are officially established, (viii) Office or duty telephone numbers, (ix) Source of commission, (x) Promotion sequence number, (xi) Awards and decorations, (xii) Attendance at professional military schools, (xiii) Duty status at any given time. (3) All disclosures of personal information on civilian employees shall be made in accordance with the Office of Personnel Management (OPM) and all disclosures of personal information on military members shall be made in accordance with the standards established by 32 CFR part 285. (4) The release of DeCA employees' home addresses and home telephone numbers is considered a clearly unwarranted invasion of personal privacy and is prohibited; however, these may be released without prior consent of the employee if: (i) The employee has indicated previously that he or she consents to their release, (ii) The releasing official was requested to release the information under the provisions of 32 CFR part 285. (5) Before listing home addresses and home telephone numbers in any DeCA telephone directory, give the individuals the opportunity to refuse such a listing. (c) Disclosures for established routine uses. (1) Records may be disclosed outside of DeCA without consent of the individual to whom they pertain for an established routine use. (2) A routine use shall: (i) Be compatible with the purpose for which the record was collected; (ii) Indicate to whom the record may be released; (iii) Indicate the uses to which the information may be put by the receiving agency; and (iv) Have been published previously in the Federal Register. (3) A routine use will be established for each user of the information outside DeCA who need official access to the records. This use may be discontinued or amended without the consent of the individual/s involved. Any routine use that is new or changed is published in the Federal Register 30 days before actually disclosing the record. In addition to routine uses established by DeCA individual system notices, blanket routine uses have been established. See Appendix C to this part. (d) Disclosure without consent. DeCA records may be disclosed without the consent of the individual to whom they pertain to another agency within or under the control of the U.S. for a civil or criminal law enforcement activity if: (1) The civil or criminal law enforcement activity is authorized by law (Federal, State, or local); and (2) The head of the agency or instrumentality (or designee) has made a written request to the Component specifying the particular record or portion desired and the law enforcement activity for which it is sought. (3) Blanket requests for any and all records pertaining to an individual shall not be honored. The requesting agency or instrumentality must specify each record or portion desired and how each relates to the authorized law enforcement activity. (4) This disclosure provision applies when the law enforcement agency or instrumentality request the record, If the DoD Component discloses a record outside the DoD for law enforcement purposes without the individual's consent and without an adequate written request, the disclosure must be pursuant to an established routine use, such as the blanket routine use for law enforcement. (e) Disclosures to the public from health care records. (1) The following general information may be released to the news media or public concerning a DeCA employee treated or hospitalized in DoD medical facilities and non-Federal facilities for whom the cost of the care is paid by DoD: (i) Personal information concerning the patient that is provided in Sec. 327.8 and under provisions of 32 CFR part 285. (ii) The medical condition such as the date of admission or disposition and the present medical assessment of the individual's condition in the following terms if the medical doctor has volunteered the information: (A) The individual's condition is presently (stable) (good) (fair) (serious) or (critical), and (B) Whether the patient is conscious, semi-conscious or unconscious. (2) Detailed medical and other personal information may be released on a DeCA employee only if the employee has given consent to the release. If the employee is not conscious or competent, no personal information, except that required by 32 CFR part 285, will be released until there has been enough improvement in the patient's condition for them to give informed consent. (3) Any item of personal information may be released on a DeCA patient if the patient has given consent to its release. (4) This part does not limit the disclosure of personal medical information for other government agencies' use in determining eligibility for special assistance or other benefits provided disclosure in pursuant to a routine use. Appendix A to Part 327--Sample DeCA Response Letter Mrs. Floria Employee 551 Florida Avenue Oakland, CA 94618 Dear Mrs. Employee: This responds to your Privacy Act request dated (enter date of request), in which you requested (describe requested records). Your request has been referred to our headquarters for further processing. They will respond directly to you. Any questions concerning your request may be made telephonically (enter Privacy Officer's telephone number) or in writing to the following address: Defense Commissary Agency, Safety, Security, and Administration, Attention: FOIA/PA Officer, Fort Lee, VA 23801-1800. I trust this information is responsive to your needs. (Signature block) Appendix B to Part 327--Internal Management Control Review Checklist (a) Task: Personnel and/or Organization Management. (b) Subtask: Privacy Act (PA) Program. (c) Organization: (d) Action officer: (e) Reviewer: (f) Date completed: (g) Assessable unit: The assessable units are HQ, DeCA, Regions, Central Distribution Centers, Field Operating Activities, and commissaries. Each test question is annotated to indicate which organization(s) is (are) responsible for responding to the question(s). Assessable unit managers responsible for completing this checklist are shown in the DeCA, MCP, DeCA Directive 70-2.\1\ \1\ Copies may be obtained: Defense Commissary Agency, ATTN: FOIA/Privacy Officer, 1300 E. Avenue, Fort Lee, VA 23801- 1800. (h) Event cycle 1: Establish and implement a Privacy Act Program. (1) Risk: If prescribed policies, procedures and responsibilities of the Privacy Act Program are not adhered to, sensitive private information on individuals can be given out to individuals. (2) Control Objectives: The prescribed policies, procedures and responsibilities contained in 5 U.S.C. 552a are followed to protect individual privacy and information release. (3) Control Techniques: 32 CFR part 310 and DeCA Directive 30- 13,\2\ Privacy Act Program. \2\ See footnote 1 to this Appendix B. (i) Ensure that a PA program is established and implemented. (ii) Appoint an individual with PA responsibilities and ensure the designation of appropriate staff to assist. (4) Test Questions: Explain rationale for YES responses or provide cross-references where rationale can be found. For NO responses, cross-reference to where corrective action plans can be found. If response is NA, explain rationale. (i) Is a PA program established and implemented in DeCA to encompass procedures for subordinate activities? (DeCA HQ/SA, Region IM). Response: Yes / No / NA. Remarks: (ii) Is an individual appointed PA responsibilities? (DeCA HQ/SA, Region IM). Response: Yes / No / NA. Remarks: (iii) Are the current names and office telephone numbers furnished OSD, Private Act Office of the PA Officer and the IDA? (DeCA HQ/SA). Response: Yes / No / NA. Remarks: (iv) Is the annual PA report prepared and forwarded to OSD, Defense Privacy Office? (DeCA HQ/SA). Response: Yes / No / NA. Remarks: (v) Is PA awareness training/orientation provided? Is in-depth training provided for personnel involved in the establishment, development, custody, maintenance and use of a system of records? (DeCA HQ/SA, Region). Response: Yes / No / NA. Remarks: (vi) Is the PA Officer consulted by information systems developers for privacy requirements which need to be included as part of the life cycle management of information consideration in information systems design? (DeCA HQ/SA, Region). Response: Yes / No / NA. Remarks: (vii) Is each system of records maintained by DeCA supported by a Privacy Act System Notice and has the systems notice been published in the Federal Register? (DeCA HQ/SA). Response: Yes / No / NA. Remarks: (i) Event cycle 2: Processing PA Requests. (1) Risk: Failure to process PA requests correctly could result in privacy information being released which subjects the Department of Defense, DeCA or individuals to criminal penalties. (2) Control Objective: PA requests are processed correctly. (3) Control Technique: (i) Ensure PA requests are logged into a formal control system. (ii) Ensure PA requests are answered promptly and correctly. (iii) Ensure DeCA records are only withheld when they fall under the general and specific exemptions of 5 U.S.C. 552a and one or more of the nine exemptions under DeCA Directive 30-12,\3\ Freedom of Information Act (FOIA) Program. \3\ See footnote 1 to this Appendix B. (iv) Ensure all requests are coordinated through the General Counsel. (v) Ensure all requests are denied by the DeCA IDA. (vi) Ensure all appeals are forwarded to the Director DeCA or his designee. (4) Test Questions: (i) Are PA requests logged into a formal control system? (DeCA HQ/SA, Region IM). Response: Yes / No / NA. Remarks: (ii) Are individual requests for access acknowledged within 10 working days after receipt? (DeCA HQ/SA, Region IM). Response: Yes / No / NA. Remarks: (iii) when more than 10 working days are required to respond to a PA request, is the requester informed, explaining the circumstances for the delay and provided an approximate date for completion? (DeCA HQ/SA, Region IM). Response: Yes / No / NA. Remarks: (iv) Are DeCA records withheld only when they fall under one or more of the general or specific exemptions of the PA or one or more of the nine exemptions of the FOIA? (DeCA HQ/SA, Region IM). Response: Yes / No / NA. Remarks: (v) Do denial letters contain the name and title or position of the official who made the determination, cite the exemption(s) on which the denial is based and advise the PA requester of their right to appeal the denial to the Director DeCA or designee? (DeCA HQ/SA). Response: Yes / No / NA. Remarks: (vi) Are PA requests denied only by the HQ DeCA IDA? (All). Response: Yes / No / NA. Remarks: (vii) Is coordination met with the General Counsel prior to forwarding a PA request to the IDA? (DeCA HQ/SA). Response: Yes / No / NA. Remarks: (j) Event cycle 3: Requesting PA Information. (1) Risk: Obtaining personal information resulting in a violation of the PA. (2) Control Objective: Establish a system before data collection and storage to ensure no violation of the privacy of individuals. (3) Control Technique: Ensure Privacy Act Statement to obtain personal information is furnished to individuals before data collection. (4) Test Questions: (i) Are all forms used to collect information about individuals which will be part of a system of records staffed with the PA Officer for correctness of the Privacy Act Statement? (DeCA HQ/SA, Region). Response: Yes / No / NA. Remarks: (ii) Are Privacy Statements prepared and issued for all forms, formats and questionnaires that are subject to the PA, coordinated with the DeCA forms manager? (DeCA HQ/SA, Region). Response: Yes / No / NA. Remarks: (iii) Do Privacy Act Statements furnished to individuals provide the following: (A) The authority for the request. (B) The principal purpose for which the information will be used. (C) Any routine uses. (D) The consequences of failing to provide the requested information. Yes / No / NA. Remarks: (k) Event cycle 4: Records Maintenance. (1) Risk: Unprotected records allowing individuals without a need to know access to privacy information. (2) Control Objective: PA records are properly maintained throughout their life cycle. (3) Control Technique: Ensure the prescribed policies and procedures are followed during the life cycle of information. (4) Test Questions: (i) Are file cabinets/containers that house PA records locked at all times to prevent unauthorized access? (All). Response: Yes / No / NA. Remarks: (ii) Are personnel with job requirement (need to know) only allowed access to PA information? (All). Response: Yes / No / NA. Remarks: (iii) Are privacy act records treated as unclassified records and designated `For Official Use Only'? (All). Response: Yes / No / NA. Remarks: (iv) Are computer printouts that contain privacy act information as well as disks, tapes and other media marked `For Official Use Only'? (All). Response: Yes / No / NA. Remarks: (v) Is a Systems Manager appointed for each automated/manual PA systems of records? (DeCA HQ/SA, Region). Response: Yes / No / NA. Remarks: (vi) Are PA records maintained and disposed of in accordance with DeCA Directive 30-2,\4\ The Defense Commissary Agency Filing System? (All). Response: Yes / No / NA. Remarks: \4\ See footnote 2 to this Appendix B. (1) I attest that the above listed internal controls provide reasonable assurance that DeCA resources are adequately safeguarded. I am satisfied that if the above controls are fully operational, the internal controls for this sub-task throughout DeCA are adequate. Safety, Security and Administration. FUNCTIONAL PROPONENT. I have reviewed this sub-task within my organization and have supplemented the prescribed internal control review checklist when warranted by unique environmental circumstances. The controls prescribed in this checklist, as amended, are in place and operational for my organization (except for the weaknesses described in the attached plan, which includes schedules for correcting the weaknesses). ASSESSABLE UNIT MANAGER (Signature). Appendix C to Part 327-DeCA Blanket Routine Uses (a) Routine Use--Law Enforcement. If a system of records maintained by a DoD Component, to carry out its functions, indicates a violation or potential violation of law, whether civil, criminal, or regulatory in nature, and whether arising by general statute or by regulation, rule, or order issued pursuant thereto, the relevant records in the system of records may be referred, as a routine use, the agency concerned, whether Federal, State, local, or foreign, charged with the responsibility of investigating or prosecuting such violation or charged with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto. (b) Routine Use--Disclosure when Requesting Information. A record from a system of records maintained by a Component may be disclosed as a routine use to a Federal, State, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, if necessary to obtain information relevant to a Component decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit. (c) Routine Use--Disclosure of Requested Information. A record from a system of records maintained by a Component may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. (d) Routine Use--Congressional Inquiries. Disclosure from a system of records maintained by a Component may be made to a congressional office from the record of an individual in response to an inquiry from the congressional office made at the request of that individual. (e) Routine Use--Private Relief Legislation. Relevant information contained in all systems of records of the Department of Defense published on or before August 22, 1975, will be disclosed to the OMB in connection with the review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process as set forth in that Circular. (f) Routine Use--Disclosures Required by International Agreements. A record from a system of records maintained by a Component may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities to comply with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of DoD military and civilian personnel. (g) Routine Use--Disclosure to State and Local Taxing Authorities. Any information normally contained in Internal Revenue Service (IRS) Form W-2 which is maintained in a record from a system of records maintained by a Component may be disclosed to State and local taxing authorities with which the Secretary of the Treasury has entered into agreements under 5 U.S.C., 5516, 5517, and 5520 and only to those State and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use is in accordance with Treasury Fiscal Requirements Manual Bulletin No. 76-07. (h) Routine Use--Disclosure to the Office of Personnel Management. A record from a system of records subject to the Privacy Act and maintained by a Component may be disclosed to the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies. (i) Routine Use--Disclosure to the Department of Justice for Litigation. A record from a system of records maintained by this component may be disclosed as a routine use to any component of the Department of Justice for the purpose of representing the Department of Defense, or any officer, employee or member of the Department in pending or potential litigation to which the record is pertinent. (j) Routine Use--Disclosure to Military Banking Facilities Overseas. Information as to current military addresses and assignments may be provided to military banking facilities who provide banking services overseas and who are reimbursed by the Government for certain checking and loan losses. For personnel separated, discharged, or retired from the Armed Forces, information as to last known residential or home of record address may be provided to the military banking facility upon certification by a banking facility officer that the facility has a returned or dishonored check negotiated by the individual or the individual has defaulted on a loan and that if restitution is not made by the individual, the U.S. Government will be liable for the losses the facility may incur. (k) Routine Use--Disclosure of Information to the General Services Administration (GSA). A record from a system of records maintained by this component may be disclosed as a routine use to the General Services Administration (GSA) for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. (l) Routine Use--Disclosure of Information to the National Archives and Records Administration (NARA). A record from a system of records maintained by this component may be disclosed as a routine use to the National Archives and Records Administration (NARA) for the purpose of records management inspections conducted under authority of 44 U.S.C. 2904 and 2906. (m) Routine Use--Disclosure to the Merit Systems Protection Board. A record from a system of records maintained by this component may be disclosed as a routine use to the Merit Systems Protection Board, including the Office of the Special Counsel for the purpose of litigation, including administrative proceedings, appeals, special studies of the civil service and other merit systems, review of OPM or component rules and regulations, investigation of alleged or possible prohibited personnel practices; including administrative proceedings involving any individual subject of a DoD investigation, and such other functions, promulgated in 5 U.S.C. 1205 and 1206, or as may be authorized by law. (n) Routine Use--Counterintelligence Purpose. A record from a system of records maintained by this component may be disclosed as a routine use outside the DoD or the U.S. Government for the purpose of counterintelligence activities authorized by U.S. Law or Executive Order or for the purpose of enforcing laws which protect the national security of the United States. PART 505--THE ARMY PRIVACY PROGRAM Sec. 505.1 General information. 505.2 Individual rights of access and amendment. 505.3 Disclosure of personal information to other agencies and third parties. 505.4 Recordkeeping requirements Under the Privacy Act. 505.5 Exemptions. Appendix A--Example System of Records Notice Appendix B--Example of Report for New System of Records Appendix C--Provisions of the Privacy Act from which a General or Specific Exemption may be Claimed Appendix D--Glossary of Terms Authority: Pub. L. 93-579, 88 Stat. 1896 (5 U.S.C. 552a). Source: 50 FR 42165, Oct. 18, 1985. Sec. 505.1 General information. (a) Purpose. This regulation sets forth policies and procedures that govern personal information kept by the Department of the Army in systems of records. (b) References--(1) Required publications. (i) AR 195-2, Criminal Investigation Activities. (Cited in Sec. 505.2(j)) (ii) AR 340-17, Release of Information and Records from Army Files. (Cited in Secs. 505.2(h) and 505.4(d)) (iii) AR 430-21-8, The Army Privacy Program; System Notices and Exemption Rules for Civilian Personnel Functions. (Cited in Sec. 505.2(i)) (iv) AR 380-380, Automated System Security. (Cited in Sec. 505.4(d) and (f)) (2) Related publications. (A related publication is merely a source of additional information. The user does not have to read it to understand this regulation.) (i) DOD Directive 5400.11, DOD Privacy Program. (ii) DOD Regulation 5400.11-R, DOD Privacy Program. (iii) Treasury Fiscal Requirements Manual. This publication can be obtained from The Treasury Department, 15th and Pennsylvania Ave., NW, Washington, DC 20220. (c) Explanation of abbreviations and terms. Abbreviations and special terms used in this regulation are explained in the glossary. (d) Responsibilities. (1) The Director of Information Systems for Command, Control, Communications, and Computers (DISC4) is responsible for issuing policy and guidance for the Army Privacy Program in consultation with the Army General Counsel. (2) The Commander, U.S. Army Information Systems Command is responsible for developing policy for and executing the Privacy Act Program under the policy and guidance of the DISC4. (3) Heads of Joint Service agencies or commands for which the Army is the Executive Agent, or otherwise has responsibility for providing fiscal, logistical, or administrative support, will adhere to the policies and procedures in this regulation. (4) Commander, Army and Air Force Exchange Service (AAFES), is responsible for the supervision and execution of the privacy program within that command pursuant to this regulation. (e) Policy. Army Policy concerning the privacy rights of individuals and the Army's responsibilities for compliance with operational requirements established by the Privacy Act are as follows: (1) Protect, as required by the Privacy Act of 1974 (5 U.S.C. 552a), as amended, the privacy of individuals from unwarranted intrusion. Individuals covered by this protection are living citizens of the United States and aliens lawfully admitted for permanent residence. (2) Collect only the personal information about an individual that is legally authorized and necessary to support Army operations. Disclose this information only as authorized by the Privacy Act and this regulation. (3) Keep only personal information that is timely, accurate, complete, and relevant to the purpose for which it was collected. (4) Safeguard personal information to prevent unauthorized use, access, disclosure, alteration, or destruction. (5) Let individuals know what records the Army keeps on them and let them review or get copies of these records, subject to exemptions authorized by law and approved by the Secretary of the Army. (See Sec. 505.5.) (6) Permit individuals to amend records about themselves contained in Army systems of records, which they can prove are factually in error, not up-to-date, not complete, or not relevant. (7) Allow individuals to ask for an administrative review or decisions that deny them access to or the right to amend their records. (8) Maintain only information about an individual that is relevant and necessary for Army purposes required to be accomplished by statute or Executive Order. (9) Act on all requests promptly, accurately, and fairly. (f) Authority. The Privacy Act of 1974 (5 U.S.C. 552a), as amended, is the statutory basis for the Army Privacy Program. With in the Department of Defense, the Act is implemented by DOD Directive 5400.11 and DOD 5400.11-R. The Act Assigns-- (1) Overall Government-wide responsibilities for implementation to the Office of Management and Budget. (2) Specific responsibilities to the Office of Personnel Management and the General Services Administration. (g) Access and Amendment Refusal Authority (AARA). Each Access and Amendment Refusal Authority (AARA) is responsible for action on requests for access to, or amendment of, records referred to them under this part. The officials listed below are the only AARA for records in their authority. Authority may be delegated to an officer or subordinate commander. All delegations must be in writing. If an AARA's delegate denies access or amendment, the delegate must clearly state that he or she is acting on behalf of the AARA and identify the AARA by name and position in the written response to the requester. Denial of access or amendment by an AARA's delegate must have appropriate legal review. Delegations will not be made below the colonel (06) or GS/GM-15 level. Such delegations must not slow Privacy actions. AARAs will send the names, offices, telephone numbers of heir delegates to the Director of Information Systems for Command, Control, Communications and Computers, Headquarters, Department of the Army, ATTN: SAIS-IDP, Washington, DC 20310-0107; and the Department of the Army Privacy Review Board, Crystal Square 1, Suite 201, 1725 Jefferson Davis Highway, Arlington, VA 22202. (1) The Administrative Assistant to the Secretary of the Army (AASA) for records of the Secretariat and its serviced activities, to include the personnel records maintained by the General Officer Management Office, personnel records pertaining to Senior Executive Service personnel serviced by the Office of the Secretary of the Army (OSA), and Equal Employment Opportunity (EEO) records from offices serviced by the OSA. The AASA will also serve as AARA for those records requiring the personal attention of the Secretary of the Army. (2) The Inspector General (TIG) for TIG investigative records. (3) The president or executive secretary of boards, councils, and similar bodies established by the Department of the Army to consider personnel matters, including the Army Board of Correction of Military Appeals, for records under their purview. (4) The Deputy Chief of Staff for Personnel (DCSPER) for records of active and former non-appropriated fund employees (except those in the Army and Air Force Exchange Service), alcohol and drug abuse treatment records, behavioral science records, recruiting, Armed Services Vocational Aptitude Battery (ASVAB), equal opportunity, Junior Reserve Officers' Training Corps (ROTC), Senior ROTC Instructor, military academy cadet, selection, promotion, and reduction boards; special review boards; professional staff informational records; and entrance processing records (when records pertain to those not entering active duty). (5) The Deputy Chief of Staff for Operations and Plans (DCSOPS) for military police records and reports and prisoner confinement and correctional records. (6) Chief of Engineers (COE) for records pertaining to civil work (including litigation), military construction, engineer procurement, other engineering matters not under the purview of another AARA, ecology, and contractor qualifications. (7) The Surgeon General (TSG) for medical records, except properly part of the Official Personnel Folder (OPM/GOVT-1 system of records). (8) Chief of Chaplains (CCH) for ecclesiastical records. (9) The Judge Advocate General (TJAG) for legal records under TJAG responsibility. (10) Chief, National Guard Bureau (NGB) for personnel records of the Army National Guard. (11) Chief, Army Reserve (CAR) for personnel records of Army retired, separated and reserve military personnel members. (12) Commander, United States Army Material Command (USAMC) for records of Army contractor personnel of the Army Material Command. (13) Commander, United States Army Criminal Investigation Command (USACIDC) for criminal investigation reports and military police reports included therein. (14) Commander, United States Total Army Personnel Command (PERSCOM) for personnel and personnel related records of Army members on active duty and current Federal appropriated fund civilian employees. (Requests from former civilian employees to amend a record in any OPM system of records such as the Official Personnel Folder should be sent to the Office of Personnel Management, Assistant Director for Workforce Information, Compliance and Investigations Group, 1900 E Street, NW, Washington, DC 20415-0001. (15) Commander, U.S. Army Community and Family Support Center (USACFSC) for records relating to morale, welfare and recreation activities; community life programs; family action programs, retired activities, club management, Army emergency relief, consumer protection, retiree survival benefits, and records dealing with Department of the Army relationships and social security veteran's affairs, United Service Organizations, U.S. Soldiers' and Airmen's home and American Red Cross. (16) Commander, U.S. Army Intelligence and Security Command (INSCOM) for intelligence, investigative and security records; foreign scientific and technological information; intelligence training, mapping and geodesy information; ground surveillance records; intelligence threat assessments; and missile intelligence data relating to tactical land warfare systems. (17) Commander, Army and Air Force Exchange Service (AAFES) for records pertaining to employees, patrons, and other matters which are the responsibility of the Exchange Service. (18) Commander, Military Traffic Management Command (MTMC) for transportation records. (19) Director of Army Safety for safety records. (20) Commander, U.S. Army Information Systems Command (USAISC) for records which do not fall within the functional area of another AARA. (h) Department of the Army Privacy Review Board. The Department of the Army Privacy Review Board acts on behalf of the Secretary of the Army in deciding appeals from refusal of the appropriate AARAs to amend records. Board membership is comprised of the AASA, the Commander, USAISC, Pentagon, and TJAG, or their representatives. The AARA may serve as a nonvoting member when the Board considers matters in the AARA's area of functional specialization. The Commander, USAISC, Pentagon, chairs the Board and provides the recording secretary. (i) Privacy Official. (1) Heads of Army Staff agencies and commanders of major Army commands and subordinate commands and activities will designate a privacy official who will serve as a staff adviser on privacy matters. This function will not be assigned below battalion level. (2) The privacy official will ensure that (i) requests are processed promptly and responsively, (ii) records subject to the Privacy Act in his/her command/agency are described properly by a published system notice, (iii) privacy statements are included on forms and questionnaires that seek personnel information from an individual, and (iv) procedures are in place to meet reporting requirements. [50 FR 42165, Oct. 18, 1985, as amended at 53 FR 43690, Oct. 28, 1988; 56 FR 29583, Jun. 28, 1991; 58 FR 51012, Sep. 30, 1993] Sec. 505.2 Individual rights of access and amendment. (a) Access under the Privacy Act. Upon a written or oral request, an individual or his/her designated agent or legal guardian will be granted access to a record pertaining to that individual, maintained in a system of records, unless the record is subject to an exemption and the system manager has invoked the exemption (see Sec. 1505.5), or the record is information compiled in reasonable anticipation of a civil action or proceeding. The requester does not have to state a reason or otherwise justify the need to gain access. Nor can an individual be denied access solely because he/she refused to provide his/her Social Security Number unless the Social Security Number was required for access by statute or regulation adopted prior to January 1, 1975. The request should be submitted to the custodian of the record. (b) Notifying the individual. The custodian of the record will acknowledge requests for access within 10 work days of receipt. Records will be provided within 30 days, excluding Saturdays, Sundays, and legal public holidays. (c) Relationship between the Privacy Act and the Freedom of Information Act. A Privacy Act request for access to records should be processed also as a Freedom of Information Act request. If all or any portion of the requested material is to be denied, it must be considered under the substantive provisions of both the Privacy Act and the Freedom of Information Act. Any withholding of information must be justified by asserting a legally applicable exemption in each Act. (d) Functional requests. If an individual asks for his/her record and does not cite, or reasonably imply, either the Privacy Act or the Freedom of Information Act, and another prescribing directive authorizes release, the records should be released under that directive. Examples of functional requests are military members asking to see their Military Personnel Records Jacket, or civilian employees asking to see their Official Personnel Folder. (e) Medical records. If it is determined that releasing medical information to the data subject could have an adverse affect on the mental or physical health of that individual, the requester should be asked to name a physician to receive the record. The data subject's failure to designate a physician is not a denial under the Privacy Act and cannot be appealed. (f) Third party information. Third party information pertaining to the data subject may not be deleted from a record when the data subject requests access to the record unless there is an established exemption (see Sec. 505.5(d)). However, personal data such as SSN and home address of third parties in the data subject's record normally do not pertain to the data subject and therefore may be withheld. Information about the relationship between the data subject and the third party would normally be disclosed as pertaining to the data subject. (g) Referral of records. Requests for access to Army systems of records containing records that originated with other DOD Components or Federal agencies which claimed exemptions for them will be coordinated with or referred to the originator for release determination. The requester will be notified of the referral. (h) Fees. Requesters will be charged only for the reproduction of requested documents. Normally, there will be no charge for the first copy of a record provided to the individual whose record it is. Thereafter, fees will be computed as set forth in AR 340-17. (i) Denial of access. (1) The only officials authorized to deny a request from a data subject for records in a system of records pertaining to that individual are the appropriate Access and Amendment Refusal Authorities (see Sec. 505.1(f)), or the Secretary of the Army, acting through the General Counsel. Denial is appropriate only if the record: (i) Was compiled in reasonable anticipation of a civil action or proceeding, or (ii) Is properly exempted by the Secretary of the Army from the disclosure provisions of the Privacy Act (see Sec. 505.5), there is a legitimate governmental purpose for invoking the exemption, and it is not required to be disclosed under the Freedom of Information Act. (2) Requests for records recommended to be denied will be forwarded to the appropriate AARA within 5 work days of receipt, together with the request, disputed records, and justification for withholding. The requester will be notified of the referral. (3) Within the 30 work day period (see Sec. 505.2(b)), the AARA will give the following information to the requester in writing if the decision is to deny the request for access: (i) Official's name, position title, and business address; (ii) Date of the denial; (iii) Reasons for the denial, including citation of appropriate section(s) of the Privacy Act and this regulation; (iv) The opportunity for further review of the denial by the General Counsel, Office, Secretary of the Army, The Pentagon, Washington, DC 20310, through the AARA within 60 calendar days. (For denials made by the Army when the record is maintained in one of OPM's government-wide systems of records, notices for which are described at Appendix B, AR 340-21-8, an individual's request for further review must be addressed to the Assistant Director for Agency Compliance and Evaluation, Office of Personnel Management, 1900 E Street NW., Washington, DC 20415-0001.) (j) Amendment of records. (1) Individuals may request the amendment of their records, in writing, when such records are believed to be inaccurate as a matter of fact rather than judgment, irrelevant, untimely, or incomplete. (2) The amendment procedures are not intended to permit challenge to a record that records an event that actually occurred nor are they designed to permit collateral attack upon that which has been the subject of a judicial or quasi-judicial action. Consideration of request for an amendment would be appropriate if it can be shown that circumstances leading up to the event that is recorded on the document were challenged through administrative procedures and found to be inaccurately described, that the document is not identical to the individual's copy, or that the document was not constructed in accordance with the applicable recordkeeping requirements prescribed. For example, the amendment provisions do not allow an individual to challenge the merits of an adverse action. However, if the form that documents the adverse action contains an error on the fact of the record (e.g., the individual's name is misspelled, an improper date of birth or SSN was recorded), the amendment procedures may be used to request correction of the record. (3) US Army Criminal Investigations Command reports of investigation (records in system notices AO501.08e Informant Register, AO508.11b Criminal Information Reports and Cross Index Card Files, and AO508.25a Index to Criminal Investigative Case Files) have been exempted from the amendment provisions of the Privacy Act. Requests to amend these reports will be considered under AR 195-2 by the Commander, US Army Criminal Investigations Command, action by the Commander, US Army Criminal Investigation Commander will constitute final action on behalf of the Secretary of the Army under that regulation. (4) Records accessioned into the National Archives are exempted from the Privacy Act provision allowing individuals to request amendment of records. Most provisions of the Privacy Act apply only to those systems of records which are under the legal control of the originating agency; e.g., an agency's current operating files or records stored at a Federal records center. (k) Procedures. (1) Requests to amend a record should be addressed to the custodian or system manager of that record. The request must reasonably describe the record to be amended and the changes sought (i.e., deletion, addition, amendment). The burden of proof rests with the requester; therefore, the alteration of evidence presented to courts, boards, and other official proceedings is not permitted. (An individual acting for the requester must supply a written consent signed by the requester.) (2) The custodian or system manager will acknowledge the request within 10 work days and make final response within 30 work days. (3) The record for which amendment is sought must be reviewed by the proper system manager or custodian for accuracy, relevance, timeliness, and completeness so as to assure fairness to the individual in any determination made about that individual on the basis of that record. (4) If the amendment is proper, the custodian or system manager will physically amend the record by adding or deleting information, or destroying the record or a portion of it, and notify the requester of such action. (5) If the amendment is not justified, the request and all relevant documents, including the reasons for not amending, will be forwarded to the appropriate AARA within 5 work days and the requester so notified. (6) The AARA, on the basis of the evidence, either will amend the record and notify the requester and the custodian of that decision, or will deny the request and inform the requester: (i) Of reasons for not amending; and (ii) Of his/her right to seek further review by the DA Privacy Review Board (through the AARA). (7) On receipt of an appeal from a denial to amend, the AARA will append any additional records or background information that substantiates the refusal or renders the case complete and, within 5 work days of receipt, forward the appeal to the DA Privacy Review Board. (8) The DA Privacy Review Board, on behalf of the Secretary of the Army, will complete action on a request for further review within 30 work days of its receipt by the AARA. The General Counsel may authorize an additional 30 days when unusual circumstances and good cause so warrant. The Board may seek additional information, including the appellant's official file, if deemed relevant and necessary to deciding the appeal. (i) If the Board determines that amendment is justified, it will amend the record and notify the requester, the AARA, the custodian of the record, and any prior recipients of the record. (ii) If the Board denies the request, it will obtain the General Counsel's concurrence. Response to the appellant will include reasons for denial and the appellant's right to file a statement of disagreement with the Board's action and to seek judicial review of the Army's refusal to amend. (9) Statements of disagreement will be an integral part of the record to which it pertains so the fact that the record is disputed is apparent to anyone who may have access to, use of, or need to disclose from it. The disclosing authority may include a brief summary of the Board's reasons for not amending the disputed record. The summary will be limited to the reasons stated to the individual by the Board. (l) Privacy case files. Whenever an individual submits a Privacy Act request, a case file will be established; see system notice AO240.01DAAG. In no instance will the individual's request and Army actions thereon be included in the individual's personnel file. The case file will comprise the request for access/amendment, grants, refusals, coordination action, and related papers. This file will not be used to make any determinations about the individuals. Sec. 505.3 Disclosure of personal information to other agencies and third parties. (a) Disclosure without consent. The Army is prohibited from disclosing a record from a system of records without obtaining the prior written consent of the data subject, except when disclosure is: (1) To those officers and employees of the Department of Defense who have a need for the record in the performance of their duties; (2) Required under the Freedom of Information Act (see Sec. 505.3(c) for information normally releasable); (3) Permitted by a routine use that has been published in the Federal Register; (4) To the Bureau of the Census for purposes of planning or carrying out a census or survey or related activity pursuant to Title 13 of the United States Code; (5) To a recipient who has provided the Army with advance adequate written assurance that the record will be used solely as a statistical research or reporting record, and the record is to be transferred in a form that is not individually identifiable; (6) To the National Archives of the United States as a record that has sufficient historical or other value to warrant its continued preservation by the U.S. Government, or for determination of such value by the Administrator of the General Services Administration (GSA), or designee. (Records sent to Federal Records Centers for storage remain under Army control; these transfers are not disclosures and do not therefore need an accounting.) (7) To another agency or to an instrumentality of any governmental jurisdiction within or under the control of the United States for a civil or criminal law enforcement activity if the activity is authorized by law, and if the head of the agency or instrumentality has made a written request to the Army element which maintains the record. The request must specify the particular portion desired and the law enforcement activity for which the record is sought; (8) To a person pursuant to a showing of compelling circumstances affecting the health and safety of an individual. Upon such disclosure, notification will be transmitted to the last known address of such individual; (9) To either House of Congress, or to a committee or subcommittee to the extent that the subject matter falls within the jurisdiction of the committee or subcommittee; (10) To the Comptroller General, or any authorized representative in the course of the performance of the duties of the General Accounting Office; (11) Pursuant to the order signed by a judge of a court of competent jurisidiction. (Reasonable efforts must be made to notify the individual if the legal process is a matter of public record); or (12) To a consumer reporting agency in accordance with section 3(d) of the Federal Claims Collection Act of 1966 (originally codified at 31 U.S.C. 952(d); recodified at 31 U.S.C. 3711(f), the name, address, SSN, other information identifying the individual; amount, status, and history of the claim, and the agency or program under which the case arose may be disclosed in this instance. (b) Blanket routine use disclosures. In addition to the routine uses in each system notice, the following blanket routine uses apply to all records from systems of records maintained by the Army except those which state othewise. (1) Law enforcement. Relevant records maintained to carry out Army functions may be referred to Federal, State, local, or foreign law enforcement agencies if the record indicates a violation or potential violation of law. The agency to which the records are referred must be the appropriate agency charged with the responsibility of investigating or prosecuting the violation or charges, with enforcing or implementing the statute, rule, regulation, or order issued pursuant thereto. (2) Disclosure when requesting information. A record may be disclosed to a Federal, State, or local agency maintaining civil, criminal, or other relevant enforcement information or other pertinent information, such as current licenses, to obtain information relevant to an Army decision concerning the hiring or retention of an employee, the issuance of a security clearance, the letting of a contract, or the issuance of a license, grant, or other benefit. (3) Disclosure of requested information. If the information is relevant and necessary to the requesting agency's decision, a record may be disclosed to a Federal agency, in response to its request, in connection with the hiring or retention of an employee, the issuance of a security clearance, the reporting of an investigation of an employee, the letting of a contract, or the issuance of a license, grant, or other benefit by the requesting agency, to the extent that the information is relevant and necessary to the requesting agency's decision on the matter. (4) Congressional inquiries. Disclosure from a system of records maintained by the Army may be made to a Congressional office from the record of an individual in response to an inquiry from the Congressional office made at the request of that individual. (5) Private relief legislation. Relevant information in all systems of records of the Department of Defense published on or before August 22, 1975, will be disclosed to the Office of Management and Budget (OMB) review of private relief legislation as set forth in OMB Circular A-19 at any stage of the legislative coordination and clearance process. (6) Disclosures required by international agreements. A record may be disclosed to foreign law enforcement, security, investigatory, or administrative authorities. These disclosures are in compliance with requirements imposed by, or to claim rights conferred in, international agreements and arrangements including those regulating the stationing and status in foreign countries of DOD military and civilian personnel. (7) Disclosure to State and local taxing authorities. Any information normally contained in Internal Revenue Service Form W-2 which is maintained in a record from a system of records of the Army may be disclosed to State and local taxing authorities with which the Secretary of the Treasury has entered into agreements under 5 U.S.C., sections 5516, 5517, and 5520 only to those State and local taxing authorities for which an employee or military member is or was subject to tax regardless of whether tax is or was withheld. This routine use complies with Treasury Fiscal Requirements Manual, Sec. 5060. (8) Disclosures to the Office of Personnel Management. A record may be disclosed to the Office of Personnel Management (OPM) concerning information on pay and leave, benefits, retirement deduction, and any other information necessary for the OPM to carry out its legally authorized government-wide personnel management functions and studies. (9) Disclosure to National Archives and Records Administration. A record may be disclosed to the National Archives and Records Administration in records management inspections conducted under authority of Title 44 U.S.C., sections 2904 and 2906. (10) Disclosure to the Department of Justice for Litigation. Records may be disclosed as a routine use to any component of the Department of Justice when-- (i) The agency, or any component there of, or (ii) Any employee of the agency in his or her official capacity, or (iii) Any employee of the agency in his or her individual capacity where the Department of Justice has agreed to represent the employee, or (iv) The United States, where the agency determines that litigation is likely to affect the agency or any of its components, is a party to litigation or has an interest in such litigation, and the use of such records by the Department of Justice is deemed by the agency to be relevant and necessary to the litigation, provided, however, that in each case, the agency determines that disclosure of the records to the Department of Justice is a use of the information contained in the records that is compatible with the purpose for which it is collected. (11) Disclosure for Agency use in Litigation. A record may be disclosed in a matter before a court or adjudicative body before which the agency is authorized to appear when-- (i) The agency, or any component there of, or (ii) Any employee of the agency in his or her official capacity, or (iii) Any employee of the agency in his or her official capacity where the Department of Justice has agreed to represent the employee, or (iv) The United States, where the agency determines that litigation is likely to affect the agency or any of its components, is a party to litigation or has an interest in such litigation, and the agency determines that their use of such records is relevant and necessary to the litigation, provided; however, that in each case, the agency determines that disclosure of the records to the court or adjudicative body is a use of the information contained in the records that is compatible with the purpose for which it is collected. (c) Disclosure to third parties. Personal information which may be disclosed under the Freedom of Information Act: (1) On military personnel: Name, rank, date of rank, gross salary, present and past duty assignments, future assignments that are officially established, office or duty telephone number, source of commission, promotion sequence number, awards and decorations, military and civilian educational level, duty status at any given time. (2) On civilian employees: Name, present and past position titles, grades, salaries, duty stations that include office or duty telephone numbers. However, disclosure of this information will not be made where the information requested is a list of present or past position titles, grades, salaries, and/or duty stations and, as such, is: (i) Selected to constitute a clearly unwarranted invasion of personal privacy. For example, the nature of the request calls for a response that would reveal more about the employee than the five enumerated items; (ii) Would be protected from mandatory disclosure under an exemption of the Freedom of Information Act. (iii) In addition to the information in Sec. 505.3(c)(2) above, the following information may be made available to a prospective employer of a current or former Army employee: Tenure of employment, civil service status, length of service in the Army and the Government and, date and reason for separation shown on the Notification of Personnel Action, SF 50. (d) Accounting of disclosure. (1) An accounting of disclosure is required whenever a record from an Army system of records is disclosed to someone other than the data subject, except when that record: (i) Is disclosed to officials within the Department of Defense who have a need for it in the performance of official business; (ii) Is required to be disclosed under the Freedom of Information Act. (2) Since the characteristics of records maintained within the Army vary widely, no uniform method for keeping the disclosure of accounting is prescribed. For most paper records, the accounting may be affixed to the record being disclosed. It must be a written record and consist of: (i) Description of the record disclosed; (ii) Name, position title, and address of the person to whom disclosure was made; (iii) Date, method, and purpose of the disclosure; and (iv) Name and position title of the person making the disclosure. (3) Purpose of the accounting of disclosure is to enable an individual: (i) To ascertain those persons/agencies that have received information about the individual, and (iii) To provide a basis for informing recipients of subsequent amendments or statements of dispute concerning the record. (4) When an individual requests such an accounting, the system manager or designee shall respond within 10 work days and inform the individual of the items in Sec. 505.3(d)(2). (5) The only basis for not furnishing the data subject an accounting of disclosures are if disclosure was made for law enforcement purposes under 5 U.S.C. 552a(b)(7), or the disclosure was from a system of records for which an exemption from 5 U.S.C. 552a(c)(3) has been claimed (see Appendix C to this part). [50 FR 42166, Oct. 18, 1985, as amended at 58 FR 51013, Sep. 30, 1993]n Sec. 505.4 Recordkeeping requirements under the Privacy Act. (a) Systems of records. (1) Notices of all Army systems of records are required by the Act to be published in the Federal Register. An example is at Appendix A to this part. When new systems are established, or major changes occur in existing systems, which meet the criteria of OMB Guidelines summarized at Sec. 505.4(f)(2), advance notice is required to be furnished OMB and the Congress before the system or proposed changes become operational. (2) Uncirculated personal notes, papers and records which are retained at the author's discretion and over which the Army exercises no control or dominion are not considered Army records within the meaning of the Privacy Act. Individuals who maintain such notes must restrict their use of memory aids. Disclosure from personal notes, either intentional or through carelessness, remove the information from the category of memory aids and the notes then become subject to the provisions of the Act. (3) Only personal information as is relevant and necessary to accomplish a purpose or mission of the Army, required by Federal statue or Executive Order of the President, will be maintained in Army systems of records. Statutory authority, or regulatory authority to establish and maintain a system of records does not convey unlimited authority to collect and maintain all information which may be useful or convenient. The authority is limited to relevant and necessary information. (4) Except for statistical records, most records could be used to determine an individual's rights, benefits, or privileges. To ensure accuracy, personal information to be included in a system of records will be collected directly from the individual if possible. Collection of information from third parties should be limited to verifying information for security or employment suitability or obtaining performance data or opinion-type evaluations. (b) Privacy Act Statement. Whenever personal information is requested from an individual that will become part of system of records retreived by reference to the individual's names or other personal identifier, the individual will be furnished a Privacy Act Statement. This is to ensure that individuals know why the information is collected so they can make an informed decision on whether or not to furnish it. As a minimum, the Privacy Act Statement will include the following information in language that is explicit and easily understood and not so lengthy as to deter an individual from reading it: (1) Cite the specific statute or Executive Order, including a brief title or subject, that authorizes the Army to collect the personal information requested. Inform the individual whether or not a response is mandatory or voluntary, and any possible consequences of failing to respond. (2) Cite the principal purpose(s) for which the information will be used; and (3) Cite the probable routine uses for which the information may be used. This may be a summary of information published in the applicable system notice. The above information normally should be printed on the form used to record the information. In certain instances, it may be printed in a public notice in a conspicuous location such as check-cashing facilities; however, if the individual requests a copy of its contents, it must be provided. (c) Social Security Number (SSN). Executive Order 9397 authorizes the Department of the Army to use the SSN as a system of identifying Army members and employees. Once a military member or civilian employee of the Department of the Army has disclosed his/her SSN for purposes of establishing personnel, financial, or medical records upon entry into Army service or employment, the SSN becomes his/her identification number. No other use of this number is authorized. Therefore, whether the SSN alone is requested from the individual, or the SSN together with other personal information, the Privacy Act Statement must make clear that disclosure of the number is voluntary. If the individual refuses to disclose his/her SSN, the Army activity must be prepared to identify the individual by alternate means. (d) Safeguarding personal information. (1) The Privacy Act requires establishment of appropriate administrative, technical, and physical safeguards to ensure the security and confidentialty of records and to protect against any threats or hazards to the subjects security or integrity which could result in substantial harm, embarrassment, inconvenience, or unfairness. (2) At each location, and for each system of records, an official will be designated to safeguard the information in that system. Consideration must be given to sensitivity of the data, need for accuracy and reliability in operations, general security of the area, cost of safeguards, etc. See AR 380-380. (3) Ordinarily, personal information must be afforded at least the protection required for information designated ``For Official Use Only'' (see Chapter IV, AR 340-17). Privacy Act data will be afforded reasonable safeguards to prevent inadvertent or unauthorized disclosure of record content during processing, storage, transmission, and disposal. (4) No comparisons of Army records systems with systems of other Federal or commerical agencies (known as ``matching'' or ``computer matching'' programs) will be accomplished without prior approval of the Assistant Chief of Staff for Information Managment (DAIM-RMS-S), Alex, VA 22331-0301. (e) First Amendment rights. No record describing how an individual exercises rights guaranteed by the First Amendment will be kept unless expressly authorized by Federal statue, by the individual about whom the record pertains, or unless pertinent to and within the scope of an authorized law enforcement activity. Exercise of these rights includes, but is not limited to, religious and political beliefs, freedom of speech and the press, and the right of assembly and to petition. (f) System notice. (1) The Army publishes in the Federal Register a notice describing each system of records for which it is responsible. A notice contains: (i) Name and location(s) of the records; (ii) Categories of individuals on whom records are maintained; (iii) Categories of records in the sytem; (iv) Authority (statutory or Executive Order) authorizing the system; (v) Purpose(s) of the system; (vi) Routine uses of the records, including the categories of users and the purposes of such uses; (vii) Policies and practices for storing, retrieving, accessing, retaining, and disposing of the records; (viii) Position title and business address of the responsible official; (ix) Procedures an individual must follow to learn if a system of records contains a record about the individual; (x) Procedures an individual must follow to gain access to a record about that individual in a system of records, to contest contents, and to appeal initial determinations; (xi) Categories of sources of records in the system; (xii) Exemptions from the Privacy Act claimed for the system. (See example notice at Appendix A to this part.) (2) New, or altered, systems which meet the requirements below, require a report to the Congress and the Office of Management and Budget. A new system is one for which no system notice is published in the Federal Register. An altered system is one that: (i) Increases or changes the number or types of individuals on whom records are kept so that it significantly alters the character and purpose of the system of records. (ii) Expands the types of categories of information maintained. (iii) Alters the manner in which records are organized, indexed, or retrieved so as to change the nature or scope of those records. (iv) Alters the purposes for which the information is used, or adds a routine use that is not compatible with the purpose for which the system is maintained. (v) Changes the equipment configuration on which the system is operated so as to create potential for either greater or easier access. (3) Report of a new or altered system must be sent to HQDA (DAIM- RMS-S) at least 120 days before the system or changes become operational, and include a narrative statement and supporting documentation. (i) The narrative statement must contain the following items: (A) System identification and name: (B) Responsible official; (C) Purpose(s) of the system, or nature of changes proposed (if an altered system); (D) Authority for the system; (E) Number (or estimate) of individuals on whom records will be kept; (F) Information of First Amendment activities; (G) Measure to assure information accuracy; (H) Other measures to assure system security; (Automated systems require risk assessment under AR 380-380.) (I) Relations to State/local government activities. (See example at Appendix B to this part.) (4) Supporting documentation consists of system notice for the proposed new or altered system, and proposed exemption rule, if applicable. (g) Reporting requirements.(1) The annual report required by the Act, as amended by Pub. L. 97-375, 96 Stat. 1821, focuses on two primary areas: (i) Information describing the exercise of individuals' rights of access to and amendment of records. (ii) Changes in, or additions to, systems of records. (2) Specific reporting requirements will be disseminated each year by The Assistant Chief of Staff for Information Management (DAIM-RMS- S) in a letter to reporting elements. (h) Rules of conduct. System managers will ensure that all personnel, including government contractors or their employees, who are involved in the design, development, operation, maintenance, or control of any system of records, are informed of all requirements to protect the privacy of individuals who are subjects of the records. (i) Judicial sanctions. The Privacy Act has both civil remedies and criminal penalties for violations of its provisions: (1) Civil remedies: An individual may file a civil suit against the Army if Army personnel fail to comply with the Privacy Act. (2) Criminal penalties: A member or employee of the Army may be guilty of a misdemeanor and fined not more than $5,000 for willfully: (i) Maintaining a system of records without first meeting the public notice requirements of publishing in the Federal Register; (ii) Disclosing individually identifiable personal information to one not entitled to have it; (iii) Asking for or getting another's record under false pretense. Sec. 505.5 Exemptions. (a) Exempting systems of records. The Secretary of the Army may exempt Army systems of records from certain requirements of the Privacy Act. There are two kinds of exemptions: General and specific. The general exemption relieves systems of records from most requirements of the Act; the specific exemptions from only a few. See appendix C to this part. (b) General exemptions. Only Army activities actually engaged in the enforcement of criminal laws as their primary function may claim the general exemption. To qualify for this exemption, a system must consist of: (1) Information compiled to identify individual criminals and alleged criminals, which consists only of identifying data and arrest records; type and disposition of charges; sentencing, confinement, and release records; and parole and probation status; (2) Information compiled for the purpose of criminal investigation including efforts to prevent, reduce, or control crime and reports of informants and investigators associated with an identifiable individual; or (3) Reports identifiable to an individual, compile at any stage of the process of enforcement of the criminal laws, from arrest or indictment through release from supervision. (c) Specific exemptions. The Secretary of the Army has exempted all properly classified information and a few systems of records that have the following kinds of information, from certain parts of the Privacy Act. The Privacy Act exemption cite appears in parentheses after each category. (1) Classified information in every Army system of records. This exemption is not limited to the systems listed in Sec. 505.5(d). Before denying as individual access to classified information, the Access and Amendment Refusal Authority must make sure that it was properly classified under the standards of Executive Orders 11652, 12065, or 12958 and that it must remain so in the interest of national defense of foreign policy. (5 U.S.C. 552a(k)(1)). (2) Investigatory data for law enforcement purposes (other than that claimed under the general exemption). However, if this information has been used to deny someone a right, privilege or benefit to which the individual is entitled by Federal law, it must be released, unless doing so would reveal the identity of a confidential source. (5 U.S.C. 552a(k)(2)). (3) Records maintained in connection with providing protective services to the President of the United States or other individuals protected pursuant to Title 18 U.S.C., section 3056. (5 U.S.C. 552a(k)(3)). (4) Statistical data required by statute and used only for statistical purposes and not to make decisions on the rights, benefits, or entitlements of individuals, except for census records which may be disclosed under Title 13 U.S.C., section 8. (5 U.S.C. 552a(k)(4)). (5) Data compiled to determine suitability, eligibility, or qualifications for Federal service, Federal contracts, or access to classified information. This information may be withheld only to the extent that disclosure would reveal the identify of a confidential source. (5 U.S.C. 552a(k)(5)). (6) Testing material used to determine if a person is qualified for appointment or promotion in the Federal service. This information may be withheld only if disclosure would compromise the objectivity or fairness of the examination process. (5 U.S.C. 552a(k)(6)). (7) Information to determine promotion potential in the Armed Forces. Information may be withheld, but only to the extent that disclosure would reveal the identity of a confidential source. (5 U.S.C. 552a(k)(7)). (d) Procedures. When a system manager seeks an exemption for a system of records, the following information will be furnished to the Director of Information Systems for Command, Control, Communications and Computers, Washington, DC 20310-0107; applicable system notice, exemptions sought, and justification. After appropriate staffing and approval by the Secretary of the Army, a proposed rule will be published in the Federal Register, followed, by a final rule 60 days later. No exemption may be invoked until these steps have been completed. (e) Exempt Army records. The following records may be exempt from certain parts of the Privacy Act: (1) System identifier: A0020-1a SAIG (i) System name: Inspector General Investigative Files. (ii) Exemptions: (A) Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. (B) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. Therefore, portions of the system of records may be exempt pursuant to 5 U.S.C. 552a(c)(3), (d), (e)(4)(G) and (H), and (f). (iii) Authority: 5 U.S.C. 552a(k)(2) and (k)(5). (iv) Reason: (A) From subsection (c)(3) because the release of the disclosure accounting, for disclosures pursuant to the routine uses published for this system, would permit the subject of a criminal investigation or matter under investigation to obtain valuable information concerning the nature of that investigation which will present a serious impediment to law enforcement. (B) From subsection (d) because access to the records contained in this system would inform the subject of a criminal investigation of the existence of that investigation, provide the subject of the investigation with information that might enable him to avoid detection or apprehension, and would present a serious impediment to law enforcement. (C) From subsections (e)(4)(G) and (H) because this system of records is exempt from individual access pursuant to subsection (k)(2) of the Privacy Act of 1974. (D) From subsection (f) because this system of records has been exempted from the access provisions of subsection (d). (E) Consistent with the legislative purpose of the Privacy Act of 1974, the Department of the Army will grant access to nonexempt material in the records being maintained. Disclosure will be governed by the Department of the Army's Privacy Regulation, but will be limited to the extent that the identity of confidential sources will not be compromised; subjects of an investigation of an actual or potential criminal violation will not be alerted to the investigation; the physical safety of witnesses, informants and law enforcement personnel will not be endangered, the privacy of third parties will not be violated; and that the disclosure would not otherwise impede effective law enforcement. Whenever possible, information of this nature will be deleted from the requested documents and the balance made available. The controlling principle behind this limited access is to allow disclosures except those indicated in this paragraph. The decisions to release information from these systems will be made on a case-by-case basis. (2) A0020-1bSAIG. (i) System name: Inspector General Action Request/Assistance Files. (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(k)(2) or (k)(5) may be exempt from the provisions of 5 U.S.C. 552a(c)(3), (d), (e)(4)(G), (e)(4)(H), and (f). (iii) Authority: 5 U.S.C. 552a(k)(2) and (k)(5). (iv) Reasons: Selected portions and/or records in this system are compiled for the purposes of enforcing civil, criminal, or military law, including Executive Orders or regulations validly adopted pursuant to law. Granting individuals access to information collected and maintained in these files could interfere with enforcement proceedings; deprive a person of a right to fair trail or an impartial ajudication or be prejudicial to the conduct of administrative action affecting rights, benefits, or privileges of individuals; constitute an unwarranted invasion of personnel privacy; disclose the identity of a confidential source; disclose nonroutine investigative techniques and procedures, or endanger the life or physical safety of law enforcement personnel; violate statutes which authorize or require certain information, to be withheld from the public such as: Trade or financial information, technical data, National Security Agency information, or information relating to inventions. Exemption from access necessarily includes exemption from the other requirements. (3)A0025-55SAIS. (i) System name: Request for Information Files. (ii) Exemption: (A) All portions of this system of records which fall within the scope of 5 U.S.C. 552a(j)(2) may be exempt from the provisions of 5 U.S.C. 552a(c)(3), (c)(4), (d), (e)(1), (e)(2), (e)(3), (e)(4)(G), (e)(4)(H), (e)(5), (e)(8), (f) and (g). (B) All portions of the system maintained by offices of Initial Denying Authorities which do not have a law enforcement mission and which fall within the scope of 5 U.S.C. 552a(k)(1) through (k)(7) may be exempt from the provisions of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), and (f). (iii) Authority: 5 U.S.C. 552a(j)(2), and (k)(1) through (k)(7). (iv) Reasons: This system of records is maintained solely for the purpose of administering the Freedom of Information Act and processing routine requests for information. To insure an accurate and complete file on each case, it is sometimes necessary to include copies of records which have been the subject of a Freedom of Information Act request. This situation applies principally to cases in which an individual has been denied access and/or amendment of personal records under an exemption authorized by 5 U.S.C. 552. The same justification for the original denial would apply to denial of access to copies maintained in the Freedom of Information Act file. It should be emphasized that the majority of records in this system are available on request to the individual and that all records are used solely to process requests. This file is not used to make any other determinations on the rights, benefits or privileges of individuals. (4)A0027-1DAJA. (i) System name: General Legal Files. (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(k)(1), (k)(2), (k)(5), (k)(6), and (k)(7) may be exempt from the provisions of 5 U.S.C. 552a(c)(3), (d), (e)(1), and (f). (iii) Authority: 5 U.S.C. 552a(k)(1), (k)(2), (k)(5), (k)(6), and (k)(7). (iv) Reasons: Various records from other exempted systems of records are sometimes submitted for legal review or other action. A copy of such records may be permanently incorporated into the General Legal Files system of records as evidence of the facts upon which a legal opinion or review was based. Exemption of the General Legal Files system of records is necessary in order to ensure that such records continue to receive the same protection afforded them by exemptions granted to the systems of records in which they were originally filed. (5) System identifier: A0027-10a DAJA (i) System name: Prosecutorial Files. (ii) Exemptions: Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. Therefore, portions of the system of records may be exempt pursuant to 5 U.S.C. 552a(c)(3), (c)(4), (d), (e)(1), (e)(2), (e) (3), (e)(4)(G), (H) and (I), (e)(5), (e)(8), (f), and (g). (iii) Authority: 5 U.S.C. 552a(j)(2). (iv) Reason: (A) From subsection (c)(3) because the release of the disclosure accounting, for disclosures pursuant to the routine uses published for this system, would permit the subject of a criminal investigation or matter under investigation to obtain valuable information concerning the nature of that investigation which will present a serious impediment to law enforcement. (B) From subsection (c)(4) because an exemption is being claimed for subsection (d), this subsection will not be applicable. (C) From subsection (d) because access to the records contained in this system would inform the subject of a criminal investigation of the existence of that investigation, provide the subject of the investigation with information that might enable him to avoid detection or apprehension, and would present a serious impediment to law enforcement. (D) From subsection (e)(1) because in the course of criminal investigations information is often obtained concerning the violation of laws or civil obligations of others not relating to an active case or matter. In the interests of effective law enforcement, it is necessary that this valuable information be retained since it can aid in establishing patterns of activity and provide valuable leads for other agencies and future cases that may be brought. (E) From subsection (e)(2) because in a criminal investigation the requirement that information be collected to the greatest extent possible from the subject individual would present a serious impediment to law enforcement in that the subject of the investigation would be placed on notice of the existence of the investigation and would therefore be able to avoid detection. (F) From subsection (e)(3) because the requirement that individuals supplying information be provided with a form stating the requirements of subsection (e)(3) would constitute a serious impediment to law enforcement in that it could compromise the existence of a confidential investigation, reveal the identity of confidential sources of information and endanger the life and physical safety of confidential informants. (G) From subsections (e)(4)(G) and (H) because this system of records is exempt from individual access pursuant to subsection (j)(2) of the Privacy Act of 1974. (H) From subsection (e)(4)(I) because the identity of specific sources must be withheld in order to protect the confidentiality of the sources of criminal and other law enforcement information. This exemption is further necessary to protect the privacy and physical safety of witnesses and informants. (I) From subsection (e)(5) because in the collection of information for law enforcement purposes it is impossible to determine in advance what information is accurate, relevant, timely, and complete. With the passage of time, seemingly irrelevant or untimely information may acquire new significance as further investigation brings new details to light and the accuracy of such information can only be determined in a court of law. The restrictions of subsection (e)(5) would restrict the ability of trained investigators and intelligence analysts to exercise their judgment reporting on investigations and impede the development of intelligence necessary for effective law enforcement. (J) From subsection (e)(8) because the individual notice requirements of subsection (e)(8) could present a serious impediment to law enforcement as this could interfere with the ability to issue search authorizations and could reveal investigative techniques and procedures. (K) From subsection (f) because this system of records has been exempted from the access provisions of subsection (d). (L) From subsection (g) because this system of records is compiled for law enforcement purposes and has been exempted from the access provisions of subsections (d) and (f). (M) Consistent with the legislative purpose of the Privacy Act of 1974, the Department of the Army will grant access to nonexempt material in the records being maintained. Disclosure will be governed by the Department of the Army's Privacy Regulation (this part 505), but will be limited to the extent that the identity of confidential sources will not be compromised; subjects of an investigation of an actual or potential criminal violation will not be alerted to the investigation; the physical safety of witnesses, informants and law enforcement personnel will not be endangered, the privacy of third parties will not be violated; and that the disclosure would not otherwise impede effective law enforcement. Whenever possible, information of this nature will be deleted from the requested documents and the balance made available. The controlling principle behind this limited access is to allow disclosures except those indicated in this paragraph. The decisions to release information from these systems will be made on a case-by-case basis. (6) System identifier: A0027-10b DAJA (i) System name: Courts-Martial Records and Reviews. (ii) Exemptions: Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. Therefore, portions of this system of records may be exempt pursuant to 5 U.S.C. 552a(j)(2) from the following subsection of 5 U.S.C. 552a(c)(3), (c)(4), (d), (e)(1), (e)(2), (e)(3), (e)(4)(G), (H) and (I), (e)(5), (e)(8), (f), and (g). (iii) Authority: 5 U.S.C. 552a(j)(2). (iv) Reason: (A) From subsection (c)(3) because the release of the disclosure accounting, for disclosures pursuant to the routine uses published for this system, would permit the subject of a criminal investigation or matter under investigation to obtain valuable information concerning the nature of that investigation which will present a serious impediment to law enforcement. (B) From subsection (c)(4) because an exemption is being claimed for subsection (d), this subsection will not be applicable. (C) From subsection (d) because access to the records contained in this system would inform the subject of a criminal investigation of the existence of that investigation, provide the subject of the investigation with information that might enable him to avoid detection or apprehension, and would present a serious impediment to law enforcement. (D) From subsection (e)(1) because in the course of criminal investigations information is often obtained concerning the violation of laws or civil obligations of others not relating to an active case or matter. In the interests of effective law enforcement, it is necessary that this information be retained since it can aid in establishing patterns of activity and provide valuable leads for other agencies and future cases that may be brought. (E) From subsection (e)(2) because in a criminal investigation the requirement that information be collected to the greatest extent possible from the subject individual would present a serious impediment to law enforcement in that the subject of the investigation would be placed on notice of the existence of the investigation and would therefore be able to avoid detection. (F) From subsection (e)(3) because the requirement that individuals supplying information be provided with a form stating the requirements of subsection (e)(3) would constitute a serious impediment to law enforcement in that it could compromise the existence of a confidential investigation, reveal the identity of confidential sources of information and endanger the life and physical safety of confidential informants. (G) From subsections (e)(4)(G) and (H) because this system of records is exempt from individual access pursuant to subsection (j)(2) of the Privacy Act of 1974. (H) From subsection (e)(4)(I) because the identity of specific sources must be withheld in order to protect the confidentiality of the sources of criminal and other law enforcement information. This exemption is further necessary to protect the privacy and physical safety of witnesses and informants. (I) From subsection (e)(5) because in the collection of information for law enforcement purposes it is impossible to determine in advance what information is accurate, relevant, timely, and complete. With the passage of time, seemingly irrelevant or untimely information may acquire new significance as further investigation brings new details to light and the accuracy of such information can only be determined in a court of law. The restrictions of subsection (e)(5) would restrict the ability of trained investigators and intelligence analysts to exercise their judgment in reporting on investigations and impede the development of intelligence necessary for effective law enforcement. (J) From subsection (e)(8) because the individual notice requirements of subsection (e)(8) could present a serious impediment to law enforcement as this could interfere with the ability to issue search authorizations and could reveal investigative techniques and procedures. (K) From subsection (f) because this system of records has been exempted from the access provisions of subsection (d). (L) From subsection (g) because this system of records is compiled for law enforcement purposes and has been exempted from the access provisions of subsections (d) and (f). (M) Consistent with the legislative purpose of the Privacy Act of 1974, the Department of the Army will grant access to nonexempt material in the records being maintained. Disclosure will be governed by the Department of the Army's Privacy Regulation (this part 505), but will be limited to the extent that the identity of confidential sources will not be compromised; subjects of an investigation of an actual or potential criminal violation will not be alerted to the investigation; the physical safety of witnesses, informants and law enforcement personnel will not be endangered, the privacy of third parties will not be violated; and that the disclosure would not otherwise impede effective law enforcement. Whenever possible, information of this nature will be deleted from the requested documents and the balance made available. The controlling principle behind this limited access is to allow disclosures except those indicated in this paragraph. The decisions to release information from these systems will be made on a case-by-case basis. (7) A0190-5DAMO. (i) System name: Vehicle Registration System (VRS). (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(j)(2) may be exempt from the provisions of 5 U.S.C. 552a(c)(3), (c)(4), (d), (e)(2), (e)(3), (e)(4)(G), (e)(4)(H), (e)(8), (f), and (g). (iii) Authority: 5 U.S.C. 552a(j)(2). (iv) Reasons: (A) From subsections (c)(4), (d), (e)(4)(G), (e)(4)(H), (f) and (g) because granting individuals access to information collected and maintained by this component relating to the enforcement of laws could interfere with proper investigations and the orderly administration of justice. Disclosure of this information could result in the concealment, alteration or destruction of evidence, the identification of offenders or alleged offenders, nature and disposition of charges; and jeopardize the safety and well-being of informants, witnesses and their families, and law enforcement personnel and their families. Disclosure of this information could also reveal and render ineffectual investigative techniques, sources and methods used by this component, and could result in the invasion of the privacy of individuals only incidentally related to an investigation. Exemption from access necessarily includes exemption from other requirements. (B) From subsection (c)(3) because the release of accounting of disclosure would place the subject of an investigation on notice that he is under investigation and provide him with significant information concerning the nature of the investigation, thus resulting in a serious impediment to law enforcement investigations. (C) From subsection (e)(2) because in a criminal or other law enforcement investigation, the requirement that information be collected to the greatest extent practicable from the subject individual would alert the subject as to the nature or existence of the investigation and thereby present a serious impediment to effective law enforcement. (D) From subsection (e)(3) because compliance would constitute a serious impediment to law enforcement in that it could compromise the existence of a confidential investigation or reveal the identity of witnesses or confidential informants. (E) From subsection (e)(8) because compliance with this provision would provide an impediment to law enforcement by interfering with the ability to issue warrants or subpoenas and by revealing investigative techniques, procedures or evidence. (8) A0190-9DAMO. (i) System name: Absentee Case Files. (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(j)(2) may be exempt from the provisions of 5 U.S.C. 552a(c)(3), (c)(4), (d), (e)(2), (e)(3), (e)(4)(G), (e)(4)(H), (e)(8), (f), and (g). (iii) Authority: 5 U.S.C. 552a(j)(2). (iv) Reasons: (A) From subsection (c)(4), (d), (e)(4)(G), (e)(4)(H), (f) and (g) because granting individuals access to information collected and maintained by this component relating to the enforcement of laws could interfere with proper investigations and the orderly administration of justice. Disclosure of this information could result in the concealment, alteration or destruction of evidence, the identification of offenders or alleged offenders, nature and disposition of charges; and jeopardize the safety and well-being of informants, witnesses and their families, and law enforcement personnel and their families. Disclosure of this information could also reveal and render ineffectual investigative techniques, sources and methods used by this component, and could result in the invasion of the privacy of individuals only incidentally related to an investigation. Exemption from access necessarily includes exemption from other requirements. (B) From subsection (c)(3) because the release of accounting of disclosure would place the subject of an investigation on notice that he is under investigation and provide him with significant information concerning the nature of the investigation, thus resulting in a serious impediment to law enforcement investigations. (C) From subsection (e)(2) because in a criminal or other law enforcement investigation, the requirement that information be collected to the greatest extent practicable from the subject individual would alert the subject as to the nature or existence of the investigation and thereby present a serious impediment to effective law enforcement. (D) From subsection (e)(3) because compliance would constitute a serious impediment to law enforcement in that it could compromise the existence of a confidential investigation or reveal the identity of witnesses or confidential informants. (E) From subsection (e)(8) because compliance with this provision would provide an impediment to law enforcement by interfering with the ability to issue warrants or subpoenas and by revealing investigative techniques, procedures or evidence. (9) A0190-14DAMO. (i) System name: Registration and Permit Files. (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(k)(2) may be exempt from the provisions of 5 U.S.C. 552a(c)(3). (iii) Authority: 5 U.S.C. 552a(k)(2). (iv) Reasons: From subsection (c)(3) because the release of accounting of disclosures would place the subject of an investigation on notice that he or she is under investigation and provide him or her with significant information concerning the nature of the investigation thus resulting in a serious impediment to criminal law enforcement investigations, activities or the compromise of properly classified material. (10) A0190-30DAMO. (i) System name: Military Police Investigator Certification Files. (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(k)(2), (k)(5), and (k)(7) may be exempt from the provisions of 5 U.S.C. 552a(d), (e)(4)(G), (e)(4)(H), and (f). (iii) Authority: 5 U.S.C. 552a(k)(2), (k)(5) and (k)(7). (iv) Reasons: From subsections (d), (e)(4)(G), (e)(4)(H), and (f) because disclosure of portions of the information in this system of records would seriously impair selection and management of these uniquely functioning individuals; hamper the inclusion of comments, reports and evaluations concerning the performance, qualifications, character, actions, and propensities of the agency; and prematurely compromise investigations which either concern the conduct of the agent himself or herself, or investigations wherein he or she is integrally or only peripherally involved. Additionally, the exemption from access necessarily includes exemptions from the amendment and the agency procedures that would otherwise be required to process these types of requests. (11) A0190-40DAMO. (i) System name: Serious Incident Reporting Files. (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(j)(2) may be exempt from the provisions of 5 U.S.C. 552a(c)(3), (c)(4), (d), (e)(2), (e)(3), (e)(4)(G), (e)(4)(H), (e)(8), (f), and (g). (iii) Authority: 5 U.S.C. 552a(j)(2). (iv) Reasons: (A) From subsection (c)(4), (d), (e)(4)(G), (e)(4)(H), (f) and (g) because granting individuals access to information collected and maintained by this component relating to the enforcement of laws could interfere with proper investigations and the orderly administration of justice. Disclosure of this information could result in the concealment, alteration or destruction of evidence, the identification of offenders or alleged offenders, nature and disposition of charges, and jeopardize the safety and well-being of informants, witnesses and their families, and law enforcement personnel and their families. Disclosure of this information could also reveal and render ineffectual investigative techniques, sources, and methods used by this component, and could result in the invasion of the privacy of individuals only incidentally related to an investigation. Exemption from access necessarily includes exemption from the other requirements. (B) From subsection (c)(3) because of the release of accounting of disclosure would place the subject of an investigation on notice that he is under investigation and provide him with significant information concerning the nature of the investigation, thus resulting in a serious impediment to law enforcement investigations. (C) From subsection (e)(2) because in a criminal or other law enforcement investigation, they require that information be collected to the greatest extent practicable from the subject individual would alert the subject as to the nature or existence of the investigation and thereby present a serious impediment to effective law enforcement. (D) From subsection (e)(3) because compliance would constitute a serious impediment to law enforcement in that it could compromise the existence of a confidential investigation or reveal the identity of witnesses or confidential informants. (E) From subsection (e)(8) because compliance with this provision would provide an impediment to law enforcement by interfering with the ability to issue warrants or subpoenas and be revealing investigative techniques, procedures or evidence. (12)System identifier: A0190-45DAMO (i) System name: Offense Reporting System (ORS). (ii) Exemption: Parts of this sytem maybe exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its compopnent of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. Therefore, portions of this system of records may be exempt pursuant to 5 U.S.C. 552a(c)(3), (c)(4), (d), (e)(1), (e)(2), (e)(3), (e)(4)(G), (H) and (I), (e)(8), (f), and (g). (iii) Authority: 5 U.S.C. 552a(j)(2). (iv) Reasons: (A) From subsection (c)(3) because sdthe release of the disclosure accounting, for the disclosures pursuant to the routine uses published for this system, would permit the subject of a criminal investigation or matter under investigation to obtain valuable information which will present a serious impediment to law enforcement. (B) From subsection (c)(4) because an exemption is being claimed for subsection (d), this subsection will not be applicable. (C) From subsection (d) because access to the records contained in this system would inform the subject of a criminal investigation, provide the subject of the investigation with information that might enable him to avoid detection or apprehension, and would present a serious impediment to law enforcement. (D) From subsection (e)(1) because in the course of crriminal investigations information is often obtained concerning the violation of laws or civil obligations of others not relating to an active case or matter. In the interests of effective law enforcement, it is necessary that this valuable information be retained since it can aid in establishing patterns of activity and provide valuable leads for other agencies and future cases that may be brought. (E) From subsection (e)(2) because in a criminal investigation, the requirement that information be collected to the greatest extent practicable from the subject individual would present a serious impediment to law enforcement in that the subject of the investigation would be placed on notice of the existence of the investigation and would therefore be able to avoid detection. (F) From subsection (e)(3) because the requirement that individuals supplying information be porvided with a form stating the requirements of subsection (e)(3) would constitute a slerious impediment of law enforcement inthat it could compromise the existence of a confidential investigation, reveal the identity of confidential sources of information and endanger the life and physical safety of confidential informants. (G) From subsection (e)(4)(G) and (H) because this system of records is exempt from individual access pursuant to subsection (j)(2) of the Privacy Act of 1974. (H) From subsection (e)(4)(I) because the identity of specific sources must be withheld in order to protect the confidentiality of the sources of criminal and other law enforcement information. This exemption is further necessary to protect the privacy and physical safety of witnesses and informants. (I) From subsection (e)(5) because in the collection of information for law enforcement purposes it is impossible to determine in advance what information is accurate, relevant, timely, and complete. With the passage of time, seemingly irrelevant or untimely information information may acquire new significance as further investigation brings new details to light and the accuracy of such information can only be determined in a court of law. The restrictions of subsection (e)(5) would restrict the ability of trained investigators and intelligence analysts to exercise their judgement reporting on investigations and impede the development of intelligence necessary for effective law enforcement. (J) From subsection (e)(8) because the individual notice requirements of subsection (e)(8) could present a serious impediment to law enforcement as this could interfere with the ability to issue search authorizations and could reveal procedures. (K) From subsection (f) because this sytem of records has been exempted from the access provisions of subsection (d). (L) From subsection (g) because this system of records is compiled for law enforcement purposes and has been exempted from the access provisions of subsections (d) and (f). (M) Consistent with the lgislative purpose of the Privacy Act of 1974, the Department of the Army will grant access to nonexempt material in the records being maintained. Disclosure will be governed by the Department of the Army's Privacy Regulation, but will be limited to theextent that the identity of confidential sourceswill not be compromised; subject of an investigation of an actual or potential criminal violation will not be alerted to the investigations; the physical safety of witnesses, informants and law enforcement personnel will not be endangered, the privacy of third parties will not be violated; and that the disclosure will not otherwise impede effectiuve law enforcement. Whenever possible, information of the above nature will be deleted from the requested documents and the balance made available. The controlling principle gehind this limited access is to allow disclosures except those indicated above. The decisions to release information from these systems will be made on a case-by-case basis. (13)System identifier: A0190-47 DAMO. (i)System name: Correctional Reporting System (CRS). (ii)Exemption. Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. All portions of this system of records which fall within the scope of 5 U.S.C. 552a(j)(2) may be exempt from the provisions of 5 U.S.C. 552a(c)(3), (c)(4), (d), (e)(3), (e)(4)(G), (e)(4)(H), (e)(4)(I), (e)(5), (e)(8), (f), and (g). Consistent with the legislative purpose of the Privacy Act of 1974, the Department of the Army will grant access to nonexempt material in the records being maintained. Disclosure will be governed by the Department of the Army'sPrivacy Regulation, but will be limited to the extent that the identity of confidential sources will not be compromised; subjects of an investigation of an actual or potential criminal violation will not be alerted to the investigation; the physical safety of witnesses, informants and law enforcement personnel will not be endangered, the privacy of third parties will not be violated; and that the disclosure would not otherwise impede effective law enforcement. Whenever possible, information of the above nature will be deleted from the requested documents and the balance made available. The controlling principle behind this limited access is to allow disclosures except those indicated above. The decisions to release information from these systems will be made on a case-by-case basis necessary for effective law enforcement. (iii) Authority: 5 U.S.C. 552a(j)(2). (iv) Reasons: (A) From subsection (c)(3) because the release of the disclosure accounting, or disclosures pursuant to the routine uses published for this system, would permit the subject of a criminal investigation or matter under investigation to obtain valuable information concerning the nature of that investigation which will present a serious impediment to law enforcement. (B) From subsection (c)(4) because an exemption is being claimed for subsection (d), this subsection will not be applicable. (C) From subsection (d) because access to the records contained in this system would inform the subject of a criminal investigation of the existence of that investigation, provide the subject of the investigation with information that might enable him to avoid detection or apprehension, and would present a serious impediment to law enforcement. (D) From subsection (e)(3) would constitute a serious impediment to law enforcement in that it could compromise the existence of a confidential investigation, reveal the identity of confidential sources of information and endanger the life and physical safety of confidential informants. (E) From subsections (e)(4)(G) and (H) because this system of records is exempt from individual access pursuant to subsections (j)(2) of the Privacy Act of 1974. (F) From subsection (e)(4)(I) because the identity of specific sources must be withheld in order to protect the confidentiality of the sources of criminal and other law enforcement information. This exemption is further necessary to protect the privacy and physical safety of witnesses and informants. (G) From subsection (e)(5) because in the collection of information for law enforcement purposes it is impossible to determine in advance what information is accurate, relevant, timely, and complete. With the passage of time, seemingly irrelevant or untimely information may acquire new significance as further investigation brings new details to light and the accuracy of such information can only be determined in a court of law. The restrictions of subsection (e) (5) would restrict the ability of trained investigators and intelligence analysts to exercise their judgment reporting on investigations and impede the development of intelligence necessary for effective law enforcement. (H) From subsection (e)(8) because the individual notice requirements of subsection (e)(8) could present a serious impediment to law enforcement as this could interfere with the ability to issue search authorizations and could reveal investigative techniques and procedures. (I) From subsection (f) because this system of records has been exempted from the access provisions of subsection (d). (J) From subsection (g) because this system of records compiled for lawenforcement purposes and has been exempted from the access provisions of subsections (d) and (f). (14) A0195-2aUSACIDC. (i) System name: Source Register. (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(j)(2) may be exempt from the provisions of 5 U.S.C. 552a(c)(3), (c)(4), (d), (e)(1), (e)(2), (e)(3), (e)(4)(G), (e)(5), (e)(8), (f), and (g). (iii) Authority: 5 U.S.C. 552a(j)(2). (iv) Reasons: (A) From subsection (c)(3) because release of accounting of disclosures would provide the informant with significant information concerning the nature of a particular investigation, the internal methods and techniques involved in criminal investigation, and the investigative agencies (state, local or foreign) involved in a particular case resulting in a serious compromise of the criminal law enforcement processes. (B) From subsection (c)(4), (d), (e)(4)(G), (e)(4)(H), (f), and (g) because disclosure of portions of the information in this system of records would seriously impair the prudent and efficient handling of these uniquely functioning individuals; hamper the inclusion of comments and evaluations concerning the performance qualification, character, identity, and propensities of the informant; and prematurely compromise criminal investigations which either concern the conduct of the informant himself or investigations wherein he/she is intergrally or only peripherally involved. Additionally, the exemption from access necessarily includes exemption from amendment, certain agency requirements relating to access and amendment of records and civil liability predicated upon agency compliance with specific provisions of the Privacy Act. (C) From subsection (d), (e)(4)(G), (e)(4)(H), and (f) are also necessary to protect the security of information properly classified in the interest of national defense and foreign policy. (D) From subsection (e)(1) because the nature of the criminal investigative function creates unique problems in prescribing what information concerning informants is relevant or necessary. Due to close liaison and existing relationships with other Federal, state, local and foreign law enforcement agencies, information about informants may be received which may relate to a case then under the investigative jurisdiction of another Government agency but it is necessary to maintain this information in order to provide leads for appropriate law enforcement purposes and to establish patterns of activity which may relate to the jurisdiction of both the USACIDC and other agencies. Additionally, the failure to maintain all known information about informants could affect the effective utilization of the individual and substantially increase the operational hazards incumbent in the employment of an informant in very compromising and sensitive situations. (E) From subsection (e)(2) because collecting information from the information would potentially thwart both the crminal investigtive process and the required management control over these individuals by appraising the informant of investigations or management actions concerning his involvement in criminal activity or with USACIDC personnel. (F) From subsection (e)(3) because supplying an informant with a form containing the information specified could result in the compromise of an investigation, tend to inhibit the cooperation of the informant, and render ineffectual investigative techniques and methods utilized by USACIDC in the performance of its criminal law enforcement duties. (G) From subsection (e)(5) because this requirement would unduly hamper the criminal investigative process due to type of records maintained an necessity for rapid information retrieval and dissemination. Also, in the collection of information about informants, it is impossible to determine what information is then accurate, relevant, timely and complete. With the passage of time, seemingly irrevelant or untimely information may acquire new significance as further investigation or contact brings new details to light. In the criminal investigative process, accuracy and relevance of information concerning informants can only be determined in a court of law. The restrictions imposed by subsection (e)(5) would restrict the ability of trained investigators to exercise their judgment in reporting information relating to informant's actions and would impede the development of criminal intelligence necessary for effective law enforcement. (H) From subsection (e)(8) because the notice requirements of this provision could present a serious impediment to criminal law enforcement by revealing investigative techniques, procedures, and the existence of confidential investigations. (15)A0195-2bUSACIDC. (i) System name: Criminal Investigation and Crime Laboratory Files. (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(j)(2) may be exempt from the provisions of 5 U.S.C. 552a(c)(3), (c)(4), (d), (e)(1), (e)(2), (e)(3), (e)(4)(G), (e)(4)(H), (e)(5), (e)(8), (f), and (g). (iii) Authority: 5 U.S.C. 552(j)(2). (iv) Reasons: (A) From subsection (c)(3) because the release of accounting of disclosures would place the subject of an investigation on notice that he is under investigation and provide him with significant information concerning coordinated investigative effort and techniques and the nature of the investigation, resulting in a serious impediment to criminal law enforcement activities or the compromise of properly classified material. (B) From subsections (c)(4), (d), (e)(4)(G), (e)(4)(H), (f), and (g) because access might compromise on-going investigations, reveal classified information, investigatory techniques or the identity of confidential informants, or invade the privacy of persons who provide information in connection with a particular investigation. The exemption from access necessarily includes exemption from amendment, certain agency requirements relating to access and amendment of records, and civil liability predicated upon agency compliance with those specific provisions of the Privacy Act. The exemption from access necessarily includes exemption from other requirements. (C)From subsection (e)(1) because the nature of the investigative function creates unique problems in prescribed specific perimeters in a particular case as to what information is relevant or necessary. Also, due to close liaisons and working relationships with other Federal, state, local, and foreign law enforcement agencies, information may be received which may relate to a case then under the investigative jurisdiction of another Government agency but it is necessary to maintain this information in order to provide leads for appropriate law enforcement purposes and to establish patterns of activity which may relate to the jurisdiction of both the USACIDC and other agencies. (D) From subsection (e)(2) because collecting information from the subject of criminal investigations would thwart the investigative process by placing the subject of the investigation on notice thereof. (E) From subsection (e)(3) because supplying an individual with a form containing the information specified could result in the compromise of an investigation, tend to inhibit the cooperation of the individual queried, and render ineffectual investigation techniques and methods utilized by USACIDC in the performance of their criminal law enforcement duties. (F) From subsection (e)(5) because this requirment would unduly hamper the criminal investigative process due to the great volume of records maintained and the necessity for rapid information retrieval and dissemination. Also, in the collection of information for law enforcement purposes, it is impossible to determine what information is then accurate, relevant, timely, and complete. With the passage of time, seemingly irrelevant or untimely information may acquire new significance as further investigation brings new details to light. In the criminal investigation process, accuracy and relevance of information can only be determine in a court of law. The restrictions imposed by subsection (e)(5) would restrict the ability of trained investigators to exercise their judgment in reporting on investigations and impede the development of criminal intelligence necessary for effective law enforcement. (G) From subsection (e)(8) because the notice requirements of this provision could present a serious impediment to criminal law enforcement by revealing investigative techniques, procedures, and the existence of confidential investigations. (16) A0195-6USACIDC. (i) System name: Criminal Investigation Accreditation and Polygraph Examiner Evaluation Files. (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(k)(2), (k)(5), or (k)(7) may be exempt from the provisions of 5 U.S.C. 552a(d), (e)(1), (e)(4)(G), (e)(4)(H), and (f). (iii) Authority: 5 U.S.C. 552a(k)(2), (k)(5), and (k)(7). (iv) Reasons: (A) From subsections (d), (e)(4)(G), (e)(4)(H), and (f) because disclosure of portions of the information in this system of records would seriously impair the selection and management of these uniquely functioning individuals; hamper the inclusion of comments, reports and evaluations concerning the performance, qualifications, character, action and propensities of the agent; and prematurely compromise investigations with either concern the conduct of the agent himself or investigations wherein he or she is integrally or only peripherally involved. Additionally, the exemption from access necessarily includes exemptions from the amendment and the agency procedures which would otherwise be required to process these types of requests. (B) From subsection (e)(1) because the failure to maintain all known information about agents could affect the effective utilization of the individual and substantially increase the operational hazards incumbent in the employment of agents in very compromising and sensitive situations. (17) A0210-7DAMO. (i) System name: Expelled or Barred Person Files. (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(j)(2) may be exempt from the provisions of 5 U.S.C. 552a(c)(3), (c)(4), (d), (e)(2), (e)(3), (e)(4)(G), (e)(4)(H), (e)(8), (f), and (g). (iii) Authority: 5 U.S.C. 552a(j)(2). (iv) Reasons: (A) From subsection (c)(4), (d), (e)(4)(G), (e)(4)(H), (f) and (g) because granting individuals access to information collected and maintained by this component relating to the enforcement of laws could interfere with proper investigations and the orderly administration of justice. Disclosure of this information could result in the concealment, alteration or destruction of evidence, the identification of offenders or alleged offenders, nature and disposition of charges, and jeopardize the safety and well-being of informants, witnesses and their families, and law enforcement personnel and their families. Disclosure of this information could also reveal and render ineffectual investigative techniques, sources, and methods used by this component, and could result in the invasion of the privacy of individuals only incidentally related to an investigation. Exemption from access necessarily includes exemption from the other requirements. (B) From subsection (c)(3) because of the release of accounting of disclosure would place the subject of an investigation on notice that he is under investigation and provide him with significant information concerning the nature of the investigation, thus resulting in a serious impediment to law enforcement investigations. (C) From subsection (e)(2) because in a criminal or other law enforcement investigation, they require that information be collected to the greatest extent practicable from the subject individual would alert the subject as to the nature or existence of the investigation and thereby present a serious impediment to effective law enforcement. (D) From subsection (e)(3) because compliance would constitute a serious impediment to law enforcement in that it could compromise the existence of a confidential investigation or reveal the identity of witnesses or confidential informants. (E) From subsection (e)(8) because compliance with this provision would provide an impediment to law enforcement by interfering with the ability to issue warrants or subpoenas and be revealing investigative techniques, procedures or evidence. (18) System identifier: A0025 JDIM (i) System name: HQDA Correspondence and Control/Central Files System. (ii) Exemptions: Documents within this system of records are generated by other elements of the Department of the Army or are received from other agencies and individuals. Because of the broad scope of the contents of this system of records, and since the introduction of documents is largely unregulatable, specific portions or documents that may require an exemption can not be predetermined. Therefore, and to the extent that such material is received and maintained, selected individual documents may be exempt. (A) Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). (B) Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. (C) Records maintained in connection with providing protective services to the President and other individuals under 18 U.S.C. 3506, may be exempt pursuant to 5 U.S.C. 552a(k)(3). (D) Records maintained solely for statistical research or program evaluation purposes and which are not used to make decisions on the rights, benefits, or entitlement of an individual except for census records which may be disclosed under 13 U.S.C. 8, may be exempt pursuant to 5 U.S.C. 552a(k)(4). (E) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (F) Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal service may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would compromise the objectivity or fairness of the test or examination process. (G) Evaluation material used to determine potential for promotion in the Military Services may be exempt pursuant to 5 U.S.C. 552a(k)(7), but only to the extent that the disclosure of such material would reveal the identity of a confidential source. (H) Portions of this system of records may be exempt pursuant to 5 U.S.C. 552a (k)(1) through (k)(7) from subsections (c)(3), (d), (e)(1), (e)(4)(G) and (H), and (f). (iii) Authority: 5 U.S.C. 552a(k)(1) through (k)(7). (iv) Reasons: (A) From subsection (c)(3) because the release of the disclosure accounting could alert the subject of an investigation of an actual or potential criminal, civil, or regulatory violation to the existence of the investigation and the fact that they are subjects of the investigation. It could permit the subject of an investigation or matter under investigation to obtain valuable information concerning the nature of that investigation which will present a serious impediment to law enforcement. (B) From subsection (d) because access to the records contained in this system would inform the subject of an investigation of the existence of that investigation, provide the subject of the investigation with information that might enable him to avoid detection of apprehension, and would present a serious impediment to law enforcement. (C) From subsection (e)(1) because in the course of criminal investigations information is often obtained concerning the violation of laws or civil obligations of others not relating to active case or matter. In the interest of effective law enforcement, it is necessary that this information be retained since it can aid in establishing patterns of activity and provide valuable leads for other agencies and future cases that may be brought. (D) From subsections (e)(4)(G) and (H) because this system of records is exempt from individual access pursuant to subsections (k)(2) of the Privacy Act of 1974. (E) From subsection (f) because this system of records has been exempted from the access provisions of subsection (d). (19) System identifier: A0340-21 TAPC (i) System name: Privacy Case Files. (ii) Exemption: During the processing of a Privacy Act request (which may include access requests, amendment requests, and requests for review for initial denials of such requests), exempt materials from other systems of records may in turn become part of the case record in this system. To the extent that copies of exempt records from those `other' systems of records are entered into this system, the Department of the Army hereby claims the same exemptions for the records from those `other' systems that are entered into this system, as claimed for the original primary system of which they are a part. (iii) Authority: 5 U.S.C. 552a(j)(2), (k)(1), (k)(2), (k)(3), (k)(4), (k)(5), (k)(6), and (k)(7). (iv) Records are only exempt from pertinent provisions of 5 U.S.C. 552a to the extent such provisions have been identified and an exemption claimed for the original record and the purposes underlying the exemption for the original record still pertain to the record which is now contained in this system of records. In general, the exemptions were claimed in order to protect properly classified information relating to national defense and foreign policy, to avoid interference during the conduct of criminal, civil, or administrative actions or investigations, to ensure protective services provided the President and others are not compromised, to protect the identity of confidential sources incident to Federal employment, military service, contract, and security clearance determinations, and to preserve the confidentiality and integrity of Federal evaluation materials. The exemption rule for the original records will identify the specific reasons why the records are exempt from specific provisions of 5 U.S.C. 552a. (21) A0351-12DAPE. (i) System name: Applicants/Students, U.S. Military Academy Prep School. (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(k)(5) and (k)(7) may be exempt from the following provision of 5 U.S.C. 552a(d). (iii) Authority: 5 U.S.C. 552a(k)(5) and (k)(7). (iv) Reasons: It is imperative that the confidential nature of evaluation material on individuals, furnished to the US Military Academy Preparatory School under an express promise of confidentiality, be maintained to ensure the candid presentation of information necessary in determinations involving admission to or retention at the United States Military Academy and suitability for commissioned military service. (22) A0351-17aUSMA. (i) System name: U.S. Military Academy Candidate Files. (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(k)(5), (k)(6), or (k)(7) may be exempt from the provisions of 5 U.S.C. 552a(d). (iii) Authority: 5 U.S.C. 552a(k)(5), (k)(6) and (k)(7). (iv) Reasons: (A) From subsection (d) because access might reveal investigatory and testing techniques. The exemption from access necessarily includes exemption from amendment, certain agency requirements relating to access and amendment of records, and civil liability predicated upon agency compliance with those specific provisions of the Privacy Act. (B) Exemption is necessary to protect the identity of individuals who furnished information to the United States Military Academy which is used in determining suitability, eligibility, or qualifications for military service and which was provided under an express promise of confidentiality. (C) Exemption is needed for the portion of records compiled within the Academy which pertain to testing or examination material used to rate individual qualifications, the disclosure of which would compromise the objectivity or fairness of the testing or examination process. (D) Exemption is required for evaluation material used by the Academy in determining potential for promotion in the Armed Services, to protect the identity of a source who furnished information to the Academy under an express promise of confidentiality. (23) A0351-17bUSMA. (i) System name: U.S. Military Academy Personnel Cadet Records. (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(k)(5) or (k)(7) may be exempt from the provisions of 5 U.S.C. 552a(d). (iii) Authority: 5 U.S.C. 552a(k)(5) and (k)(7). (iv) Reasons: It is imperative that the confidential nature of evaluation and investigatory material on candidates, cadets, and graduates, furnished to the United States Military Academy under promise of confidentiality be maintained to insure the candid presentation of information necessary in determinations involving admissions to the Military Academy and suitability for commissioned service and future promotion. (24) A0380-13DAMO. (i) System name: Local Criminal Intelligence Files. (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(j)(2) may be exempt from the provisions of 5 U.S.C. 552a(c)(3), (c)(4), (d), (e)(2), (e)(3), (e)(4)(G), (e)(4)(H), (e)(8), (f), and (g). (iii) Authority: 5 U.S.C. 552a(j)(2). (iv) Reasons: (A) From subsections (e)(4)(G), (e)(4)(H), (f), and (g) because granting individuals access to information collected and maintained by this component relating to the enforcement of laws could interfere with proper investigations and the orderly administration of justice. Disclosure of this information could result in the concealment, alteration or destruction of evidence, the identification of offenders or alleged offenders, nature and disposition of charges; and jeopardize the safety and well-being of informants, witnesses and their families, and law enforcement personnel and their families. Disclosure of this information could also reveal and render ineffectual investigative techniques, sources and methods used by this component and could result in the invasion of the privacy of individuals only incidentally related to an investigation. Exemption from access necessarily includes exemption from the other requirements. (B) From subsection (c)(3) because the release of accounting of disclosure would place the subject of an investigation on notice that he is under investigation and provide him with significant information concerning the nature of the investigation, thus resulting in a serious impediment to law enforcement investigations. (C) From subsection (e)(2) because, in a criminal or other law enforcement investigation, the requirement that information be collected to the greatest extent practicable from the subject individual would alert the subject as to the nature or existence of the investigation and thereby present a serious impediment to effective law enforcement. (D) From subsection (e)(3) because compliance would constitute a serious impediment to law enforcement in that it could compromise the existence of a confidential investigation or reveal the identity of witnesses or confidential informants. (E) From subsection (e)(8) because compliance with this provision would provide an impediment to law enforcement by interfering with the ability to issue warrants or subpoenas and by revealing investigative techniques, procedures or evidence. (25) A0380-67DAMI. (i) System name: Personnel Security Clearance Information Files. (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(k)(1), (k)(2), or (k)(5) may be exempt from the provisions of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (e)(4)(H), and (e)(4)(I). (iii) Authority: 5 U.S.C. 552a(k)(1), (k)(2), or (k)(5). (iv) Reasons: The material contained in this record system contains data concerning sensitive sources and operational methods whose dissemination must be strictly controlled because of national security intelligence considerations. Disclosure of documents or the disclosure accounting record may compromise the effectiveness of the operation, and negate specialized techniques used to support intelligence or criminal investigative programs, or otherwise interfere with the orderly conduct of intelligence operations or criminal investigations. (26) A0381-20bDAMI. (i) System name: Counterintelligence/Security Files. (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(k)(1), (k)(2), and (k)(5) may be exempt from the provisions of 5 U.S.C. 552a(c)(3), (d)(1) through (d)(5), (e)(1), (e)(4)(G), (e)(4)(H), and (e)(4)(I), and (f). (iii) Authority: 5 U.S.C. 552a(k)(1), (k)(2), and (k)(5). (iv) Reasons: (A) From subsection (c)(3) because disclosing the agencies to which information from this system has been released could inform the subject of an investigation of an actual or potential criminal violation, or intelligence operation or investigation; or the existence of that investigation or operation; of the nature and scope of the information and evidence obtained as to his/her activities or of the identify of confidential sources, witnesses, and intelligence personnel and could provide information to enable the subject to avoid detection or apprehension. Granting access to such information could seriously impede or compromise an investigation; endanger the physical safety of confidential sources, witnesses, intelligence personnel, and their families; lead to the improper influencing of witnesses; the destruction of evidence or the fabrication of testimony and disclose investigative techniques and procedures. In addition, granting access to such information could disclose classified and sensitive sources, information, and operational methods and could constitute an unwarranted invasion of the personal privacy of others. (B) From subsection (d)(1) through (d)(5) because granting access to records in this system of records could inform the subject of a counterintelligence operation or investigation of an actual or potential criminal violation or the existence of that operation or investigation; of the nature and scope of the information and evidence obtained as to his/her activities; or of the identity of confidential sources, witnesses and intelligence personnel and could provide information to enable the subject to avoid detection or apprehension. Granting access to such information could seriously impede or compromise an operation or investigation; endanger the physical safety of confidential sources, witnesses, intelligence personnel and their families; lead to the improper influencing of witnesses; the destruction of evidence or the fabrication of testimony and disclose investigative techniques and procedures. In addition, the agency is required to protect the confidentiality of sources who furnished information to the Government under an expressed promise of confidentiality or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. This confidentiality is needed to maintain the Government's continued access to information from persons who otherwise might refuse to give it. (C) From subsection (e)(1) because it is not always possible to detect the relevance or necessity of specific information in the early stages of an investigation or operation. Relevance and necessity are often questions of judgement and timing, an it is only after the information is evaluated that the relevance and necessity of such information can be established. In addition, during the course of the investigation or operation, the investigator may obtain information which is incidental to the main purpose of the investigative jurisdiction of another agency. Such information cannot readily be segregated. Furthermore, during the course of the investigation or operation, the investigator may obtain information concerning violations of laws other than those which are within the scope of his/her jurisdiction. In the interest of effective intelligence operations and law enforcement, military intelligence agents should retain information, since it an aid in establishing patterns of criminal or intelligence activity and provide valuable leads for other law enforcement or intelligence agencies. (D) From subsection (e)(4)(G), (e)(4)(H), and (f) because this system or records is being exempt from subsections (d) of the Act, concerning access to records. These requirements are inapplicable to the extent that this system of records will be exempt from subsections (d)(1) through (d)(5) of the Act. Although the system would be exempt from these requirements, the Deputy Chief of Staff for Intelligence has published information concerning its notification, access, and contest procedures because under certain circumstances, the Deputy Chief of Staff for Intelligence could decide it is appropriate for an individual to have access to all or a portion os his/her records in this system of records. (E) From subsection (e)(4)(I) because it is necessary to protect the confidentiality of the sources of information, to protect the privacy and physical safety of confidential sources and witnesses and to avoid the disclosure of investigative techniques and procedures. Although the system will be exempt from this requirement, the Deputy Chief of Staff for Intelligence has published such a notice in broad, generic terms. (27) A0381-100aDAMI. (i) System name: Intelligence/Counterintelligence Source Files. (ii) Exemption: All portions of this system of records that fall within the scope of 5 U.S.C. 552a(k)(1), (k)(2), or (k)(5) may be exempt from the provisions of 5 U.S.C. 552a(c)(3), (d)(1) through (d)(5), (e)(1), (e)(4)(G), (e)(4)(H), and (e)(4)(I), and (f). (iii) Authority: 5 U.S.C. 552a(k)(1), (k)(2), and (k)(5). (iv) Reasons: (A) From subsection (c)(3)because disclosing the agencies to which information from this system has been released could reveal the subject's involvement in a sensitive intelligence or counterintelligence operation or investigation of an actual or potential criminal violation, or intelligence operation or investigation; or the existence of that investigation or operation. Granting access to such information could seriously impede or compromise an investigation or operation; endanger the physical safety of participants and their families, confidential sources, witnesses, intelligence personnel, and their families; and lead to the improper influencing of witnesses; the destruction of evidence or the fabrication of testimony and disclose investigative techniques and procedures. (B) From subsection (d)(1) through (d)(5) because granting access to records could inform the subject of an intelligence or counterintelligence operation or investigation of an actual or potential criminal violation or the existence of that operation or investigation; or the nature and scope of the information and evidence obtained, or of the identity of confidential sources, witnesses and intelligence personnel. Granting access to such information could seriously impede or compromise an operation or investigation; endanger the physical safety of confidential sources, witnesses, intelligence personnel and their families; lead to the improper influencing of witnesses; the destruction of evidence or the fabrication of testimony; disclose investigative techniques and procedures; invade the privacy of those individuals involved in intelligence programs and their families; compromise and thus negate specialized techniques used to support intelligence programs; and interfere with and negate the orderly conduct of intelligence and counterintelligence operations and investigations. In addition, the agency is required to protect the confidentiality of sources who furnished information to the Government under an expressed promise of confidentiality or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. This confidentiality is needed to maintain the Government's continued access to information from persons who otherwise might refuse to give it. (C) From subsection (e)(1) because it is not always possible to detect the relevance or necessity of specific information in the early stages of an investigation or operation. Relevance and necessity are often questions of judgment and timing, and it is only after the information is evaluated that the relevance and necessity of such information can be established. In addition, during the course of the investigation or operation, the investigator or operative may obtain information which is incidental to the main purpose of the investigative jurisdiction of another agency. Such information cannot readily be segregated. Furthermore, during the course of the investigation or operation, the investigator may obtain information concerning violations of law other than those which are within the scope of his/her jurisdiction. In the interest of effective intelligence operations and law enforcement, military intelligence agents should retain information, since it is an aid in establishing patterns of criminal or intelligence activity and provides valuable leads for other law enforcement or intelligence agencies. (D) From subsection (e)(4)(G), (e)(4)(H), and (f) because this system of records is being exempt from subsection (d) of the Act concerning access to records. These requirements are inapplicable to the extent that this system of records will be exempt from subsections (d)(1) through (d)(5) of the Act. Although the system would be exempt from these requirements, the Deputy Chief of Staff for Intelligence has published information concerning its notification, access, and contest procedures because under certain circumstances, the Deputy Chief of staff for Intelligence could decide it is appropriate for an individual to have access to all or a portion of his/her records in this system of records. (E) From subsection (e)(4)(I) because it is necessary to protect the confidentiality of sources of information, to protect the privacy and physical safety of participants and their families, confidential sources, and witnesses and to avoid the disclosure of specialized techniques and procedures. Although the system will be exempt from this requirement, the Deputy Chief of Staff for Intelligence has published such a notice in broad generic terms. (28) A0381-100bDAMI (i) System name: Technical Surveillance Index. (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(k)(1), (k)(2), and (k)(5) may be exempt from the provisions of 5 U.S.C. 552a(c)(3), (d)(1) through (d)(5), (e)(1), (e)(4)(G), (e)(4)(H), and (e)(4)(I). (iii) Authority: 5 U.S.C. 552a(k)(1), (k)(2) or (k)(5). (iv) Reasons: (A) From subsection (c)(3) because disclosing the identities of agencies to which information from this system has been released could inform the subject of an investigation of an actual or potential criminal violation or intelligence operation; of the existence of that investigation or operation; of the nature and scope of the information and evidence obtained as to his/her activities or of the identify of confidential sources, witnesses, and intelligence or law enforcement personnel and could provide information to enable the subject to avoid detection or apprehension. Granting access to such information could seriously impede or compromise an investigation; endanger the physical safety of confidential sources, witnesses, intelligence or law enforcement personnel, and their families; lead to the improper influencing of witnesses; the destruction of evidence or the fabrication of testimony and disclose investigative techniques and procedures. In addition, granting access to such information could disclose classified and sensitive sources and operational methods and could constitute an unwarranted invasion of the personal privacy of others. (B) From subsection (d)(1) through (d)(5) because granting access to records in this system of records could inform the subject of an investigation of an actual or potential criminal violation; of the existence of that investigation; of the nature and scope of the information and evidence obtained as to his/her activities; or of the identity of confidential sources, witnesses and intelligence or law enforcement personnel and could provide information to enable the subject to avoid detection or apprehension. Granting access to such information could seriously impede or compromise an investigation; endanger the physical safety of confidential sources, witnesses, intelligence or law enforcement personnel and their families; lead to the improper influencing of witnesses; the destruction of evidence or the fabrication of testimony and disclose investigative techniques and procedures. In addition, granting access to such information could disclose classified, sensitive sources and operational methods and could constitute an unwarranted invasion of the personal privacy of others. (C) From subsection (e)(1) because it is not always possible to detect the relevance or necessity of specific information in the early stages of an investigation or operation. Relevance and necessity are often questions of judgment and timing, and it is only after the information is evaluated that the relevance and necessity of such information can be established. In addition, during the course of the investigation or operation, the investigator may obtain information which is incidental to the main purpose of the investigative jurisdiction of another agency. Such information cannot readily be segregated. Furthermore, during the course of the investigation or operation, the investigator may obtain information concerning violation of laws other than those which are within the scope of his/her jurisdiction. In the interest of effective intelligence operations and law enforcement, criminal law enforcement investigators and military intelligence agents should retain this information, since it can aid in establishing patterns of criminal or intelligence activity and can provide valuable leads for other law enforcement or intelligence agencies. (D) From subsections (e)(4)(G) and (e)(4)(H) because this system of records is being exempt from subsections (d) of the Act, concerning access to records, these requirements are inapplicable to the extent that this system of records will be exempt from subsections (d)(1) through (d)(5) of the Act. Although the system would be exempt from these requirements, the Deputy Chief of Staff for Intelligence and the U.S. Army Criminal Investigations Command have published information concerning its notification, access, and contest procedures for their respective areas because, under certain circumstances, the Deputy Chief of Staff for Intelligence or the U.S. Army Criminal Investigations Command could decide it is appropriate for an individual to have access to all or a portion of his/her records in this system of records. (E) From subsection (e)(4)(I) because it is necessary to protect the confidentiality of the sources of information, to protect the privacy and physical safety of confidential sources and witnesses and to avoid the disclosure of investigative techniques and procedures. Although the system will be exempt from this requirement, the Deputy Chief of Staff for Intelligence and the U.S. Army Criminal Investigations Command have published such a notice in broad, generic terms. (29) System identifier: A0601-141 DASG. (i) System name: Applications for Appointment to Army Medical Department. (ii) Exemption: Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. Therefore, portions of the system of records may be exempt pursuant to 5 U.S.C. 552a(d). (30) A0601-210aUSAREC. (i) System name: Enlisted Eligibility Files. (ii) Exemption: All portions of this system of records which fall within the scope of 5 U.S.C. 552a(k)(5) may be exempt from the provisions of 5 U.S.C. 552a(d). (iii) Authority: 5 U.S.C. 552a(k)(5). (iv) Reasons: It is imperative that the confidential nature of evaluations and investigatory material on applicants applying for enlistment furnished to the US Army Recruiting Command under an express promise of confidentiality, be maintained to insure the candid presentation of information necessary in determinations of enlistment and suitability for enlistment into the United States Army. (31) System identifier: A0601-222 USMEPCOM (i) System name: Armed Services Military Accession Testing (ii) Exemption: Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal service or military service may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would compromise the objectivity or fairness of the test or examination process. Therefore, portions of the system of records may be exempt pursuant to 5 U.S.C. 552a(d). (32) System identifier: A0608-18 DASG. (i) System name: Army Family Advocacy Program (FAP) Files (ii) Exemptions: (A) Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. (B) Investigative material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (C) Therefore, portions of the system of records may be exempt pursuant to 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H), and (I) and (f). (iii) Authority: 5 U.S.C. 552a(k)(2) and (k)(5). (iv) Reason: (A) From subsection (c)(3) because the release of the disclosure accounting, for disclosures pursuant to the routine uses published for this system, would permit the subject of a criminal investigation or matter under investigation to obtain valuable information concerning the nature of that investigation which will present a serious impediment to law enforcement. (B) From subsection (d) because access to the records contained in this system would inform the subject of a criminal investigation of the existence of that investigation, provide the subject of the investigation with information that might enable him to avoid detection or apprehension, and would present a serious impediment to law enforcement. (C) From subsection (e)(1) because in the course of criminal investigations, information is often obtained concerning the violation of laws or civil obligations of others not relating to an active case or matter. In the interests of effective law enforcement, it is necessary that this valuable information be retained since it can aid in establishing patterns of activity and provide valuable leads for other agencies and future cases that may be brought. (D) From subsections (e)(4)(G) and (H) because this system of records is exempt from individual access pursuant to subsections (k)(2) and (k)(5) of the Privacy Act of 1974. (E) From subsection (e)(4)(I) because the identity of specific sources must be withheld in order to protect the confidentiality of the sources of criminal and other law enforcement information. This exemption is further necessary to protect the privacy and physical safety of witnesses and informants. (F) From subsection (f) because this system of records has been exempted from the access provisions of subsection (d). (G) Consistent with the legislative purpose of the Privacy Act of 1974, the Department of the Army will grant access to nonexempt material in the records being maintained. Disclosure will be governed by the Department of the Army's Privacy Regulation, but will be limited to the extent that the identity of confidential sources will not be compromised; subjects of an investigation of an actual or potential criminal violation will not be alerted to the investigation; the physical safety of witnesses, informants and law enforcement personnel will not be endangered, the privacy of third parties will not be violated; and that the disclosure would not otherwise impede effective law enforcement. Whenever possible, information of the above nature will be deleted from the requested documents and the balance made available. The controlling principle behind this limited access is to allow disclosures except those indicated above. The decisions to release information from these systems will be made on a case-by-case basis. (33) A0614-115DAMI. (i) System name: Department of the Army Operational Support Activities. (ii) Exemption: All portions of this system of records that fall within the scope of 5 U.S.C. 552a(k)(1), (k)(2), or (k)(5) may be exempt from the provisions of 5 U.S.C. 552a(c)(3), (d)(1) through (d)(5), (e)(1), (e)(4)(G), (e)(4)(H), and (e)(4)(I), and (f). (iii) Authority: 5 U.S.C. 552a(k)(1), (k)(2), and (k)(5). (iv) Reasons: (A) From subsection (c)(3)because disclosing the agencies to which information from this system has been released could reveal the subject's involvement in a sensitive intelligence or counterintelligence operation or investigation of an actual or potential criminal violation, or intelligence operation or investigation; or the existence of that investigation or operation. Granting access to such information could seriously impede or compromise an investigation or operation; endanger the physical safety of participants and their families, confidential sources, witnesses, intelligence personnel, and their families; and lead to the improper influencing of witnesses; the destruction of evidence or the fabrication of testimony and disclose investigative techniques and procedures. (B) From subsection (d)(1) through (d)(5) because granting access to records could inform the subject of an intelligence or counterintelligence operation or investigation of an actual or potential criminal violation or the existence of that operation or investigation; of the nature and scope of the information and evidence obtained, or of the identity of confidential sources, witnesses and intelligence personnel. Granting access to such information could seriously impede or compromise an operation or investigation; endanger the physical safety of confidential sources, witnesses, intelligence personnel and their families; lead to the improper influencing of witnesses; the destruction of evidence or the fabrication of testimony; disclose investigative techniques and procedures; invade the privacy of those individuals involved in intelligence programs and their families; compromise and thus negate specialized techniques used to support intelligence programs; and interfere with and negate the orderly conduct of intelligence and counterintelligence operations and investigations. In addition, the agency is required to protect the confidentiality of sources who furnished information to the Government under an expressed promise of confidentiality or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence. This confidentiality is needed to maintain the Government's continued access to information from persons who otherwise might refuse to give it. (C) From subsection (e)(1) because it is not always possible to detect the relevance of specific information in the early stages of an investigation or operation. Relevance and necessity are often questions of judgment and timing, and it is only after the information is evaluated that the relevance and necessity of such information can be established. In addition, during the course of the investigation or operation, the investigator or operative may obtain information which is incidental to the main purpose of the investigative jurisdiction of another agency. Such information cannot readily be segregated. Furthermore, during the course of the investigation or operation, the investigator may obtain information concerning violations of law other than those which are within the scope of his/her jurisdiction. In the interest of effective intelligence operations and law enforcement, military intelligence agents should retain information, since it is an aid in establishing patterns of criminal or intelligence activity and provides valuable leads for other law enforcement or intelligence agencies. (D) From subsection (e)(4)(G), (e)(4)(H), and (f) because this system or records is being exempt from subsections (d) of the Act, concerning access to records. These requirements are inapplicable to the extent that this system of records will be exempt from subsections (d)(1) through (d)(5) of the Act. Although the system would be exempt from these requirements, the Deputy Chief of Staff for Intelligence has published information concerning its notification, access, and contest procedures because under certain circumstances, the Deputy Chief of Staff for Intelligence could decide it is appropriate for an individual to have access to all or a portion os his/her records in this system of records. (E) From subsection (e)(4)(I) because it is necessary to protect the confidentiality of sources of information, to protectthe privacy and physical safety of participants and their families, confidential sources, and witnesses and to avoid the disclosure of specialized techniques and procedures. Although the system will be exempt from this requirement, the Deputy Chief of Staff for Intelligence has published such a notice in broad, generic terms. (f) Exempt OPM records. Three Office of Personnel Management systems of records apply to Army employees, except for nonappropriated fund employees. These systems, the specific exemptions determined to be necessary and proper, the records exempted, provisions of the Privacy Act from which exempt, and justification are set forth below: (1) Personnel Investigations Records (OPM/CENTRAL-9). All material and information in these records that meets the criteria stated in 5 U.S.C. 552a(k)(1), (k)(2), (k)(3), (k)(5), and (k)(6) is exempt from the requirements of 5 U.S.C. 552a(c)(3) and (d). These provisions of the Privacy Act relate to making accountings of disclosures available to the data subject and access to and amendment of records. The specific applicability of the exemptions to this system and the reasons for the exemptions are as follows: (i) Personnel investigations may obtain from another Federal agency properly classified information which pertains to national defense and foreign policy. Application of exemption (k)(1) may be necessary to preclude the data subject's access to and amendment of such classified information under 5 U.S.C. 552a(d). (ii) Personnel investigations may contain investigatory material compiled for law enforcement purposes other than material within the scope of 5 U.S.C. 552a(j)(2), e.g., investigations into the administration of the merit system. Application of exemption (k)(2) may be necessary to preclude the data subject's access to or amendment of such records, under 552a(c)(3) and (d). (iii) Personnel investigations may obtain from another Federal agency information that relates to providing protective services to the President of the United States or other individuals pursuant to section 3056 of title 18. Application of exemption (k)(3) may be necessary to preclude the data subject's access to and amendment of such records under 5 U.S.C. 552a(d). (iv) All information about individuals in these records that meets the criteria stated in 5 U.S.C. 552a(k)(5) is exempt from the requirements of 5 U.S.C. 552a(c)(3) and (4). These provisions of the Privacy Act relate to making accountings of disclosures available to the data subject, and access to and amendment of records. These exemptions are claimed because this system contains investigatory material compiled solely for the purpose of determining suitability, eligibility, and qualifications for Federal civilian employment. To the extent that the disclosure of material would reveal the identity of source who furnished information to the Government under an express promise that the identity of the source would held in confidence, or, prior to September 27, 1975, under an implied promise that the identity of the source would be held in confidence, the application of exemption (k)(5) will be required to honor such a promise should the data subject request access to or amendment of the record, or access to the accounting of disclosures of the record. (v) All material and information in the records that meets the criteria stated in 5 U.S.C. 552a(k)(6) is exempt from the requirements of 5 U.S.C. 552a(d), relating to access to and amendment of records by the data subject. This exemption is claimed because portions of this system relate to testing or examination materials used solely to determine individual qualifications for appointment or promotion in the Federal service. Access to or amendment of this information by the data subject would compromise the objectivity and fairness of the testing or exemption process. (2) Recruiting, Examining, and Placement Records (OPM/GOVT-5). (i) All information about individuals in these records that meets the criteria stated in 5 U.S.C. 552a(k)(5) is exempt from the requirements of 5 U.S.C. 552a(c)(3) and (d). These provisions of the Privacy Act relate to making accountings of disclosures available to the data subject and access to and amendment of records. These exemptions are claimed because this system contains investigative material compiled solely for the purpose of determining the appropriateness of a request for approval of an objection to an eligible's qualification for employment in the Federal service. To the extent that the disclosure of such material would reveal the identity of a source who furnished information to the Government under an express promise that the identity of the source would be held in confidence, the application of exemption (k)(5) will be required to honor such a promise should the data subject request access to the accounting of disclosures of the record. (ii) All material and information in these records that meets the criteria stated in 5 U.S.C. 552a(k)(6) are exempt from the requirements of 5 U.S.C. 552a(d), relating to access to and amendment of records by the subject. The exemption is claimed because portions of this system relate to testing or examination materials used solely to determine individual qualification for appointment or promotion in the Federal service and access to or amendment of this information by the data subject would compromise the objectivity and fairness of the testing or examining process. (3) Personnel Research Test Validation Records (OPM/GOVT-6). All material and information in these records that meets the criteria stated in 5 U.S.C. 552a(k)(6) is exempt from the requirements of 5 U.S.C. 552a(d), relating to access to and amendment of the records by the data subject. This exemption is claimed because portions of this system relate to testing or examination materials used solely to determine individual qualifications for appointment or promotion in the Federal service. Access to or amendment of this information by the data subject would compromise the objectivity and fairness of the testing or examination process. [61 FR 43657, Aug. 26, 1996, as amended at 62 FR 48480, Sept. 16, 1997; 64 FR 45877, Aug. 23, 1999; 65 FR 6895, Feb. 11, 2000; 66 FR 55876, Nov. 5, 2001] Appendix A--Example of System of Records Notice A0319.01DACA System name: Out-of-Service Accounts Receivables. System location: US Army Finance and Accounting Center, Ft Benjamin Harrison, IN 46249. Categories of individuals covered by the system: Separated and retired military/civilian personnel and others indebted to the US Army. Categories of records in the system: Records of current and former military members and civilian employees' pay accounts showing entitlements, deductions, payments made, and any indebtedness resulting from deductions and payments exceeding entitlements. These records include, but are not limited to: a. Individual military pay records, substantiating documents such as military pay orders, pay adjustment authorizations, military master pay account printouts from the Joint Uniform Military Pay System (JUMPS), records of travel payments, financial record data folders, miscellaneous vouchers, personal financial records, credit reports, promissory notes, individual financial statements, and correspondence; b. Application for waiver of erroneous payments or for remission of indebtedness with supporting documents, including, but not limited to statements of financial status (personal income and expenses), statements of commanders and/or accounting and finance officers, correspondence with members and employees; c. Claims of individuals requesting additional payments for service rendered with supporting documents including, but not limited to, time and attendance reports, leave and earnings statements, travel orders and/or vouchers, and correspondence with members and employees; d. Delinquent accounts receivable from field accounting and finance officers including, but not limited to, returned checks, medical services billings, collection records, and summaries of the Army Criminal Investigations Command and/or Federal Bureau of Investigation reports: e. Reports from probate courts regarding estates of deceased debtors; f. Reports from bankruptcy courts regarding claims of the United States against debtors. Authority for maintenance of the system: 31 U.S.C., section 3711; 10 U.S.C., section 2774; and 12 U.S.C., section 1715. Purpose: To process, monitor, and post-audit accounts receivable, to administer the Federal Claims Collection Act, and to answer inquiries pertaining thereto. Routine users of records maintained in the system, including categories of users and the purposes of such uses: Information may be disclosed to: US Department of Justice/US Attorneys: For legal action and/or final disposition of the debt claims. The litigation briefs (comprehensive, written referral recommendations) will restructure the entire scope of the collection cases. Internal Revenue Service: To obtain locator status for delinquent accounts receivables; (Automated controls exist to preclude redisclosure of solicited IRS address data); and/or to report write- off amounts as taxable income as pertains to amounts compromised and accounts barred from litigation due to age. Private Collection Agencies: For collection action when the Army has exhausted its internal collection efforts. Disclosure to Consumer Reporting Agencies: Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made to ``consumer reporting agencies'' as defined in the Fair Credit Reporting Act (15 U.S.C. 1681a(f) or the Federal Claims Collection Act of 1966 (31 U.S.C. 3701(a)(3)) when an individual is responsible for a debt to the US Army, provided the debt has been validated, is overdue, and the debtor has been advised of the disclosure and his rights to dispute, appeal or review the claim; and/or whenever a financial status report is requested for use in the administration of the Federal Claims Collection Act. Claims of the United States may be compromised, terminated or suspended when warranted by information collected. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system: Storage: Paper records in collection file folders and bulk storage; card files, computer magnetic tapes and printouts; microfiche. Retrievability: By Social Security Number, name, and substantiating document number; conventional indexing is used to retrieve data. Safeguards: The US Army Finance and Accounting Center employs security guards. An employee badge and visitor registration system is in effect. Hard copy records are maintained in areas accessible only to authorized personnel who are properly screened, cleared and trained. Computerized records are accessed by custodian of the records system and by persons responsible for servicing the record system in the performance of their official duties. Certifying finance and accounting officers of debts have access to debt information to confirm if the debt is valid and collection action is to be continued. Computer equipment and files are located in a separate secured area. Retention and disposal: Individual military pay records and accounts receivables are converted to microfiche and retained for 6 years. Destruction is by shredding. Retention periods for other records vary according to category, but total retention does not exceed 56 years; these records are sent to the Federal Records Center, General Services Administration at Dayton, Ohio; destruction is by burning or salvage as waste paper. System manager(s) and address: Commander, US Army Finance and Accounting Center, Indianapolis, IN 46249. Notification procedure: Individuals desiring to know whether this system of records contains information about them should contact the System Manager, ATTN: FINCP-F, furnishing full name, Social Security Number, and military status or other information verifiable from the record itself. Record access procedures: Individuals seeking access to records in this system pertaining to them should submit a written request as indicated in ``Notification procedure'' and furnish information required therein. Contesting record procedures: The Army's rules for access to records and for contesting and appealing initial determinations are contained in Army Regulation 340-21 (32 CFR Part 505). Record source categories: Information is received from Department of Defense staff and field installations, Social Security Administration, Treasury Department, financial organizations, and automated system interface. Systems exempted from certain provisions of the act: None. Appendix B--Example of Report for New System of Records Narrative Statement 1. System Identification and Name: A0404.02DAJA, Courts-Martial Files. 2. Responsible Official: Mr. James D. Kemper, US Army Legal Services Agency, Office of The Judge Advocate General, Room 204B, Nassif Building, Falls Church, VA 22041. 3. Purpose of the System: Records of trial by court-martial are necessary for the purpose of legal review and final action in court- martial cases. After completion of appellate review, they protect each accused against a subsequent trial for the same offense(s). 4. Authority for the System: Title 10 U.S.C., Chapter 47, Section 865 states that, in the case of a general court-martial or when sentence that includes a bad conduct discharge is approved by the convening authority in a special court-martial, the record will be sent to The Judge Advocate General. All other special and summary court-martial records will be reviewed by a Judge Advocate. 5. Number (or estimate) of individuals on whom records will be maintained: Approximately 7,000,000. 6. Information on First Amendment Activities: The system contains no information on First Amendment activities per se; however, the system may include records of trial in which the charged misconduct was an activity arguably protected by the First Amendment. 7. Measures to Assure Information Accuracy: In a trial by court- martial, the accused has a unique opportunity to assure that his record is accurate, relevant, timely, and complete as it is made. He has the right to be present at trial, to be represented by counsel in general and special courts-martial and to consult with counsel prior to a summary courts-martial to review and challenge all information before it is introduced into evidence, to cross-examine all witnesses against him, to present evidence in his behalf, and in general and special courts-martial, to review and comment upon the record of trial before the convening authority's action. 8. Other Measures to Assure System Security: As courts-martial records reflect criminal proceedings ordinarily open to the public, copies are normally releasable to the public pursuant to the Freedom of Information Act. However, access to the original records is limited to authorized individuals. Security measures consist of standard physical security devices and civilian and military guards. 9. Relationship to State/Local Government Activities: None. 10. Supporting Documentation: Proposed system notice and proposed exemption rule are at Encl 1 and 2 respectively. Appendix C--Provisions of the Privacy Act from which a General or Specific Exemption May Be Claimed ------------------------------------------------------------------------ Exemption --------------------------------------------- Section of the Privacy Act (j)(2) (k)(l-7) ------------------------------------------------------------------------ No No (b)(1) Disclosures within the Department of Defense. No No (2) Disclosures to the public. No No (3) Disclosures for a ``Routine Use.'' No No (4) Disclosures to the Bureau of Census. No No (5) Disclosures for statistical research and reporting. No No (6) Disclosures to the National Archives. No No (7) Disclosures for law enforcement purposes. No No (8) Disclosures under emergency circumstances. No No (9) Disclosures to the Congress. No No (10) Disclosures to the General Accounting Office. No No (11) Disclosures pursuant to court orders. No No (12) Disclosure to consumer reporting agencies. No No (c)(1) Making disclosure accountings. No No (2) Retaining disclosure accountings. Yes Yes (c)(3) Making disclosure accounting available to the individual. Yes No (c)(4) Informing prior recipients of corrections. Yes Yes (d)(1) Individual access to records. Yes Yes (2) Amending records. Yes Yes (3) Review of the Component's refusal to amend a record. Yes Yes (4) Disclosure of disputed information. Yes Yes (5) Access to information compiled in anticipation of civil action. Yes Yes (e)(1) Restrictions on collecting information. Yes No (e)(2) Collecting directly from the individual. Yes No (3) Informing individuals from whom information is requested. No No (e)(4)(A) Describing the name and location of the system. No No (B) Discribing categories of individuals. No No (C) Describing categories of records. No No (D) Describing routine uses. No No (E) Describing records management policies and practices. No No (F) Identifying responsible officials. Yes Yes (e)(4)(G) Procedures for determining if a system contains a record on an individual. Yes Yes (H) Procedures for gaining access. Yes Yes (I) Describing categories of information sources. Yes No (e)(5) Standards of accuracy. No No (e)(6) Validating records before disclosure. No No (e)(7) Records of First Amendment activities. No No (e)(8) Notification of disclosure under compulsory legal process. No No (e)(9) Rules of conduct. No No (e)(10) Administrative, technical and physical safeguards. No No (11) Notice for new and revised routine uses. Yes Yes (f)(1) Rules for determining if an individual is subject of a record. Yes Yes (f)(2) Rules for handling access requests. Yes Yes (f)(3) Rules for granting access. Yes Yes (f)(4) Rules for amending records. Yes Yes (f)(5) Rules regarding fees. Yes No (g)(1) Basis for civil action. Yes No (g)(2) Basis for judicial review and remedies for refusal to amend. Yes No (g)(3) Basis for judicial review and remedies for denial of access. Yes No (g)(4) Basis for judicial review and remedies for other failure to comply. Yes No (g)(5) Jurisdiction and time limits. Yes No (h) Rights of legal guardians. No No (i)(1) Criminal penalties for unauthorized disclosure. No No (2) Criminal penalties for failure to publish. No No (3) Criminal penalties for obtaining records under false pretenses. Yes No (j) Rulemaking requirement. N/A No (j)(1) General exemption for the Central Intelligence Agency. N/A No (j)(2) General exemption for criminal law enforcement records. Yes N/A (k)(1) Exemption for classified material. N/A N/A (k)(2) Exemption for law enforcement material. Yes N/A (k)(3) Exemption for records pertaining to Presidential protection. Yes N/A (k)(4) Exemption for statistical records. Yes N/A (k)(5) Exemption for investigatory material compiled for determining suitability for employment or service. Yes N/A (k)(6) Exemption for testing or examination material. Yes N/A (k)(7) Exemption for promotion evaluation materials used by the Armed Forces. Yes No (l)(1) Records stored in GSA records centers. Yes No (l)(2) Records archived before September 27, 1975. Yes No (l)(3) Records archived on or after September 27, 1975. Yes No (m) Applicability to government contractors. Yes No (n) Mailing lists. Yes No (o) Reports on new systems. Yes No (p) Annual report. ------------------------------------------------------------------------ Appendix D--Glossary of Terms Section I Abbreviations AAFES Army and Air Force Exchange Service AARA Access and Amendment Refusal Authority ACSIM Assistant Chief of Staff for Information Management DA Department of the Army DOD Department of Defense GAO General Accounting Office GSA General Services Administration JUMPS Joint uniform military pay system MACOM Major Army command MPMIS Military Police management information system NARS National Archives and Records Service NGB National Guard Bureau OMB Office of Management and Budget OPM Office of Personnel Management SSN Social Security Number TAG The Adjustant General TIG The Inspector General TJAG The Judge Advocate General USACIDC U.S. Army Criminal Investigation Command Section II Terms Access The review of a record or obtaining a copy of a record or parts thereof in a system of records. Agency The DOD is a single agency for the purpose of disclosing records subject to The Privacy Act of 1974. For other purposes, including access, amendment, appeals from denials of access or amendment, exempting systems of records, and record-keeping for release to non- DOD agencies, the DA is an agency. Access and Amendment Refusal Authority The Army Staff agency head or major Army commander designated sole authority by this regulation to deny access to, or refuse amendment of, records in his or her assigned area or functional specialization. Confidential source A person or organization that has furnished information to the Federal Government under an express promise that its identity would be withheld, or under an implied promise of such confidentiality if this implied promise was made before September 27, 1975. Data subject The individual about whom the Army is maintaining information in a system of records. Disclosure The furnishing of information about an individual by any means, to an organization, Government agency, or to an individual who is not the subject of the record, the subject's designated agent or legal guardian. Within the context of the Privacy Act and this regulation, this term applies only to personal information that is a part of a system of records. Individual A living citizen of the United States or an alien admitted for permanent residence. The Privacy Act rights of an individual may be exercised by the parent or legal guardian of a minor or an incompetent. (The Privacy Act confers no rights on deceased persons, nor may their next-of-kin exercise any rights for them.) Maintain Collect, use, maintain, or disseminate. Official use Any action by a member or employee of DOD that is prescribed or authorized by law or a regulation and is intended to perform a mission or function of the Department. Personal information Information about an individual that is intimate or private to the individual, as distinguished from information related solely to the individual's official functions or public life. Privacy Act request A request from an individual for information about the existence of, or for access to or amendment of, a record about him or her that is in a system of records. The request must cite or implicitly refer to the Privacy Act. Record Any item, collection, or grouping of information about an individual that-- a. Is kept by the Government including, but not limited to, an individual's home address, home telephone number, SSN, education, financial transactions, medical history, and criminal or employment history. b. Contains an individual's name, identifying number, symbol, or other individual identifier such as a finger, voice print, or a photograph. Routine use Disclosure of a record outside DOD without the consent of the subject individual for a use that is compatible with the purpose for which the information was collected and maintained by DA. The routine use must be included in the published system notice for the system of records involved. Statistical record A record maintained only for statistical research or reporting purposes and not used in whole or in part in making determinations about specific individuals. System manager The official responsible for policies and procedures for operating and safeguarding a system or records. This official is located normally at Headquarters, DA. System of records A group of records under the control of DA from which information is retrieved by the individual's name or by some identifying number, symbol, or other identifying particular assigned to the individual. System notices for all systems of records must be published in the Federal Register. (A grouping or files series of records arranged chronologically or subjectively that is not retrieved by individual identifier is not a system of records, even though individual information could be retrieved by such an identifier, such as through a paper-by-paper search.) PART 701--AVAILABILITY OF DEPARTMENT OF THE NAVY RECORDS AND PUBLICATION OF DEPARTMENT OF THE NAVY DOCUMENTS AFFECTING THE PUBLIC. Subpart F--Department of the Navy Privacy Act Program Sec. 701.100 Purpose. 701.101 Applicability. 701.102 Definitions. 701.103 Policy. 701.104 Responsibility and authority. 701.105 Systems of records. 701.106 Safeguarding records in systems of records. 701.107 Criteria for creating, altering, amending and deleting Privacy Act systems of records. 701.108 Collecting information about individuals. 701.109 Access to records. 701.110 Amendment of records. 701.111 Privacy Act appeals. 701.112 Disclosure of records. 701.113 Exemptions. 701.114 Enforcement actions. 701.115 Computer matching program. Subpart G--Privacy Act Exemptions 701.116 Purpose. 701.117 Exemption for classified records. 701.118 Exemptions for specific Navy record systems. 701.119 Exemptions for specific Marine Corps records systems. Subpart F--Department of the Navy Privacy Act Program................ Authority: Pub. L. 93-579, 88 Stat 1896 (5 U.S.C. 552a). Source: 65 FR 31456, May 18, 2000. Sec. 701.100 Purpose. Subparts F and G of this part implement the Privacy Act (5 U.S.C. 552a), and DoD Directive 5400.11,\1\ and DoD 5400.11-R,\2\ (32 CFR part 310) and provides Department of the Navy policies and procedures for: \1\ Copies may be obtained: http:// www.whs.osd.mil/corres.htm. \2\ See footnote 1 to Sec. 701.100. (a) Governing the collection, safeguarding, maintenance, use, access, amendment, and dissemination of personal information kept by Department of the Navy in systems of records; (b) Notifying individuals if any systems of records contain a record pertaining to them; (c) Verifying the identity of individuals who request their records before the records are made available to them; (d) Notifying the public of the existence and character of each system of records. (e) Exempting systems of records from certain requirements of the Privacy Act; and (f) Governing the Privacy Act rules of conduct for Department of the Navy personnel, who will be subject to criminal penalties for noncompliance with 5 U.S.C. 552a, as amended by the Computer Matching Act of 1988. Sec. 701.101 Applicability. This subpart and subpart G of this part apply throughout the Department of the Navy. It is also applicable to contractors by contract or other legally binding action, whenever a Department of the Navy contract provides for the operation of a system of records or portion of a system of records to accomplish a Department of the Navy function. For the purposes of any criminal liabilities adjudged, any contractor or any employee of such contractor is considered to be an employee of Department of the Navy. In case of a conflict, this subpart and subpart G of this part take precedence over any existing Department of the Navy directive that deals with the personal privacy and rights of individuals regarding their personal records, except for disclosure of personal information required by 5 U.S.C. 552 (1988) as amended by the Freedom of Information Reform Act and implemented by Secretary of the Navy Instruction 5720.42F,\3\ `Department of the Navy Freedom of Information Act Program.' \3\ Copies may be obtained: Chief of Naval Operations, 2000 Navy Pentagon, Washington, DC 20350-2000. Sec. 701.102 Definitions. For the purposes of this subpart and subpart G of this part, the following meanings apply. Access. The review or copying of a record or parts thereof contained in a system of records by any individual. Agency. For the purposes of disclosing records subject to the Privacy Act between or among Department of Defense (DoD) components, the Department of Defense is considered a single agency. For all other purposes, Department of the Navy is considered an agency within the meaning of Privacy Act. Confidential source. A person or organization who has furnished information to the Federal Government either under an express promise that the person's or the organization's identity will be held in confidence or under an implied promise of such confidentiality if this implied promise was made before September 27, 1975. Defense Data Integrity Board. Consists of members of the Defense Privacy Board, as outlined in DoD Directive 5400.11 and, in addition, the DoD Inspector General or the designee, when convened to oversee, coordinate and approve or disapprove all DoD component computer matching covered by the Privacy Act. Disclosure. The transfer of any personal information from a system of records by any means of communication (such as oral, written, electronic, mechanical, or actual review), to any person, private entity, or government agency, other than the subject of the record, the subject's designated agent or the subject's legal guardian. Federal personnel. Officers and employees of the Government of the United States, members of the uniformed services (including members of the Reserve Components), individuals or survivors thereof, entitled to receive immediate or deferred retirement benefits under any retirement program of the Government of the United States (including survivor benefits). Individual. A living citizen of the United States or alien lawfully admitted to the U.S. for permanent residence. The legal guardian of an individual has the same rights as the individual and may act on his or her behalf. No rights are vested in the representative of a deceased person under this instruction and the term ``individual'' does not embrace an individual acting in a non-personal capacity (for example, sole proprietorship or partnership). Individual access. Access to information pertaining to the individual by the individual or his or her designated agent or legal guardian. Maintain. Includes maintain, collect, use, or disseminate. Member of the public. Any individual or party acting in a private capacity. Minor. Under this subpart and subpart G of this part, a minor is an individual under 18 years of age, who is not a member of the U.S. Navy or Marine Corps, nor married. Official use. Under this subpart and subpart G of this part, this term is used when Department of the Navy officials and employees have a demonstrated need for the use of any record or the information contained therein in the performance of their official duties. Personal information. Information about an individual that is intimate or private to the individual, as distinguished from information related solely to the individual's official functions or public life. Privacy Act (PA) request. A request from an individual for notification as to the existence of, access to, or amendment of records pertaining to that individual. These records must be maintained in a system of records. Record. Any item, collection, or grouping of information about an individual that is maintained by a naval activity including, but not limited to, the individual's education, financial transactions, and medical, criminal, or employment history, and that contains the individual's name or other identifying particulars assigned to the individual, such as a finger or voice print or a photograph. Review authority. An official charged with the responsibility to rule on administrative appeals of initial denials of requests for notification, access, or amendment of records. The Secretary of the Navy has delegated his review authority to the Assistant Secretary of the Navy (Manpower and Reserve Affairs (ASN(MRA)), the General Counsel (OGC), and the Judge Advocate General (NJAG). Additionally, the Office of Personnel Management (OPM) is the review authority for civilian official personnel folders or records contained in any other OPM record. Risk assessment. An analysis which considers information sensitivity, vulnerability, and cost to a computer facility or word processing center in safeguarding personal information processed or stored in the facility or center. Routine use. Disclosure of a record outside the Department of Defense for a purpose that is compatible with the purpose for which the record was collected and maintained by the Department of Defense. The routine use must have been included in the notice for the system of records published in the Federal Register. Statistical record. A record maintained only for statistical research, or reporting purposes, and not used in whole or in part in making any determination about a specific individual. System manager. An official who has overall responsibility for a system of records. He or she may serve at any level in Department of the Navy. Systems managers are indicated in the published record systems notices. If more than one official is indicated as a system manager, initial responsibility resides with the manager at the appropriate level (i.e., for local records, at the local activity). System of records. A group of records under the control of a Department of the Navy activity from which information is retrieved by the individual's name or by some identifying number, symbol, or other identifying particular assigned to the individual. System notices for all Privacy Act systems of records must be published in the Federal Register and are also published in periodic Chief of Naval Operations Notes (OPNAVNOTEs) 5211.\4\ \4\ See footnote 3 to Sec. 701.101. Word processing equipment. Any combination of electronic hardware and computer software integrated in a variety of forms (firmware, programmable software, hard wiring, or similar equipment) that permits the processing of textual data. Generally, the equipment contains a device to receive information, a computer-like processor with various capabilities to manipulate the information, a storage medium, and an output device. Word processing system. A combination of equipment employing automated technology, systematic procedures, and trained personnel for the primary purpose of manipulating human thoughts and verbal or written communications into a form suitable to the originator. The results are written or graphic presentations intended to communicate verbally or visually with another individual. Working day. All days excluding Saturday, Sunday, and legal holidays. Sec. 701.103 Policy. It is the policy of Department of the Navy to: (a) Ensure that all its personnel comply fully with 5 U.S.C. 552a, DoD Directive 5400.11 and DoD 5400.11-R, to protect individuals from unwarranted invasions of privacy. Individuals covered by this protection are living citizens of the U.S. or aliens lawfully admitted for permanent residence. A legal guardian of an individual or parent of a minor when acting on the individual's or minor's behalf, has the same rights as the individual or minor. (A member of the Armed Forces is not a minor for the purposes of this subpart and subpart G of this part). (b) Collect, maintain, and use only that personal information needed to support a Navy function or program as authorized by law or E.O., and disclose this information only as authorized by 5 U.S.C. 552a and this subpart and subpart G of this part. In assessing need, consideration shall be given to alternatives, such as use of information not individually identifiable or use of sampling of certain data for certain individuals only. Additionally, consideration is to be given to the length of time information is needed, and the cost of maintaining the information compared to the risks and adverse consequences of not maintaining the information. (c) Keep only personal information that is timely, accurate, complete, and relevant to the purpose for which it was collected. (d) Let individuals have access to, and obtain copies of, all or portions of their records, subject to exemption procedures authorized by law and this subpart and subpart G of this part. (e) Let individuals request amendment of their records when discrepancies proven to be erroneous, untimely, incomplete, or irrelevant are noted. (f) Let individuals request an administrative review of decisions that deny them access, or refuse to amend their records. (g) Ensure that adequate safeguards are enforced to prevent misuse, unauthorized disclosure, alteration, or destruction of personal information in records. (h) Maintain no records describing how an individual exercises his or her rights guaranteed by the First Amendment (freedom of religion, political beliefs, speech, and press; peaceful assemblage; and petition for redress of grievances), unless they are: (1) Expressly authorized by statute; (2) Authorized by the individual; (3) Within the scope of an authorized law enforcement activity; or (4) For the maintenance of certain items of information relating to religious affiliation for members of the naval service who are chaplains. This should not be construed, however, as restricting or excluding solicitation of information which the individual is willing to have in his or her record concerning religious preference, particularly that required in emergency situations. (5) Maintain only systems of records which have been published in the Federal Register, in accordance with periodic Chief of Naval Operations Notes (OPNAVNOTEs) 5211 and Sec. 701.105. These OPNAVNOTEs 5211 provide a listing of all Department of the Navy Privacy Act systems of records and identify the Office of Personnel Management (OPM) government-wide systems containing information on Department of the Navy civilian employees, even though technically, Department of the Navy does not have cognizance over them. A Privacy Act systems notice outlines what kinds of information may be collected and maintained by naval activities. When collecting/maintaining information in a Privacy Act system of records, review the systems notice to ensure activity compliance is within the scope of the system. If you determine the systems notice does not meet your needs, contact the systems manager or Chief of Naval Operations (N09B30) with your concerns so that amendment of the system may be considered. Sec. 701.104 Responsibility and authority. (a) Chief of Naval Operations (CNO). CNO is designated as the official responsible for administering and supervising the execution of 5 U.S.C. 552a, DoD Directive 5400.11, and DoD 5400.11-R. CNO has designated the Assistant Vice Chief of Naval Operations (N09B30) as principal Privacy Act Coordinator for the Department of the Navy to: (1) Set Department of the Navy policy on the provisions of the Privacy Act. (2) Serve as principal advisor on all Privacy Act matters. (3) Oversee the administration of the Privacy Act program, which includes preparing the Department of the Navy Privacy Act report for submission to Congress. (4) Develop Navy-wide Privacy Act training program and serve as training-oversight manager. (5) Conduct staff assistance visits within Department of the Navy to review compliance with 5 U.S.C. 552a and this subpart and subpart G of this part. (6) Coordinate and prepare responses for Privacy Act requests received for Office of the Secretary of the Navy records. (b) Commandant of the Marine Corps (CMC). CMC is responsible for administering and supervising the execution of this subpart and subpart G of this part within the Marine Corps. The Commandant has designated the Director, Manpower Management Information Systems Division (HQMC (Code ARAD)) as the Privacy Act coordinator for Headquarters, U.S. Marine Corps. (c) Privacy Act Coordinator. Each addressee is responsible for implementing and administering a Privacy Act program under this subpart and subpart G of this part. Each addressee shall designate a Privacy Act Coordinator to: (1) Serve as principal point of contact on Privacy Act matters. (2) Provide training for activity/command personnel on the provisions of 5 U.S.C. 552a and this subpart and subpart G of this part. (3) Issue implementing instruction which designates the activity's Privacy Act Coordinator, Privacy Act records disposition, Privacy Act processing procedures, identification of Privacy Act systems of records under their cognizance, and training aids for those personnel involved with systems of records. (4) Review internal directives, practices, and procedures, including those having Privacy Act implications and where Privacy Act Statements (PASs) are needed. (5) Compile input and submit consolidated Privacy Act report to Echelon 2 Privacy Act Coordinator, who, in turn, will provide consolidated report to CNO (N09B30). (6) Maintain liaison with records management officials (i.e., maintenance and disposal procedures and standards, forms, and reports), as appropriate. (7) Provide guidance on handling Privacy Act requests and scope of Privacy Act exemptions. (8) Conduct staff assistance visits within command and lower echelon commands to ensure compliance with the Privacy Act. (9) Echelon 2 Privacy Act Coordinators shall provide CNO (N09B30) with a complete listing of all Privacy Act Coordinators under their jurisdiction. Such information should include activity name and address, office code, name of Privacy Act Coordinator, commercial and DSN telephone number, and FAX number, if applicable. (d) Release authority. Officials having cognizance over the requested subject matter are authorized to respond to requests for notification, access, and/or amendment of records. These officials could also be systems managers (see Sec. 701.104(g)). (e) Denial authority. Within the Department of the Navy, the following chief officials, their respective vice commanders, deputies, principal assistants, and those officials specifically designated by the chief official are authorized to deny requests, either in whole or in part, for notification, access and amendment, made under this subpart and subpart G of this part, when the records relate to matters within their respective areas of responsibility or chain of command: (1) Department of the Navy. Civilian Executive Assistants; CNO; CMC; Chief of Naval Personnel; Commanders of the Naval Systems Commands, Office of Naval Intelligence, Naval Security Group Command, Naval Imaging Command, and Naval Computer and Telecommunications Command; Chief, Bureau of Medicine and Surgery; Auditor General of the Navy; Naval Inspector General; Director, Office of Civilian Personnel Management; Chief of Naval Education and Training; Commander, Naval Reserve Force; Chief of Naval Research; Commander, Naval Oceanography Command; heads of Department of the Navy Staff Offices, Boards, and Councils; Flag Officers and General Officers. NJAG and his Deputy, and OGC and his Deputies are excluded from this grant of authorization. While NJAG and OGC are not denial authorities, they are authorized to further delegate the authority conferred here to other senior officers/officials within NJAG and OGC. (2) For the shore establishment.(i) All officers authorized under Article 22, Uniform Code of Military Justice (UCMJ) or designated in section 0120, Manual of the Judge Advocate General (JAGINST 5800.7C),\5\ to convene general courts-martial. \5\ Copies may be obtained: Judge Advocate General, Navy Department, 1322 Patterson Avenue, SE, Suite 3000, Washington Navy Yard, Washington, DC 20374-5066. (ii) Commander, Naval Investigative Service Command. (iii) Deputy Commander, Naval Legal Service Command. (3) In the Operating Forces. All officers authorized by Article 22, Uniform Code of Military Justice (UCMJ), or designated in section 0120, Manual of the Judge Advocate General (JAGINST 5800.7C), to convene general courts-martial. (f) Review authority. (1) The Assistant Secretary of the Navy (Manpower and Reserve Affairs), is the Secretary's designee, and shall act upon requests for administrative review of initial denials of requests for amendment of records related to fitness reports and performance evaluations of military personnel (see Sec. 701.111(c)(3)). (2) The Judge Advocate General and General Counsel, as the Secretary's designees, shall act upon requests for administrative review of initial denials of records for notification, access, or amendment of records, as set forth in Sec. 701.111(c)(2) and (4). (3) The authority of the Secretary of the Navy (SECNAV), as the head of an agency, to request records subject to the Privacy Act from an agency external to the Department of Defense for civil or criminal law enforcement purposes, under subsection (b)(7) of 5 U.S.C. 552a, is delegated to the Commandant of the Marine Corps, the Director of Naval Intelligence, the Judge Advocate General, and the General Counsel. (g) Systems manager. Systems managers, as designated in Department of the Navy's compilation of systems notices (periodic Chief of Naval Operations Notes (OPNAVNOTEs) 5211,\6\ ``Current Privacy Act Issuances'') shall: \6\ See footnote 3 to Sec. 701.101. (1) Ensure the system has been published in the Federal Register and that any additions or significant changes are submitted to CNO (N09B30) for approval and publication. The systems of records should be maintained in accordance with the systems notices as published in the periodic Chief of Naval Operations Notes (OPNAVNOTEs) 5211, ``Current Privacy Act Issuances.'' (2) Maintain accountability records of disclosures. (h) Department of the Navy employees. Each employee of the Department of the Navy has certain responsibilities for safeguarding the rights of others. These include: (1) Not disclosing any information contained in a system of records by any means of communication to any person or agency, except as authorized by this subpart and subpart G of this part. (2) Not maintaining unpublished official files which would fall under the provisions of 5 U.S.C. 552a. (3) Safeguarding the privacy of individuals and confidentiality of personal information contained in a system of records. Sec. 701.105 Systems of records. To be subject to this subpart and subpart G of this part, a ``system of records'' must consist of ``records'' that are retrieved by the name, or some other personal identifier, of an individual and be under the control of Department of the Navy. (a) Retrieval practices. (1) Records in a group of records that are not retrieved by personal identifiers are not covered by this subpart and subpart G of this part, even if the records contain information about individuals and are under the control of Department of the Navy. The records must be retrieved by personal identifiers to become a system of records. (2) If records previously not retrieved by personal identifiers are rearranged so they are retrieved by personal identifiers, a new system notice must be submitted in accordance with Sec. 701.107. (3) If records in a system of records are rearranged so retrieval is no longer by personal identifiers, the records are no longer subject to this subpart and subpart G of this part and the records system notice should be deleted in accordance with Sec. 701.107. (b) Recordkeeping standards. A record maintained in a system of records subject to this subpart and subpart G of this part must meet the following criteria: (1) Be accurate. All information in the record must be factually correct. (2) Be relevant. All information contained in the record must be related to the individual who is the record subject and also must be related to a lawful purpose or mission of the Department of the Navy activity maintaining the record. (3) Be timely. All information in the record must be reviewed periodically to ensure that it has not changed due to time or later events. (4) Be complete. It must be able to stand alone in accomplishing the purpose for which it is maintained. (5) Be necessary. All information in the record must be needed to accomplish a Department of the Navy mission or purpose established by Federal Law or E.O. of the President. (c) Authority to establish systems of records. Identify the specific Federal statute or E.O. of the President that authorizes maintaining each system of records. When a naval activity uses its ``internal housekeeping'' statute, i.e., 5 U.S.C. 301, Departmental Regulations, the naval instruction that implements the statute should also be identified. A statute or E.O. authorizing a system of records does not negate the responsibility to ensure the information in the system of records is relevant and necessary. (d) Exercise of First Amendment rights. (1) Do not maintain any records describing how an individual exercises rights guaranteed by the First Amendment of the U.S. Constitution unless expressly authorized by Federal law; the individual; or pertinent to and within the scope of an authorized law enforcement activity. (2) First amendment rights include, but are not limited to, freedom of religion, freedom of political beliefs, freedom of speech, freedom of the press, the right to assemble, and the right to petition. (e) System manager's evaluations and reviews. (1) Evaluate each new system of records. Before establishing a system of records, evaluate the information to be included and consider the following: (i) The relationship of each item of information to be collected and retained to the purpose for which the system is maintained (all information must be relevant to the purpose); (ii) The specific impact on the purpose or mission if each category of information is not collected (all information must be necessary to accomplish a lawful purpose or mission.); (iii) The ability to meet the informational needs without using personal identifiers (will anonymous statistical records meet the needs?); (iv) The length of time each item of information must be kept; (v) The methods of disposal; (vi) The cost of maintaining the information; and (vii) Whether a system already exists that serves the purpose of the new system. (2) Evaluate and review all existing systems of records. (i) When an alteration or amendment of an existing system is prepared pursuant to Sec. 701.107(b) and (c), do the evaluation described in paragraph (e) of this section. (ii) Conduct the following reviews annually and be prepared to report, in accordance with Sec. 701.104(c)(8), the results and corrective actions taken to resolve problems uncovered. (A) Training practices to ensure all personnel are familiar with the requirements of 5 U.S.C. 552a, and DoD Directive 5400.11, ``DoD Privacy Program'', this subpart and subpart G of this part, and any special needs their specific jobs entail. (B) Recordkeeping and disposal practices to ensure compliance with this subpart and subpart G of this part. (C) Ongoing computer matching programs in which records from the system have been matched with non-DoD records to ensure that the requirements of Sec. 701.115 have been met. (D) Actions of Department of the Navy personnel that resulted in either Department of the Navy being found civilly liable or a person being found criminally liable under 5 U.S.C. 552a, to determine the extent of the problem and find the most effective way of preventing the problem from occurring in the future. (E) Each system of records notice to ensure it accurately describes the system. Where major changes are needed, alter the system notice in accordance with Sec. 701.107(b). If minor changes are needed, amend the system notice pursuant to Sec. 701.107(c). (iii) Every even-numbered year, review a random sample of Department of the Navy contracts that provide for the operation of a system of records to accomplish a Department of the Navy function, to ensure the wording of each contract complies with the provisions of 5 U.S.C. 552a and paragraph (h) of this section. (iv) Every three years, beginning in 1992, review the routine use disclosures associated with each system of records to ensure the recipient's use of the records continues to be compatible with the purpose for which the information was originally collected. (v) Every three years, beginning in 1993, review each system of records for which exemption rules have been established to determine whether each exemption is still needed. (vi) When directed, send the reports through proper channels to the CNO (N09B30). (f) Discontinued information requirements. (1) Immediately stop collecting any category or item of information about individuals that is no longer justified, and when feasible, remove the information from existing records. (2) Do not destroy records that must be kept in accordance with retention and disposal requirements established under SECNAVINST 5212.5,\7\ ``Disposal of Navy and Marine Corps Records.'' \7\ Copies may be obtained: OPNAV/SECNAV Directives Control Office, Washington Navy Yard, Building 200, Washington, DC 20350- 2000. (g) Review records before disclosing outside the Federal government. Before disclosing a record from a system of records to anyone outside the Federal government, take reasonable steps to ensure the record which is being disclosed is accurate, relevant, timely, and complete for the purposes it is being maintained. (h) Federal government contractors.--(1) Applicability to Federal government contractors. (i) When a naval activity contracts for the operation of a system of records to accomplish its function, the activity must ensure compliance with this subpart and subpart G of this part and 5 U.S.C. 552a. For the purposes of the criminal penalties described in 5 U.S.C. 552a, the contractor and its employees shall be considered employees of the agency during the performance of the contract. (ii) Consistent with parts 24 and 52 of the Federal Acquisition Regulation (FAR), contracts for the operation of a system of records shall identify specifically the record system and the work to be performed, and shall include in the solicitations and resulting contract the terms as prescribed by the FAR. (iii) If the contractor must use records that are subject to this subpart and subpart G of this part to perform any part of a contract, the contractor activities are subject to this subpart and subpart G of this part. (iv) This subpart and subpart G of this part do not apply to records of a contractor that are: (A) Established and maintained solely to assist the contractor in making internal contractor management decisions, such as records maintained by the contractor for use in managing the contract; (B) Maintained as internal contractor employee records, even when used in conjunction with providing goods or services to the naval activity; (C) Maintained as training records by an educational organization contracted by a naval activity to provide training when the records of the contract students are similar to and commingled with training records of other students, such as admission forms, transcripts, and academic counseling and similar records; or (D) Maintained by a consumer reporting agency to which records have been disclosed under contract in accordance with 31 U.S.C. 952d. (v) For contracting that is subject to this subpart and subpart G of this part, naval activities shall publish instructions that: (A) Furnish Privacy Act guidance to personnel who solicit, award, or administer Government contracts; (B) Inform prospective contractors of their responsibilities under this subpart and subpart G of this part and the Department of the Navy Privacy Program; (C) Establish an internal system for reviewing contractor's performance for compliance with the Privacy Act; and (D) Provide for the biennial review of a random sample of contracts that are subject to this subpart and subpart G of this part. (2) Contracting procedures. The Defense Acquisition Regulatory (DAR) Council, which oversees the implementation of the FAR within the Department of Defense, is responsible for developing the specific policies and procedures for soliciting, awarding, and administering contracts that are subject to this subpart and subpart G of this part and 5 U.S.C. 552a. (3) Contractor compliance. Naval activities shall establish contract surveillance programs to ensure contractors comply with the procedures established by the DAR Council under the preceding subparagraph. (4) Disclosing records to contractors. Disclosing records to a contractor for use in performing a contract let by a naval activity is considered a disclosure within Department of the Navy. The contractor is considered the agent of Department of the Navy when receiving and maintaining the records for that activity. Sec. 701.106 Safeguarding records in systems of records. Establish appropriate administrative, technical, and physical safeguards to ensure the records in every system of records are protected from unauthorized alteration, destruction, or disclosure. Protect the records from reasonably anticipated threats or hazards that could result in substantial harm, embarrassment, inconvenience, or unfairness to any individual on whom information is maintained. (a) Minimum standards. (1) Conduct risk analysis and management planning for each system of records. Consider sensitivity and use of the records, present and projected threats and vulnerabilities, and present and projected cost-effectiveness of safeguards. The risk analysis may vary from an informal review of a small, relatively insensitive system to a formal, fully quantified risk analysis of a large, complex, and highly sensitive system. (2) Train all personnel operating a system of records or using records from a system of records in proper record security procedures. (3) Label information exempt from disclosure under this subpart and subpart G of this part to reflect their sensitivity, such as ``FOR OFFICIAL USE ONLY,'' ``PRIVACY ACT SENSITIVE: DISCLOSE ON A NEED-TO- KNOW BASIS ONLY,'' or some other statement that alerts individuals of the sensitivity to the records. (4) Administer special administrative, physical, and technical safeguards to protect records processed or stored in an automated data processing or word processing system to protect them from threats unique to those environments. (b) Records disposal. (1) Dispose of records from systems of records so as to prevent inadvertent disclosure. Disposal methods are considered adequate if the records are rendered unrecognizable or beyond reconstruction (i.e., such as tearing, burning, melting, chemical decomposition, burying, pulping, pulverizing, shredding, or mutilation). Magnetic media may be cleared by completely erasing, overwriting, or degaussing the tape. (2) The transfer of large volumes of records (e.g., printouts and computer cards) in bulk to a disposal activity such as a Defense Reutilization and Marketing Office for authorized disposal is not a disclosure of records, if the volume of records, coding of the information, or some other factor render it impossible to recognize any personal information about a specific individual. (3) When disposing or destroying large quantities of records from a system of records, care must be taken to ensure that the bulk of the records is maintained to prevent easy identification of specific records. If such bulk is maintained, no special procedures are required. If bulk is not maintained, or if the form of the records makes individually identifiable information easily discernable, dispose of the records in accordance with paragraph (b)(1) of this section. Sec. 701.107 Criteria for creating, altering, amending and deleting Privacy Act systems of records. (a) Criteria for a new system of records. A new system of records is one for which no existing system notice has been published in the Federal Register. If a notice for a system of records has been canceled or deleted, and it is determined that it should be reinstated or reused, a new system notice must be published in the Federal Register. Advance public notice must be given before a naval activity may begin to collect information for or use a new system of records. The following procedures apply: (1) Describe in the record system notice the contents of the record system and the purposes and routine uses for which the information will be used and disclosed. (2) The public shall be given 30 days to comment on any proposed routine uses before the routine uses are implemented. (3) The notice shall contain the date the system of records will become effective. (b) Criteria for an alteration to a system of records notice. A system is considered altered when any one of the following actions occur or is proposed: (1) A significant increase or change in the number or types of individuals about whom records are maintained. For example, a decision to expand a system of records that originally covered personnel assigned to only one naval activity to cover personnel at several installations would constitute an altered system. An increase or decrease in the number of individuals covered due to normal growth or decrease is not an alteration. (2) A change that expands the types or categories of information maintained. For example, a personnel file that has been expanded to include medical records would be an alteration. (3) A change that alters the purpose for which the information is used. In order to be an alteration, the change must be one that is not reasonably inferred from any of the existing purposes. (4) A change to equipment configuration (either hardware or software) that creates substantially greater use of records in the system. For example, placing interactive computer terminals at regional offices when the system was formerly used only at the headquarters would be an alteration. (5) A change in the manner in which records are organized or in the method by which records are retrieved. (6) Combining record systems due to a reorganization within Department of the Navy. (7) Retrieving by Social Security Numbers (SSNs), records that previously were retrieved only by names would be an alteration if the present notice failed to indicate retrieval by SSNs. An altered system of records must be published in the Federal Register. Submission for an alteration must contain a narrative statement, the specific changes altering the system, and the system of records notice. (c) Criteria for amending a systems of records notice. Minor changes to published system of records notices are considered amendments. All amendments should be forwarded to CNO (N09B30) for publication in the Federal Register. When submitting an amendment to a system of records notice, the naval activity must include a description of the specific changes proposed and the system of records notice. (d) Criteria for deleting a system of records notice. When a system of records is discontinued, incorporated into another system, or determined to be no longer subject to this subpart and subpart G of this part, a deletion notice must be published in the Federal Register. The deletion notice shall include the system identification number, system name, and the reason for deleting it. If a system is deleted through incorporation into or merger with another system, identify the successor system in the deletion notice. Sec. 701.108 Collecting information about individuals. (a) Collecting directly from the individual. To the greatest extent practicable, collect information for systems of records directly from the individual to whom the record pertains if the record may be used to make an adverse determination about the individual's rights, benefits, or privileges under the Federal programs. (b) Collecting information about individuals from third persons. It might not always be practical to collect all information about an individual directly from that person, such as verifying information through other sources for security or employment suitability determinations; seeking other opinions, such as a supervisor's comments on past performance or other evaluations; obtaining the necessary information directly from the individual would be exceptionally difficult or would result in unreasonable costs or delays; or, the individual requests or consents to contacting another person to obtain the information. (c) Soliciting the social security number (SSN). (1) It is unlawful for any Federal, State, or local government agency to deny an individual a right, benefit, or privilege provided by law because the individual refuses to provide his or her SSN. However, this prohibition does not apply if a Federal law requires that the SSN be provided, or the SSN is required by a law or regulation adopted before January 1, 1975, to verify the individual's identity for a system of records established and in use before that date. (2) Before requesting an individual to provide the SSN, the individual must be advised whether providing the SSN is mandatory or voluntary; by what law or other authority the SSN is solicited; and what uses will be made of the SSN. (3) The preceding advice relates only to the SSN. If other information about the individual is solicited for a system of records, a Privacy Act statement (PAS) also must be provided to him/ her. (4) The notice published in the Federal Register for each system of records containing SSNs solicited from individuals must indicate the authority for soliciting the SSNs and whether it is mandatory for the individuals to provide their SSNs. E.O. 9397 requires federal agencies to use SSNs as numerical identifiers for individuals in most federal records systems, however, it does not make it mandatory for individuals to provide their SSNs. (5) When entering military service or civilian employment with the Department of the Navy, individuals must provide their SSNs. This is then the individual's numerical identifier and is used to establish personnel, financial, medical, and other official records (as authorized by E.O. 9397). The individuals must be given the notification described above. Once the individual has provided his or her SSN to establish the records, a notification is not required when the SSN is requested only for identification or to locate the records. (6) The Federal Personnel Manual \8\ must be consulted when soliciting SSNs for use in systems of records maintained by the Office of Personnel Management. \8\ Copies may be obtained: Office of Personnel Management, 1900 E Street, Washington, DC 20415. (7) A Department of the Navy activity may request an individual's SSN even though it is not required by Federal statute, or is not for a system of records in existence and operating prior to January 1, 1975. However, the separate Privacy Act Statement for the SSN, alone, or a merged Privacy Act Statement covering both the SSN and other items of personal information, must make clear that disclosure of the number is voluntary. If the individual refuses to disclose his or her SSN, the activity must be prepared to identify the individual by alternate means. (d) Contents of Privacy Act Statement. (1) When an individual is requested to furnish information about himself/herself for a system of records, a Privacy Act Statement must be provided to the individual, regardless of the method used to collect the information (i.e., forms, personal or telephonic interview, etc). If the information requested will not be included in a system of records, a Privacy Act Statement is not required. (2) The Privacy Act Statement shall include the following: (i) The Federal law or E.O. that authorizes collecting the information (i.e., E.O. 9397 authorizes collection of SSNs); (ii) Whether or not it is mandatory for the individual to provide the requested information (It is only mandatory when a Federal law or E.O. of the President specifically imposes a requirement to furnish the information and provides a penalty for failure to do so. If furnishing information is a condition for granting a benefit or privilege voluntarily sought by the individual, it is voluntary for the individual to give the information.); (iii) The principle purposes for collecting the information; (iv) The routine uses that will be made of the information (i.e., to whom and why it will be disclosed outside the Department of Defense); and (v) The possible effects on the individual if the requested information is not provided. (3) The Privacy Act Statement must appear on the form used to collect the information or on a separate form that can be retained by the individual collecting the information. If the information is collected by means other than a form completed by the individual, i.e., solicited over the telephone, the Privacy Act Statement should be read to the individual and if requested by the individual, a copy sent to him/her. There is no requirement that the individual sign the Privacy Act Statement. (e) Format for Privacy Act Statement. When forms are used to collect information about individuals for a system of records, the Privacy Act Statement shall appear as follows (listed in the order of preference): (1) Immediately below the title of the form, (2) Elsewhere on the front page of the form (clearly indicating it is the Privacy Act Statement), (3) On the back of the form with a notation of its location below the title of the form, or (4) On a separate form which the individual may keep. Sec. 701.109 Access to records. (a) Individual access to records. (1) Right of access. Only individuals who are subjects of records maintained in systems of records and by whose personal identifiers the records are retrieved have the right of individual access under this subpart and subpart G of this part, unless they provide written authorization for their representative to act on their behalf. Legal guardians or parents acting on behalf of a minor child also have the right of individual access under this subpart and subpart G of this part. (2) Notification of record's existence. Each naval activity shall establish procedures for notifying an individual, in response to his or her request, if a system of records identified by him/her contains a record pertaining to the individual. (3) Individual request for access. Individuals shall address requests for access to records in systems of records to the system manager or the office designated in the Department of the Navy compilation of system notices (periodic Chief of Naval Operations Notes (OPNAVNOTEs) 5211, ``Current Privacy Act Issuances''). (4) Verifying identity. (i) An individual shall provide reasonable verification of identity before obtaining access to records. (ii) When requesting records in writing, naval activities may not insist that a requester submit a notarized signature. The courts have ruled that an alternative method of verifying identity must be established for individuals who do not have access to notary services. This alternative permits requesters to provide an unsworn declaration that states ``I declare under perjury or penalty under the laws of the United States of America that the foregoing is true and correct.'' (iii) When an individual seeks access in person, identification can be verified by documents normally carried by the individual (i.e., identification card, driver's license, or other license, permit or pass normally used for identification purposes). (iv) When access is requested other than in writing, identity may be verified by the individual's providing minimum identifying data such as full name, date and place of birth, or other information necessary to locate the record sought. If the information sought is sensitive, additional identifying data may be required. Telephonic requests should not be honored. (v) Allow an individual to be accompanied by a person of his or her choice when viewing the record; however, require the individual to provide written authorization to have the record discussed in front of the other person. (vi) Do not deny access to an individual who is the subject of the record solely for refusing to divulge his or her SSN, unless it is the only means of retrieving the record or verifying identity. (vii) Do not require the individual to explain why he or she is seeking access to a record under this subpart and subpart G of this part. (viii) Only a designated denial authority may deny access. The denial must be in writing and contain the information required by paragraph (d) of this section. (5) Blanket requests not honored. Do not honor requests from individuals for notification and/or access concerning all Department of the Navy systems of records. In these instances, notify the individual that requests for notification and/or access must be directed to the appropriate system manager for the particular record system being requested, as indicated in the periodic Chief of Naval Operations Notes (OPNAVNOTEs) 5211, ``Current Privacy Act Issuances''; and the request must either designate the particular system of records to be searched, or provide sufficient information for the system manager to identify the appropriate system. Also, provide the individual with any other information needed for obtaining consideration of his or her request. (6) Granting individual access to records. (i) Grant the individual access to the original record (or exact copy) without any changes or deletions, other than those made in accordance with Sec. 701.113. (ii) Grant the individual's request for an exact copy of the record, upon the signed authorization of the individual, and provide a copy to anyone designated by the individual. In either case, the copying fees may be assessed to the individual pursuant to Sec. 701.109(b). (iii) If requested, explain any record or portion of a record that is not understood, as well as any changes or deletions. (7) Illegible or incomplete records. Do not deny an individual access solely because the physical condition or format of the record does not make it readily available (i.e., when the record is in a deteriorated state or on magnetic tape). Either prepare an extract or recopy the document exactly. (8) Access by parents and legal guardians. (i) The parent of any minor, or the legal guardian of any individual declared by a court of competent jurisdiction to be incompetent due to physical or mental incapacity or age, may obtain access to the record of the minor or incompetent individual if the parent or legal guardian is acting on behalf or for the benefit of the minor or incompetent. However, with respect to access by parents and legal guardians to medical records and medical determinations about minors, use the following procedures: (A) In the United States, the laws of the state where the records are located might afford special protection to certain medical records (i.e., drug and alcohol abuse treatment, and psychiatric records). The state statutes might apply even if the records are maintained by a naval medical facility. (B) For installations located outside the U.S., the parent or legal guardian of a minor shall be denied access if all four of the following conditions are met: (1) The minor at the time of the treatment or consultation was 15, 16, or 17 years old; (2) The treatment or consultation was within a program authorized by law or regulation to provide confidentiality to the minor; (3) The minor indicated a desire that the treatment or consultation record be handled in confidence and not disclosed to a parent or guardian; and (4) The parent or legal guardian does not have the written authorization of the minor or a valid court order granting access. (ii) A minor or incompetent has the same right of access as any other individual under this subpart and subpart G of this part. The right of access of the parent or legal guardian is in addition to that of the minor or incompetent. (9) Access to information compiled in reasonable anticipation of a civil proceeding. (i) An individual is not entitled under this subpart and subpart G of this part to access information compiled in reasonable anticipation of a civil action or proceeding. (ii) The term ``civil action or proceeding'' includes quasi- judicial and pre-trial judicial proceedings, as well as formal litigation. (iii) Paragraphs (a)(9)(i) and (ii) of this section do not prohibit access to records compiled or used for purposes other than litigation, nor prohibit access to systems of records solely because they are frequently subject to litigation. The information must have been compiled for the primary purpose of litigation. (10) Personal notes or records not under the control of the Department of the Navy. (i) Certain documents under the control of a Department of the Navy employee and used to assist him/her in performing official functions are not considered Department of the Navy records within the meaning of this subpart and subpart G of this part. These documents are not systems of records that are subject to this subpart and subpart G of this part, if they are: (A) Maintained and discarded solely at the discretion of the author; (B) Created only for the author's personal convenience; (C) Not the result of official direction or encouragement, whether oral or written; and (D) Not shown to other persons for any reason or filed in agency files. (11) Relationship between the Privacy Act and FOIA. In some instances, individuals requesting access to records pertaining to themselves may not know which Act to cite as the appropriate statutory authority. The following guidelines are to ensure that the individuals receive the greatest degree of access under both Acts: (i) Access requests that specifically state or reasonably imply that they are made under 5 U.S.C. 552 (1988) as amended by the Freedom of Information Reform Act of 1986, are processed under Secretary of the Navy Instruction 5720.42F, ``Department of the Navy Freedom of Information Act Program.'' (ii) Access requests that specifically state or reasonably imply that they are made under 5 U.S.C. 552a are processed under this subpart and subpart G of this part. (iii) Access requests that cite both 5 U.S.C. 552a, as amended by the Computer Matching Act of 1988 and 5 U.S.C. 552 (1988) as amended by the Freedom of Information Reform Act are processed under the Act that provides the greater degree of access. Inform the requester which instruction was used in granting or denying access. (iv) Do not penalize the individual access to his or her records otherwise releasable under 5 U.S.C. 552a and periodic Chief of Naval Operations Notes (OPNAVNOTEs) 5211, ``Current Privacy Act Issuances'', simply because he or she failed to cite the appropriate statute or instruction. (12) Time limits. Acknowledge requests for access made under Privacy Act or this subpart and subpart G of this part within 10 working days after receipt, and advise the requester of your decision to grant/deny access within 30 working days. (b) Reproduction fees. Normally, only one copy of any record or document will be provided. Checks or money orders for fees should be made payable to the Treasurer of the United States and deposited to the miscellaneous receipts of the treasury account maintained at the finance office servicing the activity. (1) Fee schedules shall include only the direct cost of reproduction and shall not include costs of: (i) Time or effort devoted to searching for or reviewing the record by naval personnel; (ii) Fees not associated with the actual cost of reproduction; (iii) Producing a copy when it must be provided to the individual without cost under another regulation, directive, or law; (iv) Normal postage; (v) Transportation of records or personnel; or (vi) Producing a copy when the individual has requested only to review the record and has not requested a copy to keep, and the only means of allowing review is to make a copy (e.g., the record is stored in a computer and a copy must be printed to provide individual access, or the naval activity does not wish to surrender temporarily the original record for the individual to review). (2) Fee schedules. (i) Office copy (per page)............$.10 (ii) Microfiche (per fiche)............$.25 (3) Fee waivers. Waive fees automatically if the direct cost of reproduction is less than $15, unless the individual is seeking an obvious extension or duplication of a previous request for which he or she was granted a waiver. Decisions to waive or reduce fees that exceed $15 are made on a case-by-case basis. (c) Denying individual access. (1) Deny the record subject access to requested record only if it was compiled in reasonable anticipation of a civil action or proceeding or is in a system of records that has been exempt from the access provisions of Sec. 701.113. (2) Deny the individual access only to those portions of the record for which the denial will serve a legitimate government purpose. An individual may be refused access for failure to comply with established procedural requirements, but must be told the specific reason for the refusal and the proper access procedures. (3) Deny the individual access to his or her medical and psychological records if it is determined that access could have an adverse affect on the mental or physical health of the individual. This determination normally should be made in consultation with a medical practitioner. If it is medically indicated that access could have an adverse mental or physical effect on the individual, provide the record to a medical practitioner named by the individual, along with an explanation of why access without medical supervision could be harmful to the individual. In any case, do not require the named medical practitioner to request the record for the individual. If, however, the individual refuses or fails to designate a medical practitioner, access shall be refused. The refusal is not considered a denial for reporting purposes under the Privacy Act. (d) Notifying the individual. Written denial of access must be given to the individual. The denial letter shall include: (1) The name, title, and signature of a designated denial authority; (2) The date of the denial; (3) The specific reason for the denial, citing the appropriate subsections of 5 U.S.C. 552a or this subpart and subpart G of this part authorizing the denial; (4) The individual's right to appeal the denial within 60 calendar days of the date the notice is mailed; and (5) The title and address of the review authority. Sec. 701.110 Amendment of records. (a) Individual review and amendment. Encourage individuals to review periodically, the information maintained about them in systems of records, and to avail themselves of the amendment procedures established by this subpart and subpart G of this part. (1) Right to amend. An individual may request to amend any record retrieved by his or her personal identifier from a system of records, unless the system has been exempt from the amendment procedures under this subpart. Amendments under this subpart and subpart G of this part are limited to correcting factual matters, not matters of opinion (i.e., information contained in evaluations of promotion potential or performance appraisals). When records sought to be amended are covered by another issuance, the administrative procedures under that issuance must be exhausted before using the Privacy Act. In other words, the Privacy Act may not be used to avoid the administrative procedures required by the issuance actually covering the records in question. (2) In writing. Amendment requests shall be in writing, except for routine administrative changes, such as change of address. (3) Content of amendment request. An amendment request must include a description of the information to be amended; the reason for the amendment; the type of amendment action sought (i.e., deletion, correction, or addition); and copies of available documentary evidence supporting the request. (b) Burden of proof. The individual must provide adequate support for the request. (c) Verifying identity. The individual may be required to provide identification to prevent the inadvertent or intentional amendment of another's record. Use the verification guidelines provided in Sec. 701.109(a)(4). (d) Limits on amending judicial and quasi-judicial evidence and findings. This subpart and subpart G of this part do not permit the alteration of evidence presented in the course of judicial or quasi- judicial proceedings. Amendments to such records must be made in accordance with procedures established for such proceedings. This subpart and subpart G of this part do not permit a collateral attack on a judicial or quasi-judicial finding; however, this subpart and subpart G of this part may be used to challenge the accuracy of recording the finding in a system of records. (e) Standards for amendment request determinations. The record which the individual requests to be amended must meet the recordkeeping standards established in Sec. 701.105. The record must be accurate, relevant, timely, complete, and necessary. If the record in its present state does not meet each of the criteria, grant the amendment request to the extent necessary to meet them. (f) Time limits. Within 10 working days of receiving an amendment request, the systems manager shall provide the individual a written acknowledgement of the request. If action on the amendment request is completed within the 10 working days and the individual is so informed, no separate acknowledgment is necessary. The acknowledgment must clearly identify the request and advise the individual when to expect notification of the completed action. Only under exceptional circumstances should more than 30 working days be required to complete the action on an amendment request. (g) Granting an amendment request in whole or in part.--(1) Notify the requester. To the extent the amendment request is granted, the systems manager shall notify the individual and make the appropriate amendment. (2) Notify previous recipients. Notify all previous recipients of the information (as reflected in the disclosure accounting record) that the amendment has been made and provide each a copy of the amended record. Recipients who are known to be no longer retaining the record need not be advised of the amendment. If it is known that other naval activities, DoD components, or Federal agencies have been provided the information that now requires amendment, or if the individual requests that these agencies be notified, provide the notification of amendment even if those activities or agencies are not listed on the disclosure accounting form. (h) Denying an amendment request in whole or in part. If the amendment request is denied in whole or in part, promptly notify the individual in writing. Include in the notification to the individual the following: (1) Those sections of 5 U.S.C. 552a or this subpart and subpart G of this part upon which the denial is based; (2) His or her right to appeal to the head of the activity for an independent review of the initial denial; (3) The procedures for requesting an appeal, including the title and address of the official to whom the appeal should be sent; and (4) Where the individual can receive assistance in filing the appeal. (i) Requests for amending OPM records. The records in an OPM government-wide system of records are only temporarily in the custody of naval activities. Requests for amendment of these records must be processed in accordance with OPM Regulations and the Federal Personnel Manual. The denial authority may deny a request, but all denials are subject to review by the Assistant Director for Workforce Information, Personnel Systems Oversight Group, Office of Personnel Management, 1900 E Street, NW, Washington, DC 20415. (j) Individual's statement of disagreement. (1) If the review authority refuses to amend the record as requested, the individual may submit a concise statement of disagreement listing the reasons for disagreeing with the refusal to amend. (2) If possible, incorporate the statement of disagreement into the record. If that is not possible, annotate the record to reflect that the statement was filed and maintain the statement so that it can be readily obtained when the disputed information is used or disclosed. (3) Furnish copies of the statement of disagreement to all individuals listed on the disclosure accounting form (except those known to be no longer retaining the record), as well as to all other known holders of copies of the record. (4) Whenever the disputed information is disclosed for any purpose, ensure that the statement of disagreement also is used or disclosed. (k) Department of the Navy statement of reasons. (1) If the individual files a statement of disagreement, the naval activity may file a statement of reasons containing a concise summary of the activity's reasons for denying the amendment request. (2) The statement of reasons shall contain only those reasons given to the individual by the appellate official and shall not contain any comments on the individual's statement of disagreement. (3) At the discretion of the naval activity, the statement of reasons may be disclosed to those individuals, activities, and agencies that receive the statement of disagreement. Sec. 701.111 Privacy Act appeals. (a) How to file an appeal. The following guidelines shall be followed by individuals wishing to appeal a denial of notification, access, or amendment of records. (1) The appeal must be received by the cognizant review authority (i.e., ASN (MRA), NJAG, OGC, or OPM) within 60 calendar days of the date of the response. (2) The appeal must be in writing and requesters should provide a copy of the denial letter and a statement of their reasons for seeking review. (b) Time of receipt. The time limits for responding to an appeal commence when the appeal reaches the office of the review authority having jurisdiction over the record. Misdirected appeals should be referred expeditiously to the proper review authority. (c) Review authorities. ASN (MRA), NJAG, and OGC are authorized to adjudicate appeals made to SECNAV. NJAG and OGC are further authorized to delegate this authority to a designated Assistant NJAG and the Principal Deputy General or Deputy General Counsel, respectively, under such terms and conditions as they deem appropriate. (1) If the record is from a civilian Official Personnel Folder or is contained on any other OPM forms, send the appeal to the Assistant Director for Workforce Information, Personnel Systems and Oversight Group, Office of Personnel Management, 1900 E Street, NW, Washington, DC 20415. Records in all systems of records maintained in accordance with the OPM government-wide systems notices are only in the temporary custody of the Department of the Navy. (2) If the record pertains to the employment of a present or former Navy and Marine Corps civilian employee, such as Navy or Marine Corps civilian personnel records or an employee's grievance or appeal file, to the General Counsel, Navy Department, 720 Kennon Street, SE, Washington Navy Yard, Building 36, Washington, DC 20374-5012. (3) If the record pertains to a present or former military member's fitness reports or performance evaluations to the Assistant Secretary of the Navy (Manpower and Reserve Affairs), Navy Department, Washington, DC 20350-1000. (4) All other records dealing with present or former military members to the Judge Advocate General, Navy Department, 1322 Patterson Avenue, SE, Suite 3000, Washington Navy Yard, Washington, DC 20374-5066. (d) Appeal procedures. (1) If the appeal is granted, the review authority shall advise the individual that his or her appeal has been granted and provide access to the record being sought. (2) If the appeal is denied totally or in part, the appellate authority shall advise the reason(s) for denying the appeal, citing the appropriate subsections of 5 U.S.C. 552a or this subpart and subpart G of this part that apply; the date of the appeal determination; the name, title, and signature of the appellate authority; and a statement informing the requester of his or her right to seek judicial relief in the Federal District Court. (e) Final action, time limits and documentation. (1) The written appeal notification granting or denying access is the final naval activity action on the initial request for access. (2) All appeals shall be processed within 30 working days of receipt, unless the appellate authority finds that an adequate review cannot be completed within that period. If additional time is needed, notify the applicant in writing, explaining the reason for the delay and when the appeal will be completed. (f) Denial of appeal by activity's failure to act. An individual may consider his or her appeal denied if the appellate authority fails to: (1) Take final action on the appeal within 30 working days of receipt when no extension of time notice was given; or (2) Take final action within the period established by the notice to the appellate authority of the need for an extension of time to complete action on the appeal. Sec. 701.112 Disclosure of records. (a) Conditions of disclosure. (1) 5 U.S.C. 552a prohibits an agency from disclosing any record contained in a system of records to any person or agency, except when the record subject gives written consent for the disclosure or when one of the 12 conditions listed below in this subsection applies. (2) Except for disclosures made under 5 U.S.C. 552 (1988) as amended by the Freedom of Information Reform Act of 1986 and Secretary of the Navy Instruction 5720.42F, ``Department of the Navy Freedom of Information Act Program,'' before disclosing any record from a system of records to any recipient other than a Federal agency, make reasonable efforts to ensure the record is accurate, relevant, timely, and complete for Department of the Navy purposes. Records discovered to have been improperly filed in the system of records should be removed before disclosure. (i) If validation cannot be obtained from the record itself, the naval activity may contact the record subject (if reasonably available) to verify the accuracy, timeliness, completeness, and relevancy of the information. (ii) If validation cannot be obtained from the record and the record subject is not reasonably available, advise the recipient that the information is believed to be valid as of a specific date and reveal any factors bearing on the validity of the information. (b) Nonconsensual disclosures. 5 U.S.C. 552a provides 12 instances when a record in a system of records may be disclosed without the written consent of the record subject: (1) Disclosures within the Department of Defense. For purposes of disclosing records, the Department of Defense is considered a single agency; hence, a record may be disclosed to any officer or employee in the Department of Defense (including private contractor personnel who are engaged to perform services needed in connection with the operation of a system of records for a DoD component), who have a need for the record in the performance of their duties, provided this use is compatible with the purpose for which the record is maintained. This provision is based on the ``need to know'' concept. (i) For example, this may include disclosure to personnel managers, review boards, discipline officers, courts-martial personnel, medical officers, investigating officers, and representatives of the Judge Advocate General, Auditor General, Naval Inspector General, or the Naval Investigative Service, who require the information in order to discharge their official duties. Examples of personnel outside the Department of the Navy who may be included are: Personnel of the Joint Staff, Armed Forces Entrance and Examining Stations, Defense Investigative Service, or the other military departments, who require the information in order to discharge an official duty. (ii) It may also include the transfer of records between naval components and non-DoD agencies in connection with the Personnel Exchange Program (PEP) and interagency support agreements. Disclosure accountings are not required for intra-agency disclosure and disclosures made in connection with interagency support agreements or the PEP. Although some disclosures authorized by this paragraph might also meet the criteria for disclosure under other exceptions specified in the following paragraphs of this section, they should be treated under this paragraph for disclosure accounting purposes. (2) Disclosures required by the FOIA. (i) A record must be disclosed if required by 5 U.S.C. 552 (1988) as amended by the Freedom of Information Reform Act of 1986, which is implemented by Secretary of the Navy Instruction 5720.42F, ``Department of the Navy Freedom of Information Act Program.'' (ii) 5 U.S.C. 552 (1988) as amended by the Freedom of Information Reform Act of 1986 and Secretary of the Navy Instruction 5720.42F, ``Department of the Navy Freedom of Information Act Program'' require that records be made available to any person requesting them in writing, unless the record is exempt from disclosure under one of the nine FOIA exemptions. Therefore, if a record is not exempt from disclosure, it must be provided to the requester. (iii) Certain records, such as personnel, medical, and similar files, are exempt from disclosure under exemption (b)(6) of 5 U.S.C. 552 (1988) as amended by the Freedom of Information Act Reform Act of 1986. Under that exemption, disclosure of information pertaining to an individual can be denied only when the disclosure would be a clearly unwarranted invasion of personal privacy. The first step is to determine whether a viable personal privacy interest exists in these records involving an identifiable living person. The second step is to consider how disclosure would benefit the general public in light of the content and context of the information in question. The third step is to determine whether the identified public interests qualify for consideration. The fourth step is to balance the personal privacy interests against the qualifying public interest. Numerous factors must be considered such as: The nature of the information to be disclosed (i.e., Do individuals normally have an expectation of privacy in the type of information to be disclosed?); importance of the public interest served by the disclosure and probability of further disclosure which may result in an unwarranted invasion of privacy; relationship of the requester to the public interest being served; newsworthiness of the individual to whom the information pertains (i.e., high ranking officer, public figure); degree of sensitivity of the information from the standpoint of the individual or the individual's family, and its potential for being misused to the harm, embarrassment, or inconvenience of the individual or the individual's family; the passage of time since the event which is the topic of the record (i.e., to disclose that an individual has been arrested and is being held for trial by court- martial is normally permitted, while to disclose an arrest which did not result in conviction might not be permitted after the passage of time); and the degree to which the information is already in the public domain or is already known by the particular requester. (iv) Records or information from investigatory records, including personnel security investigatory records, are exempt from disclosure under the broader standard of ``an unwarranted invasion of personal privacy'' found in exemption (b)(7)(C) of 5 U.S.C. 552. This broader standard applies only to records or information compiled for law enforcement purposes. (v) A disclosure under 5 U.S.C. 552 about military members must be in accordance with Secretary of the Navy Instruction 5720.42F, ``Department of the Navy Freedom of Information Act Program'', but the following information normally may be disclosed from military personnel records (except for those personnel assigned to sensitive or routinely deployable units, or located in a foreign territory), without a clearly unwarranted invasion of personal privacy: Full name, rank, date of rank, base pay, past duty stations, present duty station and future duty station (if finalized), unless the stations have been determined by the Department of the Navy to be sensitive, routinely deployable, or located in a foreign territory, office or duty telephone number, source of commission, promotion sequence number, awards and decorations, attendance at professional military schools, and duty status at any given time. (vi) The following information normally may be disclosed from civilian employee records about CONUS employees: Full name, present and past position titles and occupational series, present and past grades, present and past annual salary rates (including performance awards or bonuses, incentive awards, merit pay amount, Meritorious and Distinguished Executive Ranks, and allowances and differentials), past duty stations, present duty station and future duty station (if finalized), including room numbers, shop designations, or other identifying information regarding buildings or places of employment, unless the duty stations have been determined by the Department of the Navy to be sensitive, routinely deployable, or located in a foreign territory, position descriptions, identification of job elements, and those performance standards (but not actual performance appraisals) that the disclosure of which would not interfere with law enforcement programs or severely inhibit Department of the Navy effectiveness. (viii) Disclosure of home addresses and home telephone numbers normally is considered a clearly unwarranted invasion of personal privacy and is prohibited. However, they may be disclosed if the individual has consented to the disclosure; the disclosure is required by the FOIA; the disclosure is required by another law, such as 42 U.S.C. 653, which provides assistance to states in locating parents who have defaulted on child support payments, or the collection of alimony, and to state and local tax authorities for the purpose of enforcing tax laws. However, care must be taken prior to release to ensure that a written record is prepared to document the reasons for the release determination. (A) When compiling home addresses and telephone numbers, the individual may be offered the option of authorizing disclosure of the information without further consent for specific purposes, such as locator services. In that case, the information may be disclosed for the stated purpose without further consent. If the information is to be disclosed for any other purpose, a signed consent permitting the additional disclosure must be obtained from the individual. (B) Before listing home addresses and telephone numbers in Department of the Navy telephone directories, give the individual the opportunity to refuse such a listing. If the individual requests that the home address or telephone number not be listed in the directory, do not assess any additional fee associated with maintaining an unlisted number for government-owned telephone services. (C) The sale or rental of lists of names and addresses is prohibited unless such action is specifically authorized by Federal law. This does not prohibit the disclosure of names and addresses made under Secretary of the Navy Instruction 5720.42F, ``Department of the Navy Freedom of Information Act Program.'' (D) In response to FOIA requests, information concerning special and general courts-martial results (e.g., records of trial) are releasable. However, information regarding summary courts-martial and non-judicial punishment are generally not releasable. The balancing of interests must be done. It is possible that in a particular case, information regarding non-judicial punishment should be disclosed pursuant to a FOIA request (i.e., the facts leading to a nonjudicial punishment are particularly newsworthy or the case involves a senior official abusing the public trust through office-related misconduct, such as embezzlement). Announcement of nonjudicial punishment dispositions under JAGMAN, subsection 0107, is a proper exercise of command authority and not a release of information under FOIA or this subpart and subpart G of this part. Exceptions to this policy must be coordinated with CNO (N09B30) or CMC (ARAD) prior to responding to requesters, including all requests for this type of information from members of Congress. (3) Disclosures for established routine uses. (i) Records may be disclosed outside the Department of the Navy if the disclosure is for an established routine use. (ii) A routine use shall: (A) Be compatible with and related to the purpose for which the record was created; (B) Identify the persons or organizations to whom the record may be disclosed; (C) Identify specifically the uses for which the information may be employed by the receiving person or organization; and (D) Have been published previously in the Federal Register. (iii) A routine use shall be established for each user of the information outside the Department of the Navy who needs the information for an official purpose. (iv) Routine uses may be established, discontinued, or amended without the consent of the individuals to whom the records pertain. However, new and amended routine uses must be published in the Federal Register at least 30 days before the information may be disclosed under their provisions. (v) In addition to the routine uses established by the Department of the Navy for each system of records, common ``Blanket Routine Uses,'' applicable to all record systems maintained with the Department of the Navy, have been established. These ``Blanket Routine Uses'' are published at the beginning of the Department of the Navy's Federal Register compilation of record systems notices rather than at each system notice and are also reflected in periodic Chief of Naval Operations Notes (OPNAVNOTEs) 5211, ``Current Privacy Act Issuances.'' Unless a system notice specifically excludes a system of records from a ``Blanket Routine Use,'' all ``Blanket Routine Uses'' apply to that system. (vi) If the recipient has not been identified in the Federal Register or if the recipient, though identified, intends to employ the information for a purpose not published in the Federal Register, the written consent of the individual is required before the disclosure can be made. (4) Disclosures to the Bureau of the Census. Records may be disclosed to the Bureau of the Census for purposes of planning or carrying out a census, survey, or related activities authorized by 13 U.S.C. 8. (5) Disclosures for statistical research or reporting. Records may be disclosed to a recipient for statistical research or reporting if: (i) Prior to the disclosure, the recipient has provided adequate written assurance that the records shall be used solely for statistical research or reporting; and (ii) The records are transferred in a form that does not identify individuals. (6) Disclosures to the National Archives and Records Administration. (i) Records may be disclosed to the National Archives and Records Administration for evaluation to determine whether the records have sufficient historical or other value to warrant preservation by the Federal government. If preservation is warranted, the records will be retained by the National Archives and Record Administration, which becomes the official owner of the records. (ii) Records may be disclosed to the National Archives and Records Administration to carry out records management inspections required by Federal law. (iii) Records transferred to a Federal Records Center operated by the National Archives and Records Administration for storage are not within this category. Those records continue to be maintained and controlled by the transferring naval activity. The Federal Records Center is considered the agent of Department of the Navy and the disclosure is made under paragraph (b)(1) of this section. (7) Disclosures when requested for law enforcement purposes. (i) A record may be disclosed to another agency or an instrumentality of any governmental jurisdiction within or under the control of the U.S. for a civil or criminal law enforcement activity if: (A) The civil or criminal law enforcement activity is authorized by law (federal, state or local); and (B) The head of the agency (or his or her designee) has made a written request to the naval activity specifying the particular record or portion desired and the law enforcement purpose for which it is sought. (ii) Blanket requests for any and all records pertaining to an individual shall not be honored. The requesting agency must specify each record or portion desired and how each relates to the authorized law enforcement activity. (iii) If a naval activity discloses a record outside the Department of Defense for law enforcement purposes without the individual's consent and without an adequate written request, the disclosure must be under an established routine use, such as the ``Blanket Routine Use'' for law enforcement. (iv) Disclosure to foreign law enforcement agencies is not governed by the provisions of 5 U.S.C. 552a and this paragraph, but may be made only under established ``Blanket Routine Uses,'' routine uses published in the individual record system notice, or to other governing authority. (8) Disclosure to protect the health or safety of an individual. Disclosure may be made under emergency conditions involving circumstances affecting the health and safety of an individual (i.e., when the time required to obtain the consent of the individual to whom the records pertain might result in a delay which could impair the health or safety of a person) provided notification of the disclosure is sent to the record subject. Sending the notification to the last known address is sufficient. In instances where information is requested by telephone, an attempt will be made to verify the inquirer's and medical facility's identities and the caller's telephone number. The requested information, if then considered appropriate and of an emergency nature, may be provided by return call. (9) Disclosures to Congress. (i) A record may be disclosed to either House of Congress at the request of either the Senate or House of Representatives as a whole. (ii) A record also may be disclosed to any committee, subcommittee, or joint committee of Congress if the disclosure pertains to a matter within the legislative or investigative jurisdiction of the committee, subcommittee, or joint committee. (iii) Disclosure may not be made to a Member of Congress requesting in his or her individual capacity. However, for Members of Congress making inquiries on behalf of individuals who are subjects of records, a ``Blanket Routine Use'' has been established to permit disclosures to individual Members of Congress. (A) When responding to a congressional inquiry made on behalf of a constituent by whose identifier the record is retrieved, there is no need to verify that the individual has authorized the disclosure to the Member of Congress. (B) The oral or written statement of a Congressional staff member is sufficient to establish that a request has been received from the individual to whom the record pertains. (C) If the constituent inquiry is made on behalf of an individual other than the record subject, provide the Member of Congress only that information releasable under 5 U.S.C. 552. Advise the Member of Congress that the written consent of the record subject is required before additional information may be disclosed. Do not contact the record subject to obtain consent for the disclosure to the Member of Congress unless the Congressional office specifically requests it be done. (10) Disclosures to the Comptroller General for the General Accounting Office (GAO). Records may be disclosed to the Comptroller General of the U.S., or authorized representative, in the course of the performance of the duties of the GAO. (11) Disclosures under court orders. (i) Records may be disclosed under the order of a court of competent jurisdiction. (ii) When a record is disclosed under this provision and the compulsory legal process becomes a matter of public record, make reasonable efforts to notify the individual to whom the record pertains. Notification sent to the last known address of the individual is sufficient. If the order has not yet become a matter of public record, seek to be advised as to when it will become public. Neither the identity or the party to whom the disclosure was made nor the purpose of the disclosure shall be made available to the record subject unless the court order has become a matter of public record. (iii) The court order must bear the signature of a federal, state, or local judge. Orders signed by court clerks or attorneys are not deemed to be orders of a court of competent jurisdiction. A photocopy of the order, regular on its face, will be sufficient evidence of the court's exercise of its authority of the minimal requirements of SECNAVINST 5820.8A,\9\ ``Release of Official Information for Litigation Purposes and Testimony by Department of the Navy Personnel.'' \9\ Copies may be obtained: Judge Advocate General, Navy Department, (Code 34), 1322 Patterson Avenue, SE, Suite 3000, Washington Navy Yard, Washington, DC 20374- 5066. (12) Disclosures to consumer reporting agencies. Certain information may be disclosed to consumer reporting agencies (i.e., credit reference companies such as TRW and Equifax, etc.) as defined by the Federal Claims Collection Act of 1966 (31 U.S.C. 952d). Under the provisions of that Act, the following information may be disclosed to a consumer reporting agency: (i) Name, address, taxpayer identification number (SSN), and other information necessary to establish the identity of the individual; (ii) The amount, status, and history of the claim; and (iii) The agency or program under which the claim arose. 31 U.S.C. 952d specifically requires that the Federal Register notice for the system of records from which the information will be disclosed indicate that the information may be disclosed to a consumer reporting agency. (c) Disclosures to commercial enterprises. Records may be disclosed to commercial enterprises only under the criteria established by Secretary of the Navy Instruction 5720.42F and 42 U.S.C. 653, Parent Locator Service for Enforcement of Child Support. (1) Any information required to be disclosed by Secretary of the Navy Instruction 5720.42F and 42 U.S.C. 653, Parent Locator Service for Enforcement of Child Support may be disclosed to a requesting commercial enterprise. (2) Commercial enterprises may present a consent statement signed by the individual indicating specific conditions for disclosing information from a record. Statements such as the following, if signed by the individual, are considered sufficient to authorize the disclosure: I hereby authorize the Department of the Navy to verify my SSN or other identifying information and to disclose my home address and telephone number to authorized representatives of (name of commercial enterprise) to be used in connection with my commercial dealings with that enterprise. All information furnished will be used in connection with my financial relationship with (name of commercial enterprise). (3) When a consent statement as described in the preceding subsection is presented, provide the information to the commercial enterprise, unless the disclosure is prohibited by another regulation or Federal law. (4) Blanket consent statements that do not identify the Department of Defense or Department of the Navy, or that do not specify exactly the information to be disclosed, may be honored if it is clear that the individual, in signing the consent statement, was seeking a personal benefit (i.e., loan for a house or automobile) and was aware of the type of information necessary to obtain the benefit sought. (5) Do not honor requests from commercial enterprises for official evaluations of personal characteristics such as personal financial habits. (d) Disclosure of health care records to the public. This paragraph applies to disclosure of information to the news media and the public concerning individuals treated or hospitalized in Department of the Navy medical facilities and, when the cost of care is paid by the Department of the Navy, in non-Federal facilities. (1) Disclosures without the individual's consent. Normally, the following information may be disclosed without the individual's consent: (i) Information required to be released by Secretary of the Navy Instruction 5720.42F and OPM Regulations and the Federal Personnel Manual, as well as the information listed in paragraphs (b)(2)(v) (for military personnel) and (b)(2) of this section. (ii) For civilian employees; and (iii) General information concerning medical conditions, i.e., date of admission or disposition; present medical assessment of the individual's condition if the medical practitioner has volunteered the information, i.e., the individual's condition presently is (stable) (good) (fair) (serious) (critical), and the patient is (conscious) (semi-conscious) (unconscious). (2) Disclosures with the individual's consent. With the individual's informed consent, any information about the individual may be disclosed. If the individual is a minor or has been declared incompetent by a court of competent jurisdiction, the parent of the minor or appointed legal guardian of the incompetent may give consent on behalf of the individual. (e) Disclosure of Personal Information on Group/Bulk Orders. Do not use personal information including complete SSNs, home addresses and phone numbers, dates of birth, etc., on group/bulk orders. This personal information should not be posted on lists that everyone listed on the orders sees. Such a disclosure of personal information violates the Privacy Act and this subpart and subpart G of this part. (f) Disclosure accounting. Keep an accurate record of all disclosures made from a record (including those made with the consent of the individual) except those made to DoD personnel for use in performing their official duties; and those made under the FOIA. Disclosure accounting is to permit the individual to determine what agencies or persons have been provided information from the record, enable Department of the Navy activities to advise prior recipients of the record of any subsequent amendments or statements of dispute concerning the record, and provide an audit trial of Department of the Navy's compliance with 5 U.S.C. 552a. (1) Disclosure accountings shall contain the date of the disclosure; a description of the information disclosed; the purpose of the disclosure; and the name and address of the person or agency to whom the disclosure was made. (2) The record subject has the right of access to the disclosure accounting except when the disclosure was made at the request of a civil or criminal law enforcement agency under paragraph (b)(7) of this section; or when the system of records has been exempted from the requirement to provide access to the disclosure accounting. (g) Methods of disclosure accounting. Since the characteristics of various records maintained within the Department of the Navy vary widely, no uniform method for keeping disclosure accountings is prescribed. The primary criteria are that the selected method be one which will: (1) Enable an individual to ascertain what persons or agencies have received disclosures pertaining to him/her; (2) Provide a basis for informing recipients of subsequent amendments or statements of dispute concerning the record; and (3) Provide a means to prove, if necessary that the activity has complied with the requirements of 5 U.S.C. 552a and this subpart and subpart G of this part. (h) Retention of disclosure accounting. Maintain a disclosure accounting of the life of the record to which the disclosure pertains, or 5 years after the date of the disclosure, whichever is longer. Disclosure accounting records are normally maintained with the record, as this will ensure compliance with paragraph (f) of this section. Sec. 701.113 Exemptions. (a) Using exemptions. No system of records is automatically exempt from all provisions of 5 U.S.C. 552a. A system of records is exempt from only those provisions of 5 U.S.C. 552a that are identified specifically in the exemption rule for the system. Subpart G of this part contains the systems designated as exempt, the types of exemptions claimed, the authority and reasons for invoking the exemptions and the provisions of 5 U.S.C. 552a from which each system has been exempt. Exemptions are discretionary on the part of Department of the Navy and are not effective until published as a final rule in the Federal Register. The naval activity maintaining the system of records shall make a determination that the system is one for which an exemption may be established and then propose an exemption rule for the system. Submit the proposal to CNO (N09B30) for approval and publication in the Federal Register. (b) Types of exemptions. There are two types of exemptions permitted by 5 U.S.C. 552a. (1) General exemptions. Those that authorize the exemption of a system of records from all but specifically identified provisions of 5 U.S.C. 552a. (2) Specific exemptions. Those that allow a system of records to be exempt from only a few designated provisions of 5 U.S.C. 552a. (c) Establishing exemptions. (1) 5 U.S.C. 552a authorizes the Secretary of the Navy to adopt rules designating eligible systems of records as exempt from certain requirements. The Secretary of the Navy has delegated the CNO (N09B30) to make a determination that the system is one for which an exemption may be established and then propose and establish an exemption rule for the system. No system of records within Department of the Navy shall be considered exempt until the CNO (N09B30) has approved the exemption and an exemption rule has been published as a final rule in the Federal Register. A system of records is exempt from only those provisions of 5 U.S.C. 552a that are identified specifically in the Department of the Navy exemption rule for the system. (2) No exemption may be established for a system of records until the system itself has been established by publishing a notice in the Federal Register, at least 30 days prior to the effective date, describing the system. This allows interested persons an opportunity to comment. An exemption may not be used to deny an individual access to information that he or she can obtain under Secretary of the Navy Instruction 5720.42F, ``Department of the Navy Freedom of Information Act Program.'' (d) Exemption for classified material. All systems of records maintained by the Department of the Navy shall be exempt under section (k)(1) of 5 U.S.C. 552a, to the extent that the systems contains any information properly classified under E.O. 12958 and that is required by that E.O. to be kept secret in the interest of national defense or foreign policy. This exemption is applicable to parts of all systems of records including those not otherwise specifically designated for exemptions herein which contain isolated items of properly classified information. Note: Department of the Navy Privacy Act systems of records which contain classified information automatically qualify for a (k)(1) exemption, without establishing an exemption rule. (e) Exempt records in nonexempt systems. (1) An exemption rule applies to the system of records for which it was established. If a record from an exempt system is incorporated intentionally into a system that has not been exempt, the published notice and rules for the nonexempt system will apply to the record and it will not be exempt from any provisions of 5 U.S.C. 552a. (2) A record from one component's (i.e., Department of the Navy) exempted system that is temporarily in the possession of another component (i.e., Army) remains subject to the published system notice and rules of the originating component's (i.e., Department of the Navy). However, if the non-originating component incorporates the record into its own system of records, the published notice and rules for the system into which it is incorporated shall apply. If that system of records has not been exempted, the record shall not be exempt from any provisions of 5 U.S.C. 552a. (3) A record accidentally misfiled into a system of records is governed by the published notice and rules for the system of records in which it actually should have been filed. (f) General exemptions. (1)Central Intelligence Agency (CIA). The Department of the Navy is not authorized to establish an exemption for records maintained by the CIA under subsection (j)(1) of 5 U.S.C. 552a. (2) Law enforcement. (i) The general exemption provided by subsection (j)(2) of 5 U.S.C. 552a may be established to protect criminal law enforcement records maintained by Department of the Navy. (ii) To be eligible for the (j)(2) exemption, the system of records must be maintained by an element that performs, as one of its principal functions, the enforcement of criminal laws. The Naval Investigative Service, Naval Inspector General, and military police activities qualify for this exemption. (iii) Criminal law enforcement includes police efforts to detect, prevent, control, or reduce crime, or to apprehend criminals, and the activities of prosecution, court, correctional, probation, pardon, or parole authorities. (iv) Information that may be protected under the (j)(2) exemption includes: (A) Information compiled for the purpose of identifying criminal offenders and alleged criminal offenders consisting of only identifying data and notations of arrests; the nature and disposition of criminal charges; and sentencing, confinement, release, parole, and probation status; (B) Information compiled for the purpose of a criminal investigation, including reports of informants and investigators, and associated with an identifiable individual; and (C) Reports identifiable to an individual, compiled at any stage of the enforcement process, from arrest, apprehension, indictment, or preferral of charges through final release from the supervision that resulted from the commission of a crime. (v) The (j)(2) exemption does not apply to: (A) Investigative records maintained by a naval activity having no criminal law enforcement duties as one of its principle functions, or (B) Investigative records compiled by any element concerning individual's suitability, eligibility, or qualification for duty, employment, or access to classified information, regardless of the principle functions of the naval activity that compiled them. (vi) The (j)(2) exemption established for a system of records maintained by a criminal law enforcement activity cannot protect law enforcement records incorporated into a nonexempt system of records or any system of records maintained by an activity not principally tasked with enforcing criminal laws. All system managers, therefore, are cautioned to comply strictly with Department of the Navy regulations or instructions prohibiting or limiting the incorporation of criminal law enforcement records into systems other than those maintained by criminal law enforcement activities. (g) Specific exemptions. Specific exemptions permit certain categories of records to be exempted from specific provisions of 5 U.S.C. 552a. Subsections (k)(1)-(k)(7) of 5 U.S.C. 552a allow exemptions for seven categories of records. To be eligible for a specific exemption, the record must meet the corresponding criteria. Note: Department of the Navy Privacy Act systems of records which contain classified information automatically qualify for a (k)(1) exemption, without an established exemption rule. (1) (k)(1) exemption: Information properly classified under Secretary of the Navy Instruction 5720.42F, ``Department of the Navy Freedom of Information Act Program'' and E.O. 12958, in the interest of national defense or foreign policy. (2) (k)(2) exemption: Investigatory information (other than that information within the scope of paragraph (f)(2) of this section) compiled for law enforcement purposes. If maintaining the information causes an individual to be ineligible for or denied any right, benefit, or privilege that he or she would otherwise be eligible for or entitled to under Federal law, then he or she shall be given access to the information, except for the information that would identify a confidential source (see paragraph (h) of this section, ``confidential source''). The (k)(2) exemption, when established, allows limited protection on investigative records maintained for use in personnel and administrative actions. (3) (k)(3) exemption: Records maintained in connection with providing protective services to the President of the United States and other individuals under 18 U.S.C. 3056. (4) (k)(4) exemption: Records required by Federal law to be maintained and used solely as statistical records that are not used to make any determination about an identifiable individual, except as provided by 13 U.S.C. 8. (5) (k)(5) exemption: Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for Federal civilian employment, military service, Federal contracts, or access to classified information, but only to the extent such material would reveal the identity of a confidential source (see paragraph (h) of this section, ``confidential source''). This exemption allows protection of confidential sources in background investigations, employment inquiries, and similar inquiries used in personnel screening to determine suitability, eligibility, or qualifications. (6) (k)(6) exemption: Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal or military service if the disclosure would compromise the objectivity or fairness of the testing or examination process. (7) (k)(7) exemption: Evaluation material used to determine potential for promotion in the military services, but only to the extent that disclosure would reveal the identity of a confidential source (see paragraph (h) of this section, ``confidential source''.) (h) Confidential source. Promises of confidentiality are to be given on a limited basis and only when essential to obtain the information sought. Establish appropriate procedures for granting confidentiality and designate those categories of individuals authorized to make such promises. Sec. 701.114 Enforcement actions. (a) Administrative remedies. An individual who alleges he or she has been affected adversely by a naval activity's violation of 5 U.S.C. 552a or this subpart and subpart G of this part shall be permitted to seek relief from SECNAV through proper administrative channels. (b) Civil court actions. After exhausting all administrative remedies, an individual may file suit in Federal court against a naval activity for any of the following acts: (1) Denial of an amendment request. The activity head, or his or her designee wrongfully refuses the individual's request for review of the initial denial of an amendment or, after review, wrongfully refuses to amend the record; (2) Denial of access. The activity wrongfully refuses to allow the individual to review the record or wrongfully denies his or her request for a copy of the record; (3) Failure to meet recordkeeping standards. The activity fails to maintain an individual's record with the accuracy, relevance, timeliness, and completeness necessary to assure fairness in any determination about the individual's rights, benefits, or privileges and, in fact, makes an adverse determination based on the record; or (4) Failure to comply with Privacy Act. The activity fails to comply with any other provision of 5 U.S.C. 552a or any rule or regulation promulgated under 5 U.S.C. 552a and thereby causes the individual to be adversely affected. (c) Criminal penalties. Subsection (i)(1) of 5 U.S.C. 552a authorizes three criminal penalties against individuals for violations of its provisions. All three are misdemeanors punishable by fines of $5,000. (1) Wrongful disclosure. Any member or employee of Department of the Navy who, by virtue of his or her employment or position, has possession of or access to records and willfully makes a disclosure knowing that disclosure is in violation of 5 U.S.C. 552a or this subpart and subpart G of this part. (2) Maintaining unauthorized records. Any member or employee of Department of the Navy who willfully maintains a system of records for which a notice has not been published under periodic Chief of Naval Operations Notes (OPNAVNOTEs) 5211, ``Current Privacy Act Issuances.'' (3) Wrongful requesting or obtaining records. Any person who knowingly and willfully requests or obtains information concerning an individual under false pretenses. Sec. 701.115 Computer matching program. (a) General. 5 U.S.C. 552a and this subpart and subpart G of this part are applicable to certain types of computer matching, i.e., the computer comparison of automated systems of records. There are two specific kinds of matching programs that are fully governed by 5 U.S.C. 552a and this subpart and subpart G of this part: (1) Matches using records from Federal personnel or payroll systems of records; (2) Matches involving Federal benefit programs to accomplish one or more of the following purposes: (i) To determine eligibility for a Federal benefit. (ii) To comply with benefit program requirements. (iii) To effect recovery of improper payments or delinquent debts from current or former beneficiaries. (b) The record comparison must be a computerized one. Manual comparisons are not covered, involving records from two or more automated systems of records (i.e., systems of records maintained by Federal agencies that are subject to 5 U.S.C. 552a); or a Department of the Navy automated systems of records and automated records maintained by a non-Federal agency (i.e., State or local government or agent thereof). A covered computer matching program entails not only the actual computerized comparison, but also preparing and executing a written agreement between the participants, securing approval of the Defense Data Integrity Board, publishing a matching notice in the Federal Register before the match begins, ensuring that investigation and due process are completed, and taking ultimate action, if any. Subpart G--Privacy Act Exemptions.................................... Authority: Pub. L. 93-579, 88 Stat 1896 (5 U.S.C. 552a). Source: 65 FR 31471, May 18, 2000. Sec. 701.116 Purpose. Subparts F and G of this part contain rules promulgated by the Secretary of the Navy, pursuant to 5 U.S.C. 552a (j) and (k), and subpart F, Sec. 701.113, to exempt certain systems of Department of the Navy records from specified provisions of 5 U.S.C. 552a. Sec. 701.117 Exemption for classified records. All systems of records maintained by the Department of the Navy shall be exempt from the requirements of the access provision of the Privacy Act (5 U.S.C. 552a(d)) under the (k)(1) exemption, to the extent that the system contains information properly classified under E.O. 12958 and that is required by that E.O. to be kept secret in the interest of national defense or foreign policy. This exemption is applicable to parts of all systems of records including those not otherwise specifically designated for exemptions herein which contain isolated items of properly classified information. Sec. 701.118 Exemptions for specific Navy record systems. (a) System identifier and name: (1) N01070-9, White House Support Program. (2) Exemption: (i) Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). (ii) Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. (iii) Records maintained in connection with providing protective services to the President and other individuals under 18 U.S.C. 3506, may be exempt pursuant to 5 U.S.C. 552a(k)(3). (iv) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (v) Portions of this system of records are exempt from the following subsections of the Privacy Act: (c)(3), (d), (e)(1), (e)(4) (G) through (I), and (f). (3) Authority: 5 U.S.C. 552a(k)(1), (k)(2), (k)(3), and (k)(5). (4) Reasons: (i) Exempted portions of this system contain information which has been properly classified under E.O. 12958, and which is required to be kept secret in the interest of national defense or foreign policy. Exempted portions of this system may also contain information considered relevant and necessary to make a determination as to qualifications, eligibility, or suitability for access to classified information, and which was obtained by providing an express or implied promise to the source that his or her identity would not be revealed to the subject of the record. Exempted portions of this system may also contain information collected and maintained in connection with providing protective services to the President and other individuals protected pursuant to 18 U.S.C. 3056. Exempted portions of this system may also contain investigative records compiled for law enforcement purposes, the disclosure of which could reveal the identity of sources who provide information under an express or implied promise of confidentiality, compromise investigative techniques and procedures, jeopardize the life or physical safety of law-enforcement personnel, or otherwise interfere with enforcement proceedings or adjudications. (b) System identifier and name: (1) N01131-1, Officer Selection and Appointment System. (2) Exemption: (i) Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). (ii) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (iii) Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal service may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would compromise the objectivity or fairness of the test or examination process. (iv) Evaluation material used to determine potential for promotion in the Military Services may be exempt pursuant to 5 U.S.C. 552a(k)(7), but only to the extent that the disclosure of such material would reveal the identity of a confidential source. (v) Portions of this system of records are exempt from the following subsections of the Privacy Act: (c)(3), (d), (e)(1), (e)(4)(G) through (I), and (f). (3) Authority: 5 U.S.C. 552a(k)(1), (k)(5), (k)(6), and (k)(7). (4) Reasons: (i) Granting individuals access to portions of this system of records could result in the disclosure of classified material, or the identification of sources who provided information to the government under an express or implied promise of confidentiality. Material will be screened to permit access to unclassified material and to information that does not disclose the identity of a confidential source. (c) System identifier and name: (1) N01133-2, Recruiting Enlisted Selection System. (2) Exemption: (i) Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). (ii) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (iii) Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal service may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would compromise the objectivity or fairness of the test or examination process. (iv) Evaluation material used to determine potential for promotion in the Military Services may be exempt pursuant to 5 U.S.C. 552a(k)(7), but only to the extent that the disclosure of such material would reveal the identity of a confidential source. (v) Portions of this system of records are exempt from the following subsections of the Privacy Act: (c)(3), (d), (e)(1), (e)(4)(G) through (I), and (f). (3) Authority: 5 U.S.C. 552a(k)(1), (k)(5), (k)(6), and (k)(7). (4) Reasons: Granting individuals access to portions of this system of records could result in the disclosure of classified material, or the identification of sources who provided information to the government under an express or implied promise of confidentiality. Material will be screened to permit access to unclassified material and to information that does not disclose the identity of a confidential source. (d) System identifier and name: (1) N01640-1, Individual Correctional Records. (2) Exemption: (i) Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. (ii) Portions of this system of records are exempt from the following subsections of the Privacy Act: (c)(3), (c)(4), (d), (e)(2), (e)(3), (e)(4)(G) through (I), (e)(5), (e)(8), (f), and (g). (3) Authority: 5 U.S.C. 552a(j)(2). (4) Reason: (i) Granting individuals access to portions of these records pertaining to or consisting of, but not limited to, disciplinary reports, criminal investigations, and related statements of witnesses, and such other related matter in conjunction with the enforcement of criminal laws, could interfere with the orderly investigations, with the orderly administration of justice, and possibly enable suspects to avoid detection or apprehension. Disclosure of this information could result in the concealment, destruction, or fabrication of evidence, and jeopardize the safety and well-being of informants, witnesses and their families, and law enforcement personnel and their families. Disclosure of this information could also reveal and render ineffectual investigative techniques, sources, and methods used by these components and could result in the invasion of the privacy of individuals only incidentally related to an investigation. The exemption of the individual's right of access to portions of these records, and the reasons therefor, necessitate the exemption of this system of records from the requirement of the other cited provisions. (e) System identifier and name: (1) N01754-3, Navy Child Development Services Program. (2) Exemption: (i) Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. (ii) Portions of this system of records are exempt from the following subsections of the Privacy Act: (c)(3) and (d). (3) Authority: 5 U.S.C. 552a(k)(2). (4) Reasons: (i) Exemption is needed in order to encourage persons having knowledge of abusive or neglectful acts toward children to report such information, and to protect such sources from embarrassment or recrimination, as well as to protect their right to privacy. It is essential that the identities of all individuals who furnish information under an express promise of confidentiality be protected. Additionally, granting individuals access to information relating to criminal and civil law enforcement, as well as the release of certain disclosure accountings, could interfere with ongoing investigations and the orderly administration of justice, in that it could result in the concealment, alteration, destruction, or fabrication of information; could hamper the identification of offenders and the disposition of charges; and could jeopardize the safety and well being of parents and their children. (f) System identifier and name: (1) N03834-1, Special Intelligence Personnel Access File. (2) Exemption: (i) Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). (ii) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (iii) Portions of this system of records are exempt from the following subsections of the Privacy Act: (c)(3), (d), (e)(1), (e)(4) (G) through (I), and (f). (3) Authority: 5 U.S.C. 552a(k)(1) and (k)(5). (4) Reasons: (i) Exempted portions of this system contain information that has been properly classified under E.O. 12356, and that is required to be kept secret in the interest of national defense or foreign policy. (ii) Exempted portions of this system also contain information considered relevant and necessary to make a determination as to qualifications, eligibility, or suitability for access to classified information and was obtained by providing an express or implied assurance to the source that his or her identity would not be revealed to the subject of the record. (g) System identifier and name: (1) N04060-1, Navy and Marine Corps Exchange Security Files. (2) Exemption: (i) Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. (ii) Portions of this system of records are exempt from the following subsections of the Privacy Act: (c)(3), (d), (e)(4) (G) through (I), and (f). (3) Authority: 5 U.S.C. 552a(k)(2). (4) Reasons: (i) Granting individuals access to information collected and maintained by these activities relating to the enforcement of criminal laws could interfere with orderly investigations, with orderly administration of justice, and possibly enable suspects to avoid detection or apprehension. Disclosure of this information could result in the concealment, destruction, or fabrication of evidence, and could also reveal and render ineffectual investigative techniques, sources, and methods used by these activities. (h) [Reserved] (i) System identifier and name: (1) N05041-1, Inspector General (IG) Records. (2) Exemption: (i) Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). (ii) Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. (iii) Portions of this system of records may be exempt from the provisions of 5 U.S.C. 552a(c)(3); (d); (e)(1); (e)(4)(G), (H), and (I); and (f). (3) Authority: 5 U.S.C. 552a(k)(1) and (k)(2). (4) Reasons: (i) From subsection (c)(3) because the release of the disclosure accounting would permit individuals to obtain valuable information concerning the nature of the investigation and would present a serious impediment to the orderly conduct of any investigative activities. Such accounting could result in the release of properly classified information which would compromise the national defense or disrupt foreign policy. (ii) From subsections (d) and (f) because access to the records would inform individuals of the existence and nature of the investigation; provide information that might result in the concealment, destruction, or fabrication of evidence; possibly jeopardize the safety and well-being of informants, witnesses and their families; likely reveal and render ineffectual investigatory techniques and methods and sources of information; and possibly result in the invasion of the personal privacy of third parties. Access could result in the release of properly classified information which could compromise the national defense or disrupt foreign policy. Amendment of the records would interfere with the ongoing investigation and impose an impossible administrative burden by requiring investigations to be continually reinvestigated. (iii) From subsection (e)(1) because in the course of the investigation it is not always possible, at least in the early stages of the inquiry, to determine relevance and or necessity as such determinations may only occur after the information has been evaluated. Information may be obtained concerning the actual or potential violation of laws or regulations other than those relating to the ongoing investigation. Such information should be retained as it can aid in establishing patterns of improper activity and can provide valuable leads in the conduct of other investigations. (iv) From subsection (e)(4)(G) and (H) because this system of records is exempt from individual access pursuant to subsections (k)(1) and (k)(2) of the Privacy Act of 1974. (v) From subsection (e)(4)(I) because it is necessary to protect the confidentiality of sources and to protect the privacy and physical safety of witnesses. Although the system is exempt from this requirement, the Department of the Navy has published a notice in broad, generic terms in the belief that this is all that subsection (e)(4)(I) of the Act requires. (j) System identifier and name: (1) N05300-3, Faculty Professional Files. (2) Exemption: Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (ii) Portions of this system of records are exempt from the following subsections of the Privacy Act: (c)(3), (d), (e)(4) (G) and (H), and (f). (3) Authority: 5 U.S.C. 552a(k)(5). (4) Reasons: Exempted portions of this system contain information considered relevant and necessary to make a release determination as to qualifications, eligibility, or suitability for Federal employment, and was obtained by providing an express or implied promise to the source that his or her identity would not be revealed to the subject of the record. (k) System identifier and name: (1) N05354-1, Equal Opportunity Information Management System. (2) Exemption: (i) Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). (ii) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (iii) Portions of this system of records are exempt from the following subsections of the Privacy Act: (c)(3), (d), (e)(4)(G) through (I), and (f). (3) Authority: 5 U.S.C. 552a(k)(1) and (k)(5). (4) Reasons: Granting access to information in this system of records could result in the disclosure of classified material, or reveal the identity of a source who furnished information to the Government under an express or implied promise of confidentiality. Material will be screened to permit access to unclassified material and to information that will not disclose the identity of a confidential source. (l) System identifier and name: (1) N05520-1, Personnel Security Eligibility Information System. (2) Exemption: (i) Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). (ii) Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. (iii) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (iv) Evaluation material used to determine potential for promotion in the Military Services may be exempt pursuant to 5 U.S.C. 552a(k)(7), but only to the extent that the disclosure of such material would reveal the identity of a confidential source. (v) Portions of this system of records are exempt from the following subsections of the Privacy Act: (c)(3), (d), (e)(4)(G) and (I), and (f). (3) Authority: 5 U.S.C. 552a(k)(1), (k)(2), (k)(5), and (k)(7). (4) Reasons: Granting individuals access to information collected and maintained in this system of records could interfere with orderly investigations; result in the disclosure of classified material; jeopardize the safety of informants, witnesses, and their families; disclose investigative techniques; and result in the invasion of privacy of individuals only incidentally related to an investigation. Material will be screened to permit access to unclassified information that will not disclose the identity of sources who provide the information to the government under an express or implied promise of confidentiality. (m) System identifier and name: (1) N05520-4, NCIS Investigative Files System. (2) Exemption: (i) Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. (ii) Portions of this system of records are exempt from the following subsections of the Privacy Act: (c)(3), (c)(4), (d), (e)(2), (e)(3), (e)(4)(G) through (I), (e)(5), (e)(8), (f), and (g). (3) Authority: 5 U.S.C. 552a(j)(2). (4) Reason: (i) Granting individuals access to information collected and maintained by this activity relating to the enforcement of criminal laws could interfere with the orderly investigations, with the orderly administration of justice, and possibly enable suspects to avoid detection or apprehension. Disclosure of this information could result in the concealment, destruction, or fabrication of evidence, and jeopardize the safety and well-being of informants, witnesses and their families, and law enforcement personnel and their families. Disclosure of this information could also reveal and render ineffectual investigative techniques, sources, and methods used by these components and could result in the invasion of the privacy of individuals only incidentally related to an investigation. The exemption of the individual's right of access to portions of these records, and the reasons therefor, necessitate the exemption of this system of records from the requirement of the other cited provisions. (5) Exemption: (i) Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). (ii) Records maintained in connection with providing protective services to the President and other individuals under 18 U.S.C. 3506, may be exempt pursuant to 5 U.S.C. 552a(k)(3). (iii) Records maintained solely for statistical research or program evaluation purposes and which are not used to make decisions on the rights, benefits, or entitlement of an individual except for census records which may be disclosed under 13 U.S.C. 8, may be exempt pursuant to 5 U.S.C. 552a(k)(4). (iv) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (v) Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal service may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would compromise the objectivity or fairness of the test or examination process. (vi) Portions of this system of records are exempt from the following subsections of the Privacy Act: (c)(3), (d), (e)(1), (e)(4)(G) through (I), and (f). (6) Authority: 5 U.S.C. 552a(k)(1), (k)(3), (k)(4), (k)(5) and (k)(6). (7) Reason: (i) The release of disclosure accountings would permit the subject of an investigation to obtain valuable information concerning the nature of that investigation, and the information contained, or the identity of witnesses or informants, would therefor present a serious impediment to law enforcement. In addition, disclosure of the accounting would amount to notice to the individual of the existence of a record. (ii) Access to the records contained in this system would inform the subject of the existence of material compiled for law enforcement purposes, the premature release of which could prevent the successful completion of investigation, and lead to the improper influencing of witnesses, the destruction of records, or the fabrication of testimony. Exempt portions of this system also contain information that has been properly classified under E.O. 12958, and that is required to be kept secret in the interest of national defense or foreign policy. (iii) Exempt portions of this system also contain information considered relevant and necessary to make a determination as to qualifications, eligibility, or suitability for Federal civilian employment, military service, Federal contracts, or access to classified information, and was obtained by providing an express or implied assurance to the source that his or her identity would not be revealed to the subject of the record. (iv) The notice of this system of records published in the Federal Register sets forth the basic statutory or related authority for maintenance of the system. (v) The categories of sources of records in this system have been published in the Federal Register in broad generic terms. The identity of specific sources, however, must be withheld in order to protect the confidentiality of the source, of criminal and other law enforcement information. This exemption is further necessary to protect the privacy and physical safety of witnesses and informants. (vi) This system of records is exempted from procedures for notice to an individual as to the existence of records pertaining to him/her dealing with an actual or potential civil or regulatory investigation, because such notice to an individual would be detrimental to the successful conduct and/or completion of an investigation, pending or future. Mere notice of the fact of an investigation could inform the subject or others that their activities are under, or may become the subject of, an investigation. This could enable the subjects to avoid detection, to influence witnesses improperly, to destroy records, or to fabricate testimony. (vii) Exempt portions of this system containing screening board reports. (viii) Screening board reports set forth the results of oral examination of applicants for a position as a special agent with the Naval Investigation Service Command. Disclosure of these records would reveal the areas pursued in the course of the examination and thus adversely affect the result of the selection process. Equally important, the records contain the candid views of the members composing the board. Release of the records could affect the willingness of the members to provide candid opinions and thus diminish the effectiveness of a program which is essential to maintaining the high standard of the Special Agent Corps., i.e., those records constituting examination material used solely to determine individual qualifications for appointment in the Federal service. (n) System identifier and name: (1) N05520-5, Personnel Security Program Management Records System. (2) Exemption: (i) Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). (ii) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (iii) Portions of this system of records are exempt from the following subsections of 5 U.S.C. 552a: (d)(1-5). (3) Authority: 5 U.S.C. 552a(k)(1) and (k)(5). (4) Reasons: (i) Granting individuals access to information collected and maintained in this system of records could result in the disclosure of classified material; and jeopardize the safety of informants, and their families. Further, the integrity of the system must be ensured so that complete and accurate records of all adjudications are maintained. Amendment could cause alteration of the record of adjudication. (o) System identifier and name: (1) N05527-1, Security Incident System. (2) Exemption: (i) Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. (ii) Portions of this system of records are exempt from the following subsections of the Privacy Act: (c)(3), (c)(4), (d), (e)(2), and (e)(4)(G) through (I), (e)(5), (e)(8), (f) and (g). (3) Authority: 5 U.S.C. 552a(j)(2). (4) Reasons: (i) Granting individuals access to information collected and maintained by this component relating to the enforcement of criminal laws could interfere with orderly administration of justice, and possibly enable suspects to avoid detection or apprehension. Disclosure of this information could result in concealment, destruction, or fabrication of evidence, and jeopardize the safety and well being of informants, witnesses and their families, and of law enforcement personnel and their families. Disclosure of this information could also reveal and render ineffectual investigative techniques, sources, and methods used by this component, and could result in the invasion of privacy of individuals only incidentally related to an investigation.The exemption of the individual's right of access to his or her records, and the reason therefore, necessitate the exemption of this system of records from the requirements of other cited provisions. (p) System identifier and name: (1) N05527-4, Naval Security Group Personnel Security/Access Files. (2) Exemption: (i) Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). (ii) Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. (iii) Records maintained in connection with providing protective services to the President and other individuals under 18 U.S.C. 3506, may be exempt pursuant to 5 U.S.C. 552a(k)(3). (iv) Records maintained solely for statistical research or program evaluation purposes and which are not used to make decisions on the rights, benefits, or entitlement of an individual except for census records which may be disclosed under 13 U.S.C. 8, may be exempt pursuant to 5 U.S.C. 552a(k)(4). (v) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (vi) Portions of this system of records are exempt from the following subsections of the Privacy Act: (c)(3), (d), (e)(1), (e)(4)(G) through (I), and (f). (3) Authority: 5 U.S.C. 552a(k)(1) through (k)(5). (4) Reasons: (i) Exempt portions of this system contain information that has been properly classified under E.O. 12958, and that is required to be kept secret in the interest of national defense or foreign policy. (ii) Exempt portions of this system also contain information considered relevant and necessary to make a determination as to qualification, eligibility or suitability for access to classified special intelligence information, and that was obtained by providing an express or implied promise to the source that his or her identity would not be revealed to the subject of the record. (q) System identifier and name: (1) N05800-1, Legal Office Litigation/Correspondence Files. (2) Exemption: (i) Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). (ii) Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. (iii) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (iv) Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal service may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would compromise the objectivity or fairness of the test or examination process. (v) Evaluation material used to determine potential for promotion in the Military Services may be exempt pursuant to 5 U.S.C. 552a(k)(7), but only to the extent that the disclosure of such material would reveal the identity of a confidential source. (vi) Portions of this system of records are exempt from the following subsections of the Privacy Act: (d), (e)(1), and (f)(2), (3), and (4). (3) Authority: 5 U.S.C. 552a(k)(1), (k)(2), (k)(5), (k)(6), and (k)(7). (4) Reasons: (i) Subsection (d) because granting individuals access to information relating to the preparation and conduct of litigation would impair the development and implementation of legal strategy. Accordingly, such records are exempt under the attorney-client privilege. Disclosure might also compromise on-going investigations and reveal confidential informants. Additionally, granting access to the record subject would seriously impair the Navy's ability to negotiate settlements or pursue other civil remedies. Amendment is inappropriate because the litigation files contain official records including transcripts, court orders, investigatory materials, evidentiary materials such as exhibits, decisional memorandum and other case-related papers. Administrative due process could not be achieved by the ``exparte'' correction of such materials. (ii) Subsection (e)(1) because it is not possible in all instances to determine relevancy or necessity of specific information in the early stages of case development. What appeared relevant and necessary when collected, ultimately may be deemed unnecessary upon assessment in the context of devising legal strategy. Information collected during civil litigation investigations which is not used during subject case is often retained to provide leads in other cases or to establish patterns of activity. (iii) Subsections (f)(2), (3), and (4) because this record system is exempt from the individual access provisions of subsection (d). (r) System identifier and name: (1) N01000-5, Naval Clemency and Parole Board Files. (2) Exemption: (i) Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. (ii) Portions of this system of records are exempt from the following subsections of the Privacy Act: (c)(4), (d), (e)(4)(G), and (f). (3) Authority: 5 U.S.C. 552a(j)(2). (4) Reasons: (i) Granting individuals access to records maintained by this Board could interfere with internal processes by which Board personnel are able to formulate decisions and policies with regard to clemency and parole in cases involving naval prisoners and other persons under the jurisdiction of the Board. Material will be screened to permit access to all material except such records or documents as reflecting items of opinion, conclusion, or recommendation expressed by individual board members or by the board as a whole. (ii) The exemption of the individual's right to access to portions of these records, and the reasons therefore, necessitate the partial exemption of this system of records from the requirements of the other cited provisions. (s) System identifier and name: (1) N06320-2, Family Advocacy Program System. (2) Exemption: (i) Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. (ii) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (iii) Portions of this system of records are exempt from the following subsections of the Privacy Act: (c)(3) and (d). (3) Authority: 5 U.S.C. 552a(k)(2) and (k)(5). (4) Reasons: (i) Exemption is needed in order to encourage persons having knowledge of abusive or neglectful acts toward children to report such information, and to protect such sources from embarrassment or recriminations, as well as to protect their right to privacy. It is essential that the identities of all individuals who furnish information under an express promise of confidentiality be protected. Additionally, granting individuals access to information relating to criminal and civil law enforcement, as well as the release of certain disclosure accounting, could interfere with ongoing investigations and the orderly administration of justice, in that it could result in the concealment, alteration, destruction, or fabrication of information; could hamper the identification of offenders or alleged offenders and the disposition of charges; and could jeopardize the safety and well being of parents and their children. (ii) Exempted portions of this system also contain information considered relevant and necessary to make a determination as to qualifications, eligibility, or suitability for Federal employment and Federal contracts, and that was obtained by providing an express or implied promise to the source that his or her identity would not be revealed to the subject of the record. (t) System identifier and name: (1) N12930-1, Human Resources Group Personnel Records. (2) Exemption: (i) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (ii) Testing or examination material used solely to determine individual qualifications for appointment or promotion in the Federal service may be exempt pursuant to 5 U.S.C. 552a(k)(6), if the disclosure would compromise the objectivity or fairness of the test or examination process. (iii) Portions of this system of records are exempt from the following subsections of the Privacy Act: (d), (e)(4)(G) and (H), and (f). (3) Authority: 5 U.S.C. 552a(k)(5) and (k)(6). (4) Reasons: (i) Exempted portions of this system contain information considered relevant and necessary to make a determination as to qualifications, eligibility, or suitability for Federal employment, and was obtained by providing express or implied promise to the source that his or her identity would not be revealed to the subject of the record. (ii) Exempted portions of this system also contain test or examination material used solely to determine individual qualifications for appointment or promotion in the Federal service, the disclosure of which would comprise the objectivity or fairness of the testing or examination process. (u) System identifier and name: N05813-4, Trial/Government Counsel Files. (i) Exemption. Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. Portions of this system of records that may be exempt pursuant to subsection 5 U.S.C. 552a(j)(2) are (c)(3), (c)(4), (d), (e)(1), (e)(2), (e)(3), (e)(5), (e)(4)(G), (H), and (I), (e)(8), (f), and (g). (ii) Exemption. Information specifically authorized to be classified under E.O. 12958, as implemented by DoD 5200.1-R, may be exempt pursuant to 5 U.S.C. 552a(k)(1). (iii) Exemption. Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. Portions of this system of records that may be exempt pursuant to subsections 5 U.S.C. 552a(k)(1) and (k)(2) are (c)(3), (d), (e)(1), (e)(4)(G), (H), and (I), and (f). (iv) Authority: 5 U.S.C. 552a(j)(2), (k)(1), and (k)(2). (v) Reason: (1) From subsection (c)(3) because release of accounting of disclosure could place the subject of an investigation on notice that he/she is under investigation and provide him/her with significant information concerning the nature of the investigation, resulting in a serious impediment to law enforcement investigations. (2) From subsections (c)(4), (d), (e)(4)(G), and (e)(4)(H) because granting individuals access to information collected and maintained for purposes relating to the enforcement of laws could interfere with proper investigations and orderly administration of justice. Granting individuals access to information relating to the preparation and conduct of criminal prosecution would impair the development and implementation of legal strategy. Amendment is inappropriate because the trial/government counsel files contain official records including transcripts, court orders, and investigatory materials such as exhibits, decisional memorandum and other case-related papers. Disclosure of this information could result in the concealment, alteration or destruction of evidence, the identification of offenders or alleged offenders, nature and disposition of charges; and jeopardize the safety and well-being of informants, witnesses and their families, and law enforcement personnel and their families. Disclosure of this information could also reveal and render ineffective investigation techniques, sources, and methods used by law enforcement personnel, and could result in the invasion of privacy of individuals only incidentally related to an investigation. (3) From subsection (e)(1) because it is not always possible in all instances to determine relevancy or necessity of specific information in the early stages of case development. Information collected during criminal investigations and prosecutions and not used during the subject case is often retained to provide leads in other cases. (4) From subsection (e)(2) because in criminal or other law enforcement investigations, the requirement that information be collected to the greatest extent practicable from the subject individual would alert the subject as to the nature or existence of an investigation, presenting a serious impediment to law enforcement investigations. (5) From subsection (e)(3) because compliance would constitute a serious impediment to law enforcement in that it could compromise the existence of a confidential investigation or reveal the identity of witnesses or confidential informants. (6) From subsection (e)(4)(I) because the identity of specific sources must be withheld in order to protect the confidentiality of the sources of criminal and other law enforcement information. This exemption is further necessary to protect the privacy and physical safety of witnesses and informants. (7) From subsection (e)(5) because in the collection of information for law enforcement purposes it is impossible to determine in advance what information is accurate, relevant, timely, and complete. With the passage of time, seemingly irrelevant or untimely information may acquire new significance as further investigation brings new details to light and the accuracy of such information can only be determined in a court of law. The restrictions of subsection (e)(5) would restrict the ability of trained investigators and intelligence analysts to exercise their judgment in reporting on investigations and impede the development of intelligence necessary for effective law enforcement. (8) From subsection (e)(8) because compliance would provide an impediment to law enforcement by interfering with the ability to issue warrants or subpoenas and by revealing investigative techniques, procedures, or evidence. (9) From subsection (f) and (g) because this record system is exempt from the individual access provisions of subsection (d). (10) Consistent with the legislative purpose of the Privacy Act of 1974, the Department of the Navy will grant access to nonexempt material in the records being maintained. Disclosure will be governed by the Department of the Navy's Privacy Regulation, but will be limited to the extent that the identity of confidential sources will not be compromised; subjects of an investigation of an actual or potential criminal violation will not be alerted to the investigation; the physical safety of witnesses, informants and law enforcement personnel will not be endangered, the privacy of third parties will not be violated; and that the disclosure would not otherwise impede effective law enforcement. Whenever possible, information of the above nature will be deleted from the requested documents and the balance made available. The controlling principle behind this limited access is to allow disclosures except those indicated above. The decisions to release information from these systems will be made on a case-by-case basis. (v) System identifier and name: (1) N05211-1, Privacy Act Files and Tracking System (2) Exemption During the processing of a Privacy Act request (which may include access requests, amendment requests, and requests for review for initial denials of such requests), exempt materials from other systems of records may in turn become part of the case record in this system. To the extent that copies of exempt records from those `other' systems of records are entered into this system, the Department of the Navy hereby claims the same exemptions for the records from those `other' systems that are entered into this system, as claimed for the original primary system of which they are a part. (3) Authority 5 U.S.C. 552a(j)(2), (k)(1), (k)(2), (k)(3), (k)(4), (k)(5), (k)(6), and (k)(7). (4) Records are only exempt from pertinent provisions of 5 U.S.C. 552a to the extent such provisions have been identified and an exemption claimed for the original record and the purposes underlying the exemption for the original record still pertain to the record which is now contained in this system of records. In general, the exemptions were claimed in order to protect properly classified information relating to national defense and foreign policy, to avoid interference during the conduct of criminal, civil, or administrative actions or investigations, to ensure protective services provided the President and others are not compromised, to protect the identity of confidential sources incident to Federal employment, military service, contract, and security clearance determinations, and to preserve the confidentiality and integrity of Federal evaluation materials. The exemption rule for the original records will identify the specific reasons why the records are exempt from specific provisions of 5 U.S.C. 552a. (w) System identifier and name (1) N05720-1, FOIA Request Files and Tracking System (2) Exemption During the processing of a Freedom of Information Act request, exempt materials from other systems of records may in turn become part of the case record in this system. To the extent that copies of exempt records from those `other' systems of records are entered into this system, the Department of the Navy hereby claims the same exemptions for the records from those `other' systems that are entered into this system, as claimed for the original primary system of which they are a part. (3) Authority: 5 U.S.C. 552a(j)(2), (k)(1), (k)(2), (k)(3), (k)(4), (k)(5), (k)(6), and (k)(7). (4) Records are only exempt from pertinent provisions of 5 U.S.C. 552a to the extent such provisions have been identified and an exemption claimed for the original record and the purposes underlying the exemption for the original record still pertain to the record which is now contained in this system of records. In general, the exemptions were claimed in order to protect properly classified information relating to national defense and foreign policy, to avoid interference during the conduct of criminal, civil, or administrative actions or investigations, to ensure protective services provided the President and others are not compromised, to protect the identity of confidential sources incident to Federal employment, military service, contract, and security clearance determinations, and to preserve the confidentiality and integrity of Federal evaluation materials. The exemption rule for the original records will identify the specific reasons why the records are exempt from specific provisions of 5 U.S.C. 552a. [65 FR 31456, May 18, 2000, as amended at 66 FR 48170, Aug. 7, 2000; 66 FR 54928, Oct. 31, 2001] Sec. 701.119 Exemptions for specific Marine Corps record systems. (a) System identifier and name: (1) MMN00018, Base Security Incident Reporting System. (2) Exemption: (i) Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. (ii) Portions of this system of records are exempt from the following subsections of the Privacy Act: (c)(3), (c)(4), (d), (e) (2) and (3), (e)(4)(G) through (I), (e)(5), (e)(8), (f), and (g). (3) Authority: 5 U.S.C. 552a(j)(2). (4) Reasons: (i) Granting individuals access to information collected and maintained by these activities relating to the enforcement of criminal laws could interfere with orderly investigations, with the orderly administration of justice, and might enable suspects to avoid detection or apprehension. Disclosure of this information could result in the concealment, destruction, or fabrication of evidence, and jeopardize the safety and well being of informants, witnesses and their families, and law enforcement personnel and their families. Disclosure of this information could also reveal and render ineffectual investigative techniques, sources, and methods used by this component, and could result in the invasion of the privacy of individuals only incidentally related to an investigation. The exemption of the individual's right of access to his or her records, and the reasons therefore, necessitate the exemption of this system of records from the requirements of other cited provisions. (b) System identifier and name: (1) MIN00001, Personnel and Security Eligibility and Access Information System. (2) Exemption: (i) Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of such information, the individual will be provided access to such information except to the extent that disclosure would reveal the identity of a confidential source. (ii) Records maintained in connection with providing protective services to the President and other individuals under 18 U.S.C. 3506, may be exempt pursuant to 5 U.S.C. 552a(k)(3). (iii) Investigatory material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (iv) Portions of this system of records are exempt for the following subsections of the Privacy Act: (c)(3), (d), (e)(1), (e)(4)(G) through (I), and (f). (3) Authority: 5 U.S.C. 552a(k)(2), (k)(3), and (k)(5), as applicable. (4) Reasons: (i) Exempt portions of this system contain information that has been properly classified under E.O. 12958, and that is required to be kept secret in the interest of national defense or foreign policy. (ii) Exempt portions of this system also contain information considered relevant and necessary to make a determination as to qualifications, eligibility, or suitability for Federal civilian employment, military service, Federal contracts, or access to classified, compartmented, or otherwise sensitive information, and was obtained by providing an expressed or implied assurance to the source that his or her identity would not be revealed to the subject of the record. (iii) Exempt portions of this system further contain information that identifies sources whose confidentiality must be protected to ensure that the privacy and physical safety of these witnesses and informants are protected. PART 806B-AIR FORCE PRIVACY ACT PROGRAM Subpart A-Overview of the Privacy Act Program 806b.1 Basic guidelines. 806b.2 Violation penalties. 806b.3 Personal notes. 806b.4 Responsibilities. Subpart B-Obtaining Law Enforcement Records and Promises of Confidentiality 806b.5 Obtaining law enforcement records. 806b.6 Promising confidentiality. Subpart C-Collecting Personal Information 806b.7 How to collect personal information. 806b.8 When to give privacy act statements (PAS). 806b.9 Requesting the social security number (SSN). Subpart D-Giving Access to Privacy Act Records 806b.10 Making a request for access. 806b.11 Processing a request for access. 806b.12 Fees. 806b.13 Denying or limiting access. 806b.14 Denial authorities. Subpart E-Amending the Record 806b.15 Amendment reasons. 806b.16 Responding to amendment requests. 806b.17 Approving or denying a record amendment. 806b.18 Seeking review of unfavorable agency determinations. 806b.19 Appeal procedures. 806b.20 Contents of Privacy Act case files. Subpart F-Privacy Act Notifications 806b.21 When to include a privacy act warning statement in publications. 806b.22 Publishing system notices. 806b.23 Timing of notices. Subpart G-Protecting and Disposing of Records 806b.24 Protecting records. 806b.25 Balancing protection. 806b.26 Disposing of records. Subpart H-Privacy Act Exemptions 806b.27 Requesting an exemption. 806b.28 Exemption types. 806b.29 Authorizing exemptions. 806b.30 Approved exemptions. Subpart I-Disclosing Records to Third Parties 806b.31 Disclosure considerations. 806b.32 Disclosing information for which consent is not required. 806b.33 Disclosing other information. 806b.34 Agencies or individuals to whom the Air Force may release privacy information. 806b.35 Disclosing the medical records of minors. 806b.36 Disclosure accounting. 806b.37 Computer matching. Subpart J-Training 806b.38 Who needs training. 806b.39 Training tools. Subpart K-Privacy Act Reporting 806b.40 Privacy act report (RCS: DD-DA&M(A)1379). Appendix A to part 806b - Glossary of References, Abbreviations, Acronyms, and Terms Appendix B to part 806b - Preparing a System Notice Appendix C to part 806b - General and Specific Exemptions Authority: Pub. L. 93-579, 88 Stat 1896 (5 U.S.C. 552a). Source: 59 FR 53099, Oct. 21, 1994. Subpart A - Overview of the Privacy Act Program...................... Sec. 806b.1 Basic guidelines. The Privacy Act of 1974 and this part apply only to information in Air Force systems of records on living United States citizens and permanent resident aliens. (a) An official system of records must be: (1) Authorized by law or Executive Order. (2) Controlled by an Air Force or lower level directive. (3) Needed to carry out an Air Force mission or function. (b) The Air Force does not: (1) Keep records on how a person exercises First Amendment rights. EXCEPTIONS are when: The Air Force has the permission of that individual or is authorized by federal statute; or the information pertains to an authorized law enforcement activity. (2) Penalize or harass an individual for exercising rights guaranteed under the Privacy Act. Give reasonable aid to individuals exercising their rights. (c) Air Force members: (1) Keep paper and electronic records containing personal information and retrieved by name or personal identifier only in approved systems published in the Federal Register. (2) Collect, maintain, and use information in such systems only to support programs authorized by law or Executive Order. (3) Safeguard the records in the system and keep them the minimum time required. (4) Keep the records timely, accurate, complete, and relevant. (5) Amend and correct records on request. (6) Let individuals review and receive copies of their own records unless the Secretary of the Air Force approved an exemption for the system or the Air Force created the records in anticipation of a civil action or proceeding. (7) Provide a review of decisions that deny individuals access to or amendment of their records. Sec. 806b.2 Violation penalties. An individual may file a civil suit against the Air Force for failing to comply with the Privacy Act. The courts may find an individual offender guilty of a misdemeanor and fine that individual offender not more than $5,000 for: (a) Willfully maintaining a system of records that doesn't meet the public notice requirements. (b) Disclosing information from a system of records to someone not entitled to the information. (c) Obtaining someone else's records under false pretenses. Sec. 806b.3 Personal notes. If you keep personal notes on individuals to use as memory aids to supervise or perform other official functions, and do not share them with others, and an Air Force directive does not require their maintenance, the Privacy Act does not apply. Sec. 806b.4 Responsibilities. (a) The Administrative Assistant to the Secretary of the Air Force (SAF/AA) manages the entire program. (b) The Office of the General Counsel to the Secretary of the Air Force (SAF/GCA) makes final decisions on appeals. (c) The Director of Information Management (SAF/AAI), through the Access Programs Office of the Policy Division, (SAF/AAIA): (1) Administers procedures outlined in this part. (2) Submits system notices and required reports to the Defense Privacy Office. (3) Guides major commands (MAJCOM) and field operating agencies (FOA). (d) MAJCOM and FOA commanders, HQ USAF and Deputy Chiefs of Staff (DCS), and comparable officials, and SAF offices implement this part. Each HQ USAF and SAF office appoints a Privacy Act monitor. Send the name, office symbol, and phone number to SAF/AAIA. (e) MAJCOM and FOA Information Managers: (1) Manage the program. (2) Appoint a command Privacy Act officer. (3) Send the name, office symbol, and phone number to SAF/AAIA. (f) Privacy Act Officers: (1) Guide and train. (2) Review the program at regular intervals. (3) Submit reports. (4) Review all publications and forms for compliance with this part. (5) Review system notices. (6) Investigate complaints. (7) Staff denial recommendations (at MAJCOMs and FOAs only). (g) System Managers: (1) Decide the need for, and content of systems. (2) Manage and safeguard the system. (3) Train personnel on Privacy Act requirements. (4) Protect records from unauthorized disclosure, alteration, or destruction. (5) Prepare system notices and reports. (6) Answer Privacy Act requests. (7) Keep records of disclosures. (8) Evaluate the systems annually. (h) Privacy Act Monitors (PAM): (1) Are the focal point in their functional area for general Privacy Act questions and correspondence. (2) Maintain a list of all systems of records and system managers in their area. (3) Act as liaison with the Privacy Act Officer. (4) Maintain statistics for the annual Privacy Act report. Subpart B - Obtaining Law Enforcement Records and Promises of Confidentiality...................................................... Sec. 806b.5 Obtaining law enforcement records. The Commander AFOSI; the Chief, Air Force Security Police Agency (AFSPA); MAJCOM, FOA, and base chiefs of security police; AFOSI detachment commanders; and designees of those offices may ask another agency for records for law enforcement under 5 U.S.C. 552a(b)(7). The requesting office must indicate in writing the specific part of the record desired and identify the law enforcement activity asking for the record. Sec. 806b.6 Promising confidentiality. Record promises of confidentiality to exempt from disclosure any `confidential' information under subsections (k)(2), (k)(5), or (k)(7) of the Privacy Act. Subpart C - Collecting Personal Information.......................... Sec. 806b.7 How to collect personal information. Collect personal information directly from the subject of the record when possible. You may ask third parties when: (a) You must verify information. (b) You want opinions or evaluations. (c) You can't contact the subject. (d) The subject asks you. Sec. 806b.8 When to give Privacy Act statements (PAS). (a) Give a PAS orally or in writing: (1) To anyone from whom you are collecting personal information that will be put in a system of records. (2) Whenever you ask someone for his or her Social Security Number (SSN). Note: Do this regardless of how you collect or record the answers. You may display a sign in areas where people routinely furnish this kind of information. Give a copy of the PAS if asked. Do not ask the person to sign the PAS. (3) A PAS must include four items: (i) Authority: The legal authority, that is, the United States Code or Executive Order authorizing the program the system supports. (ii) Purpose: The reason you are collecting the information. (iii) Routine Uses: A list of where and why the information will be disclosed outside DoD. (iv) Disclosure: Voluntary or Mandatory. (Use Mandatory only when disclosure is required by law and the individual will be penalized for not providing information.) Include any consequences of nondisclosure in nonthreatening language. Sec. 806b.9 Requesting the social security number (SSN). (a) Do not deny people a legal right, benefit, or privilege for refusing to give their SSNs unless the law requires disclosure, or a law or regulation adopted before January 1, 1975, required the SSN and the Air Force uses it to verify a person's identity in a system of records established before that date. When you ask for an SSN to create a record, tell the individual: (1) The statute, regulation, or rule authorizing you to ask for the SSN. (2) The uses that will be made of the SSN. (3) If he or she is legally obligated to provide the SSN. (b) The Air Force requests an individual's SSN and provides the individual information required by law when anyone enters military service or becomes an Air Force civilian employee. The Air Force uses the SSN as a service or employment number to reference the individual's official records. When you ask someone for an SSN as identification (ID) to retrieve an existing record, you do not have to restate this information. (c) Executive Order 9397, November 22, 1943, authorizes using the SSN as a personal identifier. This order is not adequate authority to collect an SSN to create a record. When law does not require disclosing the SSN or when the system of records was created after January 1, 1975, you may ask for the SSN, but the individual does not have to disclose it. If the individual refuses to respond, use alternative means of identifying records. (d) SSNs are personal and unique to each individual. Protect them as FOR OFFICIAL USE ONLY (FOUO). Do not disclose them to anyone without an official need to know. Subpart D - Giving Access to Privacy Act Records..................... Sec. 806b.10 Making a request for access. Persons or their designated representatives may ask for a copy of their records in a system of records. Requesters need not state why they want access to their records. Verify the identity of the requester to avoid unauthorized disclosures. How you verify identity will depend on the sensitivity of the requested records. Persons without access to notary services may use an unsworn declaration in the following format: `I declare under penalty of perjury (if outside the United States, add `under the laws of the United States of America') that the foregoing is true and correct. Executed on (date). (Signature).' Sec. 806b.11 Processing a request for access. Consider a request from an individual for his or her own records in a system of records under both the Freedom of Information Act (FOIA) and the Privacy Act regardless of the Act cited. The requester need not cite any Act. Process the request under whichever Act gives the most information. When necessary, tell the requester under which Act you processed the request and why. (a) Requesters should describe the records they want. They do not have to name a system of records number, but they should at least name a type of record or functional area. For requests that ask for `all records about me,' ask for more information and tell the person how to review the Air Force systems of records published in the Federal Register or in AFDIR 37-144 \1\, `Privacy Act Systems of Record' (formerly AFR 4-36). \1\ Copies may be obtained at cost from the National Technical Information Service, 5285 Port Royal Road, Springfield, VA 22161. (b) Requesters should not use government equipment, supplies, stationery, postage, telephones, or official mail channels for making Privacy Act requests. Privacy Act Officers and system managers process such requests but tell requesters that using government resources to make Privacy Act requests is not authorized. (c) Tell the requester if a record exists and how to review the record. If possible, respond to requests within 10 workdays of receiving them. If you cannot answer the request in 10 workdays, send a letter explaining why and give an approximate completion date no more than 20 workdays after the first office received the request. (d) Show or give a copy of the record to the requester within 30 workdays of receiving the request unless the system is exempt and the Air Force lists the exemption in appendix C of this part; or published as a final rule in the Federal Register. Give information in a form the requester can understand. (e) If the requester wants another person present during the record review, the system manager may ask for written consent to authorize discussing the record with another person present. Sec. 806b.12 Fees. Give the first 100 pages free, and charge only reproduction costs for the remainder. Copies cost $.15 per page; microfiche costs $.25 per fiche. Charge the fee for the first 100 pages if records show that the Air Force already responded to a request for the same records at no charge. Do not charge fees: (a) When the requester can get the record without charge under another publication (for example, medical records). (b) For search. (c) For reproducing a document for the convenience of the Air Force. (d) For reproducing a record so the requester can review it. Sec. 806b.13 Denying or limiting access. Process access denials within five workdays after you receive a request for access. When you may not release a record, send a copy of the request, the record, and why you recommend denying access (including the applicable exemption) to the denial authority through the Staff Judge Advocate (SJA) and the Privacy Act officer. The SJA gives a written legal opinion on the denial. The MAJCOM or FOA Privacy Act officer reviews the file, gets written advice from the SJA and the functional office of primary responsibility (OPR), and makes a recommendation to the denial authority. The denial authority sends the requester a letter with the decision. If the denial authority grants access, release the record. If the denial authority refuses access, tell the requester why and explain pertinent appeal rights. (a) Before you deny a request for access to a record, make sure that: (1) The system has an SAF approved exemption. (2) The exemption covers each document. (3) Nonexempt parts are segregated. (b) You may refuse to give out medical records if a physician believes that doing so could harm the person's mental or physical health. You have these options: (1) Ask the requester to get a letter from a physician to whom you can send the records. Include a letter explaining to the physician that giving the records directly to the individual could be harmful. (2) Offer the services of a military physician other than one who provided treatment if naming the physician poses a hardship on the individual. (c) Do not delete third-party information from a record when the subject requests access, except as noted in Sec. 806b.13(d), unless the Air Force covers the record with an established exemption (appendix C of this part). Presume that all information in a file pertains to the subject of the file. (d) Do not release third-party personal data (such as SSN and home address). This action is not a denial. (e) Withhold records compiled in connection with a civil action or other proceeding including any action where the Air Force expects judicial or administrative adjudicatory proceedings. This exemption does not cover criminal actions. Do not release attorney work products prepared before, during, or after the action or proceeding. Sec. 806b.14 Denial authorities. These officials or a designee may deny access or amendment of records. Send a letter to SAF/AAIA with the position titles of designees. You must get SAF/AA approval before delegating this authority to a lower level. Send requests for waiver with justification to SAF/AAIA. Authorities are: (a) DCSs and chiefs of comparable offices or higher level at SAF or HQ USAF. (b) MAJCOM or FOA commanders. (c) HQ USAF/DPCP, Pentagon, Washington, DC 20330-5060 (for civilian personnel records). (d) Commander, Air Force Office of Special Investigations (AFOSI), Washington, DC 20332-6001 (for AFOSI records). Subpart E - Amending the Record...................................... Sec. 806b.15 Amendment reasons. Individuals may ask to have their records amended to make them accurate, timely, relevant, or complete. System managers routinely correct a record if the requester can show that it is factually wrong. Sec. 806b.16 Responding to amendment requests: (a) Anyone may request minor corrections orally. Requests for more serious modifications should be in writing. (b) After verifying the identity of the requester, make the change, notify all known recipients of the record, and inform the individual. (c) Acknowledge requests within 10 workdays of receipt. Give an expected completion date unless you complete the change within that time. Final decisions must take no longer than 30 workdays. Sec. 806b.17 Approving or denying a record amendment. The Air Force does not usually amend a record when the change is based on opinion, interpretation, or subjective official judgment. This action constitutes a denial, and requesters may appeal. If the system manager decides not to amend or partially amend the record, send a copy of the request, the record, and the recommended denial reasons to the denial authority through the SJA and the Privacy Act officer. SJAs will include a legal opinion. (a) The MAJCOM or FOA Privacy Act officer reviews the proposed denial, gets a legal opinion from the SJA and written advice from the functional OPR, and makes a recommendation to the denial authority. (b) The denial authority sends the requester a letter with the decision. If the denial authority approves the request, amend the record and notify all previous recipients that it has been changed. If the authority denies the request, give the requester the statutory authority, reason, and pertinent appeal rights. Sec. 806b.18 Seeking review of unfavorable agency determinations. Requesters should pursue record corrections of subjective matters and opinions through proper channels to the Civilian Personnel Office using grievance procedures or the Air Force Board for Correction of Military Records (AFBCMR). Record correction requests denied by the AFBCMR are not subject to further consideration under this part. Sec. 806b.19 Appeal procedures. (a) Individuals may request a denial review by writing to the Secretary of the Air Force through the denial authority within 60 calendar days after receiving a denial letter. The denial authority promptly sends a complete appeal package to SAF/AAIA, including: (1) Original appeal letter. (2) Initial request. (3) Initial denial. (4) Copy of the record. (5) Any internal records or coordination actions relating to the denial. (6) Denial authority's comments on the appellant's arguments. (7) Legal reviews. (b) If the denial authority reverses an earlier denial and grants access or amendment, notify the requester immediately. (c) SAF/AAIA reviews the denial and forwards to SAF/GCA for legal review or staffing to grant or deny the appeal. SAF/GCA tells the requester the final Air Force decision and explains judicial review rights. (d) The requester may file a concise statement of disagreement with the system manager if SAF/GCA denies the request to amend the record. SAF/GCA explains the requester's rights when they issue the final appeal decision. (1) The records should clearly show that a statement of disagreement is filed with the record or separately. (2) The disputed part of the record must show that the requester filed a statement of disagreement. (3) Give copies of the statement of disagreement to the record's previous recipients. Inform subsequent record users about the dispute and give them a copy of the statement with the record. (4) The system manager may include a brief summary of the reasons for not amending the record. Limit the summary to the reasons SAF/GCA gave to the individual. The summary is part of the individual's record, but it is not subject to amendment procedures. Sec. 806b.20 Contents of Privacy Act case files. Do not keep copies of disputed records in this file. Use the file solely for statistics and to process requests. Do not use the case files to make any kind of determination about an individual. Document reasons for untimely responses. These files include: (a) Requests from and replies to individuals on whether a system has records about them. (b) Requests for access or amendment. (c) Approvals, denials, appeals, and final review actions. (d) Coordination actions and related papers. Subpart F - Privacy Act Notifications................................ Sec. 806b.21 When to include a Privacy Act warning statement in publications. Include a Privacy Act Warning Statement in each Air Force publication that requires collecting or keeping personal information in a system of records. Also include the warning statement when publications direct collection of the SSN from the individual. The warning statement will cite legal authority and the system of records number and title. You can use the following warning statement: `This part requires collecting and maintaining information protected by the Privacy Act of 1974 authorized by (U.S.C. citation and or Executive Order number). System of records notice (number and title) applies.' Sec. 806b.22 Publishing system notices. The Air Force must publish notices in the Federal Register of new, amended, and deleted systems to inform the public of what records the Air Force keeps and give them an opportunity to comment. The Privacy Act also requires submission of new or significantly altered systems to the Office of Management and Budget (OMB) and both houses of the Congress before publication in the Federal Register. This includes: (a) Starting a new system. (b) Instituting significant changes to an existing system. (c) Sending out data collection forms or instructions. (d) Issuing a request for proposal or invitation for bid to support a new system. Sec. 806b.23 Timing of notices. At least 120 days before the effective start date, system managers must send the system notice to SAF/AAIA on a 5 1/4 or 3 1/2-inch disk in Wordstar (ASCII text file) or Microsoft Word, with a paper copy highlighting any changes through the MAJCOM or FOA Privacy Act Officer. See Appendix B of this part for a sample system notice. Subpart G - Protecting and Disposing of Records...................... Sec. 806b.24 Protecting records. Protect information according to its sensitivity level. Consider the personal sensitivity of the information and the risk of loss or alteration. Most information in systems of records is FOR OFFICIAL USE ONLY (FOUO). Refer to AFI 37-131 \2\, `Air Force Freedom of Information Act Program,' for protection methods. \2\ See footnote 1 to section 806b.11, of this part. Sec. 806b.25 Balancing protection. Balance additional protection against risk and cost. AF Form 3227, `Privacy Act Cover Sheet', is available for use with Privacy Act material. For example, a password may be enough protection for an automated system with a log-on protocol. Classified computer systems or those with established audit and password systems are obviously less vulnerable than unprotected files or word processors in offices that are periodically empty. Follow AFI 33-202 \3\, `The Air Force Computer Security Program,' for procedures on safeguarding personal information in automated records. \3\ See footnote 1 to section 806b.11, of this part. Sec. 806b.26 Disposing of records. You may use the following methods to dispose of records protected by the Privacy Act according to records retention schedules: (a) Destroy by any method that prevents compromise, such as tearing, burning, or shredding, so long as the personal data is not recognizable and beyond reconstruction. (b) Degauss or overwrite magnetic tapes or other magnetic medium. (c) Dispose of paper products through the Defense Reutilization and Marketing Office (DRMO) or through activities who manage a base-wide recycling program. The recycling sales contract must contain a clause requiring the contractor to safeguard privacy material until its destruction and to pulp, macerate, shred, or otherwise completely destroy the records. Originators must safeguard Privacy Act material until it is transferred to the recycling contractor. A federal employee or, if authorized, a contractor employee must witness the destruction. This transfer does not require a disclosure accounting. Subpart H - Privacy Act Exemptions................................... Sec. 806b.27 Requesting an exemption. A system manager who believes that a system needs an exemption from some or all of the requirements of the Privacy Act should send a request to SAF/AAIA through the MAJCOM or FOA Privacy Act Officer. The request should detail the reasons for the exemption and the section of the Act that allows the exemption. SAF/AAIA gets approval for the request through SAF/AA and the Defense Privacy Office. Sec. 806b.28 Exemption types. (a) A general exemption frees a system from most parts of the Privacy Act. (b) A specific exemption frees a system from only a few parts of the Privacy Act. Sec. 806b.29 Authorizing exemptions. Only SAF/AA can exempt systems of records from any part of the Privacy Act. Denial authorities can withhold records using these exemptions only if SAF/AA previously approved and published an exemption for the system in the Federal Register. Appendix C of this part lists the systems of records that have approved exemptions. Sec. 806b.30 Approved exemptions. Approved exemptions exist under 5 U.S.C. 552a for: (a) Certain systems of records used by activities whose principal function is criminal law enforcement (subsection (j)(2)). (b) Classified information in any system of records (subsection (k)(1)). (c) Law enforcement records (other than those covered by subsection (j)(2)). The Air Force must allow an individual access to any record that is used to deny rights, privileges or benefits to which he or she would otherwise be entitled by federal law or for which he or she would otherwise be eligible as a result of the maintenance of the information (unless doing so would reveal a confidential source) (subsection (k)(2)). (d) Statistical records required by law. Data is for statistical use only and may not be used to decide individuals' rights, benefits, or entitlements (subsection (k)(4)). (e) Data to determine suitability, eligibility, or qualifications for federal service or contracts, or access to classified information if access would reveal a confidential source (subsection (k)(5)). (f) Qualification tests for appointment or promotion in the federal service if access to this information would compromise the objectivity of the tests (subsection (k)(6)). (g) Information which the Armed Forces uses to evaluate potential for promotion if access to this information would reveal a confidential source (subsection (k)(7)). Subpart I - Disclosing Records to Third Parties...................... Sec. 806b.31 Disclosure considerations. Before releasing personal information to third parties, consider the consequences, check accuracy, and make sure that no law or directive bans disclosure. You can release personal information to third parties when the subject agrees orally or in writing. Air Force members consent to releasing their home telephone number and address when they sign and check the `Do Consent' block on the AF Form 624, `Base/Unit Locator and PSC Directory' (see AFI 37-129 \4\, `Base and Unit Personnel Locators and Postal Directories'). \4\ See footnote 1 to section 806b.11, of this part. (a) Before including personal information such as home addresses, home phones, and similar information on social rosters or directories, ask for written consent statements. Otherwise, do not include the information. (b) You must get written consent before releasing any of these items of information: (1) Marital status. (2) Number and sex of dependents. (3) Gross salary of military personnel (see Sec. 806b.32 for releasable pay information). (4) Civilian educational degrees and major areas of study. (5) School and year of graduation. (6) Home of record. (7) Home address and phone. (8) Age and date of birth. (9) Present or future assignments for overseas or for routinely deployable or sensitive units. (10) Office and unit address and duty phone for overseas or for routinely deployable or sensitive units. Sec. 806b.32 Disclosing information for which consent is not required. You don't need consent before releasing any of these items: (a) Information releasable under the FOIA. (b) Information for use within the Department of Defense by officials or employees with a need to know. (c) Name. (d) Rank. (e) Grade. (f) Air Force specialty code (AFSC). (g) Pay (including base pay, special pay, all allowances except Basic Allowance for Quarters (BAQ) and Variable Housing Allowance (VHA)). (h) Gross salary for civilians. (i) Past duty assignments. (j) Present and future approved and announced stateside assignments. (k) Position title. (l) Office, unit address, and duty phone number. (m) Date of rank. (n) Entered on active duty (EAD) date. (o) Pay date. (p) Source of commission. (q) Professional military education. (r) Promotion sequence number. (s) Military awards and decorations. (t) Duty status of active, retired, or reserve. (u) Active duty official attendance at technical, scientific, or professional meetings. (v) Biographies and photos of key personnel. Sec. 806b.33 Disclosing other information. Use these guidelines to decide whether to release information: (a) Would the subject have a reasonable expectation of privacy in the information requested? (b) Would disclosing the information benefit the general public? The Air Force considers information as meeting the public interest standard if it reveals anything regarding the operations or activities of the agency, or performance of its statutory duties. (c) Balance the public interest against the individual's probable loss of privacy. Do not consider the requester's purpose, circumstances, or proposed use. Sec. 806b.34 Agencies or individuals to whom the Air Force may release privacy information. The Air Force may release information without consent to these individuals or agencies: (a) Agencies outside the Department of Defense for a Routine Use published in the Federal Register. The purpose of the disclosure must be compatible with the purpose in the Routine Use. When initially collecting the information from the subject, the Routine Uses block in the Privacy Act Statement must name the agencies and reason. (b) The Bureau of the Census to plan or carry out a census or survey under 13 U.S.C. 8. (c) A recipient for statistical research or reporting. The recipient must give advanced written assurance that the information is for statistical purposes only. Note: No one may use any part of the record to decide on individuals' rights, benefits, or entitlements. You must release records in a format that makes it impossible to identify the real subjects. (d) The Archivist of the United States and the National Archives and Records Administration (NARA) to evaluate records for permanent retention. Records stored in Federal Records Centers remain under Air Force control. (e) A federal, state, or local agency (other than the Department of Defense) for civil or criminal law enforcement. The head of the agency or a designee must send a written request to the system manager specifying the record or part needed and the law enforcement purpose. The system manager may also disclose a record to a law enforcement agency if the agency suspects a criminal violation. This disclosure is a Routine Use for all Air Force systems of records and is published in the Federal Register. (f) An individual or agency that needs the information for compelling health or safety reasons. The affected individual need not be the record subject. (g) The Congress, a congressional committee, or a subcommittee, for matters within their jurisdictions. (h) A congressional office acting for the record subject. A published, blanket Routine Use permits this disclosure. If the material for release is sensitive, get a release statement. (i) The Comptroller General or an authorized representative of the General Accounting Office on business. (j) A court order of a court of competent jurisdiction, signed by a judge. (k) A consumer credit agency according to the Debt Collections Act when a published system notice lists this disclosure as a Routine Use. (l) A contractor operating a system of records under an Air Force contract. Records maintained by the contractor for the management of contractor employees are not subject to the Privacy Act. Sec. 806b.35 Disclosing the medical records of minors. Air Force personnel may disclose the medical records of minors to their parents or legal guardians. The laws of each state define the age of majority. (a) The Air Force must obey state laws protecting medical records of drug or alcohol abuse treatment, abortion, and birth control. If you manage medical records, learn the local laws and coordinate proposed local policies with the servicing SJA. (b) Outside the United States (overseas), the age of majority is 18. Unless parents or guardians have a court order granting access or the minor's written consent, they will not have access to minor's medical records overseas when the minor sought or consented to treatment between the ages of 15 and 17 in a program where regulation or statute provides confidentiality of records and he or she asked for confidentiality. Sec. 806b.36 Disclosure accountings. System managers must keep an accurate record of all disclosures made from any system of records except disclosures to DoD personnel for official use or disclosures under the FOIA. System managers may use AF Form 771, `Accounting of Disclosures'. (a) System managers may file the accounting record any way they want as long as they give it to the subject on request, send corrected or disputed information to previous record recipients, explain any disclosures, and provide an audit trail for reviews. Include in each accounting: (1) Release date. (2) Description of information. (3) Reason for release. (4) Name and address of recipient. (b) Some exempt systems let you withhold the accounting record from the subject. (c) You may withhold information about disclosure accountings for law enforcement purposes at the law enforcement agency's request. Sec. 806b.37 Computer matching. Computer matching programs electronically compare records from two or more automated systems which may include the Department of Defense, another federal agency, or a state or other local government. A system manager proposing a match that could result in an adverse action against a federal employee must meet these requirements of the Privacy Act: (a) Prepare a written agreement between participants. (1) Secure approval of the Defense Data Integrity Board. (2) Publish a matching notice in the Federal Register before matching begins. (3) Ensure full investigation and due process. (4) Act on the information, as necessary. (b) The Privacy Act applies to matching programs that use records from: (1) Federal personnel or payroll systems. (2) Federal benefit programs where matching: (i) Determines federal benefit eligibility, (ii) Checks on compliance with benefit program requirements, (iii) Recovers improper payments or delinquent debts from current or former beneficiaries. (c) Matches used for statistics, pilot programs, law enforcement, tax administration, routine administration, background checks and foreign counterintelligence, and internal matching that won't cause any adverse action are exempt from Privacy Act matching requirements. (d) Any activity that expects to participate in a matching program must contact SAF/AAIA immediately. System managers must prepare a notice for publication in the Federal Register with a Routine Use that allows disclosing the information for use in a matching program. Send the proposed system notice to SAF/AAIA. Allow 180 days for processing requests for a new matching program. (e) Record subjects must receive prior notice of a match. The best way to do this is to include notice in the Privacy Act Statement on forms used in applying for benefits. Coordinate computer matching statements on forms with SAF/AAIA through the MAJCOM Privacy Act Officer. Subpart J - Training................................................. Sec. 806b.38 Who needs training. The Privacy Act requires training for all persons involved in the design, development, operation and maintenance of any system of records. Some persons may need more specialized training. They include information managers, supervisors, and individuals working with medical, financial, security, and personnel records. Sec. 806b.39 Training tools. Helpful aids include: (a) AFH 37-146 \5\, `Privacy Act Training', a self-paced course. \5\ See footnote 1 to section 806b.11, of this part. (b) `The Privacy Act of 1974,' a 32-minute film developed by the Defense Privacy Office. Consult your local audiovisual library. (c) `A Manager's Overview, What You Need to Know About the Privacy Act'. Contact SAF/AAIA for copies. Note: Formal school training groups that develop or modify blocks of instruction must send the material to SAF/AAIA for coordination. Subpart K - Privacy Act Reporting.................................... Sec. 806b.40 Privacy Act Report (RCS: DD-DA&M(A)1379). By March 1, of each year, MAJCOM and FOA Privacy Act officers must send SAF/AAIA a report covering the previous calendar year. The report includes: (a) Total number of requests granted in whole. (b) Total number of requests granted in part. (c) Total number of requests denied and the Privacy Act exemptions used. (d) Total number of requests for which no record was found. (e) Total number of amendment requests granted in whole. (f) Total number of amendment requests granted in part. (g) Total number of amendment requests wholly denied. (h) Specific recommendations for changes to the Act or the Privacy Act Program. Appendix A to part 806b - Glossary of References, Abbreviations, Acronyms, and Terms Section A-References a. Privacy Act of 1974, as amended, Pub. L. 93-579, 88 Stat 1896 (5 U.S.C. 552a). b. 10 U.S.C 8013, `Secretary of the Air Force: Powers and Duties.' c. Executive Order 9397, `Numbering System for Federal Accounts Relating to Individual Persons.' d. 32 CFR part 806b, `Air Force Privacy Act Program.' e. DoD Directive 5400.11 \1\, `Department of Defense Privacy Program.' \1\ Copies may be obtained at cost from the National Technical Information Service, 5285 Port Royal Road, Springfield, VA 22161. f. DoD 5400.11-R \2\, `Department of Defense Privacy Program.' \2\ See footnote 1 to section B, appendix A to part 806b. g. AFI 33-202 \3\, `The Air Force Computer Security Program' (formerly AFR 205-16). \3\ See footnote 1 to section B, appendix A to part 806b. h. AFPD 37-1 \4\, `Air Force Information Management.' \4\ See footnote 1 to section B, appendix A to part 806b. i. AFI 37-131 \5\, `Air Force Freedom of Information Act Program' (formerly AFR 4-33). \5\ See footnote 1 to section B, appendix A to part 806b. j. AFI 37-129 \6\, `Base and Unit Personnel Locators and Postal Directories' (formerly AFR 11-24). \6\ See footnote 1 to section B, appendix A to part 806b. k. AFMAN 37-139 \7\, `Disposition of Records' (formerly AFR 4-20, volume 2). \7\ See footnote 1 to section B, appendix A to part 806b. l. AFDIR 37-144 \8\, `Air Force Privacy Act Systems of Records Notices.' \8\ See footnote 1 to section B, appendix A to part 806b. m. AFH 37-146 \9\, `Privacy Act Training.' \9\ See footnote 1 to section B, appendix A to part 806b. Section B-Definitions Abbreviations and Acronyms a. AETC - Air Education and Training Command b. AFA - Air Force Academy c. AFBCMR - Air Force Board for Correction of Military Records d. AFISA - Air Force Intelligence Services Agency e. AFMC - Air Force Materiel Command f. AFOSI - Air Force Office of Special Investigations g. AFSC - Air Force Specialty Code h. AFSCO - Air Force Security Clearance Office i. AFSPA - Air Force Security Police Agency j. ASCII - American Standard Code for Information Interchange k. BAQ - Basic Allowance for Quarters l. CFR - Code of Federal Regulations m. DCS - Deputy Chief of Staff n. DoD - Department of Defense o. DR&MO - Defense Reutilization and Marketing Office p. EAD - Entered on Active Duty q. FOA - Field Operating Agency r. FOIA - Freedom of Information Act s. FOUO - For Official Use Only t. IG - Inspector General u. IMC - Interim Message Change v. LE - Logistics and Engineering w. MAJCOM - Major Command x. MIRS - Management Information and Research System y. MP - Military Personnel z. MPC - Military Personnel Center aa. NARA - National Archives and Records Administration bb. OMB - Office of Management and Budget cc. OPR - Office of Primary Responsibility dd. PA - Privacy Act ee. PAM - Privacy Act Monitor ff. PAS - Privacy Act Statement gg. RCS - Reports Control Symbol hh. SAF - Secretary of the Air Force ii. SAF/AA - The Administrative Assistant to the Secretary of the Air Force jj. SAF/AAIA - Policy Division, Directorate of Information Management kk. SAF/GCA - Assistant General Counsel for Civilian Personnel and Fiscal Law ll. SG - Surgeon General mm. SJA - Staff Judge Advocate nn. SP - Security Police oo. SSN - Social Security Number pp. US - United States qq. USAF - United States Air Force rr. U.S.C. - United States Code ss. VHA - Variable Housing Allowance Section C-Terms a. Access. Allowing individuals to review or receive copies of their records. b. Amendment. The process of adding, deleting, or changing information in a system of records to make the data accurate, relevant, timely, or complete. c. Computer matching. A computerized comparison of two or more automated systems of records or a system of records with non-Federal records to establish or verify eligibility for payments under Federal benefit programs or to recover delinquent debts for these programs. d. Confidential source. A person or organization giving information under an express or implied promise of confidentiality made before September 27, 1975. e. Confidentiality. An expressed and recorded promise to withhold the identity of a source or the information provided by a source. The Air Force promises confidentiality only when the information goes into a system with an approved exemption for protecting the identity of confidential sources. f. Defense Data Integrity Board. Representatives from the Services and the Department of Defense who oversee, coordinate, and approve all DoD computer matching programs covered by the Act. g. Denial authority. The individuals with authority to deny requests for access or amendment of records under the Privacy Act. h. Disclosure. Giving information from a system, by any means, to anyone other than the record subject. i. Federal benefit program. A federally funded or administered program for individuals that provides cash or in-kind assistance (payments, grants, loans, or loan guarantees). j. Individual. A living United States citizen or a permanent resident alien. k. Matching agency. The agency that performs a computer match. l. Minor. Anyone under the age of majority according to local state law. If there is no applicable state law, a minor is anyone under age 18. Military members and married persons are not minors, no matter what their chronological age. m. Personal identifier. A name, number, or symbol which is unique to an individual, usually the person's name or SSN. n. Personal information. Information about an individual other than items of public record. o. Privacy Act request. An oral or written request by an individual about his or her records in a system of records. p. Recipient agency. An agency or contractor that receives the records and actually performs the computer match. q. Record. Any information about an individual. r. Routine use. A disclosure of records to individuals or agencies outside the Department of Defense for a use that is compatible with the purpose for which the Air Force created the records. s. Source agency. A federal, state, or local government agency that discloses records for the purpose of a computer match. t. System manager. The official who is responsible for managing a system of records, including policies and procedures to operate and safeguard it. Local system managers operate record systems or are responsible for part of a decentralized system. u. System of records. A group of records containing personal information retrieved by the subject's name, personal identifier, or individual identifier through a cross-reference system. v. System notice. The official public notice published in the Federal Register of the existence and content of the system of records. Appendix B to part 806b - Preparing a System Notice The following elements comprise a system of records notice for publication in the Federal Register: a. System identifier. SAF/AAIA assigns the notice number, for example, F011 AFMC A, where `F' indicates `Air Force,' the next number represents the series from AFMAN 37-139 regarding records disposition, and the final letter group shows the system manager's command or DCS. The last character `A' indicates that this is the first notice for this series and system manager. b. System name. Use a short, specific, plain-language title that identifies the system's general purpose (limited to 55 characters). c. System location. Specify the address of the primary system and any decentralized elements, including automated data systems with a central computer facility and input or output terminals at separate locations. Use street address, 2-letter state abbreviations and 9- digit ZIP Codes. Spell out office names. Do not use office symbols. d. Categories of individuals covered by the system. Use nontechnical, specific categories of individuals about whom the Air Force keeps records. Do not use categories like `all Air Force personnel' unless they are actually true. e. Categories of records in the system. Describe in clear, nontechnical terms, all categories of records in the system. List only documents actually kept in the system. Do not show source documents that are used to collect data and then destroyed. Do not list form numbers. f. Authority for maintenance of the system. Cite the specific law or Executive Order that authorizes the program the records support. Cite the DoD directive or instruction or the Air Force or other instruction that authorizes the system of records. Always include titles with the citations. Note: Executive Order 9397 authorizes using the Social Security Number (SSN). Include this authority whenever the SSN is used to retrieve records. g. Purpose(s). Describe briefly and specifically what the Air Force does with the information collected. h. Routine uses of records maintained in the system including categories of users and the purpose of such uses. The Blanket Routine Uses published in the Air Force Directory of System Notices apply to all system notices unless you indicate otherwise. Also list each specific agency or activity outside DoD to whom the records may be released and the purpose for such release. i. Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system. j. Storage. State the medium in which the Air Force keeps the records, for example, in file folders, card files, microfiche, computer, and so on. Storage does not refer to the storage container. k. Retrievability. State how the Air Force retrieves the records, for example, by name, SSN, or personal characteristics (such as fingerprints or voiceprints). l. Safeguards. List the kinds of officials who have immediate access to the system. List those responsible for safeguarding the records. Identify the system safeguards, for example, storage in safes, vaults, locked cabinets or rooms, use of guards, visitor controls, personnel screening, computer systems software, and so on. Describe safeguards fully without compromising system security. m. Retention and disposal. State how long AFMAN 37-139 requires the activity to maintain the record. Indicate when or if the records may be transferred to a Federal Records Center and how long the record stays there. Specify when the Records Center sends the record to the National Archives or destroys it. Indicate how the records may be destroyed. n. System manager(s) and address. List the title and duty address of the system manager. For decentralized systems, show the locations and the position or duty title of each category of officials responsible for any segment of the system. o. Notification procedure. List the title and duty address of the official authorized to tell requesters if their records are in the system. Specify the information a requester must submit, for example., full name, military status, SSN, date of birth, or proof of identity, and so on. p. Record access procedures. Explain how individuals may arrange to access their records. Include the titles or categories of officials who may assist, for example, the system manager. q. Contesting records procedures. SAF/AAIA provides this standard caption. r. Record source categories. Show categories of individuals or other information sources for the system. Do not list confidential sources protected by subsections (k)(2), (k)(5), or (k)(7) of the Act. s. Exemptions claimed for the system. When a system has no approved exemption, write `none' under this heading. Specifically list any approved exemption including the subsection in the Act. Appendix C to part 806b - General and Specific Exemptions (a) General exemption. The following systems of records are exempt under 5 U.S.C. 552a(j)(2): (1) System identifier and name: F124 AF A, Counter Intelligence Operations and Collection Records. (2) System identifier and name: F124 AF C, Criminal Records. a. General exemptions.* * * (3) System identifier and name: F031 AF SP E, Security Forces Management Information System (SFMIS). (i) Exemption: Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2) if the information is compiled and maintained by a component of the agency which performs as its principle function any activity pertaining to the enforcement of criminal laws. Portions of this system of records may be exempt pursuant to 5 U.S.C. 552a(j)(2) from the following subsections of 5 U.S.C. 552a(c)(3), (c)(4), (d), (e)(1), (e)(2), (e)(3), (e)(4)(G), (H) and (I), (e)(5), (e)(8), (f), and (g). (ii) Authority: 5 U.S.C. 552a(j)(2). (iii) Reasons: (A) To protect ongoing investigations and to protect from access criminal investigation information contained in this record system, so as not to jeopardize any subsequent judicial or administrative process taken as a result of information contained in the file. (B) From subsection (c)(3) because the release of the disclosure accounting, for disclosures pursuant to the routine uses published for this system, would permit the subject of a criminal investigation or matter under investigation to obtain valuable information concerning the nature of that investigation which will present a serious impediment to law enforcement. (C) From subsection (c)(4) because an exemption is being claimed for subsection (d), this subsection will not be applicable. (D) From subsection (d) because access to the records contained in this system would inform the subject of an investigation of the existence of that investigation, provide the subject of the investigation with information that might enable him to avoid detection, and would present a serious impediment to law enforcement. (E) From subsection (e)(4)(H) because this system of records is exempt from individual access pursuant to subsection (j) of the Privacy Act of 1974. (F) From subsection (f) because this system of records has been exempted from the access provisions of subsection (d). (G) Consistent with the legislative purpose of the Privacy Act of 1974, the Department of the Air Force will grant access to nonexempt material in the records being maintained. Disclosure will be governed by the Department of the Air Force's Privacy Instruction, but will be limited to the extent that the identity of confidential sources will not be compromised; subjects of an investigation of an actual or potential violation will not be alerted to the investigation; the physical safety of witnesses, informants and law enforcement personnel will not be endangered, the privacy of third parties will not be violated; and that the disclosure would not otherwise impede effective law enforcement. Whenever possible, information of the above nature will be deleted from the requested documents and the balance made available. The controlling principle behind this limited access is to allow disclosures except those indicated above. The decisions to release information from these systems will be made on a case-by-case basis (4) System identifier and name: F124 AF D, Investigative Support Records. (5) System identifier and name: F125 AF A, Correction and Rehabilitation Records. Exemption-Portions of this system that fall within 5 U.S.C.552a(j)(2) are exempt from the following provisions of 5 U.S.C. 552a, Sections (c)(3) and (c)(4); (d)(1) through (d)(5); (e)(2) and (e)(3); (e)(4)(G) and (e)(4)(H), (e)(5); (f)(1) through (f)(5); (g)(1) through (g)(5); and (h) of the Act. Authority-5 U.S.C. 552a(j)(2). Reason-The general exemption will protect ongoing investigations and protect from access criminal investigation information contained in this record system so as not to jeopardize any subsequent judicial or administrative process taken as a result of information contained in the files. (b) Specific exemptions. The following systems of records are subject to the specific exemptions shown: (1) Classified records. (i) All records in any systems of records that are properly classified according to Executive Orders 11652, 12065 or 12356, are exempt from 5 U.S.C. 552a(c)(3); (d); (e)(4)(G), (H), and (I); and (f), regardless of whether the entire system is otherwise exempt or not. (ii) Authority. 5 U.S.C. 552a(k)(1). (2)System identifier and name: F053 AFA C, Admissions and Registrar Records. (i) Exemption. Parts of this system of records (Liaison Officer Evaluation and Selection Panel Candidate Evaluation) are exempt from 5 U.S.C. 552a(d), (e)(4)(H), and (f), but only to the extent that disclosure would reveal the identity of a confidential source. (ii) Authority. 5 U.S.C. 552a(k)(5). (iii) Reasons. To ensure the frankness of information used to determine whether cadets are qualified for graduation and commissioning as officers in the Air Force. (3) System identifier and name: F035 MPC R, Air Force Personnel Test 851, Test Answer Cards. (i) Exemption. This system is exempt from 5 U.S.C. 552a(c)(3); (d); (e)(4) (G), (H), and (I); and (f). (ii) Authority. 5 U.S.C. 552a(k)(6). (iii) Reasons. To protect the objectivity of the promotion testing system by keeping the test questions and answers in confidence. (4) System identifier and name: F035 AFA A, Cadet Personnel Management System. (i) Exemption. Parts of this system are exempt from 5 U.S.C. 552a(d), (e)(4)(H), and (f), but only insofar as disclosure would reveal the identity of a confidential source. (ii) Authority. 5 U.S.C. 552a(k)(7). (iii) Reasons. To maintain the candor and integrity of comments needed to evaluate an Air Force Academy cadet for commissioning in the Air Force. (5) System identifier and name: F045 AETC C, Cadet Records. (i) Exemption. Portions of this system (Detachment Professional Officer Course (POC) Selection Rating Sheets; Air Force Reserve Officer Training Corps (AFROTC) Form 0-24-Disenrollment Review; Memoranda for Record and Staff Papers with Staff Advice, Opinions, or Suggestions) are exempt from 5 U.S.C. 552a(c)(3); (d); (e)(4)(G) and (H), and (f), but only to the extent that disclosure would reveal the identity of a confidential source. (ii) Authority. 5 U.S.C. 552a(k)(5). (iii) Reasons. To protect the identity of a confidential source who furnishes information necessary to make determinations about the qualifications, eligibility, and suitability of cadets for graduation and commissioning in the Air Force. (6) System identifier and name: F44 AF SG Q, Family Advocacy Program Records. (i) Exemption: (A) Investigative material compiled for law enforcement purposes, other than material within the scope of subsection 5 U.S.C. 552a(j)(2), may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of the information, the individual will be provided access to the information exempt to the extent that disclosure would reveal the identify of a confidential source. NOTE: When claimed, this exemption allows limited protection of investigative reports maintained in a system of records used in personnel or administrative actions. (B) Investigative material compiled solely for the purpose of determining suitability, eligibility, or qualifications for federal civilian employment, military service, federal contracts, or access to classified information may be exempt pursuant to 5 U.S.C. 552a(k)(5), but only to the extent that such material would reveal the identity of a confidential source. (C) Therefore, portions of the system of records may be exempt pursuant to 5 U.S.C. 552a(c)(3) and (d), but only to the extent that disclosure would reveal the identity of a confidential source. (ii) Authority: 5 U.S.C. 552a(k)(2) and (k)(5). (iii) Reasons: From subsections (c)(3) and (d) because the exemption is needed to encourage those who know of exceptional medical or educational conditions or family maltreatments to come forward by protecting their identities and to protect such sources from embarrassment or recriminations, as well as to protect their right to privacy. It is essential that the identities of all individuals who furnish information under an express promise of confidentiality be protected. Granting individuals access to information relating to criminal and civil law enforcement, as well as the release of certain disclosure accounting, could interfere with ongoing investigations and the orderly administration of justice, in that it could result in the concealment, alteration, destruction, or fabrication of information; could hamper the identification of offenders or alleged offenders and the disposition of charges; and could jeopardize the safety and well being of parents and their children. Exempted portions of this system also contain information considered relevant and necessary to make a determination as to qualifications, eligibility, or suitability for Federal employment and Federal contracts, and that was obtained by providing an express or implied promise to the source that his or her identity would not be revealed to the subject of the record. (7) System identifier and name: F035 AF MP A, Effectiveness/ Performance Reporting System. (i) Exemptions-Brigadier General Selectee Effectiveness Reports and Colonel and Lieutenant Colonel Promotion Recommendations with close out dates on or before January 31, 1991, may be exempt from subsections of 5 U.S.C. 552a(c)(3); (d); (e)(4)(H); and (f). (ii) Authority-5 U.S.C. 552a(k)(7). (iii) Reasons-Subsection (c)(3) because making the disclosure accounting available to the individual may compromise express promises of confidentiality by revealing details about the report and identify other record sources, which may result in circumvention of the access exemption. Subsection (d) because individual disclosure compromises express promises of confidentiality conferred to protect the integrity of the promotion rating system. Subsection (e)(4)(H) because of and to the extent that portions of this record system are exempt from the individual access provisions of subsection (d). Subsection (f) because of and to the extent that portions of this record system are exempt from the individual access provisions of subsection (d). (9) System identifier and name: F035 AP A, Files on General Officers and Colonels Assigned to General Officer Positions. (i) Exemption. This system is exempt from 5 U.S.C. 552a(c)(3); (d); (e)(4)(G), (H), and (I); and (f), but only to the extent that disclosure would reveal the identity of a confidential source. (ii) Authority. 5 U.S.C. 552a(k)(7). (iii) Reasons. To protect the integrity of information used in the Reserve Initial Brigadier General Screening Board, the release of which would compromise the selection process. (10) System identification and name: F035 AF MP P, General Officer Personnel Data System. (i) Exemption-Air Force General Officer Promotion and Effectiveness Reports with close out dates on or before January 31, 1991, may be exempt from subsections of 5 U.S.C. 552a(c)(3); (d); (e)(4)(H); and (f). (ii) Authority-5 U.S.C. 552a(k)(7). (iii) Reason-Subsection (c)(3) because making the disclosure accounting available to the individual may compromise express promises of confidentiality by revealing details about the report and identify other record sources, which may result in circumvention of the access exemption. Subsection (d) because individual disclosure compromises express promises of confidentiality conferred to protect the integrity of the promotion rating system. Subsection (e)(4)(H) because of and to the extent that portions of this record system are exempt from the individual access provisions of subsection (d). Subsection (f) because of and to the extent that portions of this record system are exempt from the individual access provisions of subsection (d). (11) System identifier and name: F035 MPC L, Historical Airman Promotion Master Test File. (i) Exemption. This system is exempt from 5 U.S.C. 552a(c)(3); (d); (e)(4) (G), (H), and (I); and (f). (ii) Authority. 5 U.S.C. 552a(k)(6). (iii) Reasons. To protect the integrity, objectivity, and equity of the promotion testing system by keeping test questions and answers in confidence. (12) System identifier and name: F120 AF IG B, Inspector General Records. (i) Exemption. This system is exempt from 5 U.S.C. 552a(c)(3); (d); (e)(4) (G), (H), and (I); and (f). However, if a person is denied any right, privilege, or benefit, he or she would otherwise be entitled to as a result of keeping this material, it must be released, unless doing so would reveal the identity of a confidential source. (ii) Authority. 5 U.S.C. 552a(k)(2). (iii) Reasons. Granting individuals access to information collected while an Inspector General inquiry is in progress could interfere with the just, thorough, and timely resolution of the complaint or inquiry and could possibly enable individuals to conceal wrong doing or mislead the inquiring officer. Disclosure might also subject sources, witnesses, and their families to harassment or intimidation. (13) System identifier and name: F124 AFOSI B, Investigative Applicant Processing Records. (i) Exemption. This system is exempt from 5 U.S.C. 552a(c)(3); (d); (e)(4) (G), (H), and (I); and (f), but only to the extent that disclosure would reveal the identity of a confidential source. (ii) Authority. 5 U.S.C. 552a(k)(5). (iii) Reasons. To protect those who gave information in confidence during Air Force Office of Special Investigations (AFOSI) applicant inquiries. Fear of harassment could cause sources not to make frank and open responses about applicant qualifications. This could compromise the integrity of the AFOSI personnel program that relies on selecting only qualified people. (14) System identifier and name: F035 AFB B, Master Cadet Personnel Record (Active/Historical). (i) Exemptions. Parts of these systems are exempt from 5 U.S.C. 552a(d), (e)(4)(H), and (f), but only to the extent that they would reveal the identity of a confidential source. (ii) Authority. 5 U.S.C. 552a(k)(7). (iii) Reasons. To maintain the candor and integrity of comments needed to evaluate a cadet for commissioning in the Air Force. (15) System identifier and name: F205 AFISA A, Sensitive Compartmented Information Personnel Records. (i) Exemption. This system is exempt from 5 U.S.C. 552a(a)(3); (d); (e)(4) (G), (H), and (I); and (f), but only to the extent that disclosure would reveal the identity of a confidential source. (ii) Authority. 5 U.S.C. 552a(k)(2) and (k)(5). (iii) Reasons. To protect the identity of sources to whom proper promises of confidentiality have been made during investigations. Without these promises, sources will often be unwilling to provide information essential in adjudicating access in a fair and impartial manner. (16) F124 AFA, Security and Related Investigative Records. (i) Exemption. This system is exempt from 5 U.S.C. 552a(c)(3); (d); (e)(4) (G), (H), and (I); and (f), but only to the extent that disclosure would reveal the identity of a confidential source. (ii) Authority. 5 U.S.C. 552a(k)(5). (iii) Reasons. To protect the identity of those who give information in confidence for personnel security and related investigations. Fear of harassment could cause sources to refuse to give this information in the frank and open way needed to pinpoint those areas in an investigation that should be expanded to resolve charges of questionable conduct. (17) System identifier and name: F205 AFSCO A, Special Security Case Files. (i) Exemption. This system is exempt from 5 U.S.C. 552a(c)(3); (d), (e)(4) (G), (H), and (I); and (f), but only to the extent that disclosure would reveal the identity of a confidential source. (ii) Authority. 5 U.S.C. 552a(k)(5). (iii) Reasons. To protect the identity of those who give information in confidence for personnel security and related investigations. Fear of harassment could cause sources to refuse to give this information in the frank and open way needed to pinpoint those areas in an investigation that should be expanded to resolve charges of questionable conduct. (18) System identifier and name: F205 AF SP A, Special Security Files. (i) Exemption. This system is exempt from 5 U.S.C. 552a(c)(3); (d); (e)(4) (G), (H), and (I); and (f), but only to the extent that disclosure would reveal the identity of a confidential source. (ii) Authority. 5 U.S.C. 552a(k)(5). (ii) Reasons. To protect the identity of those who give information in confidence for personnel security and related investigations. Fear of harassment could cause them to refuse to give this information in the frank and open way needed to pinpoint areas in an investigation that should be expanded to resolve charges of questionable conduct. (19) System identifier and name: F035 AF MP R, Applications for Appointment and Extended Active Duty Files. (i) Exemption. Parts of this system of records are exempt from 5 U.S.C. 552a(d), but only to the extent that disclosure would reveal the identity of a confidential source. (ii) Authority.5 U.S.C. 552a(k)(5). (iii)Reasons. To protect the identity of confidential sources who furnish information necessary to make determinations about the qualifications, eligibility, and suitability of health care professionals who apply for Reserve of the Air Force appointment or interservice transfer to the Air Force. (20) System identifier and name: F111 AF JA B, Courts-Martial and Article 15 Records. (i) Exemption. Portions of this system of records may be exempt pursuant to 5 U.S.C. 552a(j)(2) from the following subsection of 5 U.S.C. 552a(c)(3), (c)(4), (d), (e)(1), (e)(2), (e)(3), (e)(4)(G), (H) and (I), (e)(5), (e)(8), (f), and (g). (ii) Exemption. Portions of this system of records may be exempt pursuant to 5 U.S.C. 552a(k)(2) from the following subsection of 5 U.S.C. 552a(c)(3), (d), (e)(1), (e)(4)(G), (H) and (I), and (f). (iii) Authority: 5 U.S.C. 552a(j)(2) and (k)(2). (iv) Reason: (1) From subsection (c)(3) because the release of the disclosure accounting, for disclosures pursuant to the routine uses published for this system, would permit the subject of a criminal investigation or matter under investigation to obtain valuable information concerning the nature of that investigation which will present a serious impediment to law enforcement. (2) From subsection (c)(4) because an exemption is being claimed for subsection (d), this subsection will not be applicable. (3) From subsection (d) because access to the records contained in this system would inform the subject of a criminal investigation of the existence of that investigation, provide the subject of the investigation with information that might enable him to avoid detection or apprehension, and would present a serious impediment to law enforcement. (4) From subsection (e)(1) because in the course of criminal investigations information is often obtained concerning the violation of laws or civil obligations of others not relating to an active case or matter. In the interests of effective law enforcement, it is necessary that this information be retained since it can aid in establishing patterns of activity and provide valuable leads for other agencies and future cases that may be brought. (5) From subsection (e)(2) because in a criminal investigation the requirement that information be collected to the greatest extent possible from the subject individual would present a serious impediment to law enforcement in that the subject of the investigation would be placed on notice of the existence of the investigation and would therefore be able to avoid detection. (6) From subsection (e)(3) because the requirement that individuals supplying information be provided with a form stating the requirements of subsection (e)(3) would constitute a serious impediment to law enforcement in that it could compromise the existence of a confidential investigation, reveal the identity of confidential sources of information and endanger the life and physical safety of confidential informants. (7) From subsections (e)(4)(G) and (H) because this system of records is exempt from individual access pursuant to subsections (j) and (k) of the Privacy Act of 1974. (8) From subsection (e)(4)(I) because the identity of specific sources must be withheld in order to protect the confidentiality of the sources of criminal and other law enforcement information. This exemption is further necessary to protect the privacy and physical safety of witnesses and informants. (9) From subsection (e)(5) because in the collection of information for law enforcement purposes it is impossible to determine in advance what information is accurate, relevant, timely, and complete. With the passage of time, seemingly irrelevant or untimely information may acquire new significance as further investigation brings new details to light and the accuracy of such information can only be determined in a court of law. The restrictions of subsection (e)(5) would restrict the ability of trained investigators and intelligence analysts to exercise their judgment in reporting on investigations and impede the development of intelligence necessary for effective law enforcement. (10) From subsection (e)(8) because the individual notice requirements of subsection (e)(8) could present a serious impediment to law enforcement as this could interfere with the ability to issue search authorizations and could reveal investigative techniques and procedures. (11) From subsection (f) because this system of records has been exempted from the access provisions of subsection (d). (12) From subsection (g) because this system of records is compiled for law enforcement purposes and has been exempted from the access provisions of subsections (d) and (f). (13) Consistent with the legislative purpose of the Privacy Act of 1974, the Department of the Air Force will grant access to nonexempt material in the records being maintained. Disclosure will be governed by the Department of the Air Force's Privacy Regulation, but will be limited to the extent that the identity of confidential sources will not be compromised; subjects of an investigation of an actual or potential criminal violation will not be alerted to the investigation; the physical safety of witnesses, informants and law enforcement personnel will not be endangered, the privacy of third parties will not be violated; and that the disclosure would not otherwise impede effective law enforcement. Whenever possible, information of the above nature will be deleted from the requested documents and the balance made available. The controlling principle behind this limited access is to allow disclosures except those indicated above. The decisions to release information from these systems will be made on a case-by-case basis. (21) System identifier and name: F036 AF DP G, Military Equal Opportunity and Treatment. (i) Exemption: Investigatory material compiled for law enforcement purposes may be exempt pursuant to 5 U.S.C. 552a(k)(2). However, if an individual is denied any right, privilege, or benefit for which he would otherwise be entitled by Federal law or for which he would otherwise be eligible, as a result of the maintenance of the information, the individual will be provided access to the information except to the extent that disclosure would reveal the identity of a confidential source. Portions of this system of records may be exempt pursuant to 5 U.S.C. 552a(d), (e)(4)(H), and (f). (iii) Authority: 5 U.S.C. 552a(k)(2) (iv) Reasons: (1) From subsection (d) because access to the records contained in this system would inform the subject of an investigation of the existence of that investigation, provide the subject of the investigation with information that might enable him to avoid detection, and would present a serious impediment to law enforcement. In addition, granting individuals access to information collected while an Equal Opportunity and Treatment clarification/investigation is in progress conflicts with the just, thorough, and timely completion of the complaint, and could possibly enable individuals to interfere, obstruct, or mislead those clarifying/investigating the complaint. (2) From subsection (e)(4)(H) because this system of records is exempt from individual access pursuant to subsection (k) of the Privacy Act of 1974. (3) From subsection (f) because this system of records has been exempted from the access provisions of subsection (d). (4) Consistent with the legislative purpose of the Privacy Act of 1974, the Department of the Air Force will grant access to nonexempt material in the records being maintained. Disclosure will be governed by the Department of the Air Forces Privacy Instruction, but will be limited to the extent that the identity of confidential sources will not be compromised; subjects of an investigation of an actual or potential violation will not be alerted to the investigation; the physical safety of witnesses, informants and law enforcement personnel will not be endangered, the privacy of third parties will not be violated; and that the disclosure would not otherwise impede effective law enforcement. Whenever possible, information of the above nature will be deleted from the requested documents and the balance made available. The controlling principle behind this limited access is to allow disclosures except those indicated above. The decisions to release information from this system will be made on a case-by-case basis. [59 FR 53099, Oct. 21, 1994, as amended at 60 FR 36224, Jul. 14, 1995; 61 FR 2917, Jan. 30, 1996; 62 FR 17070, Apr. 9, 1997; 64 FR 72032, Dec. 23, 1999; 66 FR 54930, Oct. 31, 2001]